Supplier Contracts Guide
This functionality was introduced in version 7.0098.30, for the original specification please consult case 0000139289.
Relevant System Options
| Program Name | Option ID | Values | Notes |
| Supplier Contracts | Use supplier contracts | Y,N | Default: N, must be set to Y to enable the functionality |
| Supplier Contracts | Supplier Contract Prefix | Free Text | Default: “SC” |
| Supplier Contracts | Supplier Contract Identifier Length | integer | Default: 10 |
| Supplier Contracts | Send email for expiry reminder | Y,N | Default: N (the system creates bookmarks), Y sends an email. This relies on running housekeeping |
| Supplier Contracts | Include Pended contracts in selection | Y,N | Default: N, if set to Y, the grid to select a contract can include those that are in a pending status |
Setting Up the Supplier Contract
- Supplier Search;
- Product Search;
- Unit of Measure, ttaken from the Product selected in 2, read only;
- Unit Price, the default price on the purchase order item when the contract is selected via Order Summary Processing;
- Start Date of the contract, must be equal to or greater than today’s date;
- End date of the contract, must be greater than the start date;
- Contracted quantity, must be greater than 0;
- On Order Quantity, a sum of purchase order item outstanding quantities (new or firm) linked to this contract, read only;
- Received Quantity, a sum of received purchase order item quantities linked to this contract, read only;
- Outstanding Quantity, contracted quantity minus on order minus received quantity.
Supplier Contract Statuses
| Status | SystemType | Notes | |
| Pending | P | The contract start date has not yet passed | |
| Active | A | The current date falls between the contract start and end date | |
| Expired | E | The contract end date which has passed | |
Tip
Linking a Purchase Order to a Supplier Contract
Purchase Orders
When adding an item to a purchase order, there is an action available in the add item wizard called “Select Supplier Contract”. The system will display contracts which are active today (or pending contracts with the relevant system option enabled).
The system will not allow you to proceed if no contracts can be found:
The Stock Quantity Required will be used as the call off quantity when an contract is included. This can be amended by changing the value in the CallOffQuantity column, as long as it’s lower than the stock quantity required and the contracted quantity outstanding. If the CallOffQuantity is lower than the Stock Quantity Required or spread over multiple contracts, the line will be split off the original line, creating one or more for the item(s) linked to one or more contract(s), and one for the remaining quantity not linked to a contract.
Creating a copy of a purchase order item does not automatically link it to the same contract, the above process has to be repeated. Deleting a purchase order item will update the contract quantities accordingly.
Tip
Orders Summary Processing
Right click on an item and click “Select Supplier Contract” to see a grid of proposed contracts. This works the same as in the Purchase Orders screen, however no quantity will be amended on the contract until the selected items are converted into purchase orders.