## Creating Contracts

This chapter provides overviews of contracts and subcontract orders and discusses how to:

- Set processing options for Enter Subcontract Orders (P4310).

- Enter subcontract order header information.

- Enter subcontract order detail information.

- Work with orders on hold.

### Understanding Contracts

You create contracts for the subcontractors on jobs. A contract contains the details of a work agreement with a subcontractor. You can enter lump sum contracts or unit contracts. A lump sum contract is a contract in which you specify a single committed amount for the entire contract. A unit contract is a contract in which you specify the committed amount based on the number of units to be completed. A commitment is the money that you designate to pay against a contract.

For example, assume that installing all of the plumbing for the floor 3 job of an office building project costs 1000. You can enter a lump sum contract for plumbing for 1000. Now assume that installing the drywall for the same job costs 0.25 per square foot. In this case, each square foot of drywall constitutes one unit. You can enter a unit contract for drywall based on the number of square feet to be completed.

You enter identifying information to distinguish the contracts from each other. Identifying information includes details about the contract company, subcontractor information, and financial details, such as tax rates and retainage. Retainage is a percentage of the contract amount that is held until a specified date after the completion of the work.

You create a contract by entering a subcontract order.

After you enter the identifying information for a contract, you enter the commitment details.

In addition, you create log information for each of the contracts. Log information is supplemental to the information contained in a contract, and includes such details as submittals and transmittals. A submittal is information that you need to receive from a subcontractor. A transmittal is information that you need to send to a subcontractor.

You can change the commitment details of a contract after you enter them by creating a change order. This updates the commitment information and enables the system to keep an audit trail of the changes to the contract commitments.

#### Prerequisites

Before you complete the tasks in this chapter:

- Verify that you have set up account master information.

- Verify that branch/plant constants are set up for each of the business units or branches (required only for inventory management).

- Set up order activity rules and order line types.

- Set up default location and printer information for the terminal or user profile (optional).

- Set up address book records for all suppliers.

- Set up procurement instructions for each supplier and ship-to address.

### Understanding Subcontract Orders

Each time that you want to purchase services, you must enter an order. You enter orders to specify details about the services that you are purchasing and to indicate the supplier from whom you are purchasing and the account to which you book the service order, as well as to specify other pertinent information.

A subcontract order consists of two parts:

- Header information: General information that relates to the entire order, such as the supplier name and order dates.

- Detail information: Line-by-line details about the services that you want to order, such as account number, quantities, and costs.

You can enter header information and detail information separately. Depending on the volume of orders and the amount of header information that you need to enter, you use processing options to choose one of these methods to enter orders:

- Enter header information first, followed by detail information.

- Enter detail information only, enabling the system to apply limited default values for header information.

Several tools are available to help you create orders. These tools enable you to generate multiple orders at the same time.

You can have the system check orders to verify that costs do not exceed budget limits. You can place an order on hold if it exceeds budget or for any other reason. You can review up-to-date commitment, budget, log, and order hold information.

After you generate orders, you can make changes to the orders and print the orders.

The system maintains header and detail information in two separate tables:

- Purchase Order Header (F4301)

- Purchase Order Detail File (F4311)

Supplier Classification Codes

Classification codes capture information about a supplier in the supplier's address book record in the JD Edwards EnterpriseOne Address Book system. At the time a subcontract order is created, the classification code fields are populated for the order header and order detail sections of a subcontract order. This satisfies the U.S. federal government contracting requirement that reporting for small and disadvantaged business reflects the vendor classification code at the time a purchase order is issued.

The classification codes reside on the Order Header - Additional Information form (W4310H) and the Order Header - Additional Information II form (W4310M). The codes are display-only during subcontract order entry and voucher match.

For U.S. federal government contracting, vendor information must be reported at the time of payment. The vendor classification information is passed to the accounts payable ledger record where the values are stored in the Accounts Payable Ledger table (F0411).

Note. The terms voucher and progress payment have the same meaning in the JD Edwards EnterpriseOne Subcontract Management system and the JD Edwards EnterpriseOne Procurement system.

The classification code field values are stored in the Purchase Order Header table (F4301).

When you are copying a subcontract order, classification codes are retrieved from the supplier's address book record and added to the order.

See Entering Additional Order Header Information.

Additional Properties and Category Codes

Additional properties and category codes capture user-defined information for a subcontract order. At the time that a subcontract order is created, you manually enter values for fields on the Additional Properties and Category Codes tabs on the Contract Header form or the Contract Detail form.

The Additional Properties and Category Codes tabs include multiple user-defined fields that:

- Vary in size and format.

- Work with or without table validation.

- Are optional or required.

Note. If you enter values in the user-defined fields on the Additional Properties and Category Codes tabs on the Contract Header form, then the fields on these tabs are display-only on the Contract Detail form.

To access the user-defined fields, you must enable the Display Additional Properties Tab and Display Category Codes on Header Tab and Detail Grid processing options on the Display tab of the P4310 program.

You can also set the Address Book Field Required processing option to specify whether the Address Book 01 and Address Book 02 fields on the Additional Properties tab are required. This processing option is used in conjunction with the Display Additional Properties Tab processing option on the Display tab of the P4310 program. If the Address Book fields are required, then the Display Additional Properties Tab processing option must be enabled.

The user-defined field values from the Additional Properties and Category Codes tabs are stored in the Purchase Order Header table (F4301). The user-defined fields are not stored in the Purchase Order Receiver File table (F43121).

The Category Code 01 through Category Code 04 fields appear in the detail grid of the form. These fields are independent of the category codes on the Contract Header form. The fields on the Contract Detail form are not populated with the values in the fields on the Contract Header form. The user-defined field values are stored in the Purchase Order Detail File table (F4311).

Note. Purchase orders that are created directly in P4310 provide access to the user-defined fields on the Additional Properties and Category Codes tabs on the Order Header form or the Order Detail form. Purchase orders that are not created directly in P4310, such as transfer orders, direct ship orders, and order generation programs, do not provide access to the user-defined fields. When the purchase order is generated, you can then access the order in P4310 to enter values in the user-defined fields.

Note. Purchase orders that are created through sourcing using the Analyze Event program (P43Q50), through supplier self-service using the SRM – PO Acknowledgement program (P43S01), or through electronic data interchange (EDI) using the EDI Inbound P.O. Acknowledgment program (R47021) do not handle the user-defined fields. Additionally, sourcing does not handle service unit fields.

You can also set the Display Location and Lot fields for a Job or Project processing option on the Display tab of the P4310 program. Setting this processing option displays the Location and Lot fields in the grid for a job or project. This processing option is used in conjunction with the Jargon and Header Business Unit processing option on the Display tab. If the Jargon and Header Business Unit processing option is set to a value of 1 or 2, then this processing option is used. If the Jargon and Header Business Unit processing option is set to any value other than 1 or 2, then this processing option is not used.

See Entering Order Header Information.

See Setting Processing Options for Enter Subcontract Orders (P4310).

Subcontract Order Clauses

Clauses specify the print messages that are associated with a subcontract order. Examples of text used in messages are engineering specifications, hours of operation during holiday periods, and special delivery instructions. You assign a user-defined code (UDC) to each print message in UDC table 40/PM. You then associate a print message with a specific subcontract order on the Clauses form (W4310K). The order clauses are stored in the Purchase Order Clauses table (F4320).

To access the Clauses form, you must enable the Enable Form Exit for Clauses processing option on the Display tab of the P4310 program. If this processing option is enabled, the Clauses form is accessed from the Form menu on the Contract Header and Contract Detail forms.

See Defining Print Messages.

