Manage purchase contracts

You can create, view, and edit contracts on the Purchase Contracts page. The following procedures describe how to perform this activity.

1. Select the Search icon , enter Purchase Contracts, and then choose the related link.
   The Purchase Contracts list page opens.

2. On the action bar, select New.
   The Purchase Contract card page opens.

3. On the General FastTab, enter the required information in the following fields:

   Field	Description
   No.	Specifies the number of the involved entries or records according to the specified number series defined on the Purchases & Payables Setup. The system won’t allow you to create a purchase contract if the number series hasn’t been defined.
   Vendor No.	Specifies the number of the vendor who delivers the products.
   Vendor Name	Specifies the name of the vendor who delivers the products.
   Address	Specifies the address of the vendor who ships the items.
   Address 2	Specifies additional address information of the vendor.
   City	Specifies the city of the vendor who ships the items.
   Post Code	Specifies the postal code of the vendor’s address.
   Country/Region	Specifies the country or region of the defined address.
   Contact No.	Specifies the number of your contact at the vendor.
   Phone No.	Specifies the telephone number of the person to contact about an order from this vendor.
   Mobile Phone No.	Specifies the mobile telephone number of the person to contact about an order from this vendor.
   Email	Specifies the email address of the person to contact about an order from this vendor.
   Contact	Specifies the name of the person to contact about the shipment of the item from this vendor.
   Document Date	Specifies the date when the related document was created.
   Document Type	Specifies the type of document that is being created.
   Posting Date	Specifies the date when the posting of the purchase document will be recorded.
   Due Date	Specifies the date when the related sales invoice must be paid.
   Vendor Invoice No.	Specifies the document number of the original document you received from the vendor. You can require the document number for posting or leave it optional. By default, it’s required, so that this document references the original. Making document numbers optional removes a step from the posting process. For example, if you attach the original invoice as a PDF, you might not need to enter the document number. To specify whether document numbers are required, on the Purchases & Payables Setup page, select or clear the Ext. Doc. No. Mandatory field.
   Your Reference	Specifies the vendor’s reference.
   Purchaser Code	Specifies the code to define the purchaser that is assigned to the vendor.
   No. of Archived Versions	Specifies the number of archived versions for this document.
   Order Date	Specifies the date when the associated purchase order was created.
   Contract Start Date	Specifies the start date of the contract defined by the user. This should always be defined before the end date otherwise, the system will fail to register the time range.
   Contract End Date	Specifies the end date of the contract. This defines the validity of the purchase contract. After the defined time range, the purchase contract is invalid, and you won’t be allowed to create a new purchase order/line based on the contract.
   Contract Quantity	Specifies the cumulative quantity of all the line items. By selecting the quantity, you can access a comprehensive summary of all line items on the purchase contract page.
   Vendor Order No.	Specifies the vendor’s order number.
   Vendor Shipment No.	Specifies the vendor’s shipment number.
   Responsibility Center	Specifies the code of the responsibility center, such as a distribution hub, that is associated with the involved user, company, customer, or vendor.
   Assigned User ID	Specifies the ID of the user responsible for the document.
   Status	Specifies whether the record is open, waiting to be approved, invoiced for prepayment, or released to the next stage of processing.
   Contract Closed	Specifies whether the contract is closed. This is a read-only field and depends on the state of the contract closed checkbox on the Lines FastTab. To enable this, you must select the contract closed checkboxes for all the line items. You cannot add/delete line items when the contract is closed.
   Subtotal Excl. VAT(GBP)	Specifies the sum of the value in the Line Amount Excl. VAT field on all lines in the document.
   Inv. Discount Amount (GBP)	Specifies a discount amount deducted from the value of the Total Incl. VAT field, based on purchase lines where the Allow Invoice Disc. field is selected. You can enter or change the amount manually.
   Invoice Discount %	Specifies a discount percentage that is applied to the invoice based on purchase lines where the Allow Invoice Disc. field is selected. The percentage and criteria are defined on the Vendor Invoice Discounts page, but you can enter or change the percentage manually.
   Total Excl. VAT(GBP)	Specifies the sum of the value in the Line Amount Excl. VAT field on all lines in the document minus any discount amount in the Invoice Discount Amount field.
   Total VAT (GBP)	Specifies the sum of VAT amounts on all lines in the document.
   Total Incl. VAT (GBP)	Specifies the sum of the value in the Line Amount Incl. VAT field on all lines in the document minus any discount amount in the Invoice Discount Amount field.

