ibm tririga 10 procurement management user guide

© Copyright IBM Corp. 2011 i

IBM TRIRIGA Version 10.0

Procurement Management User Guide

Note Before using this information and the product it supports, read the information in “Notices” on page 232.

This edition applies to version 10, release 0, modification 0 of IBM® TRIRIGA® and to all subsequent releases and modifications until otherwise indicated in new editions.

© Copyright International Business Machines Corporation 2011. All rights reserved.

US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

© Copyright IBM Corporation 2011.

Contents

ABOUT THIS GUIDE ................................................................................... 1

Conventions ........................................................................................................................................................................ 1

Intended Audience ............................................................................................................................................................. 1

Prerequisites ....................................................................................................................................................................... 1

Support ............................................................................................................................................................................... 1

1. PROCUREMENT MANAGEMENT .............................................................. 2

Bidding Process .................................................................................................................................................................. 3

Request for Proposal (RFP) .............................................................................................................................................. 3

Request for Quote (RFQ) .................................................................................................................................................. 3

2. PROCUREMENT PORTALS .................................................................... 4

Home Portals ...................................................................................................................................................................... 4

Project Manager Portal .................................................................................................................................................... 5

Inventory Manager Portal ................................................................................................................................................ 5

Contract/Purchasing Manager Portal ............................................................................................................................... 6

3. PROPOSALS & CONTRACTS .................................................................. 7

Proposals ............................................................................................................................................................................ 7

Accessing the Proposals Menu ........................................................................................................................................ 9

Bid Document .................................................................................................................................................................. 9

Bid Response from Vendor(s) ....................................................................................................................................... 20

Bid Clarification ............................................................................................................................................................ 24

Request for Proposal (RFP) ........................................................................................................................................... 30

RFP Response from Vendor .......................................................................................................................................... 38

Request for Quote (RFQ) Document ............................................................................................................................. 41

RFQ Response from Vendor(s) ..................................................................................................................................... 47

Contracts .......................................................................................................................................................................... 50

Accessing the Contracts Menu ...................................................................................................................................... 51

Standard Contract .......................................................................................................................................................... 52

Standard Contract Change Order ................................................................................................................................... 66

Prime Contract ............................................................................................................................................................... 76

Blanket Purchase Order ................................................................................................................................................. 76

Service Agreement ........................................................................................................................................................ 98

4. PRODUCTS, SERVICES & CATALOGS ..................................................... 108

Inventory Setup ............................................................................................................................................................. 108

Accessing the Inventory Setup Menu .......................................................................................................................... 109

Products ....................................................................................................................................................................... 110

Services ....................................................................................................................................................................... 117

Product Catalog ........................................................................................................................................................... 122

Request Catalog ........................................................................................................................................................... 130

5. PURCHASES & PAYABLES .................................................................. 137

Requisitions & Purchase Orders .................................................................................................................................. 137

Accessing the Requisitions & Purchase Orders Menu ................................................................................................ 139

Credit (Procurement) Card .......................................................................................................................................... 140

Purchase Requisition ................................................................................................................................................... 149

Purchase Order ............................................................................................................................................................ 161

Receiving ..................................................................................................................................................................... 174

Returns......................................................................................................................................................................... 180

Invoice Manager .......................................................................................................................................................... 188

Payables ......................................................................................................................................................................... 191

Accessing the Payables Menu ..................................................................................................................................... 192

Contract Invoice .......................................................................................................................................................... 193

Task Invoice ................................................................................................................................................................ 199

Utility Invoice .............................................................................................................................................................. 207

Purchase Order Invoice ............................................................................................................................................... 216

Payment Release .......................................................................................................................................................... 225

INDEX ................................................................................................ 231

© Copyright IBM Corporation 2011. 1

About This Guide This guide describes the procedures for operating, modifying, and maintaining the Procurement Management application. The guide contains descriptions of the various tabs and their functions.

Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible:

Note – A Note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions.

Tip – A Tip adds insightful information that may help you use the system better.

Attention – An Attention notice indicates the possibility of damage to a program, device, system, or data.

Intended Audience This guide is for procurement professionals, project managers, inventory managers, contract managers, purchasing managers, and system personnel responsible for setting up, tracking, and maintaining precise procurement details including proposals, contracts, inventory setup, requisitions, purchase orders, and payables.

Prerequisites This guide assumes the reader has a basic understanding of the IBM® TRIRIGA® Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system.

Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at www.ibm.com/support.

http://www.ibm.com/support�


1. Procurement Management Organizations need real-time access to their suppliers, whether it is to send suppliers a purchase order or receive an invoice, to accept a specially negotiated catalog, to collaborate over a complex product configuration, or to negotiate a contract agreement. Buyers and suppliers require an integrated, flexible Procurement Management solution to connect, manage content, and collaborate effectively. By better managing the interactions (between buyers and suppliers), organizations can have greater control and visibility, improve product and service quality and delivery, and drive additional savings through more effective and streamlined processes.

IBM TRIRIGA Procurement Management module provides a complete set of products and services to ensure optimized supplier interaction and performance throughout the entire Procurement lifecycle. It offers a centralized and complete electronic process for procurement that enables full electronic vendor participation. This function enables users to create, log, and track contracts, purchase orders, and other commitments. Users can log and track applications for payment, change orders, shipping notifications, invoices, and receipts against those commitments.

Procurement Management module contains complete solution for bid and other procurement methods such as RFP and RFQ. Users or the purchasing department requesting the goods or services can electronically create, send, analyze, and award bids. Vendors or Manufacturers can respond to the bid by simply completing the step-by-step form provided and can send their response online (electronically). Upon bid award, contracts, and purchase orders can be dynamically generated from the original bid, eliminating redundant data entry, costly errors, and ensuring the accuracy of committed records.

The Procurement process typically is initiated when a particular requirement is identified and a request is submitted to the Purchasing Department. The assigned purchasing officer or other authorized business representative selects the best procurement method. If Blanket Purchase Orders or Service Agreements are already in place with a vendor (service provider) and Products or Services have been negotiated already, then the Purchasing Agent can issue a Purchase Order (release) against the existing contract. If no current contracts exist for the requested material or service, then the RFQ is sent to selected product manufacturers or vendors. Otherwise, the purchasing department or the requestor (of the product) can initiate a bidding process.


The following diagram provides a pictorial representation of the various procurement methods that are managed in IBM TRIRIGA.

Procurement Process Flow

An overview of the various procurement processes is presented below.

Bidding Process The Bidding process is used to select a desired vendor for subcontracting a project or for purchasing products and/or services that are required for a project. Bid records contain the specifications of the project or details of the products and/or services to be purchased. Once created, Bid records are sent to a group of vendors for response. Once the vendors’ responses have been received and logged, a Bid is awarded to the successful vendor, and the system automatically creates a Standard Contract record from the Bid details and response information already entered in the system.

Request for Proposal (RFP) This RFP process is used to request pricing and delivery on additional products or materials from a vendor who has already been awarded a Standard Contract for a project. After associating the RFP record with an existing Standard Contract, the user can create a new cost form or import the existing contract line items. Once RFP has been issued and the response received back from the vendor, the Project Manager role can analyze the response and later create a Purchase Order or Contract change order.

Request for Quote (RFQ) An RFQ is used to select a vendor for purchasing products or services for a project. Once the RFQ is issued, vendor responses are logged in the RFQ record. Once all responses have been received and analyzed, the RFQ is awarded to the successful vendor and the system automatically creates a Purchase Order record to purchase the required products or services. This purchase activity is considered a one-time commitment against the project.


2. Procurement Portals Home Portals Your IBM TRIRIGA Home page is your entrance into the IBM TRIRIGA application. From your Home page, you can review your Home portal or use the menu system to navigate to process portals available to your role. Use your Menu Bar to navigate to other available portals. Based on your role, your IBM TRIRIGA application may consist of one or many portals.

When you sign into the IBM TRIRIGA application, you are taken to your Home portal.

When you sign in as a Project Manager user role, the Home portal is the Project Manager portal.

When you sign in as an Inventory Manager user role, the Home portal is the Inventory Manager portal.

When you sign in as a Contract/Purchasing Manager user role, your Home portal is the Contract/Purchasing Manager portal.

The setting of the Home page as well as the Project Home page is set in your My Profile record, in the Default Portal section. For example, your profile might contain the following Default Portal section settings:

Home Page: Home – Contract and Purchasing Manager Portal

Project Home Page: Home – Project Container Portal

Menu: TRIRIGA Global Menu

Project Menu: TRIRIGA Project Container Menu

Sitemap?: (Selected)

Disable Company Level?: (Not selected)

Note – Based on your role in the company and your security and license access, your Home portal or process portals may be different. However, it will contain a combination of the components and section types described in this discussion.

In turn, each IBM TRIRIGA portal consists of Portal Sections. Each portal section performs a specific function and/or displays data pertinent to your business role. The portal sections you have in your portal have been configured by your Application Administrator for your role in the system.

Note – For more information on portals and portal sections, refer to the IBM TRIRIGA 10 Getting Started User Guide.


Project Manager Portal

Here is an example of the Project Manager Home portal for a Project Manager user role.

Welcome Bar – Including “Welcome, Max Project” (a Project Manager role), Sign Out, Sitemap, Support, and Help links.

Company Logo – Including the “IBM TRIRIGA” company logo, Company|Project Toggle, and Project Selector.

Menu Bar – Including the Home, My Reports, Requests, Projects, Tasks, Contracts, and Procurement first-level menu items.

Page Title Bar – Including the Home page title, Personalize link and My Bookmarks link.

Portal and Portal Sections – A Project Manager home portal, including the following portal sections: (1) Reminders – Projects, (2) Performance Metrics – Projects, (3) Related Links – Projects, (4) My Active Projects, (5) Project Schedule Variance, (6) Current Budget to Forecast, and (7) Project Locations.

Inventory Manager Portal

Here is an example of the Inventory Manager Home portal for an Inventory Manager user role.

Welcome Bar – Including “Welcome, Iven Tory” (an Inventory Manager role), Sign Out, Sitemap, Support, and Help links.


Menu Bar – Including the Home, My Reports, Requests, Tasks, Maintenance, Inventory, Contracts, Procurement, and Portfolio first-level menu items.


Portal and Portal Sections – An Inventory Manager home portal, including the following portal sections: (1) Reminders – Inventory, (2) Related Links – Inventory, (3) Quick Find (Inventory), (4) Inventory On Hold Pending Issue, (5) Purchase Requisitions, and (6) Purchase Orders.


Contract/Purchasing Manager Portal

Here is an example of the Contract/Purchasing Manager Home portal for a Contract/Purchasing Manager user role.

Welcome Bar – Including “Welcome, Connie Track” (a Contract/Purchasing Manager role), Sign Out, Sitemap, Support, and Help links.


Menu Bar – Including the Home, My Reports, Requests, Contracts, and Procurement first-level menu items.


Portal and Portal Sections – A Contract/Purchasing Manager home portal, including the following portal sections: (1) Reminders – Contracts – Contract Manager, (2) Performance Metrics – Contracts, (3) Related Links – Contracts – Contract Manager, (4) Contract Current Commitment and Invoiced to Date, (5) My Active Proposals, (6) My Contracts, (7) My Purchase Orders, and (8) Pending Purchase Requisitions.


3. Proposals & Contracts

Procurement Process Flow > Proposals & Contracts

Proposals With the Purchasing module, you can initiate the purchasing process (of goods) and also the sub contract process (services). Usually, organizations outsource (subcontracts) some of its function in order to focus on their core capabilities.

Bidding is a procurement method by which an organization can select the appropriate vendor:

For purchasing the required goods or

To complete sub-contracted work within the estimated budget and time.

The bidding process is initiated when the Project Manager role creates a bid describing the specifications and estimated cost of the project. The bid that is created is sent to a number of proposed vendors for their response. These vendors can analyze the bid and calculate the cost at which they can complete the project. Every vendor responds to the bid with the details of the products and services that are needed and also the overall cost required to complete the project. The Project Manager role can then examine the responses and select a vendor company that meets the requirements of the project within the approximate budget allotted by the organization.

In IBM TRIRIGA, the Procurement > Proposals page is designed so that the user can create and manage bids effectively. The entire bidding process is done using this module. This module has three business objects namely Bid Documents, RFP, and RFQ Document.


Bid Proposal Process Flow

RFQ Proposal Process Flow

RFP Proposal Process Flow


Accessing the Proposals Menu

Using the Procurement > Proposals menu, you can create and manage bids effectively. You can initiate the bidding process by creating a new Bid Document record entering all the specifications regarding purchasing goods or about the services (that have to be sub contracted).

Use the following procedure to access the Procurement > Proposals menu.

To Access the Proposals Menu

Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role.

Step 2 From the Menu Bar, click Procurement > Proposals to access the Proposals menu.

Step 3 From the Proposals menu, click the desired menu item.

Bids

Bid Clarifications

Requests For Proposals

Requests For Quotes

Bid Document

The first step in the bidding process is to create a Bid Document record. A Bid Document record is used to add all the details and specifications required by the vendors to send their response.

Creating a Bid Document

Use the following procedure to create a new Bid Document record.

To Create a Bid Document

Step 1 From the Menu Bar, click Procurement > Proposals > Bids to open the Bid Documents results page.

Step 2 Review the page that appears. The page displays a list of Bid Document records. Click Add to add a new Bid Document record.

Step 3 Review the form that appears. Specify the details regarding the Bid Document record.

General Tab

The General tab gives basic details about the bid such as the ID number, name, status, default currency that will be used, contact person details, etc.


General Section

ID A unique number identifying the Bid Document record. This number is automatically generated and displayed by the system at the time of creating a Bid Document record.

Revision The system displays the revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the Action bar.

Note – Each time you revise or modify the record, the value displayed in this field gets incremented by one.

Status The system displays the current status of the Bid Document record being created. The different statuses of the Bid Document record are explained below.

Draft – Indicates that the Bid Document record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.

Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the Action bar.

Issued – The system automatically changes the record from Review In Progress state to Issued status when all the members in the distribution list have approved the record.

Revision In Progress – Indicates that the record is being modified or edited for further changes. The system generates this status when you click the Revise action in the Action bar.

Routing In Progress – Indicates that the record is sent to the vendors for their response. The system generates this status on clicking the Complete action in the action bar.

Completed – The system automatically changes the record from Routing In Progress state to Completed status when all the vendors (to whom the bid document was sent) have responded.

Retired – Indicates that the record is removed temporarily from the active management list. The system generates this status when you click the Retire action in the Action bar.

History - When the Bid Document record is revised, for each revision a copy of the record gets saved in the History state.


General Section

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Bid Document results page), the system retrieves and displays all the records that are revised at different stages. The system also displays the Bid Document record (saved in the History status) as a line item in the Revisions section of the current record.

Name Enter a unique name to identify the Bid Document record that is being created.

Date Select the date on which the Bid Document record was created. By default, the system displays the current date.

Tip – Calendar facility is available.

Description Enter a brief description about the bidding item or service.

Currency Use the List icon to select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.

By default, the system displays the currency set by your administrator.

Details Section

Conversion Group Use the List icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page.

Currency Exchange Date

This field displays the date and time on which the currency was traded.

Use the Calendar icon to select the date entry.

Contact Section

The Contact section displays the personal details of the contact person in the organization.


Contact Section

Contact Lookup The organization assigns a person as the contact for the vendors/subcontractors.

Use the Search icon to select the required person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).

First Name The system displays the first name of the contact person.

Last Name The system displays the last name of the contact person.

Organization The system displays the name of the organization to which the contact person belongs.

Use the Search icon to search and select the required organization. The system displays list of available records retrieved from the associated business object in the Organization Hierarchy.

Revisions Section

The Revisions section saves a copy of the Bid Document record (as line item) before it was revised. The information that is displayed includes the ID, name, date and status of the record before it was revised. The record is saved in the History status.

Note – Click the hyperlinked text of the line item to view the record.

Form Actions

The following table lists the common actions available and a description of each.

Action Name Description

Create Draft Click the Create Draft action to save all initial data entered in the new record.

The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel).



Save Click the Save action to save the changes made.

Save & Close Click the Save & Close action to save the changes and close the active window.

X Click the X (Cancel) action to terminate the changes made and also to close the active window.

Note – Clicking the Cancel action without saving the record will erase all the data you have entered in the record.

Copy Click the Copy action to create a copy of the selected record.

On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required.

Issue Click the Issue action to route the record to the members in the distribution list for approval.

On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued.

The system refreshes the record and displays additional actions on the Action bar. The actions include Complete, Revise and Retire.

Note – If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued.



Complete Click the Complete action to send the record to the list of selected vendors for response.

On clicking the Complete action, the system changes the status of the record to Routing In Progress.

Note – You can click the Complete action only after the record is approved by all the members in the distribution list.

The vendors who are identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document that is sent appears as an action item in the vendors’ Home portal. On clicking the hyperlinked Action Item, the Bid Response record appears in a new window wherein the vendors can enter their cost estimate.

For further details on the Bid Response record, refer to the Bid Response from Vendor(s) section.

Delete Click the Delete action to delete the record permanently from the active management list.

More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action.

Note – For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide.

Special Instructions Tab

This tab enables you to enter any additional information about the bidding item or service. The details that are provided can be used by the vendor while preparing the response.

Special Instructions Section

Use this section to provide an appropriate description regarding the bid or project. Such details about the bid may be helpful for the organizations that are involved in the bidding process.

Note – Formatting options are also available.


Cost Form Tab

This tab helps you to add the products/services that are required for the project and the estimated cost for them.

Cost Form Section

The products and services that are required can be added as line items to this section. Click the Add action in the Cost Form tab Action bar to add a line item. The Bid Line Item record appears in a new window, wherein you can perform the following steps:

Enter a name for the line item, quantity required, and estimated rate in the respective fields of the record.

Click the Add action in the Bid Line Item Action bar.

A new line item is added to the Cost Form section. By clicking the Linked Record icon or the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Cost Form Section bar. The selected line item will be deleted from this section.

Vendors Tab

You can use this tab to add contact persons of all the vendor companies that will participate in the bidding process.

Vendors Section

Using this section, you can add details about the contact persons in the vendor companies for which the Bid Document would be sent for their response. Click the Add Person action to add details about the contact person in every vendor company that is participating in the bidding process. In the search list, the system displays the list of External Contact records wherein you can select the vendors you want to add and click OK. The selected records will be added to this section as line items.


Notifications Tab

The Notifications tab contains basic information relating to the approval process, such as the entire list of individuals who should approve the record, the current individual reviewing the record, date on which the record was sent for approval, status, and additional comments added by the reviewers while reviewing the record.

This tab displays the following sections – Manual Approvers (In Addition to Approval Requirements), Approval Reviews, Status Change Notifications and Responses. Information regarding each of these sections is explained below.

Manual Approvers (In Addition to Approval Requirements Section)

This section provides a list of individuals who should approve the record, the role assigned to each person who is approving the record, and review type. The records are displayed in a line item format.

You can add approver(s) to this section by clicking the Add Person action in the Approval Routing Rules Section bar. On clicking this action, the system displays the available records that are retrieved from the People page. You can select the persons you want to add to the distribution list and click OK. The records that are selected will be added as line items to this section. You can also set advanced approval options by clicking any of the displayed hyperlinked text of the line item.

Note – Refer to the IBM TRIRIGA 10 Application Administration User Guide for information about setting up advanced options for approval process.

Approval Reviews Section

This section gives information about the review details regarding the record. The information includes the approval status of the record, approver’s name, review status of the record, date on which the record was sent for review, date on which the review was completed, comments added by the reviewer, and type of review used.

The information in this section gets auto populated on adding persons to the distribution list (using the Manual Approvers (In addition to Approval Requirements) section.


Status Change Notifications Section

Using this section, you can send notifications to selected individuals when the record changes to a specific status. For example, if a subcontractor wants to inform the Project Manager role about the completion of a project, he/she can send a notification when the record attains the Complete status. The notification is displayed in the Home portal of the Project Manager role.

To add a notification for a specific status, click the Add Status action in the Section bar. Select the status/statuses in which you want the notification to be sent from the displayed options and click OK. The selected records will be added as line items to this section. Click the hyperlinked text of the On Status field to add the notification details. On clicking the hyperlinked text, a Notification Details window appears wherein you can add the persons to whom the notification should be sent. Enter all the necessary details in the Notification Details window and click the Save & Close action. The system auto populates the fields of the line items in this section with the details from the corresponding Notification Details records.

Note – To remove a line item from this section, click the hyperlinked text of the On Status field and click the Delete action in the Notification Details record Action bar. The selected line item will be removed.

Responses Section

This section displays the list of Response Log records as hyperlinked line items. You can click the hyperlinked text of the line item to view the record.

On clicking the Complete action, the system sends the record to selected individual(s) from whom a response is required (only if the record is approved). The record will appear as an Action Item in the individual(s)’ Home portal. On clicking the hyperlinked action item, the current record appears in a new window. To enter the comments regarding the record, click the Respond action in the Action bar. The Response Log window appears, wherein the individual(s) can enter his/her comments in the Comments section. The response is added as a line item in this section of the Notifications tab.


Notes & Documents Tab

This tab adds additional information (as comments) or related documents with the record. The different sections under the Notes & Documents tab are explained below.

Comments Section

The Comments section displays the details regarding the comments associated with the record, as hyperlinked line items. By clicking the hyperlinked line item, you can view the Comment record details in a new window.

Use the Add action to create a new Comment record. The system displays the Comment page, wherein you can perform the following steps:

Enter the comment details, which include the comment type, the date on which the Comment record is being created, etc.

Click the Create action.

The new Comment record is displayed as a line item in this section. The Remove action enables you to delete selected comment(s) from the list.

Documents Section

The Documents section displays the details regarding the documents associated with the record, as hyperlinked line items. By clicking the hyperlinked line item, you can view the Document record information in a new window.

Use the Find action in this section to select and associate documents with the record. The documents that you associate may refer to any drawing, specification, or other documents that are contained in the Document Manager.

Click the Upload action to upload documents. The Object Attachment Upload screen will display. In the screen, select the Browse button and select the file path (document). The path and filename will display in the Local File field. Type the name, number, description, and comments (if any) in the corresponding fields and click the Upload action. The document will be added as a record to the Document Manager and line item in the Documents tab.

By selecting the Remove action, you can delete a record from the line item list.


Reports Tab

The Reports tab displays data regarding a record in a form on the screen. There can be multiple forms on which the data can be displayed. The purpose of using the form is to display the data in a format that makes it easy to view and understand. If a form does not immediately display when clicking the Reports tab, then it implies one of the following:

A form does not exist for the specified record.

Multiple forms are available. In this case, you must select the required form in which to display the data.

Once the preset form displays the data, you can export the form to a word document. You can edit this document and/or send it to individuals who are not using the application. The benefit of viewing the document online is that you can ensure the correctness of the displayed data before exporting or printing it.