Subcontract Order Printing

You use the Purchase Order Print program (R43500) to print subcontract orders. You modify the printed report by setting processing options. You can print orders in batch or individually.

See Printing Orders by Batch.

See Printing Orders Individually.

See JD Edwards EnterpriseOne Subcontract Management Reports.

Note. If you have selected the Project and Gov Contract Accounting Used option in the Service Billing Constants program (P48091), then the system prints contract-related fields on the subcontract orders.

See Printing Contract-Related Fields for PGCA Contracts on Subcontract Orders.

Subcontract Retention

Subcontract retention is a percentage of a committed amount that is held until a specified date after the order is complete. Retention processing applies to ongoing projects and applies only to services lines. Retention is not applicable to inventory-based purchase-order lines for which the full cost of the product is due upon receipt of the product.

Note. In some industries, subcontract retention may be called retainage. Thus, the terms retainage and retention may be used interchangeably.

See Processing Retainage.

### Setting Processing Options for Enter Subcontract Orders (P4310)

Processing options enable you to specify the default processing for programs and reports.

Defaults

These processing options specify default information that the system uses for purchase order processing.

1. Order Type | Specify the type of document. This UDC (00/DT) indicates the origin of the transaction. Document type codes are reserved for vouchers, invoices, receipts, and time sheets that create automatic offset entries during the post program. (These entries are not self-balancing when you originally enter them.) These prefixes have been defined for document types, and Oracle recommends that you not change them: P: Accounts payable. R: Accounts receivable. T: Payroll. I: Inventory. O: Purchase order. J: General accounting/joint interest billing. S: Sales order processing. You must enter a value that has been set up in UDC table 00/DT.
2. Line Type | Specify how the system processes lines on a transaction. The line type affects the JD Edwards EnterpriseOne systems that use transaction interfaces (General Accounting, Job Cost, Accounts Payable, Accounts Receivable, and Inventory Management). The line type also specifies the conditions for including a line on reports and in calculations. Some examples of values that have been defined on the Line Type Constants Revisions form (P40205) are: S: Stock item. J: Job cost, subcontracts, or purchasing to the general ledger. B: General ledger account and item number. N: Nonstock item. F: Freight. T: Text information. M: Miscellaneous charges and credits. W: Work order.
3. Beginning Status | Specify the beginning status, which is the first step in the order process. You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type.
4. Override Next Status | Specify the next status code for all new or modified purchase order lines. You enter next status codes for combinations of order type and line type by using the Order Activity Rules program (P40204). If you leave this processing option blank, the system uses the next status code in the order activity rules as the default value. Note. Do not use this processing option if you are using approval processing.
5. Unit of Measure | Specify the default unit of measure for the Transaction Unit of Measure processing option. The unit of measure that you enter overrides any value that is currently in the Transaction Unit of Measure processing option. Note. If you choose an item from a catalog in Purchase Order Entry (P4310), the unit of measure in the catalog overrides is the default.
6. Line Number Increment | Specify the increment by which to automatically number the order lines. Increment by whole numbers because other processes, such as kit entry, create decimal increments.
7. Default Tax Rate/Area | Specify where the system locates default tax rate/area information to use as the default during order entry. Values are: Blank: The system uses the tax rate/area that is associated with the address book number for the supplier. 1: The system uses the default tax rate/area from the address book number for the Ship To address. The information that the system uses is located in the tax information section of the F0401 table. The system retrieves the tax explanation code from the Supplier address book number record in the F0401 table. Note. If this is the version that is being called from the Order Release program, then the tax information comes from the F0401 table and not from the original order.
8. Transaction Unit of Measure | Specify where the system locates transaction unit-of-measure information to use as the default during order entry. Values are: Blank: The system uses the purchasing unit of measure from the Item Master table (F4101). The transaction unit of measure directly relates to the number that you have entered for the Quantity processing option on the Purchase Order Entry form. 1: The system uses the primary unit of measure from the F4101 table as the default for the transaction unit of measure. If you select an item from a catalog in Purchase Order Entry, the unit of measure in the catalog overrides that value. If you have entered a value for the Unit of Measure processing option, you should not enter a value.
9. Landed Cost Rule | Specify the landed cost rule for the system to use on all orders that have been entered using this version. If you leave this processing option blank, the system uses the landed cost rule from the Ship To information that is stored in the JD Edwards EnterpriseOne Address Book system.
10. Header to Detail | Specify whether the system updates information in the detail lines when you change header information. Values are: Blank: You must use the Populate selection from the Form menu on the Order Header form to manually apply header to detail changes. 1: The system automatically loads header changes to the detail lines. Use the Define selection from the Form menu on the Order Header form to select which processing options on the Order Detail form to update. After you make changes to the header information, the Order Detail form appears. Click OK to record the changes that you have made on the Order Detail form. If you click Cancel, the changes are lost.
11. Work Order Status | Specify the new work order status when the purchase order quantity or promise date changes. This processing option pertains to purchase orders that have been created for outside operations by processing work orders with the Order Processing program (R31410). If you change the quantity or promise date after the system creates a purchase order, the system updates the work order status to the value that you have entered. If you leave this processing option blank, the system does not change the work order status.
12. Account Description | Specify where the system locates the account description to use as the default in order entry. Values are: Blank: The system retrieves the account description from the account that consists of the business unit, object, and subsidiary. 1: The system retrieves the account description from the account that consists of the business unit and the subsidiary. Typically, the account is a nonposting header account. Note. The object account is not used when the system retrieves the account description.
13. Line Sequence | Specify how the system assigns line numbers on a change order. Values are: Blank: The system assigns unique line numbers. When multiple change orders exist, the system assigns line numbers on a continual, incremental basis rather than starting over with line number sequencing for each change order. 1: The system starts the sequencing process over for each change order. The system also retains and increments the line number sequence within each individual change order. For the next change order, the system starts over with the line number sequencing.
14. Cost Rule Selection | Specify where the system locates default cost rule selection information to use as the default during order entry. Values are: Blank: The system uses the cost rule selection that is associated with the address book number for the supplier. The system retrieves the cost rule explanation code from the supplier address book number record in the F0401 table. 1: The system uses the default cost rule selection from the address book number for the ship to. Note. If this is the version that is being called from the Order Release program, then the cost rule information comes from the F0401 table and not from the original order.

Display

These processing options control the types of information that the system displays.

