Defining purchasing contracts

Purchasing Contracts detail agreements with specific suppliers for certain parts.

To define purchasing contracts:

  1. Open the Purchasing Contracts form.
  2. Click New Record. The system automatically populates Date Created and Own Contract.
  3. Organization—Enter the organization to which the purchasing contract belongs if you use multi-organization security. The system automatically populates Status.
  4. Purchasing Contract—Enter a description of the purchasing contract in the adjacent field. The system assigns a purchasing contract number after you save the record.
  5. Status—Select a status for the purchasing contract.
  6. Unfinished—Select if the contract is editable and has not been approved.
    Note: While system status is Unfinished, all fields are editable except Purchasing Contract, Organization, Supplier, Language, Currency, Printed, and Copy From.
  7. Approved/active—Select if the contract has been approved. In order to be considered active, the contract may or may not be approved but the system date is in the range created by the start and end dates.
  8. Cancelled—Select if the contract no longer effects purchase order changes.
  9. Contract Class—Enter the contract class for the purchasing contract. The system automatically populates Organization.
  10. Supplier—Enter the supplier for the purchasing contract. The system automatically populates Supplier Org., Language, and Currency.
  11. Language—Select the language for the purchasing contract.
  12. Currency—Select the currency for the purchasing contract.
  13. Store—Enter the store to which items on the purchasing contract should be sent.
  14. Person Responsible—Enter the name of the employee responsible for the purchasing contract.
  15. Start Date—Enter the starting date for the purchasing contract.
  16. End Date—Enter the ending date for the purchasing contract.
  17. Supplier Reference—Enter the reference number for the supplier.
  18. Contact—Enter the name of the contact person for the purchasing contract.
  19. Copy From—Enter an existing purchasing contract to copy.
    Note: The Copy From contract must have the same Currency as the new contract.
  20. Renewal Date—Enter the renewal date for the purchasing contract.
  21. Own Contract—Select if the contract originated internally. Leave unselected if the contract originated externally (with the customer).
  22. Printed—Select to have the system indicate when the contract has been printed.
    Note:  If you select the Printed checkbox, the Printed checkbox on the reports form will be populated.
  23. Click Save Record.