Analysis Tab

The Analysis tab is used by the Project Manager role to view and analyze the various responses sent by the vendors.

General Section

The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, and current status of the Bid Document record. You can also view a brief description about the bidding item or service in the Description field. All the fields in this section are read-only.

Bid Responses Section

The Bid Responses section contains the list of responses sent by the vendors as line items. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor.

The Project Manager role can analyze the various responses from this section and once the successful vendor is selected, click the Award action inside the corresponding Bid Response record for the selected vendor.

Note – A Standard Contract record is automatically created once the bid is awarded. For further details on the Standard Contract business object, refer to the Standard Contract section.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Bid Responses Section bar. The selected line item will be deleted from this section.


Bid Response from Vendor(s)

The Bid Document (which contains the scope and specifications of the bid) is sent to the list of associated vendors for their response. The vendors who are identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document that is sent appears as an action item in the vendors’ Home portal. On clicking the hyperlinked action item, the Bid Response record appears wherein the vendors can enter their response.

General Tab

The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, details of the contact person in the organization and vendor company.

General Section

The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and current status of the Bid Document record. You can also view a brief description about the bidding item/service in the Description field. All the fields in this section are read-only and cannot be modified by the vendor.

Details Section

Linked Bid This field displays the associated Bid Document record.

Sent To This field displays the vendor to which the Bid Document record was sent.

Response Date This field displays the date on which the vendor’s response was sent.






Details Section

Currency The system displays the currency that is selected in the Bid Document record.

Use the List icon to change the currency type that will be used for all the cost related fields in the Bid Response record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.

Vendor Contact Section

This section displays the details about the contact person in the vendor company to whom the Bid Document record is sent. The information that is displayed includes the person’s name, and other details such as the work phone number and email address.

Vendor Organization Section

This section displays the details about the vendor company to which the Bid Document record is sent. The information that is displayed includes the vendor’s address, zip/postal code, city, state/province and country.

Bid Contact Section

This section displays the details of the contact person in the organization, which has prepared the bid. All the fields in this section are read-only and cannot be modified by the vendor.

Contact Lookup The system displays the name of the contact person in the organization.



Organization The system displays the organization to which the contact person belongs.

Address The system displays the address details of the contact person.

Zip/Postal Code The system displays the zip/postal code in which the contact person is located.

City The system displays the city in which the contact person is located.


Bid Contact Section

State/Province The system displays the state/province in which the contact person is located.

Country The system displays the country in which the contact person is located.

Bid Vendors Section

This section displays the details about the list of vendor companies to which the Bid Document record is sent. The information that is displayed includes the person’s name, his/her role in the vendor company, and other details such as the work phone number, email address and primary organization.

Cost Form Tab

The vendors can access this tab to view the products/services that are already specified by the bidding organization. Using this tab, the vendors can enter the cost for which they can offer the products/services that are already added.

Cost Form Section

On clicking the Complete action in the Bid Document record, the system adds the bid line items added in the Bid Document record as bid response line items in the current (Bid Response) record.

Vendors can view the line items to quote their price. They can add additional line items related to the Bid specifications by using the Add action in this section. On clicking the Add action in the Cost Form tab Action bar, the system displays the Bid Response Line Item record in a new window, wherein you can perform the following steps.

Enter the response amount in the Response Total field in the record.

Click the Create action in the Action bar.


Select the check box beside the line item and click the Remove action to remove the line item.


Other Tabs

All the other tabs of the Bid Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read-only and cannot be modified by the vendors. Click the respective hyperlinks for relevant information.

Form Actions


Issue Click the Issue action to send the Bid Response record to the organization, which has prepared the bid.

On clicking the Issue action, the Bid Response record is sent to the organization, which has prepared the bid. The Analysis tab appears in the Bid Document record wherein the responses sent by the vendors are added as line items. The Project Manager role can analyze the responses sent by the vendors by clicking the Analysis tab.

The Project Manager role of the bidding organization can analyze the responses from all the vendors and can award the bid to a particular vendor based on the cost estimate provided by them.

Click the Analysis tab hyperlink for further details.

Note – The Analysis tab appears in the Bid Document record after at least one vendor company sends the response (Bid Response record that contains the cost estimate).


Bid Clarification

If the Project Manager role or the vendor needs any clarification during the bidding process (prior to awarding the bid), they can create a Bid Clarification record and send it to the appropriate person for clarification or response.

Using this business object, both the Project Manager role and vendor can clarify the queries about the bid. If the vendor has any questions about the project, for which he/she needs to submit his/her response, the vendor can issue a bid clarification. The Project Manager role can then reply with the information/clarification requested by the vendor. In the same way, if the Project Manager role has any questions about a bid response that has been submitted, he/she can issue a bid clarification to which the vendor can reply thereby clearing the queries.

Creating Bid Clarification

Use the following procedure to create a new Bid Clarification record.

To Create a Bid Clarification

Step 1 From the Menu Bar, click Procurement > Proposals > Bid Clarifications to open the Bid Clarifications results page.

Step 2 Review the page that appears. The page displays a list of Bid Clarification records. Click Add to add a new Bid Clarification record.

Step 3 Review the form that appears. Specify the details regarding the Bid Clarification record.

General Tab

The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, contact person, and details about the clarification that is requested.

General Section

ID A unique number identifying the Bid Clarification record. This number is automatically generated and displayed by the system at the time of creating a Bid Clarification record.

Otherwise, enter another ID number.


General Section



Status Displays the current status of the Bid Clarification record. The different statuses of the Bid Clarification record are explained below.

Draft – Indicates that a new Bid Clarification record is yet to be created. The system displays this status when you click the Create Draft action in the Action bar.

Review In Progress – Indicates that the record is sent to the distribution list for approval and is yet to be approved by all the members in the distribution list. The system displays this status when you click the Submit action in the Action bar.

Submitted – The system automatically changes the status of the record from Review In Progress to Submitted state after all the members in the distribution list have approved the record.

Revision In Progress – Indicates that the record is being modified. The system displays this status when you click the Revise action in the Action bar.

Routing In Progress – Indicates that the record is sent to the person selected in the To section (in the current record) for his/her response. The system generates this status on clicking the Complete action in the action bar.

Note – The system generates this status only if the Response Required field (in the Details section of the Bid Clarification record) is checked.

Completed – The system automatically changes the status of the record from Routing In Progress to Completed state when the selected person (in the To section of the current record) has responded.

Note – If the Response Required field is not checked, on clicking the Complete action, the system automatically changes the status of the record from Submitted to Completed state.

Retired – Indicates that the record is removed temporarily from the active


General Section management list. The system generates this status when you click the Retire action in the Action bar.

History - When the Bid Clarification record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down list (displayed in the Bid Clarification results page), the system retrieves and displays all the records that are revised at different stages. The system also displays the Bid Clarification record (saved in the History status) as a line item in the Revisions section of the current record.

Date Use the Calendar icon to select the date on which the Bid Clarification record is created.

By default, the system displays the current date.

Name Enter a unique name to identify the Bid Clarification record being created.

Details Section

Using this section, you can specify whether a response is required for the entered queries and also the date before which the response is required.

Response Required Select this check box to specify that a response is required from the person selected in the To section of the current record.

Required By Use the Calendar icon to select the date before which the response is expected from the selected person.

To Section

The person to whom the record is sent for clarification can be selected using this section. When you click the Find action in the Section bar, the system displays the Project Contact list (which includes employee and vendor list associated with the selected project). Select the individual from whom you want clarifications and click OK. The first name, last name, and organization to which the person belongs are auto-populated from the selected record.


To Section

To Look Up Use the Search icon to search the person to whom the record is sent for clarification. In the search list, the system displays the Project Contact list (which includes employee and vendor list associated with the selected project). Select the individual from whom you want clarifications and click OK. The first name, last name, and organization to which the person belongs are auto-populated from the selected record.

First Name The system displays the first name of the selected person.

Last Name The system displays the last name of the selected person.

Organization The system displays the organization to which the selected individual belongs.

Address The system displays the address details of the selected person’s organization.

City The system displays the city in which the organization is located.

State/Province The system displays the state/province in which the organization is located.

Country The system displays the country in which the organization is located.

Zip/Postal Code The system displays the zip/postal code of the organization’s location.

Bid Section

This section helps you to associate the Bid record for which you need clarification. Use the Find action to search and select the appropriate bid from the list of Bid records that are displayed.

Number The system displays the ID number of the selected Bid record.

Status The system displays the current status of the selected Bid record.

Name The system displays the name of the selected Bid record.


Question/Request Section

You can type all the queries that you have related to the bid in this section. After the record is approved by the members in the distribution list, it is sent to the person selected in the To field of this record. The selected person will respond to the questions added in this section.

Recorded By Section

The Recorded By section displays the first and last name of the user who created the record or the name of the user who has submitted the record to the distribution group (if any). You can use the actions in the Section bar to change the name of the individual.

Name The system displays the name of the person creating the Bid Clarification record.

Form Actions













Submit Click the Submit action to route the record to the members in the distribution list for approval.

On clicking Submit action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Submitted.


Note – If there are no reviewers added to the distribution list, on clicking the Submit action, the system directly changes the status of the record to Submitted.

Complete Click the Complete action to send the record to the selected individual.

On clicking the Complete action, the record is sent to the person selected in the To field of the record.





Other Tabs

The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details.


Request for Proposal (RFP)

An RFP is used when a Project Manager role wants to purchase products or services from an external vendor with whom a Standard Contract agreement already exists.

In the RFP record, the Project Manager role can add the products that are needed and also the estimated cost for the purchase. This record is then sent to the vendor who responds to the RFP with the cost estimate.

For example, if the Project Manager role wants to setup cubicles after an office building has been constructed; he/she can send an RFP record to the vendor requesting the cost of the cubicles (which may include cubicle walls, work surfaces and other components, task lighting and electrical hookups, etc.). The vendor to whom the RFP is sent would respond with the total cost involved, and the Project Manager role would analyze the response. If selected, a purchase order will be created to obtain the products and services from the selected vendor.

Creating Request for Proposal (RFP)

Use the following procedure to create a new RFP record.

To Create a Request for Proposal (RFP)

Step 1 From the Menu Bar, click Procurement > Proposals > Requests For Proposals to open the Proposals results page.

Step 2 Review the page that appears. The page displays a list of Request For Proposal records. Click Add to add a new RFP record.

Step 3 Review the form that appears. Specify the details regarding the RFP record.

General Tab

The General tab gives basic details about the RFP such as the ID number, name, status, default currency that will be used, associated contract, and vendor company details in the respective sections.

General Section

ID A unique number identifying the RFP record. This number is automatically generated and displayed by the system at the time of creating the RFP record.


General Section



Status The system displays the current status of the RFP record being created. The different statuses of the RFP record are explained below.

Draft – Indicates that the RFP record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.

Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the action in the Action bar.

Issued – The system automatically changes the record to this status from Review In Progress state when all the members in the distribution list have approved the record.


Routing In Progress – Indicates that the record is sent to the contact person in the vendor company (from selected Standard Contract record) for response. The system generates this status on clicking the Complete action in the action bar.

Completed – The system automatically changes the record to Completed status from Routing In Progress state when the contact person (to whom the RFP record was sent) has responded.


History - When the RFP record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports y drop-down status list (displayed in the RFP results page), the system retrieves and displays all the records that


General Section are revised at different stages. The system also displays the RFP record (saved in the History status) as a line item in the Revisions section of the current record.

Name Enter a unique name to identify the RFP record that is being created.

Date Select the date on which the RFP record was created. By default, the system displays the current date.


Description Enter a brief description about the RFP record that is being created.



Details Section





Import Std Contract Section

Std Contract Lookup You can associate details of a standard contract with the RFP record that is being created.

Use the Search icon to search and select a Standard Contract record. In the search list, the system displays a list of Standard Contract records that are retrieved from Contracts page.


Import Std Contract Section

ID The system auto-populates the number identifying the selected Standard Contract record.

Status The system displays the current status of the associated Standard Contract record.

Name The system auto-populates the name of the selected Standard Contract record.

Date The system auto-populates the date on which the selected Standard Contract record was created.

Vendor Company Section

Vendor Company Lookup

You can associate the details of the contact person in the vendor company to whom the RFP record is sent.

Use the Search icon to search and select a vendor to whom you want to send the RFP record. In the search list, the system displays a list of External Contact records as defined in the People page.

Note – If a Standard Contract record is already associated in the Import Std Contract section, the system auto populates the fields of this section from the selected Standard Contract record.

First Name The system displays the first name of the contact person in the vendor company.

Last Name The system displays the last name of the contact person in the vendor company.

Organization The system displays the name of the vendor company.

Use the Search icon to select the required organization. The system displays list of available records retrieved from the associated business object in the Organization Hierarchy.

Work Phone The system displays the work telephone number of the vendor company.

Work Fax The system displays the work facsimile number of the vendor company.

eMail The system displays the eMail address of the vendor company.



Address The system displays the address details of the vendor company.

Zip/Postal The system displays the zip code in which the selected vendor company is located.

City The system displays the city in which the selected vendor company is located.

State/Province The system displays the state or province in which the selected vendor company is located.

Country The system displays the country in which the selected vendor company is located.

Bill To Section

This section contains all the information about the organization sending the RFP record.

Bill To Lookup Use the Search icon to search and select the contact person in the organization. In the search list, the system displays a list of Employee records as defined in the People page.

First Name The system displays the first name of the contact person in the organization.

Last Name The system displays the first name of the contact person in the organization.

Organization The system displays the name of the organization to which the contact person belongs (organization sending the RFP record).


Work Phone The system displays the work telephone number of the organization.

Work Fax The system displays the work facsimile number of the organization.

eMail The system displays the eMail address of the organization.

Address The system displays the address details of the organization.


Bill To Section

Zip/Postal The system displays the zip code in which the organization is located.


State/Province The system displays the state in which the organization is located.


Cost Form Section

This section contains the details of the products that are required and cost estimate for the same. These details are displayed as line items. Click the Add action in the Section bar to add a line item to this section. The RFP Line Item record appears in a new window wherein you can perform the following steps:

Enter the necessary details such as the name, estimated amount, etc., in the respective fields.



Click the Import Line Item action to add existing RFP Line Item records to this section.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Cost Form Section bar. The selected line item will be deleted from this section.

Form Actions










The RFP record is sent to the contact person in the vendor company for response. The RFP record that is sent appears as an Action Item in the vendors’ Home portal. On clicking the hyperlinked Action Item, the RFP Response record appears in a new window wherein the vendor can enter the cost estimate.

For further details on the RFP Response record, refer to the RFP Response from Vendor section.




Response Tab

The vendor response details are displayed as line items in this tab. The Project Manager role can analyze the response by clicking the hyperlinked line item. When purchase of products/services from the vendor is required, the Project Manager role should create a purchase order and associate the corresponding RFP record details manually.

The RFP record is sent only to the vendor with whom a contract already exists.

Note – By comparison, the RFQ Document record is sent to a list of associated vendors for their response. Also, the Project Manager role can award the RFQ to a particular vendor from the list of responses and a purchase order is created automatically by the application. You can select the vendor and click the Award action to award the RFQ to that vendor.


RFP Response Section

The RFP Response section contains the response sent by the vendor with whom a contract already exists. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor.

Other Tabs

The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details.

RFP Response from Vendor

The RFP record (which contains the list of products/services required) is sent to the contact person in the selected vendor company for his/her response. The RFP record that is sent appears as an action item in the vendors’ Home portal. On clicking the hyperlinked action item, the RFP Response record appears wherein the contact person in the vendor company can provide the cost estimate.

General Tab

General Section

The General section gives generic details about the RFP record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and, current status of the RFP record. You can also view a brief description about the RFP in the Description field. All the fields in this section are read-only and cannot be modified by the vendor.

Details Section






Units Section

Currency The system displays the currency that is selected in the RFP record.

Use the List icon to change the currency type that will be used for all the cost related fields in the RFP Response record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.

Contact Section

This section displays the details of the contact person in the organization, which has prepared the RFP record. All the fields in this section are read-only and cannot be modified by the vendor.





Vendor Section

This section displays the details about the contact person in the vendor company to whom the RFP record is sent. The information that is displayed includes the person’s name, his/her role in the vendor company, organization to which he/she belongs, and other details such as the work phone number and email address.


Cost Form Tab

Previously, we discussed how the Bid Response line items are created from a bid document. The RFP Response line items are created from an RFP in a similar fashion. The contact person in the vendor company (to whom the RFP record is sent) can access this tab, view the products/services that are already specified by the organization, and enter the cost for which they can offer those products/services that are already added.

Cost Form Section

The products and services that are required are added as line item to this section by the organization. The contact person in the vendor company can specify the amount at which they can provide the product/service. Click the Add action in the Cost Form tab Action bar. The RFP Response Line Item record appears in a new window, wherein you can perform the following steps:




Note – The amount entered in the Response Total field in the RFP Response Line Item record will be auto populated in the Proposed Amount field in the RFP Line Item record (of the associated RFP record that was sent by the organization).

Other Tabs

All the other tabs of the RFP Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read–only and cannot be modified by the vendors. Click the respective hyperlinks for relevant information.

Form Actions


Issue Click the Issue action to send the RFP Response record to the organization, which has prepared the RFP.

On clicking the Issue action, the RFP Response record is sent to the organization, which has prepared the RFP record. The RFP Response record that is sent will be added as a line item in the Response tab of the RFP record. The Project Manager role can analyze the response sent by the contact person by clicking the hyperlinked text of the line item.

Click the Response tab hyperlink for further information.


Request for Quote (RFQ) Document

An RFQ Document is used by the Project Manager role to purchase products or services from any external vendor. The entire purchase cycle using RFQ is similar to that of the bidding process. The basic difference between the bid and RFQ is that bid is used for selecting a vendor to subcontract a project whereas the RFQ is used to select a vendor for purchasing certain products that might be required for the project once it has already been subcontracted.

The first step in the purchase cycle is to create an RFQ Document record. The Project Manager role can create an RFQ Document stating the materials that he/she needs to purchase and also his/her estimated budget. When the RFQ is awarded to a vendor, the system automatically creates the Purchase Order. The RFQ Document contains all the data required by the vendors in order to make a response.

Creating Request for Quote (RFQ) Document

Use the following procedure to create a new RFQ Document record.

To Create a Request for Quote (RFQ)

Step 1 From the Menu Bar, click Procurement > Proposals > Request For Quotes to open the RFQ Documents results page.

Step 2 Review the page that appears. The page displays a list of RFQ Document records. Click Add to add a new RFQ Document record.

Step 3 Review the form that appears. Specify the details regarding the RFQ Document record.

General Tab

The General tab gives basic details about the record such as the ID number, name, status, description, default currency that will be used and contact person details.

General Section

ID A unique number identifying the RFQ Document record. This number is automatically generated and displayed by the system at the time of creating the RFQ Document record.


General Section



Status The system displays the current status of the RFQ Document record being created. The different statuses of the RFQ Document record are explained below.

Draft – Indicates that the RFQ Document record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.




Routing In Progress – Indicates that the record is sent to the vendors for their response. The system generates this status on clicking the Complete action in the action bar.

Completed – The system automatically changes the record from Routing In Progress state to Completed status when all the vendors (to whom the RFQ document was sent) have responded.


History - When the RFQ Document record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the RFQ Document results page), the system retrieves and displays all


General Section the records that are revised at different stages. The system also displays the RFQ Document record (saved in the History status) as a line item in the Revisions section of the current record.

Name Enter a unique name to identify the RFQ Document record that is being created.

Date Select the date on which the RFQ Document record is created. By default, the system displays the current date.


Description Enter a brief description about the RFQ Document record that is created.

Contact Section

The Contact section displays the name and other details of the contact person in the organization, which is preparing the RFQ Document.

Contact Lookup The organization assigns a person as the contact for the vendors/subcontractors.

Use the Search icon to select the required person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).



Contact Organization The system displays the name of the organization to which the contact person belongs.



Revisions Section

The Revisions section is used to save a copy of the RFQ Document record (as line item) before it was revised. The information that is displayed includes the ID, name, date, and status of the record before it was revised. The record is saved in the History status.

Note – Click the hyperlinked text of the line item to view the record.

Form Actions




















The vendors who are identified as External Contact in the People page can access the application and gain further insight into the specifications and requirements. The RFQ Document that is sent appears as an action item in the vendors’ Home portal. On clicking the hyperlinked action item, the RFQ Response record appears in a new window wherein the vendors can enter their cost estimate.

For further details on the RFQ Response record, refer to the RFQ Response from Vendor(s) section.





Analysis Tab

The Analysis tab is used by the Project Manager role to view and analyze the various responses sent by the vendors.

General Section

The General section gives generic details about the RFQ Document record for which the responses have been sent. All the fields in this section are read-only. The system displays the ID, Name, Revision, Status, Date, Description, and Currency fields of the RFQ Document record. The status of the record shows Completed indicating that all the vendors added in the RFQ Document have responded.

RFQ Responses Section

The RFQ Responses section contains the list of responses sent by the vendors, as line items. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor.

The Project Manager role can analyze the various responses from this section and once the successful vendor is selected, click the Award action inside the corresponding RFQ Response record for the selected vendor.

Note – A Purchase Order record is automatically created once the RFQ is awarded.

Click the Purchase Order hyperlink for further details about the Purchase Order business object.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the RFQ Responses Section bar. The selected line item will be deleted from this section.

Other Tabs

The details about the Special Instructions tab, Cost Form tab, Vendors tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for further details.


RFQ Response from Vendor(s)

The RFQ Document (which contains the list of products/services that are required) is sent to all participating vendors for their response. The vendors, identified as External Contacts in the People page, if system users, can access the application to review the specifications and requirements related to the needs for associated project. The RFQ Document that is sent appears as an action item in the vendors’ Home portal. On clicking the hyperlinked text of the action item, the RFQ Response record appears in a new window, wherein the vendors can document their estimate.

General Tab

The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, contact person details in the organization, and about the vendor company.

General Section

The General section gives generic details about the RFQ Document record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and current status of the RFQ Document record. You can also view a brief description about the product/service in the Description field. All the fields in this section are read-only and cannot be modified by the vendor.

Details Section

Linked Bid This field displays the associated RFQ Document record.

Sent To This field displays the vendor to which the RFQ Document record was sent.

Response Date This field displays the date on which the vendor’s response was sent.


This section displays the details about the contact person in the vendor company to whom the RFQ Document record is sent. The information that is displayed includes the person’s name, and other details such as the work phone number and email address.

Vendor Organization Section

This section displays the details about the vendor company to which the RFQ Document record is sent. The information that is displayed includes the vendor’s address, zip/postal code, city, state/province and country.


RFQ Contact Section

This section displays the details of the contact person in the organization, which has prepared the RFQ Document record. All the fields in this section are read-only and cannot be modified by the vendor.





