Purchase Order Contracts

Purchase Order (PO) Contracts allow you to track supplier agreements including overall currency amounts and contract expiry dates. User Defined Fields (UDFs) can also be created to capture information which cannot be recorded in a standard field. Contracts can be assigned to purchase orders to track the total currency amounts purchased against the value of the purchase order contract.

User defined field sets are created in the Resource/Inventory/Purchasing Issue Types page. Once created, the type must be assigned in the PO Contract Issue Type field of the Purchasing Configuration window (you may need to add this field to your layout if it is not already visible). The UDFs included in the assigned set will then become available to add to the layout of the Add Purchase Order window.

For more information about setting up UDFs, see Configure User Defined Fields (UDFs)/Custom Field Sets.

In this article:

Manage Purchase Order Contracts

Add a Purchase Order Contract

To add a new PO Contract:

  1. Navigate to the Purchase Order Contracts page and click Add. The Add Contract screen opens.
  2. Enter the necessary information:
    • Reference: Supplier's contract number.
    • Description: Description of the purchase order contract. This will be used as an identifier, when selecting a PO Contract on a Purchase Order.
    • Supplier: Supplier for the contract.
    • Start Date: Contract beginning date.
    • End Date: Contract ending date.
    • Currency: Currency for the contract.
    • Amount: Amount for the contract.
    • Primary Rep and Secondary Rep: Representative from your organization for the contract. These fields can be used to sort PO Contracts into views for each Representative.
    • Department: Department for the contract.
    • Status: Check the check box to make the contract active. If a contract is not active, it will not be possible for it to be selected on a Purchase Order.
    • Any appropriate UDFs also shown on the layout.
  3. Click OK.

The following tabs are also available from the Add/Edit Purchase Order Contract screen:

  • Purchase Orders: Lists all purchase orders associated with the contract.
  • Purchase Order Items: Lists all purchase order items associated with the contract.
  • Activities: Activities and reminders for the contract.
  • Notes: Notes related to the contract.
  • Documents: Documents associated with the contract.

Edit a Purchase Order Contract

Once a Purchase Order Contract has been created, it is possible to update the details if anything is incorrect or has changed.

To edit a PO Contract:

  1. Navigate to the Purchase Order Contracts page and find the PO Contract to be edited.
  2. Right-click on the PO Contract row and select Edit.
  3. Edit any fields, as required.
  4. Click OK. The PO Contract is saved and updated.

Delete a Purchase Order Contract

If a PO Contract in not linked to any Purchase Orders or Purchase Order Items, the record can be deleted.

To delete a PO Contract:

  1. Navigate to the Purchase Order Contracts page and find the Purchase Order Contract to be delete.
  2. Right-click on the PO Contract row and select Mark for Delete. A small red warning icon will appear to the left of the row to be delete.
  3. Click OK. The Purchase Order Contract is deleted.

Assign a Purchase Order Contract to a Purchase Order

  1. Navigate to the Purchase Orders page and click Add. The Add Purchase Order screen opens.
  2. Enter the purchase order details as per your normal process. See Purchase Orders for more details.
  3. Select the appropriate PO Contract in the PO Contract field. You may need to add this field to the Layout the first time you need to use this field.
  4. Continue with your normal Purchase Order approval process. The Purchase Order will show in the Purchase Orders tab of your Purchase Order Contract.

Purchase Order Contract Access Privileges

Allow Access to Purchasing Contracts by Department

This access privilege allows for access of Purchase Order Contracts to be determined by the departments this user has access to. This is independent of the Access privilege for Purchase orders by Department. To use this parameter, assign the users who should have access to PO Contracts and then assign the departments which they can access contracts for. If no one is assigned, then all users with access to purchase order contracts can see any contract regardless of department.

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Comments

5 comments

Date Votes
  • Kris Corrigan

    Hi

    Is there a way to back fill PO's to a supplier using this feature?

    Thanks

    Kris

    0 upvotes

  • Kris Corrigan

    Also which option would an email be added to the document folder?

    0 upvotes

  • Irene Tjandrasa

    Hi Kris,

    No, currently there is no feature to back fill PO thru PO contract.

    Thanks

    0 upvotes

  • Kris Corrigan
    • Edited

    Thanks Irene

    Is this something that will be added in the future, could this please be passed on to Product Management.

    Also what about the outlook add-in, will the document area of the contracts be added to the add-in?

    Thanks

    Kris

    0 upvotes

  • Dustin Banks

    Contracts is for our contracts module. We currently do not have the feature to import documents to Purchase Order Contracts.

    0 upvotes

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