The purpose of the P.70.81 VDR Submittal and Status screen is the expediting of VDRs (Vendor Data/Document Requirements).
You can query for all approved purchase orders, notices of commitment, and their line items. Notices of commitment are only available as long as they are not superseded by a purchase order. All other types of agreements, for example, blanket orders or subcontracts, are not supported by this screen.
With the project default ZP_VSSVLVL, you can control which levels are available. If the project default is set to BOTH (default), the agreement header and the agreement line items are displayed. If the project default is set to POH, only the agreement header is shown. If the project default is set to POLI, only the agreement line items are available.
With the project default ZP_VSSMODE, you determine in which mode this screen is started. If the project default is set to MULTI (default), the screen opens with the multi-record layout. If the project default is set to SINGLE, the screen opens with the single-record layout, displaying more information at first glance.
If you have the MULTI PROJECT privilege, you can see the data of all projects to which you have access. If you do not have this privilege, you can only view and work on data created in the project you are logged in. You can use this screen to assign one or more documents to a VDR, to create document revisions or transmit the VDRs.
Any changes applied to document related fields on this screen affect the base data on the D.10.11 Documents screen.
Some features in this screen are handled by CIPs. More details can be found in the description on the block or item level depending on the purpose of the CIPs.
All character fields in the single and multi-line window are set to uppercase mode.
When data on P.70.81 is saved, the CIP m_pck_vdr_custom.set_field_values is executed. This CIP allows you to modify fields and fill them with default values according to your needs. For example, the CIP automatically sets the delivery date to the current date when you assign a document to a VDR. In the standard installation, this CIP does not modify any fields.
This screen is a core workflow screen. For more information, see Core Workflow Screens.
With the All Revisions / Highest Revisions group at the top of the screen, you control whether you want to see all document revisions that are assigned to the VDRs or only the latest one. Choosing All Revisions shows a revision history (which is not supported by the D.90.21 Attachments screen).
The Ordered by field shows by which fields the displayed records are sorted. By default, the data is ordered by VDR, agreement number, position, sub position, document code, and document revision. To change the order criteria, click the Order By ... button at the bottom of the screen, or select either the Order by this field ascending or the Order by this field descending item from the pop-up menu available on the field level. If you select Order by this field descending, the field name is lengthened by ‘(desc)’ to show that the data is currently displayed in a descending order.
The VDR Set field displays the name of the VDR set from which the VDR was copied to the current agreement or agreement line item. If a VDR was attached directly, this field is empty. You can double-click in this field to open the D.40.12 VDR Sets screen.
The VDR field shows the name of the VDR. To add VDRs to the agreement (line item) or to see all attachments of the current agreement or agreement line item, double-click in this field to open the D.90.21 Attachments screen. For more information, see Attachments.
The VDR revision is displayed in the Rev field.
The Required check box indicates whether the VDR is required or not.
The Sel check box can be used to select the VDRs (or combinations of VDRs and documents) to be processed when you choose the Populate selected option (available in the Document Code field) or when you click the Print, VDR Transmittal, or Returns buttons.
Only VDRs to which a document is assigned are covered by the functionalities behind the buttons.
The Project field displays the name of the project to which the agreement or agreement line item belongs.
The Agreement Number field shows the name/number of the agreement. If ZP_VSSMODE is set to MULTI and you double-click in this field, another window opens, displaying more details on the selected agreement or agreement line item. For more information, see Agreement Details.
The Pos field shows the position line item number, and the Sub Pos field shows the sub position line item number.
The tag number of the line item is displayed in the Tag Number field. This field remains empty for agreements.
The Document Code field shows the name of the document. To assign a document to a VDR, you must select an existing document from the LOV, or you must enter a value for the client reference name in the Client Ref. field. The number of documents that are available for selection depends on the setting of project default ZP_VSS_DOC. If the project default is set to ALL (default), all documents stored on D.10.11 Documents are available. If the project default is set to AGREEMENT, you can only select from the documents that have already been assigned to the agreement or any of its line items. You can double-click in this field to open the D.10.11 screen. The pop-up menu for this field includes the Populate selected option. You can use this option after you have selected the Sel check box for all eligible VDRs. When this feature is applied, not only the document code but also the data in the Approval Code, Approved Date, Return Date, and Required Resubmittal Date fields is copied to the selected records.