RFQ Vendors Section

This section displays the details about the list of vendor companies to which the RFQ Document record is sent. The information that is displayed includes the person’s name, his/her role in the vendor company, and other details such as the work phone number, email address and primary organization.


Cost Form Tab

The vendors can access this tab and enter the cost details of the products/services that are already added to this section by the organization, which has prepared the bid.

Cost Form Section

The products and services that are required by the organization are added as line items in this section. The contact person in the vendor company can specify the amount at which they can provide the product/service. Click the Add action in the Action bar. The RFQ Response Line Item record appears in a new window, wherein you can perform the following steps:




Other Tabs

All the other tabs of the RFQ Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read–only and cannot be modified by the vendors. Click the respective hyperlinks for relevant information.

Form Actions


Issue Click the Issue action to send the RFQ Response record to the organization, which has prepared the RFQ.

On clicking the Issue action, the RFQ Response record is sent to the organization, which has prepared the RFQ. The Analysis tab appears in the RFQ Document record wherein the responses sent by the vendors are added as line items. The Project Manager role can analyze the responses sent by the vendors by clicking the Analysis tab.

The Project Manager role of the organization can analyze the responses from all the vendors and will award the RFQ to a particular vendor based on the cost estimate provided by them.

Click the Analysis tab hyperlink for further details.

Note – The Analysis tab appears in the RFQ Document record after at least one vendor company sends the response (RFQ Response record that contains the cost estimate).


Contracts A contract is defined as an agreement between two or more parties that creates an obligation.

Once the bidding process is completed and the bid is awarded to a vendor, the system automatically generates the Standard Contract record between the vendor and organization. The Standard Contract is used to create an initial agreement between the two parties. The agreement relates to the scope of the project, and cost of materials and labor. This contract can also be a binding agreement for products and services that are to be purchased.

If a change is required in the Standard Contract order (to change the scope of the project or the cost of materials or labor), then a Standard Contract Change Order is issued. The Contracts page is used to create and manage Contract records. You can specify all the information regarding the contract such as the scope, cost breakdown details, schedule, etc., in a Contract record.

Bid Proposal Process Flow

RFP Proposal Process Flow


Standard Contract Process Flow

Accessing the Contracts Menu

Using the Contracts > Contracts menu, you can create records for the following procurement-related business objects:

Standard Contract: A Standard Contract record contains all the information about the agreement that is created between the organization that has sent the Bid Document and Vendor Company which has been awarded the bid. Once a bid is awarded to a vendor, a Standard Contract is generated automatically and basic information about the contract is retrieved from the Bid Document record. Refer to the Standard Contract section to view and modify the automatically generated Standard Contract record.

Standard Contract Change Order: If a change is required to the scope of the project or the cost of materials or labor in the Standard Contract record, then a Standard Contract Change Order is used. The Standard Contract is a binding agreement between the two parties and hence no changes should be made to the original contract document. Refer to the Standard Contract Change Order section to create a new Standard Contract Change Order record.

Use the following procedure to access the Contracts > Contracts menu.

To Access the Contracts Menu


Step 2 From the Menu Bar, click Contracts > Contracts to access the Contracts menu.


To Access the Contracts Menu

Step 3 From the Contracts > Contracts menu, click the desired menu item.

Blanket Purchase Order

Change Orders

Prime Contracts

Standard Contracts

From the main Contracts menu, click the desired menu item.

Agreements

Standard Contract

Once the bid is awarded to a vendor, a Standard Contract record is automatically created in the Standard Contracts results page.

Modifying the Standard Contract

Use the following procedure to access the pre-created Standard Contract record.

To Modify the Standard Contract

Step 1 From the Menu Bar, click Contracts > Contracts > Standard Contracts to open the Standard Contracts results page.

Step 2 Review the page that appears. The page displays a list of Standard Contract records. Click the pre-created Standard Contract record by matching the Standard Contract record name/number with the name/number of the Bid Document that was awarded.

Note – You can also create a Standard Contract record manually by clicking the Add action.

Step 3 Review the form that appears. Specify the details regarding the Standard Contract record.


General Tab

The General tab contains the basic information about the record. This tab is displayed by default. You can view the unique ID number, name of the record, the system generated status, type of contract, budget details, vendor company information, and contract execution date details.

Note – All the fields in the General section of the Standard Contract record gets auto-populated when you click the Award action in the Bid Document record.

General Section

ID The system displays the unique number identifying the generated Standard Contract record.



Status The system displays the current status of the Standard Contract record being created. The different statuses of the Standard Contract record are explained below.

Draft – Indicates that the Standard Contract record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.




Routing In Progress – Indicates that the record is sent to the contact person in the vendor company for response. The system generates this status on clicking the Complete action in the Action bar.


General Section

Note – The system generates Routing In Progress status only if the Response Required field (in the Vendor Company section of the Standard Contract record) is checked. If the field is not checked, the system directly changes the record to Completed state.

Completed – The system automatically changes the record to this status from Routing In Progress state to Completed status when the contact person (to whom the standard contract was sent) has responded.

Note – If the Response Required field is not checked, on clicking the Complete action, the system automatically changes the status of the record from Issued to Completed state.


Name Enter a unique name to identify the Standard Contract record that is being created.

Note – The system auto-populates the name of the Bid Document record on clicking the Award action in the Action bar of the Bid Document record.

Date Select the date on which the Standard Contract record was created. By default, the system displays the current date.


Description Enter a brief description about the contract.

Units Section




Details Section

Cost Type Use the Search icon to select the mode of payment as “Estimated”, “GMP”, “Lump Sum”, “Not to exceed” or “Undefined”.

Bond Use the List icon to specify whether a bond is “Required” or “Not Required”.

Terms Use the Search icon to specify the terms for the contract as “Standard” or “Not Standard”.





Reference Section

Construction Class Use the Search icon to search and select the construction class to which the subcontracted project work belongs. The system displays all the Construction Class records as defined in the Classification Hierarchy.

Section The section for the subcontracted project.

Discipline The type of work that is subcontracted can be electrical, mechanical or work related to installing technology, etc.

Use the Search icon to search and select the type of work to which the subcontracted project belongs (e.g., Electrical or Mechanical).The system displays all the Discipline records as defined in the Classification Hierarchy.

Work Location Use the Search icon to search and select the work location for the subcontracted project. The system displays the list of location records available in the Location Hierarchy.



This section provides all the details about the contact person in the vendor company.

Note – The contact person in the vendor company can send his/her response for the Standard Contract record, only if the Response Required field in this section is checked.

Response Required Check this box if you want a response from the vendor for the current (Standard Contract) record.

Required By This field displays the date and time a response is required from the vendor.


Vendor Contact Lookup The Standard Contract record that is created is sent to the contact person in the vendor company which has won the bid.

Use the Search icon to select the required vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).



Organization The Standard Contract record is sent to the vendor company that has won the bid.

Use the Search icon to select the required vendor company. The system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.

Work Phone The system displays the work telephone number of the contact person.

Work Fax The system displays the work facsimile number of the contact person.

eMail The system displays the eMail address of the contact person.

Address The system displays the complete address of the vendor company.

Zip/Postal Code The system displays the zip/postal code of the vendor company.



City The system displays the name of the city in which the vendor company is located.

State/Province The system displays the name of the state/province in which the vendor company is located.

Country The system displays the name of the country in which the vendor company is located.

Bill To Section

The Bill To section is used to provide details regarding the billing address (of the organization) and contact person in the organization that is responsible for all the correspondences between the organization and vendor company.

Bill To Lookup The organization assigns a person as the first point of contact for the vendor (for the specific subcontracted project).

Use the Search icon to select the contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).



Organization Use the Search icon to select the organization to which the contact person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.



Email The system displays the email address of the contact person.

Address The system displays the complete address of the organization.

Zip/Postal Code The system displays the zip/postal code of the organization.


Bill To Section

City The system displays the name of the city in which the organization is located.

State/Province The system displays the name of the state/province in which the organization is located.

Country The system displays the name of the country in which the organization is located.

Contacts Section

The Contacts section is used to add persons and assign specific roles to them in the subcontracted project (such as Contract Administrator, Scheduler, Purchasing Agent, etc.).

Click the Add Person action in the Section bar to add a person to this section. In the search list, the system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information that is displayed includes the name of the person, work phone number, and email address of the person.

Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps:

Click the Find action in the Roles Section bar. In the search list, the system displays the list of roles as defined in the Classification Hierarchy.

Select the role that you want to assign and click OK.

Click the Save & Close action in the Contact Role Action bar.

The selected role will be assigned to the person and will be displayed in the Role field of the already-added line item.

To delete a line item, select the check box beside the line item and click the Remove action. The selected record will be removed from this section.


Summary Section

You can associate the cost-related items defined in a Standard Contract record with a budget so that the overall contract costs will be tracked and financed within the specified budget. The items being purchased through that budget are defined in the Standard Contract record, but you can change the amount using the Standard Contract Change order.

The Summary Section displays calculated cost code data from the budget code(s) associated with the cost line items in the Standard Contract record. Refer to the Cost Tab section for information on how to establish contract line items and link these to one or more budget codes.

The system displays the following information in the Summary Section:

A. Original Commitment The system calculates this value as the sum of the original cost line items entered on the Cost Tab.

B. Executed Change Orders The system calculates this value as the sum of additional or modified cost line items from all Standard Contract Change Orders executed against the original Standard Contract.

C. Current Commitment (A+B)

The system calculates this value as the sum of the Original Commitment and Executed Change Orders.

D. Pending Change Orders The system calculates this value as the sum of additional or modified cost line items from all Standard Contract Change Orders against the original Standard Contract which are in-process but have not yet been executed.

E. Estimate to Complete This field allows the Project Manager role to enter an estimate of funds that will be required to complete the project.

F. Projected Cost (C+D+E) The system calculates this value as the sum of the Current Commitment, Pending Change Orders, and Estimate to Complete.

G. Change Order Growth (B/A*100)

The system calculates this value as the relative percentage of Executed Change Orders against the Original Commitment on the contract.

a. Date Executed Use the Calendar icon to specify the date on which the contract was executed.

b. Notice to Proceed Use the Calendar icon to specify the date on which the contractor can begin work on the project.

c. Contract Start Use the Calendar icon to specify the effective start date for the Standard Contract agreement.


Summary Section

d. Contract End Use the Calendar icon to specify the effective date on which Standard Contract agreement ends.

e. Substantial Completion Use the Calendar icon to select the date in which the subcontracted project should reach substantial completion state.

f. Final Completion Use the Calendar icon to select the date by which the subcontracted work should be completed.

Invoice Total The system displays the Invoice Total associated with this Standard Contract.

Form Actions

















Complete Click the Complete action to complete the tasks associated with the record.

On clicking the Complete action, the system sends this record to the selected vendor company.


Note – If the Response Required field in the General tab is checked, on clicking the Complete action, the record is sent to the selected contact person in the vendor company for his/her response. The status of the record becomes Routing In Progress and after the contact person responds, the system changes the status of the record to Completed.





Scope Tab

In this tab, you can define the scope of the subcontracted project that has to be completed within the specified budget. You can also add the specifications of the project.

For example, if a hotel owner hires a construction company to build a new restaurant for a budget of $5,000,000. Using the bidding process, the contractor is identified and system generates Standard Contract agreement in such a way that one group is to build the restaurant and other one has to pay $5,000,000. This scope tab defines the characteristics (like measurement, wood type, electrical, etc.) of the restaurant that is required by the owner.

The various sections in the Scope tab are described below.

Scope Section

In this section, you can type the exact work scope description for the contractor performing the task. The scope can be very descriptive.

Note – You can format the details entered in this section.

Inclusions Section

This section describes the Design Package Scope specifications that must be included in the subcontracted work.

The Scope Description section is used to define the scope from a fairly high-level, so in this section you can add a level of granularity to the work scope. Contractors can view the scope inclusions and gain further understanding.

You can add the Design Package Scope record to the subcontracted work by using the Add action in the Section bar. The Design Package Scope window appears wherein you can perform the following functions:

Enter the details in the mandatory fields.


The Design Package Scope record is added as a line item. You can enter the reasons/cause for inclusion in the Statement field in the line item.



Exclusions Section

This section describes specific parts of the scope that you want to exclude from the record. Contractors will be able to view the scope exclusions and gain further understanding of the scope.

You can exclude the Design Package Scope record to the subcontracted work by using the Add action in the Section bar.


Alternates Section

You can describe details about alternative products or services that can be provided by the vendor/sub-contractor in the case of non-availability or too long a lead time on a line item identified in the Schedule of Values on the Cost tab.

You can add an alternate Products and/or Services record to the subcontracted work by using the Add action in the Section bar.


Drawings and Specifications Section

You can add the specification documents and drawings record to facilitate the scope clarity. Hence, Contractors viewing the Standard Contract record can get a clear picture of the project.

Use the Find action to search and select the Design Drawing records. The system displays all the Design Drawing records as defined in the Design page.



Cost Tab

Using this tab, you can give a breakdown of the costs associated with the products and/or services being purchased for the contract. You can also associate a budget code to which the cost of each purchased line item will be posted.

The various sections in the Cost tab are described below.

Schedule of Values Section

In this section, you can enter the details about the items required for executing the project along with the quantity and cost type for which the cost of the item has to be tracked.

This section adds a line item to the list. Click the Add action in the Schedule of Values Section bar. The Contract Cost Breakdown Items window appears, wherein you can perform the following steps:

Enter the details about the name of the product, quantity, cost, and other basic information.


A new line item is added to the Schedule of Values section. By clicking the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section.

The details for each item are displayed in a single line item. Each line item displays the total amount required for purchasing a single product. For example, the total cost of 20 chairs is $3000.

Unit Price List Section

In this section, you can enter the cost of a single item to be purchased. You can add the unit price for an item along with its unit of measurement. Click the Add action in the Unit Price List Section bar. The Contract Line Item window appears, wherein you can perform the following steps:

Enter details regarding the product such as the name, quantity, and cost of the product along with the details about the shipping, tax charges, and other basic information.


When you click the Create action, the system calculates the total amount by adding the shipping and tax charges with the unit price for that product. This applies to both products and labor. A new line item is added to the Unit Price List section. By clicking the hyperlinked text, you can view all the record details in a new window.



Change Orders Section

The Change Orders Section displays the Standard Contract Change Order records that are associated with the current record. The information such as the name, ID, date, and status of the change order are displayed in this section. The system auto populates this section when the corresponding workflow is fired.

Refer to the Standard Contract Change Order section for more information.

Schedule Tab

The Schedule tab displays the scheduled activities (subcontracted work) that are to be executed for the selected contract.

Milestones Section

In this section, you can define the work task details for the subcontracted project. Contractors can calculate the amount of work involved in executing the project using the details from this tab.

Use the Find action in the Section bar to associate a Schedule Task record (from the Tasks page) with the Standard Contract record. In the Query window, the system displays the list of Schedule Task records from the Tasks page. Select the associated record and click OK. The selected record will be added as a line item to this section.


Schedule Notes Section

In this section, you can also enter additional work task details regarding the subcontracted project.


Other Tabs

The details about the Notifications tab, Notes & Documents tab, and Reports tab are explained in the previous sections. Click the respective hyperlinks for relevant details.


Standard Contract Change Order

A Standard Contract is an initial agreement between the organization and vendor. Naturally, the terms and conditions of the contract may change. As the Standard Contract record is a binding agreement, changes cannot be made directly on the record.

Therefore, a Standard Contract Change Order is created to record all the changes made (during the course of the contract execution). The created Standard Contract Change Order record would be associated with the corresponding Standard Contract record.

Creating Standard Contract Change Order

Use the following procedure to create a new Standard Contract Change Order record.

To Create a Standard Contract Change Order

Step 1 From the Menu Bar, click Contracts > Contracts > Change Orders to open the Standard Contract Change Orders results page.

Step 2 Review the page that appears. The page displays a list of Standard Contract Change Order records. Click Add to add a new Standard Contract Change Order record.

Step 3 Review the form that appears. Specify the details regarding the Standard Contract Change Order record.

General Tab

The General tab contains the basic information about the record. You can view the unique ID number, name of the record, the system generated status, type of contract, budget details, vendor company information, associated contract, and contract execution date details.

General Section

ID A unique number identifying the Standard Contract Change Order record. This number is automatically generated and displayed by the system at the time of creating the Standard Contract record.



Status The system displays the current status of the Standard Contract Change Order record being created. The different statuses of the Standard


General Section Contract Change Order record are explained below.

Draft – Indicates that the Standard Contract Change Order record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.




Routing In Progress – Indicates that the record is sent to the vendor contact for response. The system generates this status on clicking the Complete action in the Action bar.

Note – The system generates Routing In Progress status only if the Response Required field (in the Vendor Company section of the Standard Contract Change Order record) is checked. If the field is not checked, the system directly changes the record to Completed state.

Completed – The system automatically changes the record to this status from Routing In Progress state when the vendor contact (to whom the standard contract change order was sent) has responded.



Name Enter a unique name to identify the Standard Contract Change Order record that is being created.


General Section

Date Select the date on which the Standard Contract Change Order record is created. By default, the system displays the current date.


Description Enter a brief description about the proposed change in the terms and conditions of the contract.

Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields. The system displays all the options (e.g., US Dollars, Euros) that are defined for Currency in the Tools > Lists page.


Details Section

Cost Type Use the Search icon to select the mode of payment as “Estimated”, “GMP”, “Lump Sum”, “Not to exceed” or “Undefined”.

Justification Use the List icon to select the reason for the Change Order. Values include “Design Error”, “Documentation Issue”, “Engineering Error”, “Price Adjustment”, “Requested by Client” and “Other”.

Bond Use the List icon to specify whether a bond is “Required” or “Not Required”.

Terms Use the Search icon to specify the terms for the contract as “Standard” or “Not Standard”.



Details Section




Reference Section

Construction Class Use the Search icon to search and select the construction class to which the Change Order belongs. The system displays the Construction Class records defined in the Classification Hierarchy.

Section The section for the Change Order.

Discipline Use the Search icon to search and select the type of work (e.g., Electrical or Mechanical). The system displays the Discipline records defined in the Classification Hierarchy.

Work Location Use the Search icon to search and select the work location for the Change Order. The system displays the list of location records available in the Location Hierarchy.

Import Contract Section

Use this section to associate the Standard Contract record in which changes are going to be effected. The current record gives the same information as that of the associated Standard Contract record except for the sections in which changes are made.

Click the Find action in the Section bar to associate a Standard Contract record. In the Query window, the system displays a list of records retrieved from the Standard Contract business object in the Contracts page. Select the contract record that should be modified and click OK. The details such as the ID, name, date of creation, and status of the associated Standard Contract record are displayed in the corresponding fields of this section.

Click the Clear action in the Section bar to remove the details displayed in this section.


Response Required Check this box if you want a response from the vendor for the current (Standard Contract Change Order) record.




The Standard Contract Change Order record that is created is sent to the contact person in the vendor company (selected in the associated Standard Contract record). This same information is mapped into the Standard Contract Change Order when the Standard Contract record is imported. If this contact information needs to be changed, you can use the Search icon

to select a different vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).



Organization The Standard Contract Change Order record is sent to the vendor company with which the contract already exists.

Use the Search icon to select the vendor company to which the contact person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.

Work Phone The work telephone number of the contact person.

Work Fax The work facsimile number of the contact person.

eMail The email address of the contact person.







Bill To Section

The Bill To section is used to provide details regarding the billing address (of the organization) and contact person in the organization responsible for the correspondence between the organization and vendor company.

From Lookup The organization assigns a person as the first point of contact for the vendor for the specific subcontracted project.




Organization Use the Search icon to select the organization to which the contact person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.

Work Phone The work telephone number of the contact person.

Work Fax The work facsimile number of the contact person.

Email The email address of the contact person.







Contacts Section

The Contacts section adds people and assigns specific roles in the subcontracted project (such as Contract Administrator, Scheduler, Purchasing Agent, etc.). The system auto populates the details about the persons and corresponding roles when a Standard Contract record is associated with the current record. You can modify the details by opening the existing line items.

Click the Add Person action in the Section bar to add a person to this section. In the search list, the system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information includes the name of the person, work phone number, and email address.





The selected role will be assigned to the person and will be displayed in the Role field of the already added line item.


Summary Section

The Summary section is used to provide key dates for the Change Order.

a. Notice to Proceed Use the Calendar icon to specify the date on which the contractor can begin work on the Change Order.

b. Contract Start Use the Calendar icon to specify the effective start date for the Change Order.

c. Contract End Use the Calendar icon to specify the effective date on which the Change Order ends.

d. Substantial Completion

Use the Calendar icon to select the date in which the Change Order should reach substantial completion state.


Summary Section

e. Final Completion Use the Calendar icon to select the date by which the Change Order work should be completed.

f. % Change Order Enter the percentage this Change Order represents of the Contract.

Form Actions


















On clicking the Complete action, the system sends this record to the contact person for response.







Cost Tab

Using this tab, you can give a breakdown of the costs associated with the products and/or services being purchased for the contract. You can also associate a budget code to which the cost of each purchased line item will be posted.

The various sections in the Cost tab are described below.

Potential Change Line Items Section

Using this section, you can add the line items that were not included in the original contract record. Click the Create Line Items action in the Section bar to add details about the changed line item. The Forecast Line Item Summary window appears wherein you can perform the following steps:

Enter the necessary information in the respective sections of the record


The record appears as a line item in this section.

To delete a record permanently from this section, select the line item and click the Remove action in the Section bar.

Schedule of Values

In this section, you can enter the details about the items required for executing the project along with the quantity and cost type to which the cost of the item has to be tracked.

This section enables you to add a line item to the list. Click the Add action in the Schedule of Values Section bar. The Change Order Cost Breakdown Items window appears, wherein you can perform the following steps:

Enter the details about the name of the product, quantity, cost, and other basic information.


A new line item is added to the Schedule of Values section. By clicking the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Schedule of Values Section bar. The selected line item will be deleted from this section.

The details for each item are displayed in a single line item. Each line item displays the total amount required for purchasing a single product. For example, the total cost of 20 chairs is $3000.


Unit Price List Section

In this section, you can enter the cost of a single item to be purchased. You can add the unit price for an item along with its unit of measurement. Click the Add action in the Unit Price List Section bar. The Contract Line Item window appears, wherein you can perform the following steps:

Enter the details about the name of the product, quantity, cost along with the shipping and tax charges, and other basic information.


When you click the Create action, the system calculates the total amount by adding the shipping and tax charges with the unit price for that product. This applies to both products and labor. A new line item is added to the Unit Price List section. By clicking the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Unit Price List Section bar. The selected line item will be deleted from this section.

Other Tabs

The details about the Scope tab, Schedule tab, Notifications tab, and Notes & Documents tab are previously described. Click the respective hyperlinks for relevant details.

Prime Contract

All the tabs and sections of the Prime Contract record are similar to the Standard Contract record. Refer to the Standard Contract section for more information.