1. Suppress Closed Lines | Specify whether to suppress closed lines. Values are: Blank: Do not suppress 1: Suppress If you suppress closed or canceled lines, any line with a status of 999 does not appear in the detail area. However, the record for the line remains in the F4311 table.
2. Status Code Protection | Specify whether status codes can be changed. Values are: Blank: Status codes can be changed. 1: Status codes cannot be changed. You can review the codes, but you cannot change them. Regardless of the status code, the system protects the last and next status when you activate status code protection.
3. Order Type Protection | Specify whether order types can be changed. Blank: Order types cannot be changed. 1: The order type (also known as the document type) cannot be changed. You can review the order type, but you cannot change it.
4. Kit Display | Specify whether the system displays kit component lines or only the parent line. Values are: Blank: The system displays only the parent line; however, both the parent line and all component lines are written to the F4311 table. 1: The system displays kit component lines. You must first create the purchase order and then inquire upon the purchase order to display the kit component lines.
5. Cost Protection | Specify whether change costs can be changed. Values are: Blank: The cost fields appear on the form and can be overridden. 1: The costs appear on the form, but cannot be changed. 2: The system hides cost information. The Cost processing option does not appear, although the system still writes the cost information to the F4311 table. The system uses cost information from the cost tables as the default. Examples of the cost tables are the Item Cost table (F4105) and the Supplier Price/Catalog table (F41061). Which cost table the system uses for the default information depends on the way that the system is set up.
6. Detail Line Protection | Specify the next status at which detail lines are protected from being changed. The detail line is protected when the next status is greater than or equal to this status. If this processing option is left blank, the system does not protect detail lines from being changed.
7. Free Goods Catalog | Specify whether to display Free Goods Catalog warnings. Values are: Blank: Do not display. 1: Display.
8. Order Header Protection | Specify whether order header information is read-only or can be modified. Values are: Blank: Order header information can be modified. 1: Order header information is read-only.
9. Jargon and Header Business Unit | Specify whether to use financial AAIs or distribution AAIs. Additionally, the system uses this processing option to determine which description appears for the Business Unit field (MCU) that appears on the Order Header form and the Order Detail form. For example, if you leave this processing option blank, the MCU field displays the description Branch/Plant. Values are: Blank: Branch/Plant. 1: Job Uses the financial AAI CD, CT, or CR. 2: Project Uses distribution AAIs. 3: Business Unit
10. Account Protection | Specify whether the account number information is protected after the detail line has been partially received or vouchered. Values are: Blank: The account number information is not protected. 1: The account number information is protected.
11. Display Additional Properties Tab | Specify whether to enable the Additional Properties tab. This processing option controls the display of the Additional Properties tab in the Contract Header and Contract Detail forms. Values are: Blank: Disable. Do not display the Additional Properties tab. 1: Enable. Display the Additional Properties tab.
12. Display Category codes on Header Tab and Detail Grid | Specify whether to enable the Category Codes tab. This processing option controls the display of the Category Codes tab in the Contract Header and Contract Detail forms. This processing option also controls the display of the category codes in the detail grid. Values are: Blank: Disable. Do not display the Category Codes tab. 1: Enable. Display the Category Codes tab.
13. Enable Form Exit for Clauses | Specify whether to enable the Form Exit for Clause. Values are: Blank: Disable 1: Enable
14. Display Location and Lot fields for a Job or Project | Specify whether to display the Location and Lot fields in the grid for a job or project. This processing option is used in conjunction with the Jargon and Header Business Unit processing option on the Display tab. If the Jargon and Header Business Unit processing option is set to a value of 1 or 2, then this processing option is used. If the Jargon and Header Business Unit processing option is set to any value other than 1 or 2, then this processing option is not used. Values are: Blank: Do not display. 1: Display.
15. Address Book Field Required | Specify whether the Address Book 1 field, Address Book 2 field or both are required on the Additional Properties tab. This processing option is used in conjunction with the Display Additional Properties Tab processing option on the Display tab. If one or both of the address book fields are required, then the Display Additional Properties Tab processing option must be enabled. Values are: Blank: Not required. 1: Address Book 1 required. 2: Address Book 2 required. 3: Address Book 1 and Address Book 2 required.
16. Display Retainage Indicator | Specify whether to display the Retainage Indicator field in the Contract Header and Contract Detail forms. The field is display-only on the Contract Detail form. The Retainage Indicator field is a visual indication that the accounts payable clerk uses to verify whether retainage occurred on the invoice and whether to apply it to the voucher. Values are: Blank: Do not display 1: Display
17. Display Service Units | Specify whether to display the Service Quantity and Service UoM fields in the grid. This processing option is used in conjunction with line type constants. If the Procurement Allow Service Units option is selected on the line type constants, then service quantity and service UOM can be used. The Ordered Quantity and Service Quantity fields cannot be used together. Service quantity is a memo field and does not have any validation. Values are: Blank: Do not display 1: Display

Interfaces

These processing options specify enter interface information.

1. Business Unit Validation | Specify how the system validates the branch/plant. Values are: Blank: The system validates the branch/plant against the Business Unit Master table (F0006). Typically, you use this processing option when you are performing services expenditure purchasing. When you leave this processing option blank, the Ship To address-book number default value originates from the address book number in the F0006 table. You can access the F0006 table through the Revise Single Business Unit program. 1: The system validates the branch/plant against the Inventory Constants table (F41001). If you are performing stock purchasing, enter 1 for this processing option. When you enter 1< the system uses the address book number in the F41001 table as the default for the Ship To address book number.
2. PBCO Warning | Specify whether to issue a PBCO (Post Before Cutoff) warning. Values are: Blank: The system compares the general ledger date on the purchase order to the general accounting period for the company and business unit that are on the purchase order. The PBCO warning ensures that you are not recording purchases in a prior general accounting period. 1: Do not issue. Typically, you use this value when you are performing services or expenditure-type purchasing.
3. PACO Warning | Specify whether to issue a PACO (Post After Cutoff) warning. Values are: Blank: The system compares the general ledger date on the purchase order with the current period in the General Accounting Constants for the company and business unit that are on the purchase order. The PACO warning occurs when you try to create a purchase order with a general ledger date that exceeds two periods beyond the current general ledger period. 1: Do not issue.
4. Quantity Update | Specify which quantity processing option to update. Before you set this processing option, always check the way that you have defined availability in the Branch/Plant Constants program. Values are: Blank: Update the Quantity on PO field (alias PREQ). 1: Update the Quantity On Other POs field (alias OT1A) in the Item Branch table (F4102) or the Location table (F41021). Use this value when you are entering requisitions, quotes, blanket orders, or other order types for which you do not want to affect the current on-purchase order quantity.
5. Supplier Analysis | Specify whether to capture supplier analysis information. Values are: Blank: Do not capture supplier analysis information. 1: Record information such as item numbers, dates, and quantities for every purchase order in the Supplier/Item Relationships table (F43090). To make supplier analysis most effective, enter 1 for this processing option and set the processing options for the Purchase Order Receipts program (P4312) and the Voucher Match program (P4314) to capture the same information.
6. Edit Supplier Master | Specify whether to validate the supplier number against the Supplier Selection File table (F4330). Values are: Blank: Do not validate the supplier number. 1: Validate the supplier number.
7. Financial AAIs | Specify whether to use financial or distribution AAIs. Additionally, the system uses this processing option to determine which description appears for the Business Unit field (MCU) that appears on the Order Header form and the Order Detail form. For example, if you leave this processing option blank, the MCU field displays the description Branch/Plant. Values are: Blank: Branch/Plant 1: Job. The system uses the financial AAI CD, CT, or CR. 2: Project. The system uses distribution AAIs. 3: Business Unit

Processing

These processing options enable you to enter interface information.

