Use this document window to define the initial terms and amounts associated with a purchase order (purchase order). This document window is divided into many tabs. You can use these tabs to enter the related details.
Buttons, Drop-Down Lists, Icons, and Links:
Edit Document
Click to edit the document.
If you clicked Edit Document 
, Edit Document - High Priority 
, or Edit Document - Low Priority 
, the document is already in edit mode, and the Edit Document button does not display.
Spelling 
Click to spell check the document.
This displays when you are in Edit mode.
Print Form 
Click to print a form.
Print Preview 
Click to display the page that will be printed.
Select an action
Click to display the list of actions you can perform on the current window.
Transmittals Queue
Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.
User Productivity Kit
Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.
The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.
Purchase Orders Log
Click to return to the log window.
Control Center
Click to return to the Workspace.
Use the following tabs to enter information about the purchase order.
General tab:
To
The name of the company and key contact receiving the receiving the item.
to open the Select Contact dialog box to choose a contact.
to open the To dialog box.From
The name of the company and key contact issuing the purchase order.
to open the Select Contact dialog box to choose a contact. icon to open the From dialog box.Number
A unique number assigned to this item.
Contract Management automatically assigns a unique number to identify the item. You can change this number only when you create a new document.
Dated
The date the item was created.
Contract Management enters the current system date. You can edit this field.
Title
The name of the item.
Spec Section
The specification item that best describes this item. Documents can be sorted or filtered by their respective specification numbers so you can easily locate and view documents of a particular spec type.
The specification section codes are part of the MasterFormat standard coding system, which was developed by the Construction Specifications Institute (CSI) and the Construction Specifications Canada (CSC).
You can add a new specification section to this list by right-clicking on the top-level folder and choosing Dictionaries, Specification Sections.
Total Cost
The sum of all items in this document.
Review Status tab - When using the workflow-based approval process:
This section describes the fields for the flexible, workflow-based approval process for purchase orders available in versions of Contract Management 12.0 and later.
Note: Before using the approval process, you must ensure that all prerequisites are met (see Workflow-Based Approval Process Overview).
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with not using the workflow-based approval process.
This option is only available before you save the document. If you select this option, and save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields that were available in Contract Management 11.1 and prior to set up the approval structure. If you use the workflow-based approval process, the reports that you built against the approval data may not work.
Document Owner
The contact responsible for this document.
This field is optional if you are not using the workflow-based approval process for this document. To choose a document owner, click Select next to the Document Owner field to display the Select Contact dialog box. Then click Select next to the company name to select the key contact for the company, or expand the company and click Select next to the contact you want to make the document owner. The Select Contact dialog box will only contain contacts that are linked to a user account.
Ball in Court
The person responsible for this item.
Initiate
After setting up all the information and creating the list of reviewers, click this to start the approval process.
Only one of the following can initiate a contract: project owner, document owner, or Contract Management administrator.
Caution: If you click Initiate before all fields are complete, and all reviewers are listed, you will be unable to make any changes in this cycle. The field to the right of the Initiate field lists the cycles. You can use the pull down list to pick different cycle to review. This field will be blank until after the first cycle is initiated.
New Cycle
Click to begin a new cycle for a rejected document.
This displays when a reviewer rejects a document. The project owner, document owner, or Contract Management administrator can use this to start a new cycle in order to either begin the review process again or delete the document. A rejected document cannot be deleted without first starting a new cycle.
Revoke
Click this to return the document to the state it was in before the approval cycle was initiated. The cycle must be initiated again to restart the approval process.
This displays when all reviewers have approved a document. The project owner, document owner, or Contract Management administrator can use this to revoke the approval and start a new cycle in order to either begin the review process again or delete the document. An approved document cannot be deleted without first revoking the approval.
Cycle
Use when a document has multiple cycles to choose a different cycle in order to view its information. A document may have several cycles when:
Each cycle contains all information relevant to that cycle. When you view a previous cycle, you cannot make any changes to the information for that cycle. The information is strictly read-only.