   If you haven’t defined the Purchase Contract Nos. on the Purchase FastTab of the Contract Setup page, the system won’t allow you to create a purchase contract. To know more, see Set up contract management.

4. On the Lines FastTab, enter the required information in the following fields:

   Field	Description
   Type	Specifies the type of transaction that will be posted with the document line. If you select Comment then you can enter any text in the Description field, such as a message to a customer.
   No.	Specifies what you buy, such as a product or a fixed asset. You’ll see different lists of things to choose from depending on your choice in the Type field.
   Item Reference No.	Specifies the referenced item number.
   Contract Closed	Specifies whether the contract is closed for the defined line item.
   Applied Direct Unit Cost	Specifies the direct unit cost from the applied purchase price for this line. If this value is changed, it will simulate as if the manual price is used from the Applied Purchase Price and Discount page.
   Applied Price Unit of Measure Code	Specifies the applied unit of measure code assigned for the Applied Purchase Price field for the specified line.
   Applied Discount %	Specifies the discount from the applied purchase price for this line. If this value is changed, it will simulate as if the manual price is used from the Applied Purchase Price and Discount page.
   Applied Discount Unit of Measure Code	Specifies the applied unit of measure code assigned for the Applied Purchase Discount field for the specified line.
   Description	Describes what is being purchased. The suggested text comes from the item itself. You can change it to suit your needs for this document. If you change it here, the source of the text will not change. If the line’s Type field is set to Comment, you can use this field to write the comment and leave the other fields empty.
   Contract Alternate Item Exists	Specifies whether an alternate item has been defined for the item selected on the purchase contract.
   Global Lot Attributes	Specifies the global lot attributes assigned to the item on the Advanced Attributes Setup page. You can view only the attributes with assigned values, even though you can set up to eight attribute values. These fields are visible only when the Aptean Advanced Attributes extension is integrated with the Aptean Contract Management extension.
   Location Code	Specifies a code for the location where you want the items to be placed when they are received.
   Bin Code	Specifies the bin where the items are picked or put away.
   Contract Qty	Specifies the quantity of the defined item. The number is based on the unit chosen in the Unit of Measure Code field.
   Contract Qty (Base)	Specifies the quantity of the defined item. The number is based on the unit chosen in the Unit of Measure Code field.
   Contract Qty on Orders	Specifies the contract quantity defined in the order.
   Contract Qty on Orders (Base)	Specifies the contract quantity defined in the order expressed in base units of measure.
   Contract Qty Received	Specifies how many units of the item on the line have been posted as received.
   Contract Qty Received (Base)	Specifies how many units of the item on the line, in the base unit of measure, have been posted as received.
   Contract Qty Invoiced	Specifies how many units of the item on the line have been posted as invoiced.
   Contract Qty Invoiced (Base)	Specifies how many units of the item on the line, in base unit of measure, have been posted as invoiced.
   Contract Qty Returned	Specifies how many units of items on the line have been returned.
   Contract Qty Returned (Base)	Specifies how many units of items on the line, in base unit of measure, have been returned.