Blanket Purchase Order

Blanket Purchase Order records are used when an agreement has been reached between an organization and a vendor for a definite quantity of a product to be purchased at a set price. As the units are purchased over a specified amount of time, the cost comes out of a budget that is associated with the Blanket Purchase Order record.

The Blanket Purchase Order can be used in a similar fashion to release periodic purchases from a vendor where the purchased items vary from purchase to purchase. This is a way to streamline the procurement process and still account for the materials acquired and the tasks for which they are to be used.

An example of this would be a blanket order with a local supplier of electric equipment with a specified duration of one year and a budget of $25,000. As the maintenance staff needs electrical items for stock replenishment or specific work tasks, they can go to the vendor and pick up the items needed and reference the Blanket Purchase Order and the associated Task ID or other reference


information that would be used to tie the purchase back to a specific need when the invoice is received.

Note – In general, a Blanket Purchase Order is used when it is not feasible or not desirable to create a formal Purchase Order for each purchase.

Creating Blanket Purchase Order

Use the following procedure to create a new Blanket Purchase Order record.

To Create a Blanket Purchase Order

Step 1 From the Menu Bar, click Contracts > Contracts > Blanket Purchase Orders to open the Blanket Purchase Orders results page.

Step 2 Review the page that appears. The page displays a list of Blanket Purchase Order records. Click Add to add a new Blanket Purchase Order record.

Step 3 Review the form that appears. Specify the details regarding the Blanket Purchase Order record.

General Tab

General Section

ID A unique number identifying the Blanket Purchase Order record. This number is automatically generated and displayed by the system at the time of creating the Blanket Purchase Order record.




General Section

Status The system displays the current status of the Blanket Purchase Order record being created. The different statuses of the Blanket Purchase Order record are explained below.

Draft – Indicates that the Blanket Purchase Order record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.


Issued – The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record.

Revision In Progress – Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the Action bar.

Completed – Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the Action bar.

Retired – Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the Action bar.

History - When the Blanket Purchase Order record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Blanket Purchase Order results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Blanket Purchase Order record that is being created.

Description Enter a brief description about the Blanket Purchase Order record.


Units Section



Service Provider Section

The Service Provider section provides details about the service provider of the organization. The details that are displayed in this section include the name, logo, and type of service provider.

Click the Find action in the Section bar to add the service provider details to this section. In the Query window, the system displays the list of records from the associated business object in the Organization Hierarchy.

To remove the contents of this section, click the Clear action in the Section bar.

Logo The system displays the logo of the selected service provider.

ID The system displays the unique ID number of the selected organization.

Name The system displays the name of the selected service provider as in the Organization record.

Organization Type Based on the various factors such as type of work that the organization undertakes, the size of the organization, etc., companies can be classified into various types.

The system displays the organization type for the service provider as defined in the selected External Company record.

Details Section

Contract Type The contract that exists between the service provider and organization can be a construction contract, service agreement etc.

Use the Search icon to select the type of contract. In the search list, the system displays a list of the contract types (Real Estate Lease, Blanket Order, Construction, etc.) as defined in the Contract Type business object in the Classification Hierarchy.


Details Section

Provider Rating The service provider is rated by the organization based on certain criteria.

Use the Search icon to select the rating for the service provider specified in the current record. The options that are displayed are:

1- Preferred

2- Approved

3- Not Rated

4- Has Issues

The rating levels are specified in the Provider Rating business object in the Classification Hierarchy.

Provider Type The organization assigns the type for every service provider based on the condition and frequency in which services are obtained.

Select the provider type from the following options:

Primary – The service provider whose services have been utilized on a regular basis.

Backup – An alternative service provider who can be used in the absence of the primary service provider.

Emergency – The service provider who is used by the organization for immediate needs or in case of emergencies.

Responsible Organization

Select this check box if the organization identified in the Service Provider section is responsible for managing this contract.

Resource Organization

Select this check box if the organization identified in the Service Provider section is responsible for providing resources for this contract.

Services Select this check box if the contract is created for obtaining services.

On clicking the Issue action, the system creates Service Matrix records based on the options selected in the current record.

Materials Select this check box if the contract is created for procuring products.

On clicking the Issue action, the system creates Material Matrix records based on the options selected in the current record.


Details Section

Manages Purchase Requisition Orders

Select this check box if the organization identified in the Service Provider section is responsible for managing requests to purchase materials.

This feature assigns Material Orders using the Material Matrix records associated with the current record. It is used only for material orders originating from a product request from a self-service user or a material request submitted from a work task.

Dates Section

The Dates section can be used to select the start and expiry date for the contract and other relevant details such as the pre-expiry reminder period, date on which the record was created, etc.

Date Created The system displays the date on which the record was created.

Start Date Select the date on which the contract (Blanket Purchase Order) becomes valid.

Expiration Date Select the date on which the contract (Blanket Purchase Order) expires.

Original Expiration Date

The system displays the date of contract expiration that was entered in the original revision of the contract. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract.

Expiration Reminder

You can select the duration in which you want the notification about expiry of the Blanket Purchase Order. E.g., if you want a notification about the expiry of the Blanket Purchase Order, 10 days before it actually expires, select this value as 1 week and 3 days.

Tip – Calendar facility is available for all the date fields such as Start Date, Expiration Date, and Expiration Reminder.

Expiration Notice Date

The system displays the date on expiration reminder notice should be sent. This date depends on the expiration date and expiration reminder period that is selected in the current record (Blanket Purchase Order).

Date Retired The system displays the date on which the contract record was retired.


Cost Summary Section

Do Not Specify Approved Amount

Check this box if you do not want the system to give an alert message, when the cost of items to be purchased exceeds the approved amount specified in the record.

Current Approved Amount

Enter the approved amount unto which products can be obtained using the current contract.

The system displays the amount in the default currency selected in the record.

Original Amount The system displays the original approved total contract value. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract.

Total Task Time – Closed Tasks

The system displays the total time taken to complete the tasks associated with the contract.

The system retrieves this information from the Total Task Time – Closed Tasks field in the PO and Task Logs tab of the current record.

Total Task Time – In Progress Tasks

The system displays the total time that is required to complete the tasks that are still in progress.

The system retrieves this information from the Total Task Time – In Progress Tasks field in the PO and Task Logs tab of the current record.

PO Line Items Total – Completed Items

The system displays the total cost of the line items that were received from the vendor.

The system retrieves this information from the PO Line Items Total – Completed Items field in the PO and Task Logs tab of the current record.

PO Line Items Total – In Progress Items

The system displays the total cost of the line items that are yet to be received from the vendor.

The system retrieves this information from the PO Line Items Total – In Progress Items field in the PO and Task Logs tab of the current record.

Total Contract Remaining (committed)

The system calculates the remaining amount as the difference of approved amount and PO Log Total.

Total Invoice – Pending Approval

The total invoices in Review in Progress status. This is calculated based on data in the PO and Task Logs tab.



Total Invoice – Approved

The total invoices in Issued status. This is calculated based on data in the PO and Task Logs tab.

Total Invoice – Paid The total invoices in Completed status. This is calculated based on data in the PO and Task Logs tab.

Total Contract Remaining (Paid)

A value will be displayed for Task Invoicing and PO Invoicing against a Contract. The system calculates this from the Current Approved Amount minus the Total Invoice – Paid amount.

Notify Limit Enter the cost limit at which you need a notification to be sent by the system.

The system compares the PO Log Total amount with the Notify Limit entered in this field, and if the PO Log Total amount becomes less than or equal to the Notify Limit, a notification is sent to the Contract Administrator.

Form Actions

















Change Request Click the Change Request action to request for a change in the contract value originally given in the Blanket Purchase Order record.

On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Blanket Purchase Order record. The change request record can be viewed from the Change Request section in the History tab.


On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed.






Contacts Tab

The Contacts tab provides details about the contact person of the organization and also the contact person of the service provider. You can also add additional contact persons to this section.

Service Organization Contact Details Section

Response Required Check this box if you want a response from the service provider for the current (Blanket Purchase Order) record.

Service Organization Contact Lookup

The Blanket Purchase Order record that is created is sent to the contact person in the vendor company that has won the bid.

Use the Search icon to select the required vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).

First Name The system displays the first name of the selected vendor contact as in the Employee record.

Last Name The system displays the last name of the selected vendor contact as in the Employee record.

Organization Lookup Use the Search icon to search and select the required organization to which the contact person belongs. The system displays list of available records retrieved from the associated business object in the Organization Hierarchy.

Work Phone The system displays the work phone number of the selected vendor contact as in the Employee record.

Work Fax The system displays the work fax number of the selected vendor contact as in the Employee record.

Email The system displays the email address of the selected vendor contact as in the Employee record.



Service Organization Contact Details Section





Bill To Section

The Bill To section is used to provide details regarding the billing address and the organization’s contact assigned the task of managing the bills associated with the standard contract. The Bill To address is appended to any newly created Invoices when this Blanket Purchase Order is selected.

Bill To Contact Lookup The organization assigns a person as contact for the vendor for billing related issues.

Use the Search icon to select the required organization contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).

First Name The system displays the first name of the selected organization contact as in the Employee record.

Last Name The system displays the last name of the selected organization contact as in the Employee record.

Organization Lookup Use the Search icon to select the organization to which the person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.



Email The system displays the Email address of the contact person.


Bill To Section






Contacts Section

The Contacts section is used to add people and assign specific roles to them, such as Contract Manager, Contract Administrator, and Purchasing Agent.







Use the Contact Role (Contract Manager) to designate the Person who will review/approve invoices.


Terms & Conditions Tab

This tab provides details about the terms and conditions of the contract.

Terms & Conditions Section

Use this section to add information regarding the terms and conditions of the contract that is created between the organization and vendor. Both the vendor and organization creating the blanket order should agree with the conditions for the contract to exist.


Payment Terms Section

Use this section to add information regarding the payment terms of the contract as negotiated between the organization and vendor. Payment Terms are used to adjust an Invoice amount based on early payment.

Click the Add action in the Section bar to add a payment term to this section. The system displays the Payment Terms record in a new window, wherein you can perform the following steps:

Enter the duration of the payment term by clicking the Calendar icon and clicking Ok.

Enter the Discount Percentage corresponding to the Terms Duration.


The system adds the record as a line item to this section.

To remove a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed from this section.

Default Matrix SLA Values Section

Use Request Class Defaults

The system auto populates the fields with the * such as (Priority, Respond Within, Due Within, and Follow Up Within) with the information from the selected Request Class record only on checking this box.

Priority * Enter the priority level for the product/service.

Note – If Use Request Class Defaults option is checked, the system auto populates the priority information in the respective matrix record from the Request Class that is selected in the record.



Respond Within * Use the Calendar icon to specify the date within which the vendor company should respond to the record.

Note – If Use Request Class Defaults option is checked, the system auto populates the respond within date in the respective matrix record from the Request Class that is selected in the record.

Due Within * Use the Calendar icon to specify the due date within which the vendor company should send the items that are required.

Note – If Use Request Class Defaults option is checked, the system auto populates the due date in the respective matrix record from the Request Class that is selected in the record.

Follow Up Within * Use the Calendar icon to specify the follow up duration.

Note – If Use Request Class Defaults option is checked, the system auto populates the follow up duration in the respective matrix record from the Request Class that is selected in the record.


The system automatically selects this option only if it is already selected in the General tab. This field is read-only.

Services The system automatically selects this option only if it is already selected in the General tab. This field is read-only.

Resource Organization The system automatically selects this option only if it is already selected in the General tab. This field is read-only.

Materials The system automatically selects this option only if it is already selected in the General tab. This field is read-only.


Check this box if the Service Provider on the contract will manage Purchase Requisition Orders. The value of this field is used by the system during auto-assignment of Material Orders originating from Purchase Requisitions.



Default Assignee Select the person in the vendor company who is the responsible person for all issues related to the agreement (blanket purchase order).

Use the Search icon to select the default assignee. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).

Default Assign To Role You can select the person who is responsible for the contract either using the name or based on the role assigned to the person.

Use the Search icon to select the designated role of the person. In the search list, the system displays a list of records defined for the Roles business object in the Classification Hierarchy.

Use Roles From The system assigns the person based on the options selected in the fields Role Resolution, Default Assign To Role, and Use Roles From field.

Use the List icon to specify if the role should be selected based on the location/geography/organization, etc. The system displays the list of options that are defined in the Tools > Lists page.

Role Resolution The system can find out the person playing the selected role based on the contracts that exist or based on the requests.

Use the List icon to select the role resolution type from the options (Contract and Request) that are defined in the Tools > Lists page.

Default Service Charge Type Section

The service that is offered by the service provider may be chargeable or it can be covered under a contract. This section is used to specify if the service that is offered is included or chargeable.

Click the Find action in the Section bar to select the service charge type. In the Query window, the system displays the list of records in the Service Charge Type business object of the Classification Hierarchy. Select a specific type and click OK. The fields of this section such as the Icon and Name will get auto-populated with the details from the selected record.


Reserve Order Conditions Section

Using this section, you can specify the time that is required to place an order and to cancel an existing order.

Reserve Minimum Order Time

Use the Calendar icon to specify the minimum lead-time (prior to the date/time an order is needed) the service provider requires to deliver the requested materials or services.

Reserve Cancel Penalty Time

Use the Calendar icon to specify the minimum lead-time (prior to the date/time of an already scheduled delivery) the service provider requires to cancel an existing order without any charge.

In addition to these sections, this tab also has several sub-tabs that are explained in the following sections.

Request Class (for Services) Sub Tab – Request Class (for Services) Section

The requests can be assigned to a specific Request Class based on the type of service that is required from the service provider. Use this section to select the Request Class associated with the Blanket Purchase Order record.

Click the Find action in the Section bar to select a specific request class. In the Query window, the system displays a list of records retrieved from the Request Class business object in the Classification Hierarchy.

Note – If the Use Request Class Defaults option in the Default Matrix SLA Values section is checked, the fields indicated by * in the Default Matrix SLA Values section will get auto populated based on the Request Class selected in this section.



Service Class (for Materials) Sub Tab – Service Class (for Materials) Section

Services are classified in a user-defined hierarchy in the Classification Hierarchy based on the type of service (e.g., office services, IT services, etc.) that is offered.

Click the Find action in the Section bar to select the service assignment classification. In the search list, the system displays a list of available records in the Service Assignment Classification business object in the Classification Hierarchy.


Service Geographies Sub Tab – Service Geographies Section

Use this section to add details about the geographies that are covered by the service provider specified in the Blanket Purchase Order record. Click the Find action in the Section bar to add details about the geographies that are covered. In the search list, the system displays the list of records from the associated business object in the Geo/Location Hierarchy.

Click the Graphic Find action to view a graphical representation of the selected geography.


Service Locations Sub Tab – Service Locations Section

The service provider selected in the current record can provide service for the organization in more than one location or might be in a single location of the organization. Click the Find action in the Section bar to add details about the locations that are served by the current service provider. In the search list, the system displays the list of records from the associated business object in the Location Hierarchy.

Click the Graphic Find action to view a graphical representation of the selected location.



Customer Organizations Sub Tab – Customer Organizations Section

Use this section to add the list of organizations that are served by the specified service provider. Click the Find action in the Section bar to add the list of customer organizations. In the Query window, the system displays a list of records from the associated business object in the Organization Hierarchy.


Service Matrix Sub Tab – Service Matrix Records Section

The Service Matrix records are created by the system automatically based on the Request Class, Customer Organization, and location or geography records that are associated in the previous sections. The system creates Service Matrix record only if the particular combination of request class, customer organization, and location/geography does not exist already.

Material Matrix Records Sub Tab – Material Matrix Records Section

The Material Matrix records are created by the system automatically based on the Service Class, Customer Organization, and location/geography records that are associated in the previous sections. The system creates Material Matrix record only if the particular combination of request class, customer organization, and location/geography does not exist already.


Products & Services Tab

The Products & Services tab is used to add details about the products and services included in the Blanket Purchase Order record (agreement).

Products Section

Using this section, you can add the products that are covered in the agreement (Blanket Purchase Order record) between the organization and vendor company. Click the Quick Add action in the Section bar to add a product to this section. On clicking this action, the system displays the list of records retrieved from the associated business objects in the Portfolio page. Select a record(s) and click OK. The system creates a Products record with the details from the selected specification and adds the record as a line item in this section. You can click the hyperlinked text of the line item to modify the record details.

Select the check box beside the line item and click the Retire Products action to remove a product that is no longer covered under the agreement.

Click the PO action in the Section bar to create a purchase order based on the current agreement. The system displays the Purchase Order record in a new window where you can provide the necessary details.

Services Section

Using this section, you can add the services that are covered in the agreement (Service Agreement record) between the organization and vendor company. Click the Quick Add action in the Section bar to add the services that will be included in the contract. On clicking this action, the system displays the list of records retrieved from the Services Spec business object in the Portfolio page. Select a record(s) and click OK. The system creates a Services record with the details from the selected specification and adds the record as a line item in this section. You can click the hyperlinked text of the line item to modify the record details.

Select the check box beside the line items and click the Retire Services action to remove the services that are no longer covered under the agreement.

Click the PO action in the Section bar to create a purchase order based on the current agreement. The system displays the Purchase Order record in a new window where you can provide the necessary details.


Retired Products & Services Section

Products and services that are retired are displayed as line items in this section. To retire a product, click the check box to the left of the product line item, and click the Retire Products action in the Products section of this tab. To retire a service, click the check box to the left of the service line item, and click Retire Services in the Services section of this tab. A line item corresponding to the retired product or service will be displayed in this section.

PO and Task Logs Tab

Using this tab, you can view a summary of all the associated Purchase Orders and Task records. This tab also provides information about the total cost of purchases that have been made against the contract and time taken to complete the tasks associated with the current agreement.

The various sections and sub-tabs are explained below.

Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Asset Lease record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.

By default, the system displays the currency set by the administrator.

Log Summary Section

Using this section, you can view the total cost of all the line items added in the Purchase Order records associated with the current Blanket Purchase Order record.



The system calculates this value as the sum of all the line items added in the PO Line Items Complete sub-tab.

PO Line Items Total – In-Progress Items


The system calculates this value as the sum of all the line items added in the PO Line Items In-Progress sub-tab.


Log Summary Section


The system displays the total time taken to complete the tasks associated with the current Blanket Purchase Order.

The system calculates this value as the sum of duration of all the tasks added in the Tasks Time Closed sub-tab.

Total Task Time – In-Progress Tasks


The system calculates this value as the sum of duration of all the tasks added in the Tasks Time In-Progress sub-tab.

Total Task Actual Cost – In-Progress

The system displays the total actual cost of the line items received from the vendor that are In-Progress.

Total Task Actual Cost – Closed

The system displays the total actual cost of the line items received from the vendor that are Closed.

Total Task Actual Cost – All

The system displays the total actual cost of the line items received from the vendor.


The system displays the total cost of the line items in the Invoices sub-tab that are in Review in Progress status.


The system displays the total cost of the line items in the Invoices sub-tab that are in Issued status.

Total Invoice - Paid The system displays the total cost of the line items in the Invoices sub-tab that are in Completed status.

In addition to the above mentioned sections, this tab also has certain sub-tabs that are explained below.

Purchase Orders Sub Tab – Purchase Orders Section

The system displays all the Purchase Order records associated with the current Contract record. The system auto populates this section when the corresponding workflow is triggered.


PO Line Items Complete Sub Tab – PO Line Items Complete Section

In this section, the system displays all the products (line items added in the associated Purchase Order records) that have been received from the vendor. The system computes the sum of all the values in the Total field and auto populates the information in the PO Line Items Total – Completed Items field.

PO Line Items In-Progress Sub Tab – PO Line Items In-Progress Section

In this section, the system displays all the products (line items added in the associated Purchase Order records) that have been shipped by the vendor and are yet to be received by the organization. The system computes the sum of all the values in the Total field and auto populates the information in the PO Line Items Total – In Progress Items field.

Invoices Sub Tab – Invoices Section

In this section, the system displays all Invoices associated with the Contract. The information that is displayed includes ID, name, date, status, and total of each Invoice. The system computes the sum of the values in the Total Invoice field and auto populates the information in the Total Invoice – Pending Approval, Total Invoice – Approved, and Total Invoice - Paid fields.

Click the Add action in the Section bar to add a Task Invoice to this section. The system displays the Task Invoice record in a new window, wherein you can perform the following steps:

Enter the necessary details such as the Task Invoice name, details, and service provider. The Task Invoice record is pre-populated with all pertinent Contract fields. Refer to the Task Invoice section for more information about specific fields in the Task Invoice.

Click the Create Draft action in the Action bar, and then click the Issue action.

The system adds the record as a line item in this section.

To remove a Task Invoice from this section, select the check box beside the Task Invoice and click the Remove action in the Section bar. The selected Task Invoice is removed from this section.

Task Time Closed Sub Tab – Task Time Closed Section

In this section, the system displays all the tasks that have been already completed. The information that is displayed includes the type of task, task number, name, date, duration of work, rate, and total cost for completing the task. The system computes the sum of all the values in the Total Cost field and auto populates the information in the Total Task Time – Closed Tasks field.


Task Time In-Progress Sub Tab – Task Time In-Progress Section

In this section, the system displays all the tasks that are still not complete. The information that is displayed includes the type of task, task number, name, date, duration of work, rate, and total cost for completing the task. The system computes the sum of all the values in the Total Cost field and auto populates the information in the Total Task Time – In-Progress Tasks field.

Tasks Sub Tab – Tasks Section

In this section, the system displays all the Task records that have been associated with the current Blanket Purchase Order record.

Other Tabs

The details about the History tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant information.

Service Agreement

The Service Agreement record is created when a contract exists between a vendor and an organization for the supply of materials and/or services at a specified price within a specified time period. The Service Agreement record provides specific details about pricing, lead-time for products, hourly rates for services, and additional information about products and services included in the contract.

Creating Service Agreement

Use the following procedure to create a new Service Agreement record.

To Create a Service Agreement

Step 1 From the Menu Bar, click Contracts > Agreements to open the Agreements page.

Step 2 In the Related Links – Contract Agreements portal section, click Service Agreements to open the Service Agreements results page.

Step 3 Review the page that appears. The page displays a list of Service Agreement records. Click Add to add a new Service Agreement record.

Step 4 Review the form that appears. Specify the details regarding the Service Agreement record.


General Tab

General Section

ID A unique number identifying the Service Agreement record. This number is automatically generated and displayed by the system at the time of creating the Service Agreement record.



Status The system displays the current status of the Service Agreement record being created. The different statuses of the Service Agreement record are explained below.

Draft – Indicates that the Service Agreement record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Service Agreement record is revised, for each revision a copy of the record gets saved in the History state.


General Section

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Service Agreement results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Service Agreement record that is being created.

Description Enter a brief description about the agreement.

Units Section




The Service Provider section provides details about the service provider of the organization. The details that are displayed in this section include the name, logo, and type of service provider.