When you assign a document that has already been assigned to another VDR, the following data is copied over from the other assignment:
Requested Resubmittal Date
The Document Rev field shows the revision of the document. To create a revision of the document, click the Revise Document button at the bottom of the screen. This action creates a new revision of the document and also creates another record for the current VDR with the new document revision assigned to it. The values of the following fields are reset on the new document revision:
Revised Delivery Date
Required Resubmittal Date
Requested Return Date
The P.70.81 screen allows you to keep a VDR history of the revisions. The D.90.21 screen does not support this functionality; there, only the latest assigned revision is displayed.
The Document Description field shows the description of the document.
In the Client Ref. field, you can enter a client reference name of the document. To assign a document to a VDR, you must either select an existing document from the LOV in the Document Code field, or you must enter the client reference name in the Client Ref. field. If you enter a client reference, a document is automatically created on D.10.11 when you save the changes. The name of the new document is generated by the CIP procedure m_pck_vdr_custom.gen_doc_number. If this CIP does not return a value, the client reference is used as the document code instead. In a standard installation, this CIP does not return a value (NULL).
The Partner Ref. field shows the partner reference for the document.
The No. Pages field shows the number of pages of the document.
The format of the document is displayed in the Format field. The CIP function m_pck_vdr_custom .get_format_attr_id allows you to associate this field with an attribute defined on the A.50.01 Attributes screen and thus have a list of valid values for this field.
The Reference field shows the library reference of the document. When a new document is created, this field is populated with the result of the CIP m_pck_vdr_custom.gen_reference. By default, this CIP does not return a value (NULL).
The date the document has been delivered is displayed in the Actual Delv field.
The date for which the return of the document has been promised is displayed in the Promised Return field.
The date for which the return of the document is required is displayed in the Req Return field.
Select the purpose of this document from the drop-down list in the Purpose field.
Enter the number of copies that are required for the first issue in the First Issue Copies field. Enter the number of copies finally issued by the supplier in the Final Issue Copies field.
In the Scheduled field, you can enter the number of days, weeks, or months in which the documents should be delivered by the supplier. Select the period for the value in the Scheduled field from the drop-down list in the Period field. The available values are DAYS, WEEKS, or MONTHS.
Select the event at which the documents should be delivered from the drop-down list in the Event field. The available values are:
DATE OF ORDER
DATE OF APPROVAL
DATE OF DISPATCH
DATE OF MECHANICAL COMPLETION
In the PW (promise weeks) field, enter the number of weeks after which the delivery of this VDR has been promised by the supplier.
The date until which the documents are required is displayed in the Date Required field.
The Prom Delv field shows the date on which the supplier has promised to deliver the document. As long as no document has been assigned to the VDR, this field is populated automatically when a purchase order or notice of commitment is issued. This field is filled with the issue date plus the number of weeks entered in the PW field. The value of this field cannot be changed. If the supplier revises the delivery date, the new date must be entered in the Rev Delv field.
The Past Due field displays the number of days that have passed since a delivery was due. If the delivery date is set in the Actual Delv field, this Past Due field remains empty. Also, if the current date is before the promised or revised delivery date, this field remains empty. If the deadline is exceeded, that is, the current date is after the promised or revised delivery date and the delivery date is not yet set, the Past Due field shows the number of days the document is already due.
In the Received By field, enter the name of the person who has received the documents.
The Priority field shows the priority of the VDR.
The following fields can be used to enter the appropriate information:
With Tender Period
With Tender Event
As Built Period
As Built Event
As Built Schedule
The date for which the return of the document has been requested is displayed in the Requested Return field.