Stop
This displays when a review cycle has been initiated. The project owner, document owner, or Contract Management administrator can use this to stop the approval cycle.
After the approval process has been initiated, and before it has been approved, the project owner, the document owner, or a Contract Management administrator can click this to stop the approval process.
This returns the document to the state it was in before the approval cycle was initiated. The cycle must be initiated again to restart the approval process.
Status
The item's status.
Priority
Select a priority for this document from the drop-down list.
Workflow
Use the drop-down list to choose the method of approval.
This can be one of the following:
Add Reviewers
Click this to create the list of reviewers. This displays the Select Contact dialog box that you use to choose the reviewers. You must already have added the contacts and linked them to a user account. You add contacts when you add companies.
Required Start
The date the review or approval process must begin.
Required Finish
The date by which the review or approval process must end.
Cycle Days Overdue
This read-only field displays the number of days in this cycle that the approval process has exceeded the Required Finish date.
Cycle Days Elapsed
This read-only field displays the number of days in this cycle that have passed since the Required Start date of the approval process.
Total Days Elapsed
This read-only field displays the total number of days in this cycle that have passed since start of the approval process, including the number of days overdue.
Reviewer
This read-only field lists the contacts who will review and decide whether to approve the document.
Status
This read-only field lists what each reviewer decided regarding the document. The status can be:
= The document was rejected.
= The document was approved.
= Ball in courtReceived
This read-only field lists the date on which the reviewer received the document.
Forwarded
This read-only field lists the date on which the reviewer sent the document to the next reviewer on the list.
Held
This read-only field lists the number of days that the reviewer had the document before sending it to the next reviewer on the list.
Comments
Lists each reviewer's comments regarding the document.
Review Status tab - When not using the workflow-based approval process:
If you do not want to use the flexible workflow-based approval process for this document, you can use the approval fields described in this section to add a new purchase order. Once you save this document using these fields, you will not be able to switch to the workflow-based approval process for this document.
Note: If you have reports that were built against approval data using the approval fields from versions 11.1 and prior, you should use this section of this dialog box to set up the approval structure. If you use the workflow-based approval process available in versions of Contract Management 12.0 and later, reports and forms that contain the original approval structure will not display the approval data.
Use Approval Process
Select this option to use the workflow-based approval process. Leave this option clear if you do not want to use the workflow-based approval process.
Selecting this option will display the fields for the workflow-based approval process. Clearing this option will display the fields associated with not using the workflow-based approval process.
This option is only available before you save the document. If you select this option, and save the document, you will not be able to access the standard document approval fields. After you save the document, this option will not be visible and you will not be able to change your original selection.
Note: If you have reports that were built against approval data using the approval fields available in Contract Management versions 11.1 and prior, use the approval fields that were available in Contract Management 11.1 and prior to set up the approval structure. If you use the workflow-based approval process, the reports that you built against the approval data may not work.
Document Owner
The contact responsible for this document.
This field is optional if you are not using the workflow-based approval process for this document. To choose a document owner, click Select next to the Document Owner field to display the Select Contact dialog box. Then click Select next to the company name to select the key contact for the company, or expand the company and click Select next to the contact you want to make the document owner. The Select Contact dialog box will only contain contacts that are linked to a user account.
Ball in Court
The person responsible for this item.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Status
The item's status.
Approved?
Indicates whether the item has been approved.
No is the default. Yes appears when the item has been approved.
Approved By
Two contacts authorized to approve the contract or purchase order.
Enter their names and companies by clicking browse to open the Select Contact dialog box and typing the dates in the Date fields. Two contacts must sign off on the contract before you can click Approve and Save.
Contract Summary tab:
The fields on this tab display a summary of the costs associated with the contract this purchase order is linked to.
Details subordinate tab:
Original Contract/Purchase Order Sum
The original value of the contract.
Approved Changes
The total sum of all approved changes for this item.
Revised Contract Sum
The original value of the contract plus the total value of approved changes.
Actual to Date
The amount paid on the contract so far.
Balance
The balance remaining on the contract.
Original Completion Date
The original early finish date for the contract.