Click the Find action in the Section bar to add the service provider details. In the Query window, the system displays the list of records from the associated business object in the Organization Hierarchy.

To remove the contents of this section, click the Clear action in the Section bar.

Logo The system displays the logo of the selected service provider.

ID The system displays the unique ID number of the selected organization.

Name The system displays the name of the selected service provider as in the Organization record.



Organization Type Based on the various factors such as type of work that the organization undertakes, the size of the organization, etc., companies can be classified into various types.

The system displays the organization type for the service provider as defined in the selected External Company record.

Details Section

Contract Type The contract that exists between the service provider and organization can be a construction contract, service agreement, etc.

Use the Search icon to select the type of contract. In the search list, the system displays a list of the contract types (RE Lease, Blanket Order, Construction, etc.) as defined in the Contract Type business object in the Classification Hierarchy.

Provider Rating The service provider is rated by the organization based on certain criteria.

Use the Search icon to select the rating for the service provider specified in the current record. The options that are displayed are:

1- Preferred

2- Approved

3- Not Rated

4- Has Issues

The rating levels are specified in the Provider Rating business object in the Classification Hierarchy.


Details Section

Provider Type The organization assigns the type for every service provider based on the condition and frequency in which services are obtained.

Select the provider type from the following options:

Primary – The service provider whose services have been utilized on a regular basis.

Backup – An alternative service provider who can be used in the absence of the primary service provider.

Emergency – The service provider who is used by the organization for immediate needs or in case of emergencies.


Select this check box if the organization identified in the Service Provider section is responsible for managing this contract.

Resource Organization Select this check box if the organization identified in the Service Provider section is responsible for providing resources for this contract.

Services Select this check box if the contract is created for obtaining services.

On clicking the Issue action, the system creates Service Matrix records based on the options selected in the current record.

Materials Select this check box if the contract is created for procuring products.

On clicking the Issue action, the system creates Material Matrix records based on the options selected in the current record.


Select this check box if the organization identified in the Service Provider section is responsible for managing requests to purchase materials.

This feature assigns Material Orders using the Material Matrix records associated with the current record. It is used only for material orders originating from a product request from a self-service user or a material request submitted from a work task.


Dates Section

The Dates section can be used to select the start and expiry date for the contract and other relevant details such as the pre-expiry reminder period, date on which the record was created, etc.

Date Created The system displays the date on which the record was created.

Start Date Select the date on which the contract (Blanket Purchase Order) becomes valid.

Expiration Date Select the date on which the contract (Blanket Purchase Order) expires.

Original Expiration Date

The system displays the date of contract expiration that was entered in the original revision of the contract. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract.

Expiration Reminder You can select the duration in which you want the notification about expiry of the Blanket Purchase Order. E.g., if you want a notification about the expiry of the Blanket Purchase Order, 10 days before it actually expires, select this value as 1 week and 3 days.

Tip – Calendar facility is available for all the date fields such as Start Date, Expiration Date, and Expiration Reminder.

Expiration Notice Date The system displays the date on expiration reminder notice should be sent. This date depends on the expiration date and expiration reminder period that is selected in the current record (Blanket Purchase Order).

Date Retired The system displays the date on which the contract record was retired.


Do Not Specify Approved Amount

Check this box if you do not want the system to give an alert message, when the cost of items to be purchased exceeds the approved amount specified in the record.

Current Approved Amount

Enter the approved amount unto which products can be obtained using the current contract.

The system displays the amount in the default currency selected in the record.



Original Amount The system displays the original approved total contract value. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract.


The system displays the total time taken to complete the tasks associated with the contract.

The system retrieves this information from the Total Task Time – Closed Tasks field in the PO and Task Logs tab of the current record.

Total Task Time – In Progress Tasks


The system retrieves this information from the Total Task Time – In Progress Tasks field in the PO and Task Logs tab of the current record.



The system retrieves this information from the PO Line Items Total – Completed Items field in the PO and Task Logs tab of the current record.

PO Line Items Total – In Progress Items


The system retrieves this information from the PO Line Items Total – In Progress Items field in the PO and Task Logs tab of the current record.

Total Contract Remaining (Committed)

The system calculates the total remaining amount as the difference of approved amount and PO Log Total.


The total invoices in Review in Progress status. This is calculated based on data in the PO and Task Logs tab.


The total invoices in Issued status. This is calculated based on data in the PO and Task Logs tab.

Total Invoice – Paid The total invoices in Completed status. This is calculated based on data in the PO and Task Logs tab.

Total Contract Remaining (Paid)

A value will be displayed for Task Invoicing and PO Invoicing against a Contract. The system calculates this from the Current Approved Amount minus the Total Invoice – Paid amount.



Notify Limit Enter the cost limit at which you need a notification to be sent by the system.

The system compares the PO Log Total amount with the Notify Limit entered in this field, and if the PO Log Total amount becomes less than or equal to the Notify Limit, a notification is sent to the Contract Administrator.

Form Actions

















Change Request Click the Change Request action to request for a change in the contract value originally given in the Service Agreement record.

On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Service Agreement record. The change request record can be viewed from the Change Request section in the History tab.








Other Tabs

The details about the Contacts tab, Terms & Conditions tab, Products & Services tab, PO and Task Logs tab, History tab, Notifications tab, Notes & Documents tab, and Reports tab are available in previous sections. Click the respective links to read the details.


4. Products, Services & Catalogs

Procurement Process Flow > Products, Services & Catalogs

Inventory Setup The Inventory > Set Up page maintains a single repository for identifying and tracking all the products and services your organization procures to support their business mission. These products and services are used to support projects, maintenance, and other day-to-day activities.

Products and Services records contain the specifications of the product or service, details about the vendor or service provider, as well as cost and lead time information. Products and Services records can be associated with a Catalog. This Catalog record can be in turn linked with Purchase Requisition to order items that are contained in a catalog, thus controlling what people can request thereby reducing or eliminating maverick purchases.

The Catalog Manager maintains a list of catalogs from the various vendors and service providers. A Catalog record provides the ability to organize a listing of all products or services provided by a single vendor. Similar product records or specification records can be grouped together as a Catalog record and can be associated with multiple Catalogs. There are two types of catalogs provided:

Product Catalog

Request Catalog

The Catalog Manager module in the IBM TRIRIGA application is hierarchical in nature. Catalog is the topmost level in the hierarchy. Under the root level hierarchy, you can create records for Product Catalog and Request Catalog business objects. Under any existing Product Catalog or Request Catalog record you can create child records for them respectively.


Accessing the Inventory Setup Menu

Using the Inventory > Set Up menu, you can create and maintain Products and Services records reflecting the products and services acquired by the organization, as well as Product Catalog and Request Catalog records. By default, the Catalog Manager displays in a hierarchy format.

Use the following procedure to access the Inventory > Set Up menu.

To Access the Inventory Setup Menu

Step 1 Sign in with the proper Inventory Manager role.

Step 2 From the Menu Bar, click Inventory > Set Up to access the Inventory > Set Up menu.

Step 3 From the Inventory > Set Up menu, click the desired menu item.

Catalogs > Catalog Manager

Catalogs > Product Catalogs

Catalogs > Request Catalogs

Contracts > Products

Contracts > Services

Using the Cut and Paste Actions

The Cut and Paste actions are available for all hierarchical business objects. While creating a new hierarchy, these actions enable you to cut and paste a child records from one parent hierarchy into another. For example, if you create a child record under a parent record, you can cut and paste this child record into another parent record.

Use the following procedure to cut and paste.

To Cut and Paste

Step 1 In the Hierarchy panel, select the child record from the appropriate parent record.

Step 2 Click the Cut action in the Action bar.

Step 3 Select the destination parent record to which the copied child record is to be pasted.

Step 4 At this stage, the Paste action will be available on the Action bar of the Hierarchy panel. Click the Paste action to paste the copied child record. The child record now forms a part of the new hierarchy under which it has been pasted.


Products

Products refer to those items that are produced either directly from the manufacturer or through a reseller. A Products record contains the specifications of the product, details about the vendor or service provider, as well cost and lead-time information.

Creating Products

Use the following procedure to create a new Products record.

To Create a Product

Step 1 From the Menu Bar, click Inventory > Set Up > Contracts > Products to open the Products results page.

Step 2 Review the page that appears. The page displays a list of Products records. Click Add to add a new Products record.

Step 3 Review the form that appears. Specify the details regarding the Products record.


General Tab

General Section

ID Enter a unique number identifying the Products record being created.

If this field is left blank, the system automatically generates this number at the time of creating the Products record.

Status The system displays the current status of the Products record being created. The different statuses of the Products record are explained below.

Draft - Indicates that the Products record is yet to be created. The system generates this status on clicking the Create Draft action in the Action bar.

Active – Indicates that the record is active. The system generates this status on clicking the Activate action in the Action bar.

Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the Action bar.

Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the Action bar.

Name Enter the name of the product for which the record is being created.

Description Provide a brief description about the product.

Image You can associate the image of the product with the Products record being created. Use the Image icon to select the picture that should be associated with the Products record.

Note – Use the standard Browse functionality to locate and select the required picture.


Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Products record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.


Quantity The Quantity field is used to describe the nature and units in which the product will be purchased. Once a quantity description is selected, a corresponding dependent list provides units of measure associated with the selected description.

Use the List icons to select the quantity description along with its corresponding unit of measurement. In the search lists, the system displays the available descriptions (quantity, angle, area, currency, etc.), and their corresponding units of measure (dozen, degrees, square feet, U.S. dollars, etc.) as defined in the Tools > Lists page.

Details Section

Product ID Enter the unique ID assigned to the product.

Start Date Use the Calendar icon to specify the start date of the product record. By default, the system displays the current date.

Expiration Date Use the Calendar icon to specify the date on which the product record will expire.

Expiration Notice Use the Calendar icon to set the date by which the system should send the alert notification about the upcoming expiration of the Products record.

Product Class The products can be classified into various categories based on their applicability to a building system or construction class.

Use the Search icon to select the class to which the product belongs such as Construction, Electrical, etc. The system displays the list of Product Class types as defined in the Classification Hierarchy.

Model Name Enter the model name of the product.

Model Number Enter the model number of the product.


Details Section

Product Code Enter the code that is assigned by the manufacturer for the product.

Product Code Type Product Code Type defines the type of bar coding that is used to identify the product.

Use the List icon to select the Product Code Type that is defined in the Tools > Lists page. The options are:

UPC (Universal Product Code) – It is a type of bar code widely used in US and Canada to identify products.

EAN – It is another type of bar code developed as a superset of UPC with an extra digit in the beginning.

Product Details Section

Purchasing Quantity Enter the quantity of the product that is required by the organization.

Purchase Units Enter the unit of measure in which the product is purchased.

For example, if you want to purchase wire, then you have to select “Length” and corresponding unit of measure for length such as meters, inches, feet, etc.

Use the List icon to select the purchase description along with its unit of measurement. In the search list, the system displays the available measurement description (quantity, angle, area, currency, etc.) and corresponding unit of measure (dozen, degrees, square meter, U.S. dollars, etc.) as defined in the Tools > Lists page.

List Price Enter the price of the product. By default, the system displays the currency type selected in the Currency field in the Units section.

Discount Enter the percentage discount the organization will get on purchasing the product from the specified vendor.

Discount Qty From Enter the minimum purchase quantity of products to which the discount becomes applicable.

Discount Qty To Enter the maximum purchase quantity of products to which the discount is applicable.


Product Details Section

Purchase Cost The system displays the cost price of the product supplied by the selected vendor.

The system calculates the purchase cost as the difference of list price and discount amount and the value is auto populated in this field on clicking the Activate/Save/Save & Close action.

Purchase Cost = List Price – (Discount * 100)

Lead Time Lead-time is the interval between the initiation of a procurement action (such as placing an order) and receipt of the products/services from the vendor.

Use the Calendar icon to select the lead-time that is required for the product.

Specification Section

Using this section, you can associate a Specification record to the Products record being created.

Use the Find action in the Section bar to select a Specification record. In the Query window, the system displays a list of Specification records. Select the Specification record that you want to associate and click OK. The system auto populates the fields of this section such as Spec Name, Brand, Spec ID, Model Name, Spec Class, and Model Number, etc., with the details from the selected record.

Click the Clear action in the Section bar to remove the details displayed in this section.

Product Vendor Section


Use the Search icon to select the vendor company associated with this product. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy.

Name The system displays the name of the selected vendor company.

ID The system displays the unique ID number of the vendor company.


Product Vendor Section

Organization Type The selected organization can be categorized based on the type of work that is undertaken.

The system displays the organization type from the information that is entered in the associated External Company record.

Contract Section

Using this section you can associate a contract record (from the Contracts page) with the Products record being created.

Use the Find action in the Section bar to select a contract record. In the Query window, the system displays a list of records retrieved from the associated business object in the Contracts page. Select the record that you want to associate and click OK. The system auto populates the fields of this section such as Name, Number, and Contract Type with the details from the selected record.

Click the Clear action in the Section bar to delete the details displayed in this section.

Form Actions




The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Activate, Save, Save & Close, More, Copy, and X (Cancel).









Activate Click the Activate action to add the record to the active management list.

On clicking the Activate action, the status of the record changes from Draft to Active.

The system refreshes the record and displays additional actions on the Action bar. The actions include Revise and Retire.



Catalogs Tab

You can associate a Products or Services record with a Catalog using this tab. Catalogs are created in the Catalog Manager in order to categorize Products records and Services records into an organized format. A single vendor or service provider may provide many products and/or services.

Catalog Section

This section displays the Catalog records that are associated with the product for which the record is created. The information that is displayed in this section includes the ID, name, catalog class, etc.

Click the Find action in the Section bar to associate a catalog with the Products record being created. In the Query window, the system displays a list of available Catalog records that are retrieved from the associated business object in the Catalog Manager. Select the required Catalog records and click OK. The selected Catalog record will be displayed as line item in this section.

To delete a record, select the check box beside the line item and click the Remove action in the Section bar.


Certification Tab

The Certification tab displays certifications or ratings that the product meets. You can also define the duration of the certification for the product.

Certification Section

Certification Use the List icon to select the certification/rating that the product meets. The system displays all the certifications (such as Certified Hardware, Certified Software, etc.) that are defined in the Tools > Lists page.

Certification Start Use the Calendar icon to specify the start date on which the certification is valid.

Certification End Use the Calendar icon to specify the date on which the certification expires.

Other Tabs

The details about the Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details.

Services

Services refer to the labor-related activities that produce a certain result (e.g., cleaning an office building, plumbing defects). A Services record contains vendor and specification combinations relating specifically to the service being offered. The purpose of the Services record is to keep a single repository for all information on a single service.

Creating Services

Use the following procedure to create a new Services record.

To Create a Service

Step 1 From the Menu Bar, click Inventory > Set Up > Contracts > Services to open the Services results page.

Step 2 Review the page that appears. The page displays a list of Services records. Click Add to add a new Services record.

Step 3 Review the form that appears. Specify the details regarding the Services record.


General Tab

General Section

ID Enter a unique number identifying the Services record being created.

If this field is left blank, the system automatically generates this number at the time of creating the Services record.

Status The system displays the current status of the Services record being created. The different statuses of the Services record are explained below.

Draft - Indicates that the Services record is yet to be created. The system generates this status when the user selects the Create Draft action in the Action bar.

Active – Indicates that the record is active. The system generates this status when the user selects the Activate action in the Action bar.

Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status when the user selects the Retire action in the Action bar.

Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status when the user selects the Revise action in the Action bar.

Name Enter the name of the service for which the record is being created.

Description Provide a brief description about the service.

Image You can associate a picture of the service or service provider with the Services record being created. Use the Image icon to select the picture that is to be associated with the Services record.



Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Services record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.


Details Section

Service ID Enter the unique ID number assigned for the service.

Start Date Use the Calendar icon to specify the date on which the service is activated. By default, the system displays the current date.

Expiration Date Use the Calendar icon to specify the date on which the record expires.

Expiration Notice Use the Calendar icon to set the date on which the system should send the alert notification for the upcoming expiration of the Services record.

Product Class Use the Search icon to select the class of service such as Construction, Electrical, etc.

Service Details Section

Labor Class Laborers are classified into various grades based on the type of work they undertake.

Use the Search icon to select the labor class. The system displays the list of Labor Classes as defined in the Classification Hierarchy.

List Price Enter the price for which the service is offered. By default, the system displays the currency type selected in the Currency field of the Units section.

List Price Base The system displays the base convention defined for the Currency.

Discount Enter the discount off list price offered for the service provided.

Use the List icon to select the discount percent.


Service Details Section

Purchase Cost The system calculates this value as list price less any discount allowed.

Lead Time Lead-time is the interval between the initiation of a procurement action (such as placing a service order) and actual time at which the work will commence.

Use the Calendar icon to select the lead-time that is required to provide the selected service.

Specification Section

Using this section, you can associate a Specification record with the Services record being created.

Click the Find action in the Section bar to associate a Specification record. In the Query window, the system displays a list of Specification records that are retrieved from the associated business object in the Portfolio page. Select the required record and click OK. The system auto populates the fields of this section such as the Spec Name, Spec ID, Model Name, and Spec Class, with the information from the selected record.



Service Provider Lookup

Use the Search icon to select the service provider associated with the service being specified. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy.

Name The system displays the name of the selected service provider company.

ID The system displays the unique ID number of the selected service provider.

Type The system displays the type of service that is offered by the company. The type is retrieved from the Details section of the selected record in the Organization Hierarchy.


Contract Section

Using this section you can associate a contract record (Blanket Order/Service Agreement/Standard Contract, etc.) with the Services record being created.

Click the Find action in the Section bar to associate a contract record. In the Query window, the system displays a list of records that are retrieved from the associated business object in the Contracts page. Select the required record and click OK. The system auto populates the fields of this section such as the Name, Number, and Contract type, etc., with the information from the selected record.


Form Actions


















Other Tabs

The different fields available in the Catalogs tab and Certification tab have already been explained in the context of the Products record. The details about the Notifications tab and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details.

Product Catalog

Products records are created using the Inventory > Set Up menu. Similar Products records can be added in a Product Catalog and an association to any catalog is made using the Catalogs tab of the Products record. You can associate a Products record to multiple catalogs.

Creating Product Catalog

Use the following procedure to create a new Product Catalog record.

To Create a Product Catalog

Step 1 From the Menu Bar, click Inventory > Set Up > Contracts > Catalog Manager to open the Catalog Manager Hierarchy.

Step 2 Review the page that appears. The page displays a list of Catalog records. In the Hierarchy panel, select the Catalog node, and then click New > Product Catalog to add a new Product Catalog record.


To Create a Product Catalog

Step 3 Review the form that appears. Specify the details regarding the Product Catalog record.

General Tab

The General tab is used to provide basic details about the catalog such as the unique ID number, name of catalog, type of catalog, start date, expiration date, catalog vendor, vendor contact person’s details, and catalog manager information.

General Section

ID Enter a unique number identifying the Product Catalog record being created.

If this field is left blank, the system automatically generates this number at the time of creating the Product Catalog record.

Status The system displays the current status of the Product Catalog record being created. The different statuses of the Product Catalog record are explained below.

Draft - Indicates that the Product Catalog record is yet to be created. The system generates this status on clicking the Create Draft action in the Action bar.



Revision in Progress – Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the Action bar.

Name Enter a unique name for the Product Catalog record.

Description Provide a brief description about the Product Catalog record.


General Section

Image You can associate a picture of the catalog with the Catalog record.


Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Product Catalog record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.


Details Section

Start Date Use the Calendar icon to specify the date from which the record becomes usable. By default, the system displays the current date.

Last Update Use the Calendar icon to specify the date on which the record was last updated. By default, the system displays the current date.


Expiration Notice Use the Calendar icon to set the date by which the system should send the alert notification about the expiry of the Product Catalog record.

Catalog Class Use the Search icon to select the class to which the catalog belongs such as Products, Regional, Vendor, etc. The system displays the different options as defined in the Catalog Class business object in the Classification Hierarchy.

Company Web Site Use the Search icon to select the web address of the company.


Details Section

Available in Self Service Request

Select this check box to enable the requestor to add the required products from this catalog in the Product Request business object.

Note – The Product Catalog (current record) is displayed in the Order Items section of the Product Request business object in the Requests page only if this check box is checked.

Available in Task Material Request

Select this check box to enable the requestor to add the required products from this catalog in the Material Orders section of the various Task business objects.

Note – The Product Catalog (current record) is displayed in the Catalogs section of the Material Select Task of the various Task business objects in the Requests page only if this check box is checked.

Available in Purchase Requisition Request

Select this check box to enable the requestor to add the required products from this catalog in the Purchase Requisition business object.

Note – The Product Catalog (current record) is displayed in the Line Items tab of the Purchase Requisition record only if this check box is enabled.

Catalog Manager Section

In this section, you can add the name of the person who manages the catalogs.

Click the Add Person action in the Section bar to add the details about the Catalog Manager. In the Query window, the system displays a list of records retrieved from the External Contact business object in the People page. Select a record and click OK. The selected record will be added as a line item. The details about the Catalog Manager such as the person’s name, role, organization, work phone number, and email address are displayed. Click the Linked Record icon to view and modify the record.

To remove the record from this section, select the check box beside the line item and click the Remove action. The selected record will be removed from this section.


Catalog Vendor Section

Catalog Vendor Lookup Use the Search icon to select the vendor company to be associated with this Product Catalog record. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy.

Organization Name The system displays the name of the selected vendor company.

ID The system displays the unique ID number of the selected vendor company.

Type Organizations are classified into various types based on the type of work that it undertakes, the size of the organization, and various other factors.

Use the Search icon to select an organization type to which the vendor company belongs. In the search list, the system displays the available types that are defined in the Organization Type business object of the Classification Hierarchy.


Vendor Contact Lookup Use the Search icon to select the contact person in the vendor company. In the search list, the system displays the list of records retrieved from the associated business object in the People page.



Work Phone The system displays the work phone number of the contact person.

Work Fax The system displays the fax number of the contact person.



Zip/postal The system displays the zip/postal code regarding the above mentioned address.






Form Actions


















Products Tab

The Products tab enables you to identify and associate products that should be listed in the Product Catalog record.

Products Section

This section displays all information regarding the product that is to be associated with the Product Catalog record. The information includes the name of the product, ID assigned to the product, and specification class.

Use the Find action to include the products in the current Product Catalog record. In the Query window, the system displays the available records that are retrieved from the Products business object in the Inventory > Set Up page. The selected records display as line items in this section. By clicking the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed.


Customers Tab

The Customers tab enables you to select the customers for whom the Product Catalog record is created and also define the type of individuals entitled to access the Product Catalog record.

Includes Tab

The Includes tab displays the parent record and a list of child records that are included under the parent record. These records are displayed in a hierarchical view. The parent record forms the root of the hierarchy followed by the child records.

You can create more child records or edit the existing ones using the actions in this tab. Select a child record and click the

New action to create a new record and add it to the active management list.