   Contract Qty Credited	Specifies the quantity on the contract line that has credit transactions.
   Contract Qty Credited (Base)	Specifies the quantity on the contract line, in the base unit of measure, have credit transactions.
   Contract Qty Outstanding	Specifies how many units of the item on the contract line have been posted as outstanding. This value is defined using the formula (Contract Qty – Qty. on open purchase order line - Qty received and invoiced + Qty. on posted purchase returns line and purchase credit memo line).
   Reserved Quantity	Specifies how many item units on this line have been reserved.
   Unit of Measure Code	Specifies how each unit of the item or resource is measured, such as in pieces or hours. By default, the value in the Base Unit of Measure field on the item or resource card is inserted.
   Direct Unit Cost Excl. VAT	Specifies the price of one unit of what you are buying.
   Tax Area Code	Specifies the tax group that is used to calculate and post sales tax.
   Tax Group Code	Specifies the tax group that is used to calculate and post sales tax.
   Line Amount Excl. VAT	Specifies the net amount, excluding any invoice discount amount, that must be paid for products on the line.
   Qty. to Receive	Enter the quantity of items that remains to be received. If this field value exceeds the Contract Qty. field value, the system displays an error or a warning message when creating a purchase order from the purchase contract based on the setup. For more information, see Set up contract management.
   Quantity Received	Specifies how many units of the item on the line have been posted as received.
   Qty. to Invoice	Specifies the quantity that remains to be invoiced. It is calculated as Quantity - Qty. Invoiced.
   Qty. to Assign	Specifies how many units of the item on the line have been posted as invoiced.
   Item Charge Qty. to Handle	Specifies how many items the item charge will be assigned to on the line. It can be either equal to Qty. to Assign or to zero. If it is zero, the item charge will not be assigned to the line.
   Qty. Assigned	Specifies how much of the item charge that has been assigned.
   Promised Receipt Date	Specifies the date that the vendor has promised to deliver the order.
   Planned Receipt Date	Specifies the date when the item is planned to arrive in inventory. Forward calculation: planned receipt date = order date + vendor lead time (per the vendor calendar and rounded to the next working day in first the vendor calendar and then the location calendar). If no vendor calendar exists, then the planned receipt date = order date + vendor lead time (per the location calendar). Backward calculation: order date = planned receipt date - vendor lead time (per the vendor calendar and rounded to the previous working day in first the vendor calendar and then the location calendar). If no vendor calendar exists, then the order date = planned receipt date - vendor lead time (per the location calendar).
   Expected Receipt Date	Specifies the date you expect the items to be available in your warehouse. If you leave the field blank, the expected receipt date will be calculated as the sum of the Planned Receipt Date, Safety Lead Time, and Inbound Warehouse Handling Time fields.
   Contract Start Date	Specifies the start date of the contract defined by the user on the General FastTab .
   Contract End Date	Specifies the end date of the contract defined by the user on the General FastTab.
   Over-Receipt Quantity	Specifies the amount by which the received quantity exceeds the expected quantity. This helps track any surplus or additional items received beyond what was originally anticipated.
   Over-Receipt Code	Specifies a code relevant to the amount by which the received quantity exceeds the expected quantity.