Select the distribution category from the LOV in the Distribution Category field. If no distribution category has been entered so far, the LOV opens automatically when you enter this field. You can double-click in this field to open the A.10.52 Distribution Categories screen.
The Deliverable Status field shows the name of the deliverable status. You can double-click in this field to open the P.10.79 Deliverable Status screen.
The Approval Code field shows the name of the approval code. You can double-click in this field to open the P.10.71 VDR Approval Codes screen where the approval codes are defined. When you set the approval code and save the changes, the CIP m_pck_vdr_custom.remove_content is executed.
The date on which the document delivered for the VDR was approved is displayed in the Approved Date field. This field is automatically filled with the actual date when an approval code is entered. This value can be overwritten or removed.
The date on which the document was returned is displayed in the Return Date field. This date is automatically filled with the actual date when an approval code is entered. You can overwrite this value.
The date on which the resubmittal of the document is required (latest) is displayed in the Required Resubmittal Date field. If you have assigned an approval code for which the Resubmittal Required check box has been set on the P.10.71 screen, this field is automatically filled based on the return date and the number of resubmittal days provided on P.10.71. If necessary, you can overwrite this calculated value.
In the Document Comment field, you can enter a comment on the document.
In the VDR Comment field, you can enter a comment on the VDR.
In the Agreement Attribute field, you can see the value of the attribute that has been set up by the CIP m_pck_vdr_custom.get_po_attr_id and that has been assigned to the agreement (line item). The label text that has been entered on A.50.01 for this attribute is used as a prompt for this field. You cannot insert or modify values in this field if the CIP returns an invalid attribute.
The Complete check box indicate whether the VDR is complete.
The VDR descriptions are displayed in the Short Desc and Description fields.
You can click the Order By ... button to change the order by criteria for the displayed records. When you click this button, a list of values is opened, offering you all the columns currently visible in the form. Select the field by which you want the data to be ordered by in the first place. Then a second list of values comes up, allowing you to select a second field. In this way, you can select up to six fields by which the data is to be ordered. If you do not need any further fields as order by criteria just click the Cancel button in the LOV box. After the last LOV has been closed, your last query is performed again, this time using the new order by criteria. The data is always sorted in ascending order. The selected and changed order by criteria are displayed in the Ordered by field.
When you click the Attributes button, the A.50.21 Attached Attributes screen opens where the attributes that are attached to the selected VDR are displayed. For more information, see Attached Attributes.
You must click the Duplicate VDR button if one or more documents have already been assigned to the VDR and you need to assign another document. This action creates a duplicate of the current record, leaving the document related fields empty so that you can enter the additional document.
Click the Revise Document button to create a new revision of the current document. A box opens where you can enter the new revision number.
Enter the revision number in the New Revision field, and click the Create Revision button. Click Cancel to close this box without creating a new revision.
The Print button can be used to create and show a file that contains document related data. To allow for the most flexibility in the creation of the file, this code must be placed in the function write_file in the custom library mar_custom. In a standard installation, this function only contains the RETURN statement. This function allows you to process the records that have previously been selected on the screen. In the version delivered along with the standard, you find sample code that shows how to do this operation.
Only VDRs to which documents have been assigned can be processed this way.
When you click the VDR Transmittal button, the CIP m_pck_vdr_custom.vdr_transmittal is executed. In a standard installation, this CIP does not do anything at all. This CIP allows you to process the records that have previously been selected on the screen. In the CIP delivered along with the standard, you find sample code that shows how to do this operation.
Only VDRs to which documents have been assigned can be processed this way.
When you click the Returns button, the CIP procedure m_pck_vdr_custom.return_transmittal is executed and then the report screen is opened for the report that is given by the CIP m_pck_vdr_custom.returns_report. In a standard installation, the P.70.R.88 report is returned by this CIP. For example, you can use this button to send an email to the supplier notifying him that some documents need to be reworked.
You should select at least one VDR to which a document has been assigned before you click this button.
You can click the Select All button to select the Sel check box of all records currently displayed and for which a document is available. Click the Deselect All button to clear the Sel check box for all displayed records.