Defining Supplier Contracts

This chapter provides an overview of Supplier Contract Management transactional procurement contract definition, and discusses how to:

Create supplier contracts.
Set up contract release processes.
Access related links for supplier contracts.

See Also

Adding Purchasing Contract Documents

Understanding Supplier Contract Management Transactional Procurement Contract Definition

Supplier Contract Management provides easy access to contracts enabling you to maintain transactional contract information and at the same time interface with the document authoring system. The transactional contract is a part of the overall PeopleSoft Procurement system that includes integrations with Strategic Sourcing and requests for quotes (RFQs) for contract creation.

You use supplier contract pages to perform Purchasing tasks for the contract, such as creating the contract, adding line items, and releasing contract quantities. Most features in the transactional procurement contract in the Purchasing application are also in Supplier Contract Management's Contract Entry component. And, if prior to installing the Supplier Contract Management application, you had used the Add/Update Contract component in Purchasing to add contracts, those contracts are now available in the Contract Entry component of Supplier Contract Management.

In addition to performing traditional sourcing and purchasing transactions for a contract using Supplier Contract Management, you use the application to perform tasks unique to supplier contracts. Using the application, you can:

Access the document authoring system where you can create and maintain related purchasing and ad hoc Microsoft Word documents.
Manage the life cycle of authored document statuses, versions, and amendments.
Define contract agreements (deliverables) at the contract header level and at its line-item level to define the related clauses to use in authored documents.
Update and monitor contract header and line agreements to ensure compliance to the transactional contract.
Syndicate transactional contracts to remote systems.

Creating Supplier Contracts

This section discusses how to:

Define supplier contract information.
Add contract line information.
Create supplier contract releases.
Review supplier contract releases.
Access syndication features.

Pages Used to Create Supplier Contracts

Page Name	Object Name	Navigation	Usage
Contract	CS_CNTRCT_HDR	Supplier Contracts, Create Contracts and Documents, Contract Entry, Contract	Create supplier contract information.
Create Release	CS_CNTRCT_SCHEDULE	Supplier Contracts, Create Contracts and Documents, Contract Entry, Create Release	Create supplier contract release information.
Review Releases	CNTRCT_RLS_HIST	Supplier Contracts, Create Contracts and Documents, Contract Entry, Review Releases	Review supplier contract release information.
Syndication	CS_CNTRCT_SNDCT	Supplier Contracts, Create Contracts and Documents, Contract Entry, Syndication	Access syndicating features.

Defining Supplier Contract Information

Access the Contract page.

Use the Contract page to enter header and line information for the transactional procurement or voucher-based contracts. When you add a contract, the system uses the contract process option type to determine the functionality for the transactional contract.

This section describes the differences between the Add/Update Contract component in Purchasing and the Contract Entry component in Supplier Contract Management. Most of the documentation for defining and using transactional procurement contracts is in the Using Voucher and Order Contracts chapter in the PeopleSoft Enterprise Source-to-Settle Common Information 8.9 PeopleBook.

See Using Voucher and Order Contracts.

Status

Select the status of the contract. Values are: Approved, Canceled, Closed, On-Hold, and Open.

When you create a contract, the status appears by default as either Open or Approved based on the settings for the user on the User Preferences - Contracts page. Only contracts with an Approved status are eligible to have releases created against them, or to be referenced by other transactions. You can only change contracts in Add mode or ones that are in an Open status.

You cannot set the status to Closed or Canceled if there are open lines or staged releases against the contract. If a contract's status is returned to Open, you cannot use purchase orders that reference the contract until the contract is approved again. When vouchers exist for a contract and the contract is closed, all vouchers eligible for closure are also closed.

Eligible vouchers include those that have not been posted, paid, matched, or budget checked. If the contract is later reopened, you can create releases for these vouchers again, and the system assigns a new voucher ID. If the contract originated from a request for quote and the contract is canceled, you have the option to return quantities to the request for quote.

Add a Document

After you save the Contract Entry page, click this button to access the Supplier Contract Management document authoring system where you can create a document and link it to this purchase order. This document is different than the PeopleSoft Purchasing document inquiry which enables you to cross-reference documents, such as requests for quotes, or requisitions that are associated with a purchase order.

If a document already exists for the contract, click the Maintain Document button to access the document.

Authored Document

Use this section to view and manage authored documents associated with the contract. This section displays on the Contract Entry page after you create a document for a transactional contract. You click the Add a Document button to create the document.