1. New Supplier Information | Specify whether a user can add new supplier information through the Address Book Revisions program (P0101). Values are: Blank: The program does not access the Address Book Revisions program (P0101). 1: The program automatically accesses the Address Book Revisions program (P0101). A user can add a supplier as needed. Consider the security restrictions for the Address Book records. You may not want to provide all users with the ability to enter supplier address book records.
2. Order Templates | Specify whether to display order templates. Values are: Blank: Do not display 1: Automatically display If you set this processing option to automatically display available order templates and you access the Order Header form, the system displays the order templates before displaying the Order Detail form. If you access the Order Detail form first, the system displays the order templates when you move the cursor to the detail area for the first time.
3. Subsystem Printing | Specify whether to automatically print a purchase order using the subsystem. Values are: Blank: Do not print 1: Automatically print Note. You need to submit the version of the Purchase Order Print program (R43500) that is designated for subsystem processing.
4. Blanket Releases | Specify whether the system automatically processes blanket releases. Values are: Blank: The system does not automatically process blanket releases. 1: The system processes blanket releases for all branches or plants. 2: The system processes blanket releases for a specific branch/plant.
5. Header Display | Specify whether to display the Order Header form before the Order Detail form. Values are: Blank: Do not display the Order Header form. 1: Display the Order Header form.
6. Agreement Search | Specify how the system searches for agreements. This processing option applies only if you are using JD Edwards EnterpriseOne Procurement in conjunction with the JD Edwards EnterpriseOne Agreement Management system. Values are: Blank: The system does not search for agreements. 1: The system displays the agreement if only one agreement exists in the system. 2: The system searches for and displays all agreements. 3: The system searches for the agreement that has the earliest expiration date.
7. Base Order Protection | Specify whether base order information can be changed. The base order is the original contract or order. The base order detail lines are identified as change order number 000. Values are: Blank: The base order information can be changed. 1: The base order information cannot be changed.
8. Project/Job Validation | Specify whether the values for the branch/plant and general ledger account business unit must be the same. Values are: Blank: The values for the general ledger account business unit and the header business unit can be different. 1: The values for the general ledger account business unit and the header business unit (branch/plant, job, and so on) must be the same.
9. Exclusive Adjustment Hold | Specify whether you want to place the order on hold if you apply advanced pricing to the item and have chosen mutually exclusive adjustments for the item's adjustment groups.
10. Logs Entry Display | Specify whether the system automatically displays logs when you add an order or a contract. Values are: Blank: The system does not automatically display logs. 1: The system automatically displays logs.

Duplication

These processing options specify default information that the system uses for duplicate orders.

1. Duplicate Order Type | Specify the type of document. This UDC (00/DT) indicates the origin of the transaction. Document type codes are reserved for vouchers, invoices, receipts, and time sheets that create automatic offset entries during the post program. (These entries are not self-balancing when you originally enter them.) These prefixes have been defined for document types, and Oracle recommends that you do not change them: P: Accounts payable. R: Accounts receivable. T: Payroll. I: Inventory. O: Purchase order. J: General accounting/joint interest billing. S: Sales order processing. You must enter a value that has been set up in UDC table 00/DT.
2. Beginning Status Code | Specify the beginning status, which is the first step in the order process. You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type.
3. Next Status Code (Optional) | Specify the next step in the order process. You must use a UDC (40/AT) that has been set up on the Order Activity Rules form for the order type and line type.
4. Copy Selection | Specify the information that the system copies. Activate this processing option to copy line attachment text and order attachment text when generating quotes or requisitions into purchase orders. Values are: Blank: Copy no information. 1: Copy only line text. 2: Copy line text and order text. 3: Copy only order text.

Cross Ref

These processing options specify cross-reference codes.

1. Substitute Items and 2. Obsolete Items | Specify the default cross-reference code that the system uses for retrieving substitute items. The value that you enter is used as the default on the Substitute Item Search and Select form. If more than one substitute item exists, the system displays a check mark in the row header that is located in the detail area and an X in the Substitute Exists column.
3. Promotional Items | Specify the cross-reference code that the system uses to retrieve promotional items.

Order Inquiry

These processing options specify status and date information.

1. From Status Code and 2. Thru Status Code | Specify the first code and last code for order detail lines. Note. The system uses this status as the default on the Additional Selection form.
3. Last Status | Specify whether the system uses the last status or next status as the default for the from and thru status codes for the Open Order Inquiry program (P4310). Values are: Blank: The system uses the next status code. 1: The system uses the last status code.
4. Date | Specify which date the system checks to ensure that the date is within the date range. Values are: Blank: Requested Date 1: Transaction date 2: Promised date 3: Original promise date 4: Receipt date 5: Cancel date 6: General ledger date

Versions

These processing options control which version of various programs the system uses.

1. Supply/Demand Inquiry (P4021) | Specify which version the system uses when you are using the Supply/Demand Inquiry program.
2. Supplier Analysis (P43230) | Specify which version the system uses when you are using the Supplier Analysis program.
3. Supplier Master (P04012) | Specify which version the system uses when you are using the Supplier Master program.
4. PO Print on Demand (R43500) | Specify which version the system uses when you are using the Purchase Order Print On Demand program.
5. Item Availability Summary (P41202) | Specify which version the system uses when you are using the Item Availability Summary program.
6. Approval Review (P43081) | Specify which version the system uses when you are using the Approval Review program.
7. Receipt Routing (P43250) | Specify which version the system uses when you are using the Receipt Routing program.
8. Open Receipts (P43214) | Specify which version the system uses when you are using the Open Receipts program.
9. Revision Audit Summary (P4319) | Specify which version the system uses when you are using the Revision Audit Summary program.
10. Purchase Ledger (P43041) | Specify which version the system uses when you are using the Purchase Ledger program.
11. Open Order Inquiry (P4310) | Specify which version the system uses when you are using the Open Order Inquiry program.
12. Financial Status Inquiry (P44200) | Specify which version the system uses when you are using the Financial Status Inquiry program.
13. Inbound Transportation (P4915) | Specify which version the system uses when you are using the Inbound Transportation program.
14. Preference Profile (R40400) | Specify which version of the Preference Profiles program (P42520) the system uses to process orders based on preferences that are activated on the Preference Selection form. If you leave this processing option blank, the system uses ZJDE0001.
15. Configurator (P3210) | Specify which version the system uses when you are using the Configured Item Revisions program (P3210).
16. Blanket Release (P43216) | Specify which version the system uses with the Blanket Order Release program (P43060).
17. Logs Entry (P4305) | Specify which version the system uses with the Logs Entry program (P4305).
18. Requisition Self Service (P43E10) | Specify which version the system uses with the Requisition Self Service program (P43E10).

Currency

These processing options specify currency information.

1. Tolerance | Specify a currency tolerance limit percentage to ensure that the currency amount does not fluctuate by an amount greater than the tolerance percentage as compared with the Currency Exchange Rates table (F0015). If you work with multiple currencies, create a separate version of this program for each currency. The amount that you specify is currency-specific.
2. Currency Code | Enter a code to specify the currency in which to view as if amounts. This enables you to view domestic or foreign amounts in a currency other than the currency in which the amounts were originally entered. If you leave this processing option blank, the system displays as if amounts in the currency in which they were originally entered. Note. This works if currency amounts are stored in a temporary memory and are not written to a table.
3. As of Date | Specify an as of date for the as if Currency Code processing option. The system uses this date to retrieve the exchange rate from the F0015 table. If you specify a currency for the Currency Code processing option and leave this processing option blank, the system uses the system date. Note. A valid exchange rate between the domestic or foreign currency and the as if currency must exist in the F0015 table, based on the as of date.

Approvals

These processing options specify approval-processing information.

1. Route Code | Specify which code the system uses for approval processing. Blank: Do not perform approval processing. 1: Originator's address. 2: Originator's user profile. 3: Branch/plant route code. 4: Default locations route code.
2. Awaiting Approval Status | Enter the next status for the system to use when the order enters the approval route.
3. Approved Status | Enter the next status for the system to use when the order is automatically approved.
4. Reapprove Changed Lines | Specify the type of modification for which approval processing is activated for a purchase order line that has been approved. Values are: 1: Activate approval processing when any fields for the purchase order line have been modified. 2: Activate approval processing only when certain critical fields, which are activated through the Approval Fields Constants program (P43080), have been modified. 3: Activate approval processing when the standard critical fields have been modified.
5. Approval Hold Code | Specify a hold code that the system uses when placing the order on hold for the approval process. If you leave this processing option blank, the system does not place the order on hold.

Budgeting

These processing options specify budgeting information.