The Applied Direct Unit Cost, Applied Price Unit of Measure Code, Applied Discount %, and Applied Discount Unit of Measure Code fields are visible only when the Aptean Advanced Pricing extension is integrated with the Aptean Contract Management extension.

5. On the Lines FastTab, select Line > Unposted Lines to view unposted line items linked to various documents associated with the defined purchase contract.
   You can also view the posted line items by selecting Line > Posted Lines and then selecting the desired document.

You cannot add line items without defining the Contract Start Date and Contract End Date fields on the General FastTab.

6. On the Invoice Details FastTab, enter the required information in the following fields:

   Field	Description
   Currency Code	Specifies the currency of amounts on the purchase document.
   Expected Receipt Date	Specifies the date you expect the items to be available in your warehouse. If you leave the field blank, the expected receipt date will be calculated as the sum of the Planned Receipt Date, Safety Lead Time, and Inbound Warehouse Handling Time fields.
   Prices Including VAT	Specifies if the Unit Price and Line Amount fields on document lines should be shown with or without VAT.
   VAT Bus. Posting Group	Specifies the VAT specification of the involved customer or vendor to link transactions made for this record with the appropriate general ledger account according to the VAT posting setup.
   Vendor Posting Group	Specifies the vendor’s market type to link business transactions to.
   Payment Terms Code	Specifies a formula that calculates the payment due date, payment discount date, and payment discount amount.
   Payment Method Code	Specifies the code to define the method of payment, such as with bank transfer, cash, or check.
   Shortcut Dimension 1 Code	Specifies the code for Shortcut Dimension 1, which is one of two global dimension codes that you set up on the General Ledger Setup page.
   Shortcut Dimension 2 Code	Specifies the code for Shortcut Dimension 2, which is one of two global dimension codes that you set up on the General Ledger Setup page.
   Payment Discount %	Specifies the payment discount percent granted if payment is made on or before the date in the Pmt. Discount Date field.
   Pmt. Discount Date	Specifies the date on which the amount in the entry must be paid for a payment discount to be granted.
   Journal Template Name	Specifies the name of the journal template in which the purchase header is to be posted.
   Tax Liable	Specifies if this vendor charges you sales tax for purchases.
   Tax Area Code	Specifies the tax area code used for this purchase to calculate and post sales tax.
   Shipment Method Code	Specifies the delivery conditions of the related shipment, such as free on board (FOB).
   Payment Reference	Specifies the payment of the purchase invoice.
   Creditor No.	Specifies the number of the vendor.
   On Hold	Specifies that the related entry represents an unpaid invoice for which either a payment suggestion, a reminder, or a finance charge memo exists.
   Inbound Whse. Handling Time	Specifies the time it takes to make items part of available inventory, after the items have been posted as received.
   Lead Time Calculation	Specifies a date formula for the time it takes to replenish the item.
   Requested Receipt Date	Specifies the date that you want the vendor to deliver to the ship-to address.
   Promised Receipt Date	Specifies the date that the vendor has promised to deliver the order.

7. On the Shipping and Payment FastTab, enter the required information in the following fields:

   Field	Description
   Ship-to	Specifies the address that the products on the purchase document are shipped to. Default (Company Address): The same as the company address specified on the Company Information page. Location: One of the company’s location addresses. Customer Address: Used in connection with drop shipment. Custom Address: Any ship-to address that you specify in the fields below.
   Name	Specifies the name of the company at the address that you want the items on the purchase document to be shipped to.
   Address	Specifies the address that you want the items on the purchase document to be shipped to.
   Address 2	Specifies additional address information.
   City	Specifies the city of the vendor on the purchase document.
   Country	Specifies the state, province, or county of the address.
   Post Code	Specifies the postal code of the address that you want the items on the purchase document to be shipped to.
   Country/Region	Specifies the name of a contact person for the address that you want the items on the purchase document to be shipped to.
   Contact	Specifies the name of a contact person for the address that you want the items on the purchase document to be shipped to.
   Pay-to	Specifies the vendor to whom the purchase document will be paid. Default (Vendor): The same as the vendor on the purchase document. Another Vendor: Any vendor that you specify in the fields below.
   Remit-to Code	Specifies the code for the vendor’s remit address for this order.

8. On the Foreign Trade FastTab, enter the required information in the following fields:

   Field	Description
   Transaction Specification	Specifies a specification of the document’s transaction for the purpose of reporting to INTRASTAT.
   Transaction Type	Specifies the type of transaction that the document represents for the purpose of reporting to INTRASTAT.
   Transport Method	Specifies the transport method for the purpose of reporting to INTRASTAT.
   Entry Point	Specifies the code of the port of entry where the items pass into your country/region for reporting to Intrastat.
   Area	Specifies the destination country or region for the purpose of Intrastat reporting.

9. On the Commodity Harvest Planning FastTab, enter the required information in the following fields:

   Field	Description
   Harvest Order No.	Specifies the harvest order number.
   Agriculture Location No.	Enter the relevant number of agricultural locations linked to the harvest order.
   Agriculture Location Description	Specifies the description of the agricultural location linked to the harvest order.
   Grower No.	Specifies the grower number to which the harvest order is linked.
   Grower Name	Specifies the name of the grower to which the harvest order is linked.
   Farm No.	Specifies the farm number.
   Farm Description	Specifies the description of the farm.
   Season No.	Specifies the season number.
   Season Start Date	Specifies the starting date of the season.
   Season End Date	Specifies the ending date of the season.

Alternatively, you can create a new purchase contract using the Copy Document action.

1. On the Purchase Contract page, on the action bar, select Process > Functions > Copy Document.
   The Copy Purchase Document page opens.
2. In the Document Type field, select Contract.
3. Enter Document No.
4. Click OK.
   The purchase contract is created.

You can also create a purchase order directly from the defined purchase contract. For more information, see Create purchase order associated with the purchase contract.