Open action to open the record and modify the same.

Cut action to remove a child record from a parent record and include the same under a different parent record.

Delete action to delete the selected record.

Customer Section

Use the Find action to add the list of customers for whom the catalog is created. In the Query window, the system displays the available records that are retrieved from the External Company business object in the Organization Hierarchy. The selected records will be displayed as line items in this section. By clicking the hyperlinked text, you can view all the record details in a new window.

To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed.

Entitlements Section

Using this section, you can select the workgroup or persons who are authorized to use the Product Catalog record being created.

Use the Find action in the Section bar to select a specific person. In the Query window, the system displays the available records that are retrieved from the associated business object in the People page. The selected record will be displayed as a line item in this section. By clicking the hyperlinked text, you can view the record details in a new window.

To delete a record from this section, click the check box beside the selected line item and click the Remove action in the Section bar. The selected record will be removed from this section.


Other Tabs

The details about the Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details.

Request Catalog

The Request Catalog record is used to organize Specification records into categories so that they can be easily accessed, when necessary. Specification records are created in the Portfolio page. The association with a Request Catalog is made in the Specifications tab of the respective Request Catalog record. You can associate a Specification record with multiple catalogs.

Creating Request Catalog

Use the following procedure to create a new Request Catalog record.

To Create a Request Catalog

Step 1 From the Menu Bar, click Inventory > Set Up > Contracts > Catalog Manager to open the Catalog Manager Hierarchy.

Step 2 Review the page that appears. The page displays a list of Catalog records. In the Hierarchy panel, select the Catalog node, and then click New > Request Catalog to add a new Request Catalog record.

Step 3 Review the form that appears. Specify the details regarding the Request Catalog record.


General Tab

The General tab is used to provide basic details about the catalog such as the unique ID number, name of catalog, type of catalog, start date, expiration date, catalog vendor, vendor contact person’s details, and catalog manager information.

General Section

ID Enter a unique number identifying the Request Catalog record being created.

If this field is left blank, the system automatically generates this number at the time of creating the Request Catalog record.

Status The system displays the current status of the Request Catalog record being created. The different statuses of the Request Catalog record are explained below.

Draft - Indicates that the Request Catalog record is yet to be created. The system generates this status on clicking the Create Draft action in the Action bar.



Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the Action bar.

Name Enter a unique name for the Request Catalog record.

Description Provide a brief description about the Request Catalog record.

Image You can associate a picture with the Request Catalog record being created. Use the Image icon to select the picture that is to be associated with the Catalog record.



Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Request Catalog record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page.


Details Section

Start Date Use the Calendar icon to specify the date from which the record becomes usable. By default, the system displays the current date.

Last Update Use the Calendar icon to specify the date on which the record was last updated. By default, the system displays the current date.


Expiration Notice Use the Calendar icon to set the date by which the system should send the alert notification about the expiry of the Request Catalog record.

Catalog Class Use the Search icon to select the class to which the catalog belongs such as Products, Regional, Vendor, etc. The system displays the different options as defined in the Catalog Class business object in the Classification Hierarchy.

Company Web Site Use the Search icon to select the web address of the company.

Available in Self Service Request

Select the check box, to enable the requestor to add the required products from this catalog in the Product Request business object.

Note – The Product Catalog (current record) is displayed in the Order Items section of the Product Request business object in the Requests page only if this check box is checked.

Available in Task Material Request

Select this check box to enable the requestor to add the required products from this catalog in the Material Orders section of the various Task business objects.

Note – The Product Catalog (current record) is displayed in the Catalogs section of the Material Select Task of the various Task business objects in the Requests page only if this check box is checked.


Details Section

Available in Purchase Requisition Request

Select this check box, to enable the requestor to add the required products from this catalog in the Purchase Requisition business object.

Note – The Request Catalog (current record) is displayed in the Line Items tab of the Purchase Requisition record only if this check box is enabled.

Catalog Manager Section

In this section, you can add the name of the person who manages the catalogs.

Click the Add Person action in the Section bar to add the details about the Catalog Manager. In the Query window, the system displays a list of records retrieved from the External Contact business object in the People page. Select a record and click OK. The selected record will be added as a line item. The details about the Catalog Manager such as the person’s name, role, organization, work phone number, and email address are displayed. Click the Linked Record icon to view and modify the record.

To remove the record from this section, select the check box beside the line item and click the Remove action. The selected record will be removed from this section.

Catalog Vendor Section

Catalog Vendor Lookup Use the Search icon to select the vendor company to be associated with this Request Catalog record. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy.

Organization Name The system displays the name of the selected vendor company.

ID The system displays the unique ID number of the selected vendor company.

Type Organizations are classified into various types based on the type of work that they undertake, size of the organization, and various other factors.

Use the Search icon to select an organization type to which the vendor company belongs. In the search list, the system displays the available types that are defined in the Organization Type business object of the Classification Hierarchy.



Vendor Contact Lookup Use the Search icon to select the contact person in the vendor company. In the search list, the system displays the list of records retrieved from the associated business object in the People page.




Work Fax The system displays the fax number of the contact person.



Zip/postal The system displays the zip/postal code regarding the above mentioned address.




Form Actions






Specifications Tab

The Specifications tab enables you to associate a specification with the Request Catalog record being created.

Specifications Section

Using this tab, you can define the specification for the Request Catalog record.

Click the Find action in the Section bar to associate an existing Specification record with this record. In the Query window, a list of Specification records that are retrieved from the Portfolio page will be displayed. Select the records that are compatible with the current specification and click OK. The selected record will be added as a line item to this section.

To delete a record from this list, select the check box beside the line item and click the Remove action on the Action bar. The selected records will be deleted from this section.

Other Tabs

The details about the Customers tab, Includes tab, Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details.


5. Purchases & Payables

Procurement Process Flow > Requisitions & Purchase Orders

Requisitions & Purchase Orders The Procurement process consists of three important stages.

The first part of the procurement process deals with the identification of the correct vendor via the Bid or RFQ process (using the Procurement > Proposals page), and also categorizing the products or services required from that vendor in an organized format (using the Inventory > Set Up page).

The second stage of the process is making the actual purchase. This can be accomplished by associating the Products records in a purchase order to make the actual procurement of the required products/services possible. Since all the products and services required in a project might not be included in a Standard Contract, a Purchase Requisition may be required in order to gain approval to create the Purchase Order and obtain the materials. Hence, the actual procurement process may consist of acquiring the products/services directly from the vendor or might require an approval to create a Purchase Order.

The final stage of the procurement process is the payment.

The IBM TRIRIGA Procurement Management application provides a comprehensive management and operational system for the control of purchase orders, receipts, and invoices in both manufacturing and logistics operations. The application also provides an exceptional supplier database to assist informed buying, tighter quality control, and simpler purchasing administration. The application fully supports the exchange of orders and invoices with suppliers operating in multiple currencies.

In the IBM TRIRIGA application, the purchasing process includes the following business objects: Procurement Card, Purchase Requisition, Purchase Order, Receiving and Returns. The following sections explain these business objects in detail.



Purchase Order Process Flow


Accessing the Requisitions & Purchase Orders Menu

Using the Procurement > Requisitions & Purchase Orders menu, you can create, manage, and track Procurement Card, Purchase Requisition, Purchase Order, Receiving and Returns records. Meanwhile, using the Procurement > Credit Cards link, you can create and manage Procurement (Credit) Card records.

Use the following procedure to access the Procurement > Requisitions & Purchase Orders menu.

To Access the Requisitions & Purchase Orders Menu


Step 2 From the Menu Bar, click Procurement > Requisitions & Purchase Orders to access the Requisitions & Purchase Orders menu.

Step 3 From the Procurement > Requisitions & Purchase Orders menu, click the desired menu item.

Purchase Requisition

Purchase Order

Receiving

Returns

From the main Procurement menu, click the desired menu item.

Credit Cards

Note – For more information on the invoice-related menu items, refer to the Payables section.


Credit (Procurement) Card

Procurement card is like a normal credit card which is issued to authorized employees of the organization. These employees can use the P-card only to purchase goods and services for the organization. Purchases may be made through telephone, mail, or in person with any supplier who accepts the type of card (that is issued) as a form of payment. Each card is assigned a default general funds account number and object code in the organization’s accounting system. When making a purchase by procurement card, it is not necessary to complete and forward a purchase request to purchasing services.

Payments for all transactions made with procurement cards are made directly to the suppliers by the bank that has issued the cards for the organization. The organization subsequently makes a single monthly payment to the bank. The procurement card method of purchasing is designed to provide authorized employees with a cost-effective and convenient method of procuring and paying for small dollar purchases of regularly consumed supplies and services.

There is a purchase limit that is set on every card that is issued based on anticipated expenditures and employee’s designation. As purchases are made, cardholders should maintain a log of all transactions. This log should be kept along with all receipts and packing slips provided by suppliers. This information will prove helpful in keeping track of all purchases made using the procurement card.

The Procurement Card business object in the Contracts page can be used for the purpose of recording and managing all the information regarding the purchases that are made using the procurement card.

Creating Credit (Procurement) Card

Use the following procedure to create a Credit (Procurement) Card record.

To Create a Credit (Procurement) Card

Step 1 From the Menu Bar, click Procurement > Credit Cards to open the Credit Cards page.

Step 2 Review the page that appears. The page displays a list of Credit (Procurement) Card records. Click Add to add a new Credit (Procurement) Card record.

Step 3 Review the form that appears. Specify the details regarding the Credit (Procurement) Card record.

General Tab

General Section

ID A unique number identifying the Procurement Card record. This number is automatically generated and displayed by the system at the time of creating the Procurement Card record.

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General Section



Status The system displays the current status of the Procurement Card record being created. The different statuses of the Procurement Card record are explained below.

Draft – Indicates that the Procurement Card record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Procurement Card record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Procurement Card results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Procurement Card record that is being created.


General Section

Date Use the Calendar icon to select the date on which the Procurement Card record is being created.

By default, the system displays the current date.

Description Enter a brief description about the Procurement Card record.

Units Section







Card Details Section

Card Name Enter the name displayed on the card.

Card Type Enter the card type (VISA, MasterCard, American Express, etc.).

Card Number Enter the unique card number found on the card that is provided to the assigned employee.

Expiration Month Use the Calendar icon to select the month in which the card expires.

Expiration Year Use the Calendar icon to select the year in which the card expires.


Card Details Section

Card Number Mask This read-only formula field is used for security purposes to display only the last 4 digits of the Card Number. The masked number would be used for the Card Number display for all users except those authorized to view and/or edit the Card Number.

The Procurement Card record also has some sub-tabs such as the Budget, Card Assigned To, and Contacts. These sub-tabs are explained below.

Budget Sub Tab - Budget Section

Purchase Limit Enter the limit (amount) up to which the employee can purchase.

Total Line Items Enter the amount that was used for purchasing goods and services currently.

The system calculates the total cost by adding the values entered in the Total field in the Procurement Card Line Items section for all the line items.

Card Assigned To Sub Tab - Card Assigned To Section

This section provides complete information regarding the person to whom the card is provided.

Card Assigned To Lookup

Use the Search icon to select the employee to whom the card is provided. In the search list, the system displays the list of records retrieved from the Employee business object in the People page. Select a record and click OK.

The system auto populates the fields of this section with the details from the selected record.




Card Assigned To Sub Tab - Card Assigned To Section




Work Fax The system displays the work fax number of the contact person.

eMail The system displays the email address of the contact person.







Contacts Sub Tab - Contacts Section

The Contacts section is used to add persons and assign specific roles to them in the purchasing process (such as Contract Administrator, Scheduler, Purchasing Agent, etc.).







Procurement Card Line Items Section

The Line Item section is used to record the details about the purchases that have been with the procurement card. Click the Add action in the Section bar to add a line item to this section. The system displays the Procurement Card Line Item record in a new window, wherein you can perform the following steps:

Enter the necessary details such as the vendor reference number, work task for which the purchases were made, product, and its specification details such as date of purchase, associated procurement card details, etc.


The system adds the record as a line item to this section. Click the Linked Record icon to view the record.



Form Actions

















Change Request Click the Change Request action to request for a change in the card limit originally given in the Procurement Card record.

On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Procurement Card record. The change request record can be viewed from the Change Request section in the History tab.







History Tab

The History tab provides details about the number of times the record was revised. Each time the record is revised, a snapshot of the record before it was revised is saved as a line item in this tab.

Revision Details Section

The section provides details about the number of times the record was revised. It also provides information about the date on which the revision was made and also the reasons (if any) for revising the record.


Revision History Section

This section displays the revision details such as the date on which the record was revised, name of the person who modified the record, reasons (if any added by the person at the time of revising) and type of revision (Data Revision/Revision) that was selected. Each time the record is revised a copy of the record is created (in the History status) and displayed as line item in this section.

Revisions Section

Each time the record is revised, a snapshot of the record before it was revised is saved (in the History status), as a line item in this tab. You can click the hyperlinked text of the line item to view the record details.

Change Requests Section

This section lists all changes requests that have been submitted against the PCard using the Change Request action. The change management process would likely contain approval requirements and once approved, the change request would be forwarded to an administrator to update the PCard record.

Other Tabs

The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant information.


Purchase Requisition

After the items that are required are identified, a Purchase Requisition record is created to gain approval to obtain the materials from the vendor. A line item for each item to be purchased can be created and you can send it through the distribution group to get feedback and/or authorization. If authorization is given to purchase the items, the line items in the Purchase Requisition record can be associated to the Purchase Order record.

A Purchase Requisition record is also used when the Inventory Manager role does not have sufficient privileges to create a purchase order directly. In the above mentioned case, when an employee requests for products that are not available in the inventory, then the Inventory Manager role creates a Purchase Requisition record initially and adds all the items that are required, proposed vendor, and cost details. The record is then sent to the distribution group (may include personnel in the Purchasing/Finance department) for approval. Once the individuals added in the list approve the record, the Inventory Manager role creates a Purchase Order record and associates the line items from the approved Purchase Requisition record.

Creating Purchase Requisition

Use the following procedure to create a Purchase Requisition record.

To Create a Purchase Requisition

Step 1 From the Menu Bar, click Procurement > Requisitions & Purchase Orders > Purchase Requisitions to open the Purchase Requisitions results page.

Step 2 Review the page that appears. The page displays a list of Purchase Requisition records. Click Add to add a new Purchase Requisition record.

Step 3 Review the form that appears. Specify the details regarding the Purchase Requisition record.

General Tab

General Section

ID A unique number identifying the Purchase Requisition record. This number is automatically generated and displayed by the system at the time of creating the Purchase Requisition record.




General Section

Status The system displays the current status of the Purchase Requisition record being created. The different statuses of the Purchase Requisition record are explained below.

Draft – Indicates that the Purchase Requisition record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Purchase Requisition record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Purchase Requisition results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Purchase Requisition record that is being created.

Date Select the date on which the Purchase Requisition record is created. By default, the system displays the current date.



Units Section







Requisition Details Section

The system auto populates the information in this section from the Details section of the Product Request record that has been created using the Requests page.

Description The system displays a brief note or additional comments that were added regarding the product request for which the record is being created.

Requested Delivery Date

Use the Calendar icon to specify the date by which you expect the delivery of items from the vendor.

Emergency Select this check box, if the request has to be attended immediately by the Manager role (who is responsible for procurement.)

Note – If automated routing is desired based on this setting, additional workflow and notification mechanisms must be configured to manage this requirement.

Location Requested For Use the Search icon to select the location for which the items are purchased. In the search list, the system displays a list of the records retrieved from the associated business object in the Location Hierarchy.

Organization Requested For

Use the Search icon to select the organization for which the items are purchased. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.


Requisition Details Section

Line Item Total The system displays the total cost of all the line items added in the Line Items tab of the current record. The system calculates this value only on clicking the Issue action.

Proposed Vendor Section

The Proposed Vendor section is used to add details about the vendor company from which the products/services can be obtained. The vendor who is selected in this section should be approved by the members in the distribution list so that a purchase order can be sent to the selected vendor.

Click the Find action to add a vendor to this section. In the Query window, the system displays the list of External Company records available in the Organization Hierarchy. Select a vendor company and click OK. The system auto populates the fields of this section (such as the Name and Type) with the details from the selected record.

Click the Clear action to remove the contents of this section.

Name The system displays the name of the selected vendor company

Type The system displays the type of the selected vendor company as available in the selected record.


The Vendor Contact section displays details about the contact person in the vendor company.

Vendor Contact Lookup The vendor company assigns an employee as the first point of contact for the organization.

Use the Search icon to select the contact person in the vendor company. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).






Use the Search icon to select the required organization. In the search list, the system displays the list of the records retrieved from the associated business object in the Organization Hierarchy.

Contacts Section

The Contacts section is used to add persons and assign specific roles to them in the subcontracted project (such as Contract Administrator, Scheduler, Purchasing Agent, etc.).








Form Actions




The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Issue, Save, Save & Close, More, Copy, and X (Cancel).













Change Request Click the Change Request action to request for a change in the contract value originally given in the Purchase Requisition record.

On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Purchase Requisition record. The change request record can be viewed from the Change Request section in the History tab.






Shipping Tab

The Shipping tab is used to add all the details that will be required by the vendor at the time of shipping the products. Frequently, items may be purchased for a location different from the organization’s address. Similarly, the location to which the invoice should be billed may be different. The Ship To and Shipping Notes sections can be used to enter the address to which the item(s) should be shipped, other basic shipping details, and any shipping notes that would be required by the vendor.

Ship To Section

Use this section to add details about the contact person of the organization who manages the activities related to receiving the products, handling billing issues, etc. This section provides the details necessary for the products to be shipped properly by the vendor.


Ship To Section

Ship To Contact Lookup The organization assigns a person to manage the activities related to receiving the goods, billing issues, etc.

Use the Search icon to select the contact person in the organization. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).

Ship To Organization Lookup

Select the name of the organization to which the items are shipped.

Use the Search icon to select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.







Zip/Postal The system displays the zip/postal code of the organization.





Shipping Notes Section

Use this section to add additional details that can be used by the vendor at the time of shipping the products.


Line Items Tab

The Line Items tab is used to add details about the list of products that are to be purchased from the vendor. The Order Items section is explained below.

Pending Order Items Section

Using this section, you can add the required products for which the system generates a Material Order Task. The generated task will be assigned to the respective Inventory Manager role for issuing the required product.

Click the Catalog Search action to search and select a product from the available catalogs. The system displays the Material Select Requisition window wherein you can select the product; specify the quantity required and other relevant details. You can add one or more products in this page and after you have added all the products, click the Done action in the Action bar to close the window.

Note – For further information about adding products from the catalog, refer to the Material Select Requisition section.

On clicking this action, the system generates and displays the Material Order Task record as a line item in this section. The details about the required product such as its image, specification class, specification name, quantity, and other details will be displayed. Click the Material Order Task hyperlink for further information about adding a product from a catalog.


All line items added will display in this section until they have been processed into Material Order Tasks.


Processed Order Items Section

Once the Purchase Requisition has been issued and approved, this query section displays the requisition line items that have already been processed by the system. The system creates a Material Order Tasks for each line item listed and associates those back to the original Purchase Requisition using the association string “Has Material Order Task.”

Item Life Cycle Tab

Using this tab, you can track a product (line item) through all the processes that it undergoes. The system displays the Line Item Summary record as line item in this section. The Line Item Summary record contains complete information about the product, the various processes in which the product was requested (such as purchasing, for performing assigned tasks, etc.), and associated records in which the product was added as a line item.

Item Life Cycle Section

The system displays the Line Item Summary record as a line item in this section. You can view the record by clicking the hyperlinked text of the line item. A Line Item Summary record is created for every line item that is added in the associated record (Purchase Requisition record). If there are two line items added to a Purchase Requisition record, two Line Item Summary records will be displayed in this section. The system generates the Line Item Summary records when the corresponding workflow is triggered.

A line item can be created at any point in the procurement process.

For example, consider that a product is added as a line item in a Bid Document record. After the vendor is chosen using the bidding process, a purchase order can be created to purchase the product. When you click the Issue action, the system generates a Line Item Summary record and displayed as line items in this section of the Purchase Order record. All the details about the bid, associated contract, and also about the product (such as the cost, specification details, quantity required, etc.), are captured in the Line Item Summary record that is created. You can view all the details about the line item by clicking the hyperlinked text of the line item. When the product is received from the vendor, the system updates the details such as the number of items received, number of items damaged, and shipping details in the Line Item Summary record (for the product) and is displayed in the corresponding Receiving record. Similarly, if the damaged items are returned, the number of items that are returned, associated cost, mode of returning, and other relevant information regarding return is again updated in the Line Item Summary record of the corresponding Return record. Hence, you can track a line item throughout the procurement process by viewing the respective Line Item Summary record.

A Line Item Summary record also contains inventory details associated with the product, tasks associated with the product, contract, and payment information associated with the product. These details are displayed only if the product has been requested or associated with the business objects in the respective modules such as the Inventory page, Contracts page, etc.


Other Tabs

The details about the History tab, Notifications tab, Notes & Documents tab, and Reports tab are explained in the previous sections. Click the respective hyperlinks for relevant details.

Material Select Requisition

You can add products to the Purchase Requisition record by selecting the products from the Material Select Requisition window. The system displays the Material Select Requisition window when you click the Catalog Search action in the section bar of the Purchase Requisition record.

General Section

The system auto populates this section with the details from the Purchase Requisition record.

Requested By The system displays the name of the person who is currently creating or modifying the record.

Note – You can click the hyperlinked text to view the selected person’s Employee record from the People page.

Functional Role The system displays the functional role assigned to the person (selected in the Requested By field) in the organization.

Off-Catalog Request The system selects this check box automatically when you click the Off-Catalog Request action in the Catalogs Section bar.

Catalogs Section

The system displays the list of available catalogs in this section. You can select a catalog from which you which you want to add the products. The system displays the name of the adjacent section based on the type of catalog you select in this section. If you select a Product Catalog, the name of the adjacent section becomes Product Catalog Items and if you select a Request Catalog, the name of the adjacent section becomes Request Catalog Items.

You can also add products that are not specified in the catalog by clicking the Off-Catalog Request action in the Section bar. On clicking this action, the system displays the Off-Catalog Request section, wherein you can specify the details about the product. Click here for details about the Off-Catalog Request section.


Product Catalog Items/Request Catalog Items Section

This section displays the list of available Product/Specification records that are available in the catalog that you have selected in the Catalogs section. Select a product (if you have selected a Product Catalog) from this section and specify the quantity required in the Selected Item section.

Selected Item Section

The system displays the name of the item that is selected in the Product/Request Catalog Items section.

Note – The fields of this section are displayed only after you select a product in the Product Catalog Items section.

Item The system displays the name of the selected product.

Note – This field is not displayed if you click the Off-Catalog Request action in the Section bar.

Quantity Requested Specify the quantity of the item that you want to purchase.

