Based on Quote Summary - Intergraph Smart Materials - Version 2016 R4 (8.4.0) - Help - Hexagon PPM

Intergraph Smart Materials Classic Help (2016)

PPMProduct
Intergraph Smart Materials
PPMCategory_custom
Help
Version_SPMat_custom
2016 R4 (8.4)

If you select the option to create an agreement based on a quote summary, the box displayed below opens.

Select a quote summary from the LOV in the Inquiry Number field. All quote summaries that have been approved on the P.30.22 Commercial Evaluation screen and for which at least one quote detail exists that has been assigned to a supplier (bidder) but cannot be found on any agreement (except for blanket orders and master agreements) are available. In the case of quotes that can only be used for inquiries but not for purchasing, they are available as long as at least one detail cannot be found on a blanket order.

In addition, the associated supplier must be allowed for agreements (on P.20.01). Depending on the setting of project default ZP_SUP_NA, the supplier's approval status is analyzed. If ZP_SUP_NA is set to N (default), only quote summaries of approved suppliers are available. If ZP_SUP_NA is set to Y, quote summaries of suppliers that are not approved can also be selected. If you have the ASSIGN BUYER privilege, all the quote summaries described above are available. If you only have the BUYER privilege, only quote summaries of those inquiries where you are assigned as the buyer are available. You cannot create an agreement for a quote summary if a technical evaluation is required but has not been completed so far. If you select such a quote summary, an appropriate message will appear and the Continue button will become unavailable.

The inquiry supplement is displayed in the Suppl field. The Purchase indicator is selected if the inquiry has been created for purchase. The supplier assigned to the selected quote summary is displayed in the Supplier field, with the company name in the Company Name field.

If a type of payment was assigned to the inquiry, it is displayed in the Payment Type field. Possible values are:

  • Schedule of Values

  • Measured Qty

  • Milestone Progress

You can click the Back button to go back to the previous box to select another kind of agreement. To cancel the agreement creation, click Cancel.

To go ahead with the agreement creation based on the selected quote summary, click the Continue button to open Window 4 displayed in the picture below.

If addenda costs have been assigned to the selected quote summary, you can only continue if the project default ZP_OC_ADD has been set.

At the top of the screen, you can see what kind of agreement you are about to create. You will either see the selected quote summary, the selected engineering requisition, or the information with which you are going to create a manual agreement.

Fill in all the fields that are required (green background color) or of interest for you and click the Create Agreement button as the final and last step to actually create the agreement. After the agreement has been created, the P.50.07 Maintain Agreements screen opens, allowing you to further maintain the agreement.

If you want to quit the process of creating an agreement, you can click the Cancel button. You will return to the first window without creating any agreement.

To return to the previous window without creating an agreement, click the Back button.

When you manually create an agreement, you must determine the kind of agreement by selecting a value from the drop-down list in the Type field. Possible values are Order or Subcontract. In all other cases, the type is given by the inquiry and the engineering requisition, respectively, and cannot be changed.

In the Agreement Type field, select a type from the drop-down list. The agreement types that are available for selection depends on the value selected in the Type field. You can find an overview of the types in Create Agreements.

In the Pricing Type field, you can select a pre-defined pricing type from the LOV. You can double-click in this field to open the P.10.66 Pricing Types screen where pricing types are defined.

The Agreement Number field shows the name (number) of the agreement. This field is automatically filled by the CIP m_pck_po_custom.gen_order_number when calling this screen. If the CIP does not return any value, the name of the inquiry (based on the quote summary) or the requisition (based on the engineering requisition) is copied over as the agreement number. If you create a manual agreement, no default number is provided.

  • In a standard installation, the CIP does not return a value (NULL).

  • In any case, the default number can be overwritten.

If the project default ZP_PO_UNIQ is set to N (default), the same agreement number / supplement / agreement type can be created for different origins. If ZP_PO_UNIQ is set to Y, the combination of agreement number, supplement, and agreement type can only be used once in a project regardless of the origin. In this case, the system does not distinguish between manual purchase orders and purchase orders based on quote summary/requisition.