Revised Completion Date
The latest early finish date for the contract.
Changes subordinate tab:
The fields on this tab list all change documents associated with the contract to which this purchase order is linked.
Initiate Change Management
Click to open the Change Management Document Window to start the Change Management process to link a change document to the contract and this purchase order.
Title
The name of the item.
Type
The document type.
Change Management
If the change was generated by the Change Management process, this field contains the Change Management item number. Click to open the document.
Change Date
The date the change document was created.
Approved Date
The date the change was approved.
Approved Changes
If the change was approved, its value appears in this field.
Pending Changes
If the change is still pending, its value appears in this field.
Status
The item's status.
Insurance subordinate tab (for the contract to which this purchase order is linked):
The fields on this tab are for the insurance policies associated with the contract to which this purchase order is linked.
Add
Click to open the Insurance document window to link a new insurance document to the contract.
Policy Type
The type of insurance policy linked to this contract. Click to open the insurance document.
Insurance Provider
The insurance provider, the name of an agent at the insurance company, or a contact person at the company that is providing the insurance.
Effective Date
The date this policy goes into effect.
Expiration Date
The date this policy expires.
Policy Limit
The maximum insured limit for this policy.
Invoices subordinate tab:
This tab lists invoices associated with the contract to which this purchase order is linked.
Note: This tab does not appear if you have a requisition against this purchase order.
Add
Click to open the Invoice Dialog Box to link an invoice document to the contract and this purchase order.
Number
A unique number assigned to this item.
Contract Management automatically assigns a unique number to identify the item. You can change this number only when you create a new document.
Date
The date on which the item was created or issued.
Title
The name of the item.
Ball in Court/BIC Contact
The company and contact currently responsible for this item.
Click browse to open the Select Contact dialog box to choose a BIC. By default, Contract Management enters the contract/PO's Bill To Contact
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Status
The item's status.
Amount Billed
The amount billed.
Amount Paid
The actual amount paid, which may include discounts or interest.
Payment Date
The date the payment was made.
Check Number
The check number from the sent or received payment.
Activity ID
The scheduled activity from the linked P6 EPPM project to this invoice.
Delete
Click to delete the item.
Payment Requisitions subordinate tab:
This tab lists requisitions associated with the contract to which this purchase order is linked.
Note: This tab is not displayed if you have an invoice against this purchase order.
Generate
Click to open the Generate Requisition wizard to create a new requisition for this contract.
Period To
The last day of the billing period in which this requisition was issued. Click the link to open the Requisition document window.
Application Number
A unique number identifying each payment requisition issued per contract or purchase order.
Contract Management assigns the next sequential number to a new requisition.
Amount Certified
The amount of payment certified (approved) for this requisition.
Authorized persons certify requisitions in the Status section of the Requisition document window.
Completed and Stored to Date
The currency value of the portion of contract work completed to date.
Current Payment Due
The amount due.
Contract Management calculates this amount by subtracting the retainage amount calculated from the total currency value earned from the portion of work completed, then subtracting the total previous amount certified from this amount to calculate the payment due for this requisition.
Calculation: Current Payment Due equals (Total Earned minus Retain) minus Total Prev Amount Certified
Certified?
Indicates whether the requisition is certified.
Click Certify and Save to certify the requisition. Before you can certify a requisition, you must fill in the certification information.
Latest?
Indicates whether the requisition is the latest one received for the contract or purchase order.
Submittals subordinate tab:
The fields on this tab are for submittals associated with the contract to which this purchase order is linked. You can ”collect” submittals into a contract, which links the submittals to the contract. It also fills in the Received From and Returned By companies in the submittal workflow with the To Company information from the contract.
Add
Click to open the Submittal Document Window to link a new submittal to the contract and this purchase order.
Select
Click to open the Select Submittals dialog box to link existing submittals to the contract.
Use this option if you already entered your submittals and are now awarding the contract for that package. Contract Management automatically fills in the Received From and Forwarded To fields with the To company of the contract.
Title
The name of the item.