1. Budget Hold Code | Specify the hold code that the system uses for budget holds. After you enter a hold code, the system activates the budget-checking process. Budget checking ensures that when a detail line exceeds the budget for an account, the system places the entire order on hold.
2. Budget Ledger Type | Specify the ledger type that contains the budgets. If you specify a budget ledger type, the system retrieves only that budget ledger type. If you leave this processing option blank, the system retrieves all budget ledger types that were specified in the Ledger Type Master Setup program (P0025) and that are contained in the Ledger Type Master table (F0025).
3. Level of Detail | Specify the value (3 through 9) for the level of detail that the system uses during the budget checking process. If you leave this processing option blank, the system uses a default value of 9. Note. You can use this processing option with the processing option for level of detail accumulation.
4. Budget Total Method | Specify the method by which the system calculates the budget. Values are: Blank: The system uses the job cost budget calculation method 1: Job cost budget: (Original budget) + (period amounts for the current year) + (prior year postings) 2: Standard financial budget: (Sum of period amounts for the current year) 3: Standard financial spread: (Original budget) + (period amounts for the current year)
5. Period Accumulation Method | Specify the time period to use when accumulating the budget. Values are: Blank: Use the total annual budget to accumulate the budget. 1: Accumulate the budget through the current period.
6. Tolerance Percentage | Specify the percentage by which the detail line amount can exceed the budget before the system places the order on budget hold.
7. Hold Warning | Specify whether the system displays a warning message about detail line amounts that exceed the budget. Values are: Blank: The system does not display a warning, but it does place the order on hold. 1: The system displays a warning and places the order on hold. 2: The system displays a warning, but it does not place the order on hold.
8. Budget Accumulation Level of Detail | Specify whether the system uses the value for the Level of Detail processing option (located on the Budgeting tab) to accumulate budget amounts. Values are: Blank: The system uses the value for the Level of Detail processing option. 1: The system accumulates budget amounts starting from the level of detail that has been specified for the purchase order detail line up to the value for the Level of Detail processing option.
9. Exclude Subledger/Type | Specify whether the system excludes the subledger and subledger type when validating the budget information. Values are: Blank: The system includes the subledger and subledger type. 1: The system excludes the subledger and subledger type. The system calculates the total of budgets for all subledgers for the detail line account to determine whether the line exceeds the budget.
10. Job Cost Account Sequence | Specify the job cost account sequence that the system uses for budgeting. Values are: Blank: The system uses the standard account sequence (for example, cost center, object, and subsidiary). 1: The system uses the job cost sequence (for example, job, cost code, and cost type).
11. Include Taxes | Specify whether to include taxes for taxable lines in budget calculations. Values are: Blank: Do not include taxes. 1: Include taxes.

Interop

These processing options specify interoperability information.

1. Purchase Order Before / After Image Processing | Specify whether the system captures a record of a transaction before the transaction was changed or whether the system captures records of a transaction before and after a transaction was changed. Blank: The system captures a record of a transaction after the transaction was changed. 1: The system captures one record of the transaction before it was changed and one record after it was changed.
2. Purchase Order Transaction Type | Specify a transaction type for the export transaction. If you leave this processing option blank, the system does not perform export processing.
3. Work Order Before / After Image Processing | Specify whether the system writes the before image for the work order header. Values are: Blank: The system does not include the image. 1: The system includes the image.
4. Work Order Transaction Type | Specify the default transaction type for the work order header that the system uses when processing export transactions. If you leave this processing option blank, the system does not perform export processing.

Order Revision

These processing options control revisions to orders.

1. Revision Tracking | Specify whether to allow revisions to an order. Values are: Blank: Do not allow revision. 1: Allow revisions to existing orders only. 2: Allow revisions to an existing order as well as the addition of new lines to the order.
2. Next Status | Specify the next status code at which the system begins tracking order revision audit information. The system does not record revisions to detail lines if the statuses of the lines precede the status code. The system stores revision information in the F43199 table. You can access this table through the Order Revision Inquiry program (P4319).
3. Text Entry | Specify whether the system enables you to enter text when you are entering a revision. Values are: Blank: The system does not enable. 1: The system enables.

Self-Service

This processing option specifies whether the system activates self-service functionality.

1. Supplier Self-Service | Specify whether to activate Supplier Self-Service for use in a Java/HTML environment. This functionality enables suppliers to view their orders online. Values are: Blank: Do not activate. 1: Activate.

Matrix

This processing option specifies the parent that the system processes.

1. Inventory Parent | Specify whether to display the Matrix Order form when you are working with a matrix parent item. If you enter a matrix parent item on the order detail and the Matrix Order form is not displayed, the parent item is treated as an inventory item instead of a matrix parent. Values are: Blank: Display. 1: Do not display.

Workflow

These processing options specify how the system processes workflow information.

1. Price Changes Notify, 2. Planned Delivery Date Changes Notify,3. Quantity Changes Notify. and4. Order Hold Notify | Specify the recipient of the email that the system automatically sends when the unit cost/lump sum changes on the order. Values are: Blank: Do not send the email. 1: The purchase order originator. 2: The project manager (ETO only). 3: The buyer. 4: The purchase order originator, the project manager (ETO only), and the buyer.

Transfer Order

These processing options specify how the system processes transfer orders.

1. Create Item Branch Record if one does not exist for the receiving B/P when Entering a Transfer Order | Specify transfer orders to determine whether the system creates an item branch record if one does not already exist in the receiving branch/plant.
2. Project Transfer Order Line Type | Specify the line type that the system uses for the purchase order that is created from a sales transfer order. Ensure that the line type has been defined with an inventory interface of C by accessing the Line Type Constants program (P40205). When the line type has an inventory interface of C, the system performs financial commitments for purchase orders that are associated with the JD Edwards EnterpriseOne Engineer to Order system.

### Entering Subcontract Order Header Information

This section provides an overview of subcontract order header information and discusses how to:

- Enter origin information and delivery instructions for an order.

- Enter dates for an order.

- Enter tax information for an order.

- Enter reference information for an order.

See Also

Setting Up Procurement Constants

#### Understanding Subcontract Order Header Information

To generate an order, you must provide information about the supplier, or subcontractor, who is to fill the order, the branch/plant that is requesting the order, and the shipping address for the order. This information is called order header information.

The header information that you enter determines how the system processes the order. For example:

- Subcontractor information determines the address to which the order is sent, the payment terms for the order, and so forth.

- Origination information determines the business unit that is accountable for the order and the address to which the services are to be delivered.

- Tax information determines how the system calculates taxes for the order.

Header information also includes the date that the order is placed, the date that the order is due, and reference information, such as the user entering the order.

Using the processing options for Order Entry, you can display a header form before the detail form. Depending on how you set the processing options, certain fields can appear on the header form. If you choose to bypass the header form, you must enter limited header information on the detail form. Based on the supplier and branch/plant that you enter, the system applies default values to the fields on the header form.

If you purchase goods or services from international suppliers or subcontractors, you might need to enter order amounts in different currencies, such as Canadian dollars (CAD), Japanese yen (JPY), or euros (EUR). Before you can do this, you must enter these types of information on the header form:

- Whether the supplier or subcontractor uses a foreign currency.

- The type of currency that the supplier or subcontractor uses (which is supplied by default from the Supplier Master Information form).

- The base currency for the company.

- The exchange rate for the currency (one of the predefined rates from the Multi-Currency Processing system).

To use approval processing, which requires that orders be approved before continuing through the procurement or subcontract management cycle, you can set the approval processing options for Order Entry. If you use approval processing, the name of the approval route appears on the header form. Verify that the name of the approval route is correct when you set the processing options, because you cannot change the name after you enter an order.

See Creating an Approval Route.