If the project default ZP_PO_TYPE is set to N (default), the same agreement number / supplement / origin can be created for different agreement types. If ZP_PO_TYPE is set to Y, the combination of agreement number, supplement, and origin can only be used once in a project regardless of the agreement type.

You can select a number rule from the LOV in the Number Rule field to be applied when you click the Automatic Number button. You can double-click in this field to open the P.10.35 Number Ranges and Rules screen where number rules are defined. For more information, see Number Ranges and Rules. If this field is not filled, the rule defined by project default ZP_PORULE is used instead. In this case, the setting of project default ZP_REQ_DP determines for which discipline the value of ZP_PORULE is taken. If ZP_REQ_DP is set to Y, the discipline of the associated requisition(s) is used. Otherwise, the logon discipline is used.

When you click the Automatic Number button, the system generates an agreement number using the selected rule.

If any error is encountered during number generation, the process is stopped and the number is not generated. Possible reasons for errors can be:

  • any of the project defaults is not set.

  • the end of the number range (in P.10.35) has been reached.

  • the agreement number that is created is not unique within the project.

You can update the generated number.

The agreement descriptions are displayed in the Short Desc and Description fields. If the agreement is based on a quote summary, these fields are filled with the descriptions of the inquiry. If the agreement is based on an engineering requisition, the requisition descriptions are copied over as the default value. These defaults can be overwritten. There is no default for manual agreements. The fields display the descriptions for the login language. If descriptions for other languages are defined, these descriptions are also copied over to the new agreement.

The Origin field shows the name of the office that is responsible for the agreement. You can double-click in this field to open the A.10.33 Origins screen where origins are defined. The origin assigned to the project default ZX_ORIGIN is used as the default value. You can change this default value by selecting a value from the LOV.

The Issued by field shows the name of the office that issues the agreement. You can double-click in this field to open the A.10.33 Origins screen where origins are defined. The origin assigned to project default ZX_ORIGIN is used as the default value. You can change this default value by selecting a value from the LOV.

In the Client Agreement Num field, you can enter the number of the client's associated agreement.

The Supplier field displays the name of the supplier. If a quote summary is the basis of the new agreement, the supplier is copied from this quote and cannot be changed. If the agreement is to be created for a corporate warehouse or FIM warehouse, the supplier cannot be changed. Otherwise, the setting of project default ZP_PROJSUP determines whether you can enter only project suppliers (ZP_PROJSUP not set) or any supplier defined on the P.20.01 Suppliers/Subcontractors screen (ZP_PROJSUP set to N). In any case, only suppliers allowed for Agreements on P.20.01 are available. Depending on the setting of project default ZP_SUP_NA, the supplier's approval status is analyzed. If ZP_SUP_NA is set to N (default), only quote summaries of approved suppliers are available. If ZP_SUP_NA is set to Y, quote summaries of suppliers that are not approved can also be selected. You can double-click in the Supplier field to open the P.20.01 Suppliers/Subcontractors screen.

You can click Supplier LOV to open a window that shows all possible suppliers for the Supplier field.

The suppliers are listed with most of the company information maintained on the P.20.01 screen. All of these fields are queryable, which means if you click Enter Query, you can enter search criteria in any of the fields to restrict the number of displayed suppliers.

If more than one material/work group is assigned to the bidder, the >1 indicator is selected. In that case, double-click in the Matl/Work Group field to open a new window where the assigned material/work groups are listed.

Use the X in the upper right corner to close this window.

Finally, click the Fill In button to insert the selected supplier in the Supplier field on Window 4.

The name of the supplier's company is shown in the Company Name field.

In the Contact field, you can select the contact person in the supplier's company from the LOV. You can double-click in this field to open the Contacts folder of A.10.23 Companies to take a closer look at the contact persons for the selected company. The first name and last name of the selected contact are displayed in the fields beside the Contact field.

The point of origin for the supplier can be entered in the Point of Origin field. This field is not displayed for agreements of type 'Subcontract'.

The country of the supplier can be selected from the LOV in the Country Code field. You can double-click in this field to open the A.10.34 Countries/States/Provinces screen where the countries are defined.

The Buyer field displays the name of the buyer assigned to the new agreement. By default, this field is filled with the current (login) user. This value cannot be changed.