After you specify the required quantity, click the Add Item action in the Action bar. The system displays a confirmation message stating that the selected item is added. Follow the same procedure to add all the products that you want to purchase.

If you have added all the products click the Done action in the Action bar to close the window.

Quantity UOM The system displays the unit of measure from the Products record that is selected in the previous section.

Off-Catalog Request Section

Using this section, you can specify the service class to which the product belongs and you can provide a brief description about the product.


Off-Catalog Request Section

Off-Catalog Class The product can be classified into different types based on its utility.

Use the Search icon to select the service class to which the product belongs. In the search list, the system displays a list of Service Assignment Class types as defined in the Classification Hierarchy.

At any time, you can click the Search Catalogs to toggle back to the catalog searching method.

Describe the Item Enter a brief description about the product or service needed that falls outside the items displayed in the available catalogs.

Purchase Order

The Purchase Order record is used to purchase products from the selected vendor. Each item to be purchased is referred to as a line item, and gives a detailed description of the single item. You can enter all the information about the products/services needed, name of the vendor from whom the purchase is going to be made, terms and conditions of the purchase, etc., in a Purchase Order. Multiple line items can be associated to a Purchase Order record.

The system creates a Purchase Order record automatically when a RFQ is awarded. The Purchase Order record has the same name as of the respective RFQ Document record. You can click the hyperlinked text of the Purchase Order line item to view and modify the record information.

Creating Purchase Order

Use the following procedure to create a Purchase Order record.

To Create a Purchase Order

Step 1 From the Menu Bar, click Procurement > Requisitions & Purchase Orders > Purchase Orders to open the Purchase Orders results page.

Step 2 Review the page that appears. The page displays a list of Purchase Order records. Click Add to add a new Purchase Order record.

Step 3 Review the form that appears. Specify the details regarding the Purchase Order record.


General Tab

General Section

ID A unique number identifying the Purchase Order record. This number is automatically generated and displayed by the system at the time of creating the Purchase Order record.



Status The system displays the current status of the Purchase Order record being created. The different statuses of the Purchase Order record are explained below.

Draft – Indicates that the Purchase Order record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.




Routing In Progress – Indicates that the record is sent to the contact person in the vendor company for his/her response. The system generates this status on clicking the Complete action in the action bar.

Note – The system generates this status only if the Response Required field (in the Vendor Contact section of the Purchase Order record) is checked.

Completed – The system automatically changes the status of the record from Routing In Progress to Completed state when the contact person in the vendor company has responded.


General Section



History - When the Purchase Order record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Purchase Order results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Purchase Order record that is being created.

Date Select the date on which the Purchase Order record is created. By default, the system displays the current date.


Description Enter a brief description about the Purchase Order record that is being created.

Units Section





Units Section




Line Item Total This field displays the line item total.

Blanket Purchase Order Section

Using this section, you can associate a Blanket Purchase Order record with the purchase order being created.

Click the Find action in the Section bar to associate a Blanket Purchase Order record. In the Query window, the system displays a list of records that are retrieved from the Blanket Purchase Order business object in the Contracts page. The system auto populates the ID, Name, Status, and Type fields with the details from the selected Blanket Purchase Order record.

Use the Clear action in the Section bar to remove the contents of this section.

Name The system displays the unique name of the associated Blanket Purchase Order record.

Status The system displays the current status of the associated Blanket Purchase Order record.

ID The system displays the unique ID, number of the associated Blanket Purchase Order record.

Type The system displays the type of Blanket Purchase Order record that is associated.


The Vendor Company section provides details about the company from which the products are to be purchased. The details that are displayed in this section include the name and address details of the vendor company.

Note – If the purchased order is created after an RFQ is awarded, then the Vendor Company section displays details about the vendor company that has won the RFQ.




Use the Search icon to select the desired vendor company. In the search list, the system displays a list of the active records retrieved from the External Companies business object in the Organization Hierarchy.

Name The system displays the name of the selected vendor company.







The Vendor Contact section is used to add details about the contact person of the vendor company to whom the purchase order is sent for his/her response.

Note – Use this section only if you require a response from the vendor company.

Response Required Check this box only if a response is required from the contact person in the vendor company.

Only if this field is checked, on clicking the Complete action, the record is sent to the contact person for his/her response. In the Home portal (of the contact person) the record is displayed as an Action Item. The contact person can send his/her comment by clicking the hyperlinked Action Item.

Vendor Contact Lookup The Purchase Order record that is created is sent to the contact person in the vendor company.




First Name The system displays the first name of the selected vendor contact.

Last Name The system displays the last name of the selected vendor contact.

Organization Lookup The system displays the organization to which the selected vendor contact belongs.


Bill To Section

The Bill To section is used to provide details regarding the billing address and the organization’s contact assigned the task of managing the bills associated with the purchase order.

Bill To Lookup The organization assigns a person as contact for any queries/clarifications (regarding the purchase) that is required by the vendor.

Use the Search icon to select the required contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).



Organization Lookup Use the Search icon to select the organization to which the person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy.




Address The system displays the complete billing address of the organization.


Bill To Section





Form Actions




The system changes the status of the record to Draft and displays additional actions on the Action bar. The actions include Issue, Save, Save & Close, More, Copy, and X (Cancel).













Change Request Click the Change Request action to request for a change in the contract value originally given in the Purchase Order record.

On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Purchase Order record. The change request record can be viewed from the Change Request section in the History tab.


On clicking the Complete action, the system sends this record to the selected vendor company.






Shipping Tab

The Shipping tab is used to add all the details that will be required by the vendor at the time of shipping the products. Frequently, products may be purchased for a different location and also the billing address might be different. The Ship To, Shipping Details, and Shipping Notes sections can be used to enter the address to which the item(s) should be shipped, mode of shipping, and other basic shipping details.

Ship To Section

Use this section to add details about the contact person of the organization who manages the activities related to receiving the products, handling billing issues, etc. This section provides details that are necessary for the products to be shipped properly by the vendor.

Shipping Instruction Provide the instructions that must be followed while shipping the items. The options available are:

Drop Ship Address On Each Item – Select this check box if you want the vendor to ship the items to more than one location.

Ship All Items To Single Address – Select this check box if all the items should be shipped to a single destination.

Ship To Lookup The organization assigns a person to manage the activities related to receiving the goods, billing issues, etc.

Use the Search icon to select the contact person in the organization. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).


Select the name of the organization to which the items are shipped.






Ship To Section








Shipping Details Section

Final Destination The system displays the location (final destination) to which the items should be shipped.

Delivery Option Products can be shipped directly to the specified location or it can be collected directly from the vendor’s location.

Use the List icon to select the type of delivery from the options (such as Hold for Pickup and Ship Item(s)) that are defined in the Tools > Lists page. By default, the system displays the Ship Item(s) option.

Country The system displays the name of the country to which the shipping location of the organization belongs.

City The system displays the name of the city to which the shipping location of the organization belongs.

Ship Via There are different ways in which the vendor can ship the products to the organization.

Use the List icon to select the mode of shipping. The system displays the list of options (FedEx – Express, FedEx – Ground, UPS, etc.) that are defined for the Ship Via business object in the Tools > Lists page.


Shipping Details Section

State/Province The system displays the name of the state/province to which the shipping location of the organization belongs.

FOB Freight on Board (FOB) - A trade term requiring the vendor to deliver goods on board a vessel designated by the organization.

FOB Shipping Point, freight collect

FOB Shipping Point, freight prepaid

FOB Shipping Point, freight prepaid, and added to invoice

FOB Destination, freight collect

FOB Destination, freight prepaid

FOB Destination, freight prepaid, and added to invoice

Enter the FOB method that should be followed by the vendor. By default, the system displays the Destination option.

Direct Bill Shipping? Check this box if the items should be shipped to the billing address specified in the Bill To section in the General tab.

Account Number Enter the account number of the organization.

Shipping Notes Section

Use this section to add additional details that can be used by the vendor at the time of shipping the products.



Line Items Tab

Using this tab, you can add details about the products that are going to be purchased from the vendor. The products that are added will be displayed as line items in the sections of this tab.

Reference Task/Reservation Section

Using this section, you can associate the Reservation/Task record for which the items are purchased. Click the Find action in the Section bar to select the required record. In the Query window, the system displays both the Reservation records from the Requests page and Task records from the associated business objects in the Tasks page. Select the required record and click OK. The system auto populates the fields of this section with the information from the selected record.

Click the Clear action in the Section bar to delete the contents of this section.

Reservation Location Section

The system displays this section only if you select a Reservation record in the previous (Reference Task/Reservation) section. The system auto populates the location that is being reserved using the associated Reservation record.

Food Service Request Details Section

The system displays this section only if you select a Reservation record in the previous (Reference Task/Reservation) section. The system displays the food services that have been ordered from the vendor in the respective Reservation record.


Purchase Order Line Items Section

Use this section to add details about the products that are going to be purchased from the vendor. You can add line items to this section using the actions in the Section bar.

Click the Add action in the Section bar to record the details about the product. The Purchase Order Line Item record appears in a new window, wherein you can perform the following steps:

Enter the necessary details about the product in the Details, Cost, and other important sections of the record.


The record will be added as a line item to this section.

Click the Products & Services action to add existing Products records to this section. In the Query window, the system displays the list of records that are retrieved from the Products business object in the Inventory > Set Up page. Select the records that you want to add and click OK. The selected records will be added as line items to this section.

You can use PR Items action to associate the products that are already added in the Line Items tab of the Purchase Requisition record. In the Query window, the system displays the list of line items that were added to the Purchase Requisition records. Select the required line item and click OK. The selected records will be added as line items to this section.

Tip – Click the Linked Record icon to view or modify the existing record details.


Terms & Conditions Tab

The Terms & Conditions tab is used to add legal information regarding the purchase. For example, if a project requires floor tile from a vendor, one of the terms could be defined that any tiles broken during shipping are to be replaced by the vendor within a specified period of time.

Terms & Conditions Section

Use this section to add legal details regarding the purchase.



Other Tabs

The details about the Item Life Cycle tab, History tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details.

Receiving

A Receiving record is used to keep track of the materials that were received by the organization and also to associate the Purchase Order to the vendor for buying the products/services.

Creating Receiving Record

Use the following procedure to create a new Receiving record.

To Create a Receiving Record

Step 1 From the Menu Bar, click Procurement > Requisitions & Purchase Orders > Receipts to open the Receiving results page.

Step 2 Review the page that appears. The page displays a list of Receiving records. Click Add to add a new Receiving record.

Step 3 Review the form that appears. Specify the details regarding the Receiving record.

General Tab

General Section

ID A unique number identifying the Receiving record. This number is automatically generated and displayed by the system at the time of creating the Receiving record.




General Section

Status The system displays the current status of the Receiving record being created. The different statuses of the Receiving record are explained below.

Draft – Indicates that the Receiving record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Receiving record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Receiving results page), the system retrieves and displays all the records that are revised at different stages.

Comment Enter your comments regarding the items that were received.

Received By Use the Search icon to select the person in the organization who is in charge of the process of receiving. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).


General Section

Received On Use the Calendar icon to select the date on which the items were received.

Units Section







Details Section

Using this section, you can view the shipping details of the items that were received.

Ship Via Select the method by which the items were shipped.

Use the List icon to select the shipping method. The system displays all the options (FedEx-Express, FedEx – Ground, UPS, etc.) that are defined for Ship Via option in the Tools > Lists page.

Ship/Pickup Date Use the Calendar icon to select the date on which the items were shipped or picked up from the vendor.

Ship Tracking Number Enter the tracking number provided by the freight carrier company when the products were shipped.

Vendor Tracking Number

Enter the vendor’s internal reference or tracking number associated with this purchase order.


Purchase Order Section

Using this section, you can associate the purchase order for which the materials have been received. Click the Find action in the Section bar to associate the required Purchase Order record. In the search list, the system displays a list of Purchase Order records retrieved from the Contracts page. Select the required record and click OK. The system auto populates the fields of this section (such as the ID, Name, and Total) with the information from the selected record. The system also creates Receiving Line Items from the Purchase Order Line Items, if any and appends it to the Line Items section of Receiving record.


ID The system displays the unique ID number of the selected Purchase Order record.

Name The system displays the unique name of the selected Purchase Order record.

Vendor The system displays the name of the vendor company that is selected in the associated Purchase Order record.

Received From Section

This section enables you to add details about the vendor company from which the items were received.

Received From Lookup The vendor company assigns an employee as the first point of contact for the organization.







Form Actions
















Line Items Tab

This tab displays the line items that have been added in the purchase order that is associated to the Receiving record. You can enter the number of items received, and quantity broken in the line items.

Line Item Section

This section displays the line items that were added in the Purchase Order that is associated with the current record. The system auto populates the details such as the line number, part number, description, quantity ordered, rate, total, and total base from the associated Purchase Order record. You can enter the number of items that are received in good condition in the Quantity Received field and number of items that are damaged in the Quantity Damaged field of the respective line item.

Click the Add action in the Section bar to record details about the items that were received from the vendor (items that were ordered apart from the items in the purchase order). On clicking the Add action, the Receiving Line Item record appears in a new window, wherein you can perform the following steps:

Enter the necessary details about the item such as the name, quantity ordered, quantity received, cost of the item, specification details, etc., in the respective sections of the record.


The record will be added as a line item to this section. Click the Linked Record icon or the hyperlinked text of the line item to view and modify the record.

To delete a line item from this section, select the check box beside the line item and click the Remove action. The selected record will be removed from this section.

Other Tabs

The details about the Item Life Cycle tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details.

Returns

Sometimes, the vendor might send either a defective product or a product that was not ordered. In such cases, the product can be returned to the vendor. Following are some of the possible reasons for which the products can be returned to the vendor:

Partial shipment

Obvious damage

Over shipment

Duplicate shipments

Missing shipment


Hidden damage

Wrong item/model and/or color were shipped

The Return business object is used to record important details such as the date(s) when calls were placed, contact person’s details, items that are being sent back, tracking number that the vendor provides for items being sent back, and cost details.

Return is the final step in the procurement process and is completely optional. The Return record is used to track all the products that are returned to the vendor.

Creating Return

Use the following procedure to create a new Return record.

To Create a Return

Step 1 From the Menu Bar, click Procurement > Requisitions & Purchase Orders > Returns to open the Return results page.

Step 2 Review the page that appears. The page displays a list of Return records. Click Add to add a new Return record.

Step 3 Review the form that appears. Specify the details regarding the Return record.

General Tab

General Section

ID A unique number identifying the Return record. This number is automatically generated and displayed by the system at the time of creating the Return record.




General Section

Status The system displays the current status of the Return record being created. The different statuses of the Return record are explained below.

Draft – Indicates that the Return record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Return record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Return results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a name to identify the Return record being created.

Comments Enter your comments regarding the items that were returned.

Returned By Use the Search icon to select the person in the organization who is in charge of the process of returning the items that are damaged. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).


General Section

Returned On Use the Calendar icon to select the date on which the items were returned.

Units Section







Details Section

In this section, you can provide details about the method in which the returned items are shipped back to the vendor.

Return Via Select the method by which the items were shipped back to the vendor.

Use the List icon to select the shipping method. The system displays all the options (FedEx-Express, FedEx – Ground, UPS, etc.) that are defined in the Tools > Lists page.

Return Date Use the Calendar icon to select the date on which the items were shipped or picked back to the vendor.

Ship Tracking Number Enter the tracking number provided by the freight carrier company when the products were shipped.


Details Section

Shipping Cost Enter the total cost incurred by the organization to ship the products back to the vendor. The system displays the amount in the default currency type selected in the Currency field of the record.

Vendor Tracking Number

Enter the vendor’s internal reference or tracking number associated with this purchase order.


Using this section, you can associate the purchase order for which the materials have been received. Click the Find action in the Section bar to associate the required Purchase Order record. In the search list, the system displays a list of Purchase Order records retrieved from the Contracts page. Select the required record and click OK. The system auto populates the fields of this section (such as the ID, Name, and Total) with the information from the selected record. The System creates Return line items from Purchase order line items, if there are any broken items from the purchased line items and appends the same to the line item section of the Return record.

Note – The system displays the Find and Clear actions in the Section bar only on clicking the Create Draft action.


ID The system displays the unique ID number of the selected Purchase Order record.

Name The system displays the unique name of the selected Purchase Order record.

Vendor The system displays the name of the vendor (to whom the items are returned) selected in the associated Purchase Order record.

Shipped To Section

Using this section, you can provide complete address and contact details about the contact person in the vendor company to whom the products are returned.

Ship To Contact Lookup Use the Search icon to select the contact person in the vendor company. In the search list, the system displays a list of the External Contact records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page.


Shipped To Section


Select the name of the vendor company to which the items are shipped.













This section enables you to add details about the organization that has returned the products to the vendor

Received From Lookup Use the Search icon to select the contact person in the organization who has returned the items. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.).





Organization Use the Search icon to select the name of the organization to which the contact person belongs. In the search list, the system displays a list of records retrieved from the associated business object in the Organization Hierarchy.

Form Actions












Line Items Tab

This tab displays the line items that have been added in the purchase order that is associated to the Return record. You can enter the number of items received and quantity broken in the line items.

Line Items Section

This section displays the details about the products that were damaged while receiving the items. The system auto populates the information about the damaged line items from the Receiving record of the selected Purchase Order record.

The line items that are returned other than damaged items should be added manually to this section. Click the Add action in the Section bar to record the details about line items that are returned. The system displays the Return Line Item record in new window, wherein you can perform the following steps:

Enter the necessary details such as the line number, name of the item, quantity returned, and any additional comments, etc.


The record is added as a line item to this section. By clicking the Linked Record icon or on hyperlinked text of the line item, you can view/modify the record information.

Click the Add Line Items action in the Section bar to associate already existing Return Line Item records with this section. Select the check box beside the line item and click the Remove action to delete a line item from this section.

Other Tabs

The details about the Notifications tab and Notes & Documents tab are explained in the previous sections. Click the respective hyperlinks for relevant details.

Invoice Manager

The Invoice Manager is a “process form”. Process Forms in IBM TRIRIGA are forms which can stay resident for the duration of a session. Once the Invoice Manager form is open, the user in the Service Contract Manager role can review details and bulk process actions against Task, Utility Bill, and Purchase Order Invoices. When the session is complete, the Invoice Manager record is deleted.

The Invoice Manager provides a user interface for the user in the Service Contract Manager role to:

View their Task, Utility Bill, and Purchase Order Invoices pending approval.

View line item details of each Task, Utility Bill, and Purchase Order Invoice.

View details related to each line item for 2-way and 3-way matching.

Add/correct Cost Codes associated with Line Items prior to processing.

Auto-validate Task Invoices and line items to check for over-runs in quantity or cost invoiced against contracted services and materials.


Approve/Reject Task Invoices.

Opening the Invoice Manager

Use the following procedure to open the Invoice Manager.

To Open the Invoice Manager

Step 1 From the Menu Bar, click Procurement > Requisitions & Purchase Orders > Invoice Manager to open the Invoice Manager process form.

Step 2 Review the page that appears.

Invoice Processing Tab

My Invoices Section

The Task, Utility Bill, and Purchase Order Invoices displayed in this section are filtered to show only those where the logged in user is an Approver for the submitted Invoices. Look on the right side on the same line as Related Reports. If it shows Task Invoices and you wish to look at Purchase Order or Utility Bill Invoices, click the List icon next to Related Reports and choose from the values presented.

The fields displayed include the ID, Date Submitted, Invoice Type, Preferred Payment Date, Status, and Total Invoice Amount.

To perform an action on the My Invoices section bar, select the check box(es) to the left of the Task Invoice(s), Utility Bill(s), or Purchase Order(s), and click one of the following actions:

Show Details Displays the Invoice Line Items in the Invoice Line Items Section.

Approve Changes the status of the Invoice to Approved and triggers the corresponding Approval engine actions.

Escalate Escalates the Invoice from the current approver to their reports to.

Reassign Assigns the Invoice to another reviewer.

Return Returns the Invoice to the submitter.

Request Clarification Forwards the Invoice to another user along with comments describing why the clarification is needed.


My Invoices Section

Submit Comment Provides a mechanism for the user to enter a comment about the Invoice.

Invoice Line Items Section

Shows the line items for the selected Invoices. The fields displayed include the Name, ID, Invoice Type, Total, and Cost Code ID.

If the Cost Code ID displayed is not correct, select the radio button to the left of the Invoice Line Item that needs to be changed and click the Cost Code action of the Invoice Line Items Section bar. In the Cost Code PopUp, click the Search icon and select a cost code from those displayed and click Continue.

Line Item Details Section

Shows the details for the Invoice selected in the Invoice Line Items section.

Line Item Cost Details Section

Shows the line item cost details for the Invoice selected in the Invoice Line Items section.

Line Item Quantity Details Section

Shows the line item quantity details for the Invoice selected in the Invoice Line Items section.


Payables When a contract or purchase order is created, an agreement exists for payment to be made for services or products used by a project. When the services are completed or the product is shipped, an invoice is created, which requests that payment be made for the services rendered or for the products shipped. Payment can be made either for the completion of the entire contract or for providing the required products and services. Payment is made from a predetermined budget allotted for the project or for the purchase of materials/services.

The Contracts > Payables page in the IBM TRIRIGA application is used to track and manage all activities related with payment such as recording details of the vendor’s invoice, keeping track of released payments, etc. The following sections explain all the business objects associated with the procurement process in detail.


Purchase Order Process Flow


Accessing the Payables Menu

Using the Contracts > Payables menu, you can create, manage, and track payment records. The details from the invoice sent by the vendor are recorded in the corresponding business objects of the Contracts > Payables page.

Use the following procedure to access the Contracts > Payables menu.

To Access the Payables Menu


Step 2 From the Menu Bar, click Contracts > Payables to access the Payables menu.

Step 3 From the Contracts > Payables menu, click the desired menu item.

Invoices > Standard Contracts

Invoices > Utilities

Invoices > Tasks

Invoices > PO Invoice

Payments > Release


Contract Invoice

The Contract Invoice record is created to record all details regarding the invoice that is received from the vendor. The Contract Invoice record is associated to the actual Contract record so that a record for both the contract and invoice exists.

Note – The Contract Invoice record is associated with a budget so that when a payment is made, the amount specified in either record is committed against the budget. You can view the Budget record associated to a Contract Invoice record or Invoice record.

Creating Contract Invoice

Use the following procedure to create a Contract Invoice record.

To Create a Contract Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > Standard Contracts to open the Contract Invoices results page.

Step 2 Review the page that appears. The page displays a list of Contract Invoice records. Click Add to add a new Contract Invoice record.

Step 3 Review the form that appears. Specify the details regarding the Contract Invoice record.

General Tab

General Section

ID A unique number identifying the Contract Invoice record. This number is automatically generated and displayed by the system at the time of creating the Contract Invoice record.