To enter a special order, such as a requisition, blanket order, or quote order, you use a combination of processing options, order activity rules, and line types in the order entry program.

See Working with Requisitions.

See Working with Blanket Orders.

Ship To Addresses and Delivery Instructions

You generate an order for a specific branch/plant, business unit, project, or job within the company. In most instances, goods are shipped to the same branch/plant that requests the order. However, you might want to ship the goods to another location. You must specify the branch/plant, business unit, project, or job for which you are placing an order. When you enter a branch/plant, the system retrieves the ship-to address from Branch/Plant Constants, provided that the ship-to address exists in the address book. If you want to ship the order to a different shipping address, you can override the ship-to address number.

You can enter instructions for the delivery of an order. For example, you can specify that goods be delivered to a certain dock at the warehouse. You can have the system retrieve default delivery instructions that are set up for the ship-to address in the Supplier Master table (F0401).

Order Dates

When you enter an order, you might request that the subcontractor complete work by a specific date. If the subcontractor cannot complete work by the date you request, you can specify the date that the subcontractor promises to complete the work. In addition, you can specify the date that you originated the contract and the date that the contract expires.

Tax Information

In most business environments, you are required to pay taxes on the items that you purchase. You can have the system calculate taxes for an order based on the tax information that you enter for the order.

The system provides default values for tax fields based on the master information that you have set up for the supplier. You can use the Purchase Orders program (P4310) processing options to specify that the system retrieve the default value for the tax rate area from the master information for the ship-to address.

If you are using the Vertex® Sales Tax Q Series in conjunction with the JD Edwards EnterpriseOne software, the system retrieves default GeoCodes to determine the tax rate to apply to the order.

See Understanding Vertex Sales Tax Q Series.

Assuming that an order has more than one item, you can change tax information to accommodate each item or service. Then taxes are applicable for the item or service only if you have specified that the detail line is taxable.

See Entering Tax Information for a Detail Line.

#### Forms Used to Enter Subcontract Order Header Information

Form Name | FormID | Navigation | Usage
Contract Header | W4310B | Subcontract Processing (G43D11), Enter Subcontract Orders On the Work With Contract Detail form, click Add. Or on the Work With Contract Detail form, select an existing order and click Select. The Contract Header form appears if you have set the processing options to display header information prior to detail information. | Enter origin information and delivery instructions for an order. Enter dates for an order. Enter tax information for an order. Enter user-defined values for additional properties and category codes. See Entering Order Header Information.
Clauses | W4310K | Select Clauses from the Form menu on the Contract Header form. | Specify the print message clauses that are associated with a subcontract order.
Order Header - Additional Information | W4310H | Select Additional Info from the Form menu on the Contract Header form. | Enter reference information for an order. The reference information is primarily for informational purposes. Enter delivery instructions for an order or enter reference information, such as a confirmation number, document number, job number for the order, or miscellaneous notes to be printed on the order. View supplier classification codes. See Entering Additional Order Header Information.
Order Header - Additional Information II | W4310M | Subcontract Processing (G43D11), Enter Subcontract Orders On the Work With Contract Detail form, click Add. On the Contract Detail form, select Additional Info from the Form menu. | View supplier classification codes. See Entering Additional Order Header Information.

#### Entering Origin Information and Delivery Instructions for an Order

Access the Contract Header form.

To enter origin information and delivery instructions for an order:

1. Complete the Subcontractor, Job, and Ship To fields.

2. From the Form menu, select Additional Info to access the Order Header - Additional Information form.

3. On the Order Header - Additional Information form, complete the Delivery Instructions Line 1 field and click OK.

4. On the Order Header form, click OK.

5. On the Work With Order Details form, click Cancel.

#### Entering Dates for an Order

Access the Contract Header form.

Order Date | Enter the date that an order was entered into the system. This date determines which effective level the system uses for inventory pricing.
Requested | Enter the date that an item is scheduled to arrive or that an action is scheduled for completion.
Promised Delivery | Enter the promised shipment date for either a sales order or a purchase order. The supply and demand programs use this date to calculate available-to-promise information. This date can be automatically calculated during sales order entry. This date represents the day that the item can be shipped from the warehouse.
Cancel Date | Enter the date that the order should be canceled if the goods have not been sent to the customer or the goods have not been received from the supplier. This is a memo-only processing option and does not cause the system to perform any type of automatic processing. If a line on a sales order is canceled in Sales Order Entry, this processing option is updated with the date that the line was canceled.

Note. If you do not enter an order date, a requested date, or a promised delivery date, the system enters the current system date.

#### Entering Tax Information for an Order

Access the Contract Header form.

Tax Expl Code (tax explanation code) | Enter a hard-coded UDC (00/EX) that controls the algorithm that the system uses to calculate tax and general ledger distribution amounts. The system uses the tax explanation code in conjunction with the tax rate area and tax rules to determine how the tax is calculated. Each transaction pay item can be defined with a different tax explanation code.
Tax Rate/Area | Enter a code that identifies a tax or geographic area that has common tax rates and tax authorities. The system validates the code that you enter against the Tax Areas table (F4008). The system uses the tax rate area in conjunction with the tax explanation code and tax rules to calculate tax and general ledger distribution amounts when you create an invoice or voucher.
Certificate | Enter the number that tax authorities issue to tax-exempt individuals and companies to identify their tax-exempt status.

Note. You can override the tax information when you enter the purchase order or match it to the voucher.

#### Entering Reference Information for an Order

Access the Order Header - Additional Information form.

Reference | Enter a value to record reference numbers, such as the supplier's bid document number, quote document, sales order, work order, or job number.

### Entering Subcontract Order Detail Information

This section provides an overview of subcontract order detail information, lists prerequisites, and discusses how to:

- Enter detail lines by account number.

- Enter tax information for a detail line.

- Enter discount terms for a detail line.

- Enter change orders.

- Copy change orders.

- Duplicate an order.

#### Understanding Subcontract Order Detail Information

After you enter header information for a contract, such as the subcontractor to fill the order and the branch/plant requesting the order, you must enter information about each service that you want to procure on the Order Detail form. For each service within a contract, you must enter a line of detail that describes:

- The service that you want to procure.

- The quantity that you want to procure.

- The cost of the service.

In the JD Edwards EnterpriseOne Subcontract Management system, you use the general ledger account number method to enter order detail lines.

If you purchase goods or services for internal use or for use on a certain job or project, you can enter detail lines by account number, item number, or both.

If the subcontractor has an internet home page set up with items or services that it offers, you can preview that information in the electronic catalog before entering the order detail information. On the Order Detail form, you can use a Form menu selection to preview supplier or subcontractor information.

The system provides default values for detail lines based on the header information on an order. You can add and change the information for each detail line based on what is relevant to the process. You also can attach notes or narrative text to each detail line.

You can enter tax information for each detail line to have the system calculate taxes on the goods or services that you are purchasing. If the supplier provides a discount on the order, you can enter the terms of the discount. By assigning reporting codes to a detail line, you can group items for reporting purposes.

If the supplier or subcontractor uses a currency that is different from the company's base currency, you must enter costs in the foreign currency.

You can replace an existing item on a detail line with a substitute or replacement item. For example, if the supplier is out of the item that you entered on a detail line, you can review a list of alternative items and select a replacement item.

For an existing order, you can use the Order Detail form to review summary information such as items, account numbers, order quantities, prices, extended volumes and weights, total tax amount, and total currency amount.