In the Expediter field, you can select from the LOV the name of the expediter to be assigned to the new agreement. All users having the EXPEDITER privilege granted can be entered. If the project default ZX_PRIVREQ is set to N (default), you can assign an expediter to an agreement. If this project default is set to Y, you can only assign an expediter when you have the ASSIGN EXPEDITER privilege granted. This field is not displayed for agreements of type Subcontract.

In the Traffic field, you can select from the LOV the name of the person responsible for traffic in the new agreement. All users having the TRAFFIC privilege granted can be entered. This field is not displayed for agreements of type Subcontract.

In the Expediting Level field, you can use the LOV to assign the level of expediting to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the expediting levels are maintained. By default, the expediting level of the inquiry or the requisition is copied over depending on the basis of the agreement. This default can be overwritten. This field is not displayed for agreements of type Subcontract.

In the Inspection Level field, you can use the LOV to assign the level of inspection to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the inspection levels are maintained. By default, the inspection level of the inquiry or the requisition is copied over depending on the basis of the agreement. This default can be overwritten. This field is not displayed for agreements of type Subcontract.

In the Criticality Level field, you can use the LOV to assign the level of criticality to the agreement. You can double-click in this field to open the P.10.55 Expediting Levels screen where the criticality levels are maintained. By default, the criticality level of the inquiry or the requisition is copied over depending on the basis of the agreement. This default can be overwritten. This field is not displayed for agreements of type Subcontract.

The Currency field shows the currency of the agreement. If the agreement will be based on a quote summary, its currency will be copied over and cannot be changed. Otherwise, all currencies defined on the A.10.12 Units of Measure screen for unit group CURRENCY can be selected from the LOV. You can double-click in this field to open A.10.12. When you have selected a supplier in the Supplier field, the supplier's preferred currency as defined on P.20.01 Suppliers/Subcontractors is copied over as the default value. This value can be changed.

The routing method can be selected from the LOV in the Routing Method field. You can double-click in this field to open the P.10.53 Routing Methods screen where routing methods are defined.

The routing method of the agreement header is used for the creation of item shipments. When item shipments for purchase orders or notices of commitment are created, the routing method of the header will be copied over if it is a valid one for the delivery designation of the item shipment. If this routing method is invalid for the delivery designation, the system looks for the default routing method of the delivery designation.

The project default ZP_RM_MAND determines whether this field is mandatory or not. If this project default is set to N (default) or not set, you can leave the Routing Method field empty. If ZP_RM_MAND is set to Y, you must enter a routing method before you can create the agreement.

The Routing Method field is not displayed for agreements of type Subcontract. This means, if ZP_RM_MAND is set to Y, you cannot create Subcontract agreements in this project.

You can select a section from the LOV in the Section field. By default, the section of the inquiry or the requisition is copied over depending on the basis of the agreement. This default can be overwritten. You can double-click in this field to open the P.10.36 Sections screen where sections are defined. This field is not displayed for agreements of type Subcontract.

You can select the estimated time of arrival to the site from the LOV in the ETA Site field. This field is not displayed for agreements of type Subcontract.

Using the LOV in the Account Code field, you can assign an account code to the agreement. You can double-click in this field to open the A.10.30 Account Codes screen where account codes are defined. This field is only visible if you are not using the account code module (project default set to N). If the agreement is created based on a requisition, the account code of the requisition is copied over per default. This default can be overwritten.

In the Payment Type field, you can select the type of the payment assigned to the agreement from the drop-down list. Possible values are:

  • Schedule of Values

  • Measured Qty

  • Milestone Progress

Usually, this field is only displayed for agreements of type Subcontract. If the project default ZP_SMINCPO is set to Y, this field is also displayed for agreements of type Order. The field is mandatory in both cases.

The BO Number field is only displayed when creating a manual agreement. It is used for assigning a blanket order to a manual purchase order. The field is not available for agreements of any type other than Purchase Order. If you assign a blanket order to a manual purchase order, you can only place material on the purchase order that can be found on the blanket order. You can only select among those blanket orders that have been approved and that have been established for the supplier you have chosen for the manual purchase order. It is advisable to use the list of values to select the correct blanket order.

