Purchase Contract

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 Purchase Contract page, fill in the following fields:
   On the General FastTab,

   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, in 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.
   Quote No.	Specifies the quote number for the associated purchase order.
   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 who is 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 that is 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.

On the Lines FastTab ,

4. 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.

On the Invoice Details FastTab,

On the Shipping and Payment FastTab,

On the Foreign Trade FastTab,

On the Prepayment FastTab,

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.