You might need to cancel a detail line if you no longer want to purchase the services that the line contains. When you cancel a line, the system closes the line and assigns it a last status of 980 (canceled order entry) and a next status of 999, which indicates that the purchasing process for the line is complete. If you want the closed line to appear when you are reviewing the order, you can set the processing options for Order Entry. If you want the closed line to be deleted from the system, you must run a purge.

The system provides four grid formats as tabs on the Order Detail form. Each tab displays the columns in the detail area of the form in a different order. In this book, the stock-based environment and forms are displayed as examples.

When you enter contract detail lines that have an inventory interface of A or B, you can use the Account Distribution Entry program (P4316) to distribute by percentages, amounts, or quantities among multiple accounts.

Note. If you have selected the Project and Gov Contract Accounting Used option in the Service Billing Constants program (P48091), then the system enables the Job Typ field.

See Entering Detail Lines by Item Number.

See Entering Contract-Specific Labor Categories for Subcontract Management.

Tax Information

You can enter tax information that is specific to a detail line. This tax information determines whether taxes apply to the items or services on the detail line, and how the system calculates the taxes.

The system retrieves default tax information for each detail line based on the tax information that you entered for the order. If tax information for the detail line differs from that for the rest of the order, you can change the tax information to accommodate the detail line.

If you are using the Vertex® Sales Tax Q Series system in conjunction with the JD Edwards EnterpriseOne software, the system retrieves default GeoCodes to determine the tax rate to apply to the order.

Discount Terms

You can enter discount terms on a detail line to have the system calculate a discount on the services that you purchase. For example, a subcontractor might offer a 10 percent discount on certain services.

You can enter a specific discount factor for a detail line. The system enters a cost for the service on the detail line based on the discount factor. For example, to specify a 10 percent discount for a service, you enter a discount factor of 0.90. If the unit cost for the item is usually 10.00, the system enters a unit cost of 9.00.

You can also specify a discount for a service based on a price rule. The system applies a discount to the unit cost of the service based on the discount that is set up for the price rule. The system retrieves a default price rule for a service if:

- You have attached a price rule to branch/plant information for the service.

- You have attached the price group to the subcontractor from whom you are purchasing the service.

Reporting Codes

You might want to group detail lines with similar characteristics so that you can generate reports based on the group. For example, you can group all detail lines for electrical services so that you can produce a report that lists open order information for electrical services. To group detail lines, you assign reporting codes to each line. The reporting codes are default codes that are associated with the classification codes for an item on the Item/Branch Plant Info form.

Five categories of reporting codes are available for purchasing and subcontracts. Each category represents a specific group of codes. For example, you might have a category for commodities. Within this category would be different codes, each of which represents a specific type of commodity, such as aluminum or copper.

Change Orders

You can change commitment details after you enter them by creating a change order, which updates the commitment information and creates a record of changes to the order. For example, to increase the committed amount for an order by 100, you enter a change order for 100.

You can set the Display and Process processing options for Order Entry to specify whether you can change original commitment information by line item or whether you must enter a change order.

The system maintains a record after you make a change. After you enter change order information, you can enter descriptive text for each line item of the contract.

Note. If you are using the JD Edwards EnterpriseOne Advanced Pricing system in conjunction with the JD Edwards EnterpriseOne Procurement system, change orders are not priced with adjustment schedules.

Account Numbers for Detail Lines

If you work in an environment in which you purchase services for internal use or for use in a certain job or project, you can charge contracts against general ledger account numbers. You enter a detail line for each account number against which you are purchasing. This enables the general ledger to reflect expenses by job or project.

When you enter detail lines by account number, you can have the system perform commitments.

You determine how the system processes information on each detail line. For example, you can require that the system process a line based on both an account number and an item number. You must enter a line type for each detail line to indicate how the transaction works with other systems.

If you are making an account-based entry, you must enter an inventory interface of A or B.

If you are entering a lump sum for a detail line, you must enter an inventory interface of A or N.

An example of how the detail line information that you enter affects other systems is general ledger information. The system tracks purchasing expenses in the general ledger based on the general ledger class code that you enter for a detail line. The general ledger class code determines the received not vouchered account to which the system applies a credit if you enter a formal receipt.

Order Duplication

To avoid having to enter the same information for multiple orders, you can duplicate an order. You can also duplicate an order to create a new type of order from an existing order, for example, to create an order from a requisition. You cannot duplicate orders on hold.

You can also duplicate an order to create a certain type of order from the original order. You set the processing options for Order Entry to specify the order type code for the duplicate orders. For example, you enter the order type code for purchase orders (usually OP) if you want the system to create a purchase order every time you duplicate a requisition. You must also specify the status codes for detail lines on the duplicate order, and you must indicate whether the system duplicates notes that are attached to the original order.

Note. If the source contract order has service units, then the duplicate order also has service units irrespective of the processing option.

See Setting Processing Options for Enter Subcontract Orders (P4310).

See Entering Detail Lines by Account Number.

Service Units for A/P Matching

You can perform lump sum processing for services contract order lines that have an inventory interface of A or B only. Lump sum processing provides the ability to identify and enforce the basis for the matching that is required for accounts payable (A/P) by line item (such as dollars, hours per unit, or unit price). Thus, you can enter units on a service line but perform vouchering based upon the extended amount and use only the quantity for recording.

You use the Service Quantity and Service UoM fields to enter service units for informational purposes (memo only). The service units enable you to have quantity and units of measure on an order with no logic for any calculations. The system does not validate against the values and any changes to these fields do not cause any recalculation of the extended amount.

In all respects, the line is treated as a pure account-based line with all interfaces to commitments, receipts, voucher match, and other programs that work with that line. The system bypasses the validation of units entered during voucher match and matches on amount only. You can add service units at voucher match even if services units were not added at contract entry. Commitments are made and relieved only when changes are made to the extended amount field. Thus, service unit information will flow to the general ledger record but have no bearing on the commitment process.

Service units are passed to the Account Ledger (F0911), P.O. Detail Ledger File (F43199), and Account Balances (F0902) tables when the system is writing entries.

To activate service units, select the Procurement Allow Service Units option on the Line Type Constants Revisions form. The system validates that the service units field is selected for noninventory interfaces A and B only. Also set the Display Service Units processing option on the Display tab of the P4310 processing options.

If the processing option is set, the Service Quantity and Service UoM fields appear on the Contract Detail form (W4310A). Although both the Service Quantity and Original Quantity fields are shown on the Contract Detail form, you cannot use both fields for a line.

When the system updates the P.O. Detail Ledger File table (F43199) to create the purchase order ledger for commitment, service units do not affect regular units.

Note. Purchase orders that are not created directly in P4310, such as transfer orders, direct ship orders, and order generation programs, do not provide access to the Service Quantity and Service UoM fields. When the order is generated, you can access the order in P4310 to enter values in these fields.

Additionally, sourcing using the Analyze Event program (P43Q50) does not handle service unit fields.

If the Display Service Units processing option on the Display tab of the P4310 program is selected, then the Service Quantity and Service UoM fields appear on the PO Multiple Account Distribution form (W4316A).

See Setting Processing Options for Enter Subcontract Orders (P4310).

See Entering Detail Lines by Account Number.

#### Prerequisites

Before you complete the tasks in this section:

- Set the Order Entry processing options to have the system enter a current status code and a next status code for each detail line. These codes determine the next process that the detail line goes through in the subcontract management process.

- Set the Order Entry processing options to indicate the method by which the system updates detail lines with changes to header information. If you do not set the processing options to automatically update the header information, you must do so manually on the Order Header form by selecting Header To Detail/Define from the Form menu, which enables you to specify which fields to update, and then Header To Detail/Populate from the Form menu.