Authored Status	Displays the current document status. Values are: Draft: The document has been generated and is in an initial Draft status. The system displays the latest version of the draft. In Collab (pending collaboration): The document has been routed for collaboration, but all collaborators have not responded. Collabed (collaborated): The document has been reviewed by all collaborators and the document administrator or owner has reviewed and updated the document based on collaborator reviews. Pending (pending approval): The document has been routed using workflow approval. Approved: The current document has been approved internally and is available for supplier dispatch for final signatures and execution. Dispatched: The current documents have been dispatched to the supplier and are waiting for final signatures. Executed: The current document has been executed. The system preserves the executed version and enables the contract for amendments. When an amendment is first initiated the authored status cycles begins again starting with Draft and the amendment number is shown. Prior versions including current executed contract can be viewed by pressing the maintain document button. Pending R (collaborated, pending review): The document has been reviewed by all collaborators and is awaiting a final review by the document administrator or owner. Note. The authored status and transactional contract status are independent of each other because the timing of changing a transactional contract and the document life cycle are different. Note. The system does not update the authored status on the Contract page until the page is closed and reopened.
Version	Displays the current version of the document.
Amendments	Displays the current amendment number for the contract. A document amendment is an update to an existing executed document and is a feature in Supplier Contract Management. See Creating and Maintaining Amendments for Supplier Contracts.
Maintain Document	Select to access the contract document associated with this contract. If a document does not yet exist for the contract, the system displays the Add a Document button. See Managing Document Life Cycles.

Header

Use this section to define basic information for the contract. The system uses the contract process option type to determine the functionality for the transactional procurement contract. This section describes only the differences between the Supplier Contract Management Contract Entry page and the standard functionality of the Add/Update Contract component in the Purchasing application.

For detailed information regarding the transactional procurement contract functionality, use this link:

See Creating Contract Headers.

Administrator

Select the administrator the system uses as a default value for the authored document when it generates the document. The system also uses this field for workflows that are associated with the transactional document. This field is called the Buyer field in the Purchasing application's Add/Update Contract component and serves the same function.

Dispatch Method

This field and the corresponding Dispatch button is not available in Supplier Contract Management's Contract Entry component. Dispatching is a part of managing the document life cycle.

See Dispatching Documents.

Contract Agreement

Click this link to access the Contract Header Agreement Assignments page where you can establish agreements for the contract. Contract agreements represent external or internal deliverables. You can assign agreements at the header level or at the line-item level. Use this link to assign header-level agreements.

Click the Contract Agreement button in the Lines grid area to add contract agreements for individual items at the line level.

See Assigning Contract Header Agreements.

Order Contract Options

This section displays values that apply to general, purchase order, recurring purchase order voucher, and release to single purchase order only contracts.

Voucher Contract Options

This section displays values that apply to general, prepaid voucher, prepaid vouchers with advance purchase order, and recurring vouchers, and recurring purchase order voucher contracts.

Advanced PO Information Section

Use this section to enter information when the purchase order's process option type is for prepaid vouchers with advance purchase orders.

Purchase Order Information

Use this section to enter information when the purchase order's process option type is for releasing to a single purchase order and recurring purchase order vouchers.

Add Items From

Use links under this label to access other methods for adding items to the order lines. Click the Catalog link to access the Order by Catalog page. You can add items to the contract from the catalog.

Click the Item Search link to access the Item Search Criteria page where you can define attributes for locating items.

See Also

Creating Contract Headers

Adding Contract Line Information

Access the Details tab in the Lines section.

Use this grid area and its tabs to define items you want to include in the contract. Along with items, you define a variety of details including schedules, release amounts and quantities, and item details.

Using the Supplier Contract Management application, you can also assign agreements for contract line items. Contract agreements represent external or internal deliverables. Click the Contract Agreement button in the Lines grid area to add contract agreements for individual items at the line level. The button is represented by a blue hand shake symbol.

See Creating Contract Line Information.

Creating Supplier Contract Releases

Access the Create Release page.

Use this page to specify contract lines for release, the release interval between purchase orders or vouchers, generate a schedule for the series of purchase orders or vouchers, and create the releases. The releases and available options are based on the specified business unit.

The Create Release tab does not appear if the contract process option type is not a Purchase Order type and the contract is syndicated. The system prevents releases from the parent system against contracts that use the other process option types.

Reviewing Supplier Contract Releases

Access the Review Release page.

Use this page to view the staged purchase order and voucher releases for this contract. You can also make changes to the staged releases.

The Review Release tab does not appear if the contract process option type is not a purchase order type and the contract is syndicated. The system prevents releases from the parent system against contracts that use the other process option types.

Accessing Syndication Features

Access the Syndication page.

Use this page to syndicate contracts to remote systems. If the Syndication page doesn't appear, use installation options to indicate that syndication should be enabled. To access the options, select: Supplier Contracts, Supplier Contract Setup, Installation Options, Supplier Contract Management.