Status The system displays the current status of the Contract Invoice record being created. The different statuses of the Contract Invoice record are explained below.


General Section

Draft – Indicates that the Contract Invoice record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Contract Invoice record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Contract Invoice results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Contract Invoice record that is being created.

Date Select the date on which the Contract Invoice record is created. By default, the system displays the current date.


Description Enter a brief description about the received items and invoice sent by the vendor.


Contract Section

Using this section, you can associate the Standard Contract record against which purchases are made. Click the Find action in the Section to associate a Standard Contract record. In the search list, the system displays the list of records retrieved from the Standard Contract business object in the Contracts page. Select a record and click OK. The system auto populates the fields of this section with the details from the selected record.

Note – The system enables the Find and Clear actions in the Section bar only on clicking the Create Draft action.

Click the Clear action in the Section to remove the contents of this section.

Number The system displays the unique number of the associated Standard Contract record.

Status The system displays the current status of the associated Standard Contract record.

Name The system displays the name of the associated Standard Contract record.

Vendor Section

This section enables you to add details about the contact person in the vendor company. The system auto populates the details about the contact person from the associated Standard Contract record selected in the Contract section of the current record.

Vendor Lookup The vendor company assigns an employee as the first point of contact for the organization.





Vendor Section

Organization The system displays the name of the vendor company for which the payment is made.


Work Phone The system displays the work telephone number of the vendor company.

Work Fax The system displays the work facsimile number of the vendor company.

eMail The system displays the eMail address of the vendor company.

Address The system displays the address details of the vendor company.

Zip/Postal Code The system displays the zip/postal code of the selected vendor company.

City The system displays the city in which the selected vendor company is located.

State/Province The system displays the state or province in which the selected vendor company is located.

Country The system displays the country in which the selected vendor company is located.

Form Actions








Line Items Tab

This tab displays the line items that have been added in the Schedule of Values section in the Standard Contract record that is associated with the current record.

Contract Invoice Line Items Section

The system auto populates the line items that were provided by the vendor in the associated standard contract for which a purchase order was used. The Contract Invoice record is created for recording the cost details of the line items that were already added in the respective contract record. You can enter the amount that is present in the invoice sent by the vendor (along with received products) for every line item.

If a line item that is not present in the contract is invoiced, you can enter the details of the new line item using the Add action in the Section bar. Click the Add action in the Section bar to record details about the items that were received from the vendor apart from the line items that existed in the contract. On clicking the Add action, the Contract Invoice Line Item record appears in a new window, wherein you can perform the following steps:

Enter the necessary details about the item such as the name, line number, current invoice amount, release amount, retention percent, etc.




Other Tabs



Task Invoice

The Task is the document that authorizes a Service Provider to perform work. Task Invoices submitted for Task-related work must contain the Task ID in the Invoice Line Item. The Task must be associated with a Service Agreement or Blanket Purchase Order (a Contract).

The Service Provider is the organization listed in the Service Provider section of the contract.

If an internal organization has primary responsibility for a Task and an external Service Provider is performing the work on their behalf, the internal organization is listed as the Responsible Organization on the Task and the external Service Provider is listed as an Organization Resource.

If an external Service Provider has primary responsibility for a Task, the external Service Provider is listed as the Responsible Organization on the Task. If the external Service Provider subcontracts the work to another external Service Provider, the subcontractor is listed as an Organization Resource.

Creating Task Invoice

Use the following procedure to create a Task Invoice record.

To Create a Task Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > Tasks to open the Task Invoice results page.

Step 2 Review the page that appears. The page displays a list of Task Invoice records. Click Add to add a new Task Invoice record.

Note – You can also access the Invoice Manager action from here. For more information on the Invoice Manager, refer to the Invoice Manager section.

Step 3 Review the form that appears. Specify the details regarding the Task Invoice record.


General Tab

General Section

ID A unique number identifying the Task Invoice record. This number is automatically generated and displayed by the system at the time of creating the Task Invoice record.


Note – Each time you revise or modify the record, the value displayed in this field is incremented by one.

Status The system displays the current status of the Task Invoice record being created. The different statuses of the Task Invoice record are explained below.

Draft – Indicates that the Task Invoice record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Task Invoice record is revised, for each revision a copy of the record gets saved in the History state.


General Section

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Task Invoice results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Task Invoice record that is being created.

Invoice Date The system displays the date on which the Task Invoice record is created.

Description Enter a brief description about the invoice.

Units Section

Currency Use the List icon to select the currency type that will be used for all the cost related fields. The system displays all options defined for Currency in the Tools > Lists page.


Details Section


Conversion Group Use the List icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all options defined for Conversion Group in the Tools > Lists page.




Invoice Summary Section

Total Invoice Amount The system displays the sum of the Invoice Line Items.



Preferred Payment Date

The system displays the Invoice Date plus the duration of the best Payment Terms.

Total Previous Invoices The system displays the sum of the Previous Invoiced Total fields on the Invoice Line Items.

Discounted Invoice Amount

The system displays the Total Invoice Amount multiplied by the Payment Term Discount percentage.

New Invoice Total The system displays the sum of the New Invoiced Total fields on the Invoice Line Items.

Contract Section

Use this section to associate the Task Invoice record to a Contract. Click the Find action on the section bar to associate a Contract record. The system displays the list of records retrieved from the Service Agreement and the Blanket Purchase Order business objects in the Contracts page. The list is sorted by Contract Type and Contract Number. Select a record and click OK. The system auto populates the fields in this section, as well as the To, Service Provider Company, Service Provider Contact, and Payment Terms sections, with values from the selected Contract.

ID The system displays the unique ID number of the associated Contract record.

Status The system displays the current status of the associated Contract record.

Name The system displays the name of the associated Contract record.

Revision The system displays the number of times the associated Contract record has been revised.

Contract Type The system displays the Contract Type of the associated Contract record.

To Section

This section enables you to add details about the contact person in the company that the Invoice is being sent to. The system auto populates the details about the contact person from the associated Contract record selected in the Contract section of the current record.


To Section

To Lookup The company assigns an employee as the person responsible for the Contract.

Use the Search icon to select the contact person in the company. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact or Consultant).

The following fields are auto-populated by the system upon selection of a record if data exists in the selected record, otherwise they can be populated manually.



Organization Select the name of the organization for which the payment is made.







Service Provider Company Section

In this section identify the Service Provider Company. The system auto-populates the details about the Service Provider Company from the associated Contract record selected in the Contract section of the current record. If you wish to change the information, click the Find action on the section bar, choose from among the companies displayed, and click OK.

Name The name of the Service Provider Company.








Service Provider Contact Section

Use this section to identify the Service Provider Contact. The system auto populates the details about the Service Provider Company from the associated Contract record selected in the Contract section of the current record and any changes you make in the Service Provider Company section. If you wish to change the information, click the Find action on the section bar, choose from among the contacts displayed, and click OK.

Contact Look Up The name of the Service Provider Contact.



Organization Lookup The system displays the Organization of the contact person.

Payment Terms Section

The system auto-populates this section from the associated Contract record selected in the Contract section of the current record. This information is derived from the Contract and is read-only. It is used by the system to calculate the Preferred Payment Date and the Discounted Invoice Amount.

Terms Duration The duration of the payment term.

Discount Percentage The percentage discounted for this term.


Form Actions























Line Items Tab

This tab displays the line items that have been added in the Line Items tab.

Line Items Section

Click the Find Task action to view a list of Active or Completed tasks where the Organization on the selected Contract is the same as the Responsible Organization on the Task. Select one or more Tasks and click OK. The system creates a line item for each selected Task and Expenditure Type, with the corresponding Task reference field populated in the Line Item record.

If a line item that is not present in the Contract is invoiced, you can enter the details of the new line item by clicking the Add action on the section bar. On clicking the Add action, the Invoice Line Item record appears in a new window. After entering the appropriate details about the line item, including name, line number, task, and quantity, click the Create action. The record is added as a line item to this section. Click the hyperlinked text of the line item to view and modify the record.

Select the check box beside the line item and click the Remove action to delete a line item from this section.


Other Tabs

The details about the Notifications tab and Notes & Documents tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details.

Utility Invoice

The Utility Bill Invoice supports invoice functions related to energy, water, and waste usage and cost data gathered from meter readings.

Buildings can be master metered, which means a single meter can service multiple buildings. When processing utility bills and creating the corresponding Energy, Water, and Waste Log records at the building level, the system needs to know which buildings a meter services and the proportionate allocation each building is of the overall utility bill line item.

Also, several meters can service a single building, and the system needs to know which meters belong to a building.

Meters are defined in the Building Equipment via both the Assets page and Specifications page.

Upon approval of a Utility Bill Invoice, the system populates the Energy, Water, and Waste Log records for the corresponding buildings. Energy Logs are created only for Utility Bill Invoice Line Items noted as Include in Energy Use.

Creating Utility Bill Invoice

Use the following procedure to create a Utility Bill Invoice record.

To Create a Utility Bill Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > Utilities to open the Utility Invoice results page.

Step 2 Review the page that appears. The page displays a list of Utility Invoice records. Click Add to add a new Utility Invoice record.


Step 3 Review the form that appears. Specify the details regarding the Utility Invoice record.


General Tab

General Section

ID A unique number identifying the Utility Invoice record. This number is generated automatically and displayed by the system at the time of creating the Utility Invoice record.


Note – Each time you revise or modify the record, the value displayed in this field is incremented by one.

Status The system displays the current status of the Utility Invoice record being created. The different statuses of the Utility Invoice record are explained below.

Draft – Indicates that the Utility Bill Invoice record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Utility Bill Invoice record is revised, for each revision a copy of the record gets saved in the History state.


General Section

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Utility Bill Invoice results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Utility Invoice record that is being created.

Invoice Date The system displays the date on which the Utility Invoice record is created.

Description Enter a brief description about the invoice.

Units Section



Details Section


Conversion Group Use the List icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all options defined for Conversion Group in the Tools > Lists page.





Total Invoice Amount The system displays the sum of the Invoice Line Items.



Total Previous Invoices The system displays the sum of the Previous Invoiced Total fields on the Invoice Line Items.

New Invoice Total The system displays the sum of the New Invoiced Total fields on the Invoice Line Items.

Contract Section

Use this section to associate the Utility Invoice record to a Contract. Click the Find action on the section bar to associate a Contract record. The system displays the list of records retrieved from the Service Agreement and the Blanket Purchase Order business objects in the Contracts page. The list is sorted by Contract Type and Contract Number. Select a record and click OK. The system auto populates the fields in this section, as well as the To, Service Provider Company, Service Provider Contact, and Payment Terms sections, with values from the selected Contract.

ID The system displays the unique ID number of the associated Contract record.

Status The system displays the current status of the associated Contract record.

Name The system displays the name of the associated Contract record.

Revision The system displays the number of times the associated Contract record has been revised.

Contract Type The system displays the Contract Type of the associated Contract record.

To Section

This section enables you to add details about the contact person in the company that the Invoice is from. The system auto populates the details about the contact person from the associated Contract record selected in the Contract section of the current record.


To Section

To Lookup The company assigns an employee as the person responsible for the Contract.

Use the Search icon to select the contact person in the company. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact or Consultant).

The following fields are auto-populated by the system upon selection of a record if data exists in the selected record, otherwise they can be populated manually.



Organization Select the name of the organization for which the payment is made.








In this section identify the Service Provider Company. The system auto-populates the details about the Service Provider Company from the associated Contract record selected in the Contract section of the current record. If you wish to change the information, click the Find action on the section bar, choose from among the companies displayed, and click OK.

Name The name of the Service Provider Company.








Service Provider Contact Section

Use this section to identify the Service Provider Contact. The system auto populates the details about the Service Provider Company from the associated Contract record selected in the Contract section of the current record and any changes you make in the Service Provider Company section. If you wish to change the information, click the Find action on the section bar, choose from among the contacts displayed, and click OK.

Contact Look Up The name of the Service Provider Contact.



Organization Lookup The system displays the Organization of the contact person.


Form Actions























Line Items Tab

This tab displays the line items that have been added in the Line Items tab.

Line Items Section

If a line item is not present, you can enter the details of the new line item by clicking the Add action on the section bar. On clicking the Add action, the Utility Invoice Line Item record appears in a new window. After entering the appropriate details about the line item, click the Create action. The record is added as a line item to this section. Click the hyperlinked text of the line item to view and modify the record.


Other Tabs



Utility Invoice Line Item

General Tab

General Section

Name Enter a unique name to identify the Utility Invoice Line Item record that is being created.

Status The system displays the current status of the Utility Invoice Line Item record being created.

Clicking Create adds this Utility Invoice Line Item to the Utility Invoice.

Units Section

Currency The system displays the Currency selected on the Utility Invoice.

Quantity UOM Use the List icon to select the type of Unit of Measure (UOM) for the Utility Bill Line Item. The system displays all options defined in the Tools > Lists page.

Use the List icon to select the Unit of Measure (UOM) units for the Utility Bill Line Item. The system displays all options defined for the UOM type in the Tools > Lists page.


The system displays the Currency Exchange Date from the Utility Invoice.

Details Section

The fields displayed will depend on the Utility Bill Type selected. Enter the details from the Utility Bill.


Meter Service Allocations Section

If the Service Locations displayed are not correct, use the Add and Remove actions or click a hyperlinked Service Location entry to modify it.

Upon clicking the Add action, a Meter Service Allocations screen appears in which you define the Service Allocation Percent and the Service Location. Clicking Create adds the Meter Service Allocation to the list of Service Locations.

Cost Details (This Invoice) Section

Enter the Quantity and Rate for this invoice.

Invoiced Totals Section

This system displays the total for the Utility Invoice and for this Utility Invoice Line Item.

Budget Code Section

The system displays the Budget Code from the Utility Invoice. If you wish to change the value for this Utility Invoice Line Item, use the Find and Clear actions on the section bar.

Purchase Order Invoice

When there is no existing contract between the vendor and organization, an Invoice record captures details about the products/services provided. An invoice is generated just for providing the products that were added in the Purchase Order record. An Invoice record will be associated with the corresponding Purchase Order record.

Note – The Invoice record is associated with a budget so that when a payment is made the amount specified in either record is committed against the budget. You can view the Budget record associated with an Invoice record.


Creating Purchase Order Invoices

Use the following procedure to create a PO Invoice record.

To Create an Invoice

Step 1 From the Menu Bar, click Contracts > Payables > Invoices > PO Invoices to open the PO Invoices results page.

Step 2 Review the page that appears. The page displays a list of PO Invoice records. Click Add to add a new PO Invoice record.


Step 3 Review the form that appears. Specify the details regarding the PO Invoice record.


General Tab

General Section

ID A unique number identifying the Invoice record. This number is automatically generated and displayed by the system at the time of creating the Invoice record.




General Section

Status The system displays the current status of the Invoice record being created. The different statuses of the Invoice record are explained below.

Draft – Indicates that the Invoice record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.






History - When the Invoice record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Invoice results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Invoice record that is being created.

Date Select the date on which the Invoice record is created. By default, the system displays the current date.


Description Enter a brief description about the received items and invoice sent by the vendor.


Units Section



Details Section







Using this section, you can associate the Purchase Order record against purchases. Click the Find action in the Section to associate a Purchase Order record. In the search list, the system displays the list of records retrieved from the Purchase Order business object in the Contracts page. Select a record and click OK. The system auto populates the fields of this section with the details from the selected record. The system also creates Invoice line items from the purchase order line items and appends it to the line item section of Invoice record.

Note – The system enables the Find and Clear actions in the Section bar only on clicking the Create Draft action.

Click the Clear action in the Section to remove the contents of this section.

ID The system displays the unique ID number of the associated Purchase Order record.



Revision The system displays the number of times the associated Purchase Order record was revised.

Name The system displays the name of the associated Purchase Order record.

Status The system displays the current status of the associated Purchase Order record.

To Section

This section enables you to add details about the contact person in the vendor company. The system auto populates the details about the contact person from the associated Purchase Order record selected in the Purchase Order section of the current record.

To Lookup The vendor company assigns an employee as the first point of contact for the organization.











To Section


Form Actions












Line Items Tab

This tab displays the line items that have been added in the Line Items tab in the Purchase Order record that is associated with the current record.

Line Items Section

The system auto populates the line items that were provided by the vendor for which the invoice is raised. You can enter the amount that is present in the invoice sent by the vendor (along with received products) for every line item.

If a line item that is not present in the purchase order is invoiced, you can enter the details of the new line item using the Add action in the Section bar. Click the Add action in the Section bar to record details about the items that were received from the vendor apart from the line items that existed in the purchase order. On clicking the Add action, the Invoice Line Item record appears in a new window, wherein you can perform the following steps:

Enter the necessary details about the item such as the name, line number, quantity, rate, shipping charges, tax rate percent, etc.




Other Tabs



Payment Release

The Payment Release record gives details about the payments. When the payment is released either for a contract or a purchase order, then a Payment Release record is created. This record gives details about the payments made.

Creating Payment Release

Use the following procedure to create a Payment Release record.

To Create a Payment Release

Step 1 From the Menu Bar, click Contracts > Payables > Payments > Release to open the Payment Releases results page.

Step 2 Review the page that appears. The page displays a list of Payment Release records. Click Add to add a new Payment Release record.

Step 3 Review the form that appears. Specify the details regarding the Payment Release record.

General Tab

General Section

ID A unique number identifying the Payment Release record. This number is automatically generated and displayed by the system at the time of creating the Payment Release record.



Status The system displays the current status of the Payment Release record being created. The different statuses of the Payment Release record are explained below.

Draft – Indicates that the Payment Release record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the Action bar.

Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The


General Section system generates this status on clicking the Issue action in the Action bar.





History - When the Payment Release record is revised, for each revision a copy of the record gets saved in the History state.

Note – On selecting the History option in the Related Reports drop-down status list (displayed in the Payment Release results page), the system retrieves and displays all the records that are revised at different stages.

Name Enter a unique name to identify the Payment Release record that is being created.

Description Enter a brief description about the payments that were made.

Units Section




Details Section

If payment is made in the form of a check, this section enables you to specify the details about the check such as the bank name, check number, data, check amount, payable to person, etc.

Bank Enter the name of the bank from which the check is issued.

Check # Enter the check number.

Check Payable To Enter the person/account to whom/which the amount is payable.

Check Amount Enter the amount that is being paid to the vendor for the invoice that was sent.

Check Date Enter the date on which the check was issued.

Tip – Use the Calendar icon to select the date.

Date Enter the date on which the record is created. By default, the system displays the current date.


This section enables you to add details about the vendor company that is being paid and contact person in the vendor company.


The vendor company assigns an employee as the first point of contact for the organization.













Form Actions










Invoices Tab

Using this tab, you can associate the invoices for which payments are released. The invoices sent by vendors are recorded in the Invoice, Utility Invoice, and Task Invoice business objects in the Contracts > Payables page. The payments that are released come out of a budget that is allocated by the organization.

Invoices Section

You can associate Invoice, Utility Invoice, and Task Invoice records for which payment is released by clicking the Find action in the Section bar. On clicking this action, the list of Invoice Utility Invoice, and Task Invoice records (that are available in the Contracts > Payables page) is displayed. Select the required records and click OK. The selected records will be added as line items in this section.


Other Tabs


© Copyright IBM Corporation 2011.

INDEX

Accessing Catalog Manager, 109 Contracts Menu, 51 Inventory Setup Menu, 109 Payables Menu, 192 Proposals Menu, 9 Requisitions & Purchase Orders Menu, 139

Actions, 12, 23, 28, 35, 40, 44, 49, 60, 73, 83, 105, 115, 121, 127, 134, 146, 154, 167, 178, 186, 196, 205, 213, 222, 228 Cut, 109 Paste, 109

Activate, 116, 122, 127, 135 Bid Clarification Record, 24 Bid Document Record, 9 Bid Response Record, 20 Blanket Purchase Order Record, 76 Cancel, 13, 28, 36, 44, 60, 73, 83, 105, 115, 121,

127, 135, 146, 154, 167, 178, 186, 197, 205, 213, 222, 228

Change Request, 84, 106, 147, 155, 168 Complete, 14, 29, 37, 45, 61, 74, 84, 106, 147,

155, 168, 179, 187, 197, 206, 214, 223, 229 Contract Invoice Record, 193 Copy, 13, 29, 36, 44, 60, 73, 84, 105, 116, 121,

127, 135, 146, 154, 167, 178, 186, 197, 205, 213, 222, 229

Create Draft, 12, 28, 35, 44, 60, 73, 83, 105, 115, 121, 127, 134, 146, 154, 167, 178, 186, 196, 205, 213, 222, 228

Creating Bid Clarification Record, 24 Bid Document Record, 9 Blanket Purchase Order Record, 77 Contract Invoice Record, 193 Credit (Procurement) Card Record, 140 Payment Release Record, 225 Product Catalog Record, 122 Products Record, 110 Purchase Order Invoice Record, 217 Purchase Order Record, 161 Purchase Requisition Record, 149 Receiving Record, 174 Request Catalog Record, 130 Request for Proposal Record, 30 Request for Quote (RFQ) Record, 41 Return Record, 181 Service Agreement Record, 98 Services Record, 117

Standard Contract Change Order Record, 66 Task Invoice Record, 199 Utility Bill Invoice Record, 207

Credit (Procurement) Card Record, 140 Delete, 14, 29, 37, 45, 61, 74, 84, 106, 147, 179,

187, 197, 206, 214, 223, 229 Invoice Manager, 188 Invoice Processing, 189 Invoice Record, 216 Issue, 13, 23, 36, 40, 45, 49, 61, 74, 84, 106,

146, 154, 168, 178, 187, 197, 205, 213, 223, 229

Master Meter, 207 Material Select Requisition Record, 159 Modifying

Standard Contract Record, 52 More, 14, 29, 37, 45, 61, 74, 84, 106, 116, 122,

128, 135, 147, 155, 168, 179, 187, 197, 206, 214, 223, 229

Payment Release Record, 225 Prime Contract Record, 76 Process Form, 188 Product Catalog Record, 122 Products Record, 110 Purchase Order Record, 161 Purchase Requisition Record, 149 Receiving Record, 174 Request Catalog Record, 130 Request for Proposal (RFP), 30 Request for Quote (RFQ) Document, 41 Return Record, 180 RFP Response Record, 38 RFQ Response Record, 47 Save, 13, 28, 36, 44, 60, 73, 83, 105, 115, 121,

127, 135, 146, 154, 167, 178, 186, 196, 205, 213, 222, 228

Save & Close, 13, 28, 36, 44, 60, 73, 83, 105, 115, 121, 127, 135, 146, 154, 167, 178, 186, 197, 205, 213, 222, 228

Service Agreement Record, 98 Services Record, 117 Standard Contract Change Order Record, 66 Standard Contract Record, 52 Submit, 29 Task Invoice, 199 Utility Bill Invoice, 207 Utility Invoice, 207 Utility Invoice Line Item, 215

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