Purchase Order Document Window


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.

From

The name of the company and key contact issuing the 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.

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:

Received

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.

Bill To

The contact to bill for the contract.

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:

  1. Expand the Contract Information folder in the Project View and click Purchase Orders.
  2. From the Purchase Orders Log Window, choose the appropriate purchase order document.


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Last Published Wednesday, June 17, 2015