Setting Up Contract Release Processes

This section provides an overview of contract release processes and discusses how to:

Stage contract releases to create purchase orders.
Source purchase orders automatically.
Run the Purchase Order Calculations process.
Create purchase orders using staging table data.
View and update purchase orders in staging tables.

Understanding the Contract Release Process

Supplier Contract Management uses the purchase order sourcing business process to stage and source contract releases into purchase orders and vouchers. The process creates purchase orders from contract item requests loaded to PeopleSoft Purchasing staging tables.

See Also

Using Purchase Order Sourcing

Pages Used to Set Up Contract Release Processes

Page Name	Object Name	Navigation	Usage
Release Parameter	RUN_PO_POCNTRCT	Supplier Contracts, Contract Release Processes, Stage Contract POs	Stage contract releases to create purchase orders.
PO Auto Sourcing - Objectives	RUN_PO_AUTOSRC1	Supplier Contracts, Contract Release Processes, PO Auto Sourcing	Source purchase orders automatically.
PO Calculations - Run Controls	RUN_PO_POCALC1	Supplier Contracts, Contract Release Processes, PO Calculations	Run the Purchase Order Calculations process.
PO Creation - Create PO	RUN_PO_POCREATE	Supplier Contracts, Contract Release Processes, PO Creation	Create purchase orders using staging table data.
Sourcing Workbench	PO_SRC_ANALYSIS	Supplier Contracts, Contract Release Processes, Sourcing Workbench	View and Update purchase orders in staging tables.

Staging Contract Releases to Create Purchase Orders

Access the Release Parameter page.

Use this page to enter the selection criteria for the PO Calculations process (RUN_PO_POCNTRCT) and to run the process.

Sourcing Purchase Orders Automatically

Access the PO Auto Sourcing - Objectives page.

Use this page to select the sources for generating purchase orders to configure the Automatic Purchase Sourcing process (PO_AUTO_SRC) to run multiple jobs in sequence for the same set of staging records.

Running the Purchase Order Calculations Process

Access the PO Calculations - Run Controls page.

Use this page to create a tentative purchase order header, line, and schedule to build final purchase orders. You can enter the run control criteria for the PO Calculations process (PO_POCALC) and run the process.

See Also

Running the PO Calculations Process

Creating Purchase Orders Using Staging Table Data

Access the PO Creation - Create PO page.

Use this page to enter the selection criteria for the Create Purchase Orders process (PO_POCREATE) and to run the process. You can also define creation options including to: calculate purchase order line numbers, hold from further processing, and enable dispatch when the purchase order is approved.

Viewing and Updating Purchase Orders in Staging Tables

Access the Sourcing Workbench page.

The Sourcing Workbench component provides you with a view of the results of each sourcing steps. The Sourcing Workbench enables you to view staged rows, along with any errors accompanying them. You can also select sourcing criteria and view the rows of data on the PO_ITM_STG table and access pages to change the recommended vendor, quantities sourced to each vendor, or correct errors.

See Also

Using the Sourcing Workbench

Accessing Related Links for Supplier Contracts

Related links are links to some of the more common Purchasing features that can assist you in creating and maintaining contracts in Supplier Contract Management. This section lists pages used to access related links for supplier contracts.

Pages Used to Access Related Links for Supplier Contracts

Page Name	Object Name	Navigation	Usage
Vendor - Summary	VNDR_ID1_SUM	Supplier Contracts, Related Links, Vendor	Define vendor information. This includes identifying information for a vendor such as the vendor name and short name, classification, status, persistence, withholding and VAT eligibility, relationships with other vendors, duplicate invoice checking settings, and additional elements required for reporting to government agencies. See Entering Vendor Identifying Information.
Category Definition	CATEGORY_TBL	Supplier Contracts, Related Links, Item Categories	Define item categories that can provide transaction information for requisitions, requests for quotes, contracts, and purchase orders. Item categories also serve as the organizational unit for item catalogs. Item catalogs are a collection of item categories. See Defining Purchasing Item Categories.
Define Items - General	INV_ITEMS_DEFIN1	Supplier Contracts, Related Links, Define Item	Define an inventory item at the setID level. This includes information such as the item's classification, substitutes, status, and dimensions. See Defining Items by SetID.
Purchasing Attributes	ITM_TBL_PUR	Supplier Contracts, Related Links, Purchasing Attributes	Select to enter basic purchasing information for an item. This information can include item attributes, purchasing controls, and item vendor information. See Defining Purchasing Item Attributes.
Maintain Purchase Order	PO_LINE	Supplier Contracts, Related Links, Add/Update POs	Select to enter or change purchase order information. For example, you can change default values, header details, activities, add items to the purchase order, and update ship dates. See Creating Purchase Orders Online.