Package
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
Latest Review Cycle
The number of the latest submittal review cycle.
Status
The item's status.
Ball in Court
The person responsible for this item.
Line Items tab:
Use this tab to enter itemized costs for the purchase order.
Add Lump Sum
Click to open the Purchase Order Item Dialog Box to enter lump sum line item rows for this purchase order.
Add Unit Price
Click to open the Purchase Order Item Dialog Box to enter unit price line item rows for this purchase order.
Find
Click to filter all items in the active table by a particular word or phrase.
Line Item No.
Contract Management automatically assigns the next sequential number to each item row.
Quantity/Units of Measure
The Quantity and Units of Measure fields work together to quantify the amount of work or materials.
For example, if a job requires 300 hours to complete, enter 300 in the Quantity field and Hours in the Units of Measure column. Use whatever units are applicable to the contract, such as days, weeks, or pounds.
Description
A brief description of the item or service.
Unit Price
The cost of a single unit, as specified in the Units of Measure field, for example, $40.00 (per hour), or $200 (per ton).
Net Amount
Contract Management automatically calculates this field based on the Quantity and Unit Price fields.
Tax Rate
If a fixed-rate tax (fixed percentage) applies to this item, enter the percentage here.
For example, to specify 5%, enter a 5.
Sales Tax
Enter the amount charged for sales tax, if applicable to this item.
Contract Management calculates this field from the specified Tax Rate, or you can enter a fixed dollar amount.
Line Item Total
The sum of the Net Amount plus tax.
Material
The name of the material for this line item. Click to open the Materials Delivery document window.
Activity ID
A scheduled activity from the linked P6 EPPM project associated with the line item.
Procurement Item
The title of the procurement item if the document was created from a procurement item.
Click to open the Procurement Item document window.
Cost Code
The cost code this item is costed to.
Delete
Click to delete the item.
Details tab:
Description
A brief description of the item or service.
Document For
A description of the document. Click to open the document in View mode.
Manager
Enter the name of the contract manager or contact person for this item.
Cost Category
The cost category for purchase orders is always Commitment.
Cost Type
The cost type for purchase orders is always Original.
DBE, MBE, or WBE
Select the DBE (Disadvantaged Business Enterprise), WBE (Women Business Enterprise), or MBE (Minority Business Enterprise) options only if applicable.
Created from Procurement Item
Yes indicates that the contract or purchase order was created when a procurement item was awarded.
Reference Number
Assign your own unique reference number to this contract or purchase order.
Work At
The work location for the contact receiving this contract or purchase order.
to open the Select Contact dialog box to choose a contact. to open the Work At dialog box to view or edit the address information for the company's work address. Click Delete to clear a field.Bill To
The contact to bill for the contract.
to open the Select Contact dialog box to choose a contact. to open the Bill To dialog box to view or edit the address information for the company being billed.Terms
Enter any special payment terms or conditions for this contract or purchase order.
Shipping
Use this field to enter shipping instructions.
Schedule tab:
This section shows the start and end dates for the purchase order.
Details
Click Schedule 
to open the Schedule dialog box to view schedule information.
Update from Schedule
Click to refresh the dates of the P6 activity.
This action will update the dates and the Started and Finished checkboxes in Contract Management based on the current date information in P6.
Update from Schedule is only available if the project is linked to a P6 project.
Activity ID
If you are using the P6 EPPM you can use this field to reference and update the Start/Completion dates of the change with the schedule activity's early/actual start and finish dates. Link Contract Management to a P6 EPPM project from the Schedule tab of the Project Settings dialog box.
To record scheduling information, click Select to open the Select Activity dialog box to choose the P6 EPPM activity.
Start/Finish
Enter the actual start and completion dates for work related to this change.
If the option next to each field is selected, the date is an actual start or finish date.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Custom Fields tab:
This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.
Versions tab:
Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
The date on which the item was created or issued.
How to access this document window:
Legal Notices
Copyright © 2015,
Oracle and/or its affiliates. All rights reserved.
Last Published Wednesday, June 17, 2015