In the Template Agreement field, you can select any existing agreement as a template for the new agreement from the LOV. The values, attributes, and attachments for this template are applied to the new agreement when you click the Create Agreement button. All agreements that have been created regardless of their type and approval status are available as template agreements. If you have the BUYER privilege, only those agreements to which you are assigned as buyer are available for selection. If you select the List All Supplements check box, the LOV for the Template Agreement field shows all supplements of the agreements. If the check box is not selected, only the highest supplements of the agreements are shown.

After selecting the template, you can click the Show Template button to take a look at this agreement on the P.50.07 Maintain Agreements screen where the agreement details appear.

After you have entered all the required information, you can click the Create Agreement button. The software will create an agreement, which implies:

  • The header and description (if entered) are saved for the agreement.

  • The supplier's address for the address type used as the default for agreements is assigned to the agreement. The address type defined with the Agreement Default indicator selected on the A.10.25 Address Types screen is used as the default. If no address can be found for this default address type and the agreement is based on a quote summary, the address of the address type saved on the Bidders tab of P.30.21 Prepare RFQ is assigned to the new agreement.

  • All line items based on the selected quote summary are created, if applicable. Only those details that cannot be found on any other agreement will be placed on the new agreement.

  • If an engineering requisition is the basis of the new agreement and the project default ZP_INCREQC is set to Y, not only will the selected requisition be incorporated in the agreement but also the line items of all previous requisition supplements that have not yet been purchased completely.

  • If the project default ZR_PROCSEQ is set to N, the system will try to copy over the position and sub position from the engineering requisition if possible. If the position and sub position cannot be copied over, the line item will be placed at the end of the agreement, getting the next highest available position. This processing becomes necessary if a requisition line has been split on a quote, or if more than one requisition is assigned to a quote and the same position / sub position can be found on more than one requisition.

  • If the project default ZR_PROCSEQ is set to Y, the value of the Proc Seq field will be copied for the position of a line item. The Proc Seq field can be maintained for every requisition line item on the Line Items tab of the R.30.01 Maintain Requisitions screen. If this field does not contain a valid value, the position will be set to the next highest available position. The sub position will always get a value of 1, independent of the value of Proc Seq.

  • With project default ZP_INTDISC, you can control how discounts are managed. If the project default is set to Y (default), discounts that have been defined on the quote detail level (not the other cost level) are integrated in the unit price of the agreement line item. The discount on the agreement line item level is set to 0. If the project default is set to N, the unit price and discount values are copied over on the agreement line item without adjusting the unit price.

  • All line items based on the requisition line items are created, if applicable. Only those requisition line items will be placed on the agreement that:

    • have been released to procurement and

    • have not been placed on any other agreement, or

    • have been placed on other agreements but the sum of all ordered quantities is less than the quantity released to procurement. In this case, only the remaining, still outstanding quantity is put on the new agreement.

In addition to these restrictions, only positions with matching material in the corporate/FIM warehouses accessible to the current user are included in the agreement in the case of an agreement for corporate/FIM warehouse. It may also occur that the complete (remaining) quantity is not covered by the agreement if the quantity available in the corporate/FIM warehouses is not enough. If that is the case, you must order the remaining quantity at a 'real' supplier.

If the software finds requisition line items that have been inquired but not purchased at all or not completely, a message box appears and asks whether you want to place these inquired line items on the agreement as well. If you click Yes, the purchasing quantity still outstanding will be put on the new agreement. These inquired line items will be neglected later on when creating an agreement from the corresponding bid evaluation. If you click No, only line items that have not been inquired will be taken into account.

The position and sub position are copied over from the engineering requisition to the agreement if project default ZR_PROCSEQ is set to N. Otherwise, the value of the Proc Seq will be copied for the position of a line item. The Proc Seq field can be maintained for every requisition line item on the R.30.01 Maintain Requisitions screen on the Line Items tab. If this field does not contain a valid value (that is, the value is too large or NULL), the position will be set to the next highest position available. The sub position will always get a value of 1 (independent of the value of Proc Seq).

  • Item shipments for all line items of the agreement in case of a purchase order or a notice of commitment are created.

  • The total costs for each currency are calculated.

  • All documents, vendor data requirements (VDRs), other costs, progress payment events, and attributes attached to the quote summary (if applicable) will be copied to the new agreement. For more information, see Inheritance of Attachments. Any attribute assigned to an agreement line item will also be attached to the corresponding item shipment. On the line item level, other costs will only be copied over if the cost value is not zero.

  • All vendor data requirements (VDRs), documents, and attributes attached to the engineering requisition will be copied to the new agreement (if applicable).

  • Attributes that have been assigned to the selected supplier (on P.20.01 Suppliers/Subcontractors) are copied to the newly created agreement if the agreement is based on an engineering requisition or is a manual one.

  • Depending on the setting of project default ZP_TRANSTT, text and terms are also copied.

  • If applicable, the schedule of values (price breakdown), scope of work, SOW milestones, alternates/options, and the various types of rates are copied over from the engineering requisition and inquiry/quote, respectively.

  • If the agreement is the first one to be created for the inquiry that has been the basis for the selected quote summary, the PO Create Date field will be set to the current date (if the agreement is based on a quote).

  • If you are working with the account code module (project default ZJ_USE_AC set to Y), the account code information for the new agreement will be created.

  • If you are not working with the account code module, you can make use of the CIP m_pck_po_custom.default_account to fill in the account code on the header level with a default value. In the standard installation, the default value is NULL.

  • If the new agreement is a purchase order (that is, not a blanket order or notice of commitment), all closeout activities that have been marked as default on the P.10.51 screen are attached to the new agreement. The sequence numbers for these activities are 10, 20, 30, and so forth. The responsible person is the buyer of the agreement and the activities are ordered by name.

  • If the agreement is based on a quote summary, the attributes of the technical evaluation (Ident Values tab on the P.30.23 Technical Evaluation screen) are copied over to the corresponding agreement line items. This refers only to material with item rule 'TAB'.

  • If you create an agreement based on a quote summary on which prices have been entered manually on the header level (Manual indicator marked on the Quote Summaries tab of the P.30.22 Commercial Evaluation screen), you will be asked whether you want these manually entered prices to be copied over (or better applied) to the agreement line items and other costs.

  • If you use this option, the line item and other costs are adjusted in such a way that the total of all costs reflects the values entered on the quote summary level. Illustrated by an example in detail, this means:

    Extended prices on the quote detail level:

    Seq 1 500

    Seq 2 500

    Extended prices on the quote summary:

    Quote Detail Costs: 800

    Total Other Costs: 200

    Total Price: 1000

    The resulting extended prices on the agreement line item level will be:

    Pos 1 400 (instead of 500)

    Pos 2 400 (instead of 500)

    The unit price will be adjusted accordingly. The procedure works in the same way for other costs.

If you have entered a template agreement, it will be applied to the agreement that has just been created as described above. The following fields will be copied over on the agreement header level:

  • Point of origin

  • Country code

  • Expediter

  • Traffic

  • Expediting level

  • Inspection level

  • Account code

That is, for these fields you do not need to make any entries on this window before you click the Create Agreement button. If the supplier of the new agreement and of the selected template agreement is the same, the contact person, manufacturer and addresses are also copied over. The manufacturer is also populated to all agreement line items. The country code (country of origin) and account code are inherited to all line items.

If exactly one incoterm can be found on the line items of the template agreement, it will be populated to all line items of the new agreement. The same is valid for the delivery place. If different delivery places can be found, nothing will be inherited.

Attributes, documents, VDRs, text and terms, other costs, rates (if applicable), closeout activities, and progress payment events are copied from the template agreement to the new agreement. If the new agreement is based on a quote summary to which progress payment events are attached, these events are deleted and the events of the template agreement are assigned to the agreement instead.

All data copied over from the template can be updated as long as the agreement has not been approved.

At the end of the agreement creation procedure, the CIP m_pck_po_custom.post_poh_creation is called. By default, this CIP is empty, which means it does not modify any data or perform any checks. You can use this CIP, for example, to modify the agreement number using information that is only available after an agreement has been created. For example, you might want the ‘Issued by’ information or the associated requisition to be reflected in the agreement number.

Finally, a message appears if agreement creation was successful.

After you acknowledge this message, the P.50.07 Maintain Agreements screen opens, where the new agreement is displayed.