#### Forms Used to Enter Subcontract Order Detail Information

Form Name | FormID | Navigation | Usage
Work With Contract Detail | W4310G | Subcontract Processing (G43D11), Enter Subcontract Orders | Enter change orders by selecting existing subcontract orders for modification. Copy change orders. Duplicate an order.
Contract Detail | W4310A | On the Work With Contract Detail form, click Add. If you have set the processing options to bypass the header form, the Order Detail form appears. Otherwise, you must enter header information on the Order Header form before you can proceed to the Order Detail form. | Enter detail lines by account number. Enter detail information about each service that you want to procure. Enter user-defined values for additional properties and category codes. See Entering Order Header Information.
Clauses | W4310K | Select Clauses from the Form menu on the Contract Detail form. | Specify the print message clauses that are associated with a subcontract order.
Order Detail - Page I | W4310F | On the Contract Detail form, complete the Job and Supplier fields, and then select a detail line and select Additional Info 1 from the Row menu. | Enter tax information and discount terms for a detail line.
Order Detail - Page II | W4310E | On the Contract Detail form, complete the Job and Supplier fields, and then select a detail line and select Additional Info 2 from the Row menu. | Enter reporting codes for a detail line.
Order Header - Additional Information II | W4310M | Select Additional Info from the Form menu on the Contract Detail form. | View supplier classification codes. See Entering Additional Order Header Information.

#### Entering Detail Lines by Account Number

Access the Contract Detail form. Select the Line Defaults tab.

Account Number | Enter a value that identifies an account in the general ledger. Use one of these formats to enter account numbers: Standard account number. Third general ledger number. Account ID number. The number is eight digits long. Speed code. This is a two-character code that you concatenate to the AAI item SP. The first character of the account number indicates its format. You define the account format in the General Accounting constants.
Subsidiary | Enter a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.
Obj Acct (object account) | Enter the portion of a general ledger account that refers to the division of the cost code into subcategories. For example, you can divide the cost code for labor into regular time, premium time, and burden. If you use a flexible chart of accounts and the object account is set to six digits, Oracle recommends that you use all six digits. For example, entering 000456 is not the same as entering 456 because if you enter 456 the system enters three blank spaces to fill a six-digit object.
Tr. UoM (transaction unit of measure) | Enter a UDC (00/UM) that indicates the quantity in which to express an inventory item (for example, CS or BX).
Unit Cost | Enter the price charged for the unit of measure in the adjoining processing option. Use these processing options, for example, if the primary unit of measure is EA, but you typically use a list price per box.
Extended Cost | Enter a value that is equal to the number of units multiplied by the unit price.
Pu. UoM (purchasing unit of measure) | Enter a code that identifies the unit of measure in which you usually purchase the item.
Ln Ty (line type) | Enter a code that controls how the system processes lines on a transaction. Line type controls the systems with which the transaction interacts, such as General Accounting, Job Cost, Accounts Payable, Accounts Receivable, and Inventory Management. It also specifies the conditions under which a line prints on reports, and it is included in calculations. Codes include: S: Stock item J: Job cost N: Nonstock item F: Freight T: Text information M: Miscellaneous charges and credits W: Work order
Sub Type (subledger type) | Enter a UDC (00/ST) to use with the Subledger field to identify the subledger type and how the system performs subledger editing. On the UDCs form, the second line of the description controls how the system performs editing. This is either hard-coded or user-defined. Values include: A: Alphanumeric field; do not edit. N: Numeric field; right-justify and zero fill. C: Alphanumeric field; right-justify and blank fill.
Subledger | Identifies a detailed auxiliary account within a general ledger account. A subledger can be an equipment item number or an address book number. If you enter a subledger, you must also specify the subledger type.
Last Status | Enter a code specifying the last step in the processing cycle that this order line has successfully completed.
Next Status | Enter a UDC indicating the next step in the order flow of the line type.
Effective Date | Enter a date that identifies the financial period to which the transaction is to be posted. The company constants specify the date range for each financial period. You can have as many as 14 periods. Generally, period 14 is used for audit adjustments. The system validates this processing option for PBCO, PYEB, PACO, and WACO messages.
G/L Offset (general ledger offset) | Enter the general ledger offset account for the commitment line or pay item. The default is supplied from the Address Book Supplier Master table (F0401). If no general ledger offset account is specified in the table, the general ledger offset account is the value in the PC AAI for trade accounts payable or contracts payable.
Service Quantity | Enter a value that represents the number of units committed for a nonstock item or service line on a purchase order. This field has no relation with unit cost to calculate the extended cost. If service units are used, the Quantity Ordered field on the Order Detail form in the JD Edwards EnterpriseOne Procurement system cannot be used.
Service UoM (service unit of measure) | Enter a value from UDC 00/UM that specifies the unit of measure for the quantity committed for a non-stock item or service line on a purchase order.
Lot/Serial | Enter a number that identifies a lot or a serial number. A lot is a group of items with similar characteristics.
Location | Enter the area in the warehouse where you receive inventory. The format of the location is user-defined and you enter the location format for each branch/plant.

Note. You can click the Search button in the Tr. UoM field and the Pu. UoM field to access the Unit of Measure Lookup form, where you can select from a list of valid units of measure for the item that you are entering on the purchase order.

See Also

Reviewing Journal Entries for Receipt Transactions

Setting Up AAIs

#### Entering Tax Information for a Detail Line

Access the Order Detail - Page I form.

Taxable | Enter a code that indicates whether the item is subject to sales tax when you purchase it. The system calculates tax on the item only if the supplier is also taxable.
Expl Code (explanation code) | Enter a hard-coded UDC (00/EX) that controls the algorithm that the system uses to calculate tax and general ledger distribution amounts. The system uses the tax explanation code in conjunction with the tax rate area and tax rules to determine how the tax is calculated. Each transaction pay item can be defined with a different tax explanation code
Rate/Area | Enter a code that identifies a tax or geographic area that has common tax rates and tax authorities. The system validates the code that you enter against the Tax Areas table (F4008). The system uses the tax rate area in conjunction with the tax explanation code and tax rules to calculate tax and general ledger distribution amounts when you create an invoice or voucher.

See Also

Understanding Vertex Sales Tax Q Series

#### Entering Discount Terms for a Detail Line

Access the Order Detail - Page I form.

Discount Factor | Enter the factor that the system applies to the unit price of an inventory item to determine the net price. The system retrieves this value from the inventory pricing rules if you have assigned a rule to this item. The pricing rule setup determines whether the system multiplies the unit price by this value or adds to or deducts from the unit price.
Item Price Group | Enter a UDC that identifies an inventory price group for an item. Inventory price groups have unique pricing structures that direct the system to incorporate discounts or markups on items on sales and purchase orders. The discounts or markups are based on the quantity, currency amount, or weight of the item ordered. When you assign a price group to an item, the item takes the same pricing structure defined for the inventory price group. You must assign an inventory price group to the supplier or customer, as well as to the item, for the system to interactively calculate discounts and markups on sales orders and purchase orders.
Pricing Cat. Level (pricing category level) | Enter a pricing category or price rule, whichever can contain a variety of levels. Within each price rule, each level is defined by its effective date range and allowed quantity, and whether it is based on the item's cost, price, or an amount specified as an override.
Adjustment Schedule | Enter a UDC (40/AS) that identifies a price and adjustment schedule. A price and adjustment schedule contains one or more adjustment types for which a customer or an item might be eligible. The system applies the adjustments in the sequence that you specify in the schedule. You link customers to a price and adjustment schedule through the customer billing instructions. When you enter a sales order, the system copies the schedule attached to the sold to address into the order header. You can override this schedule at the detail line level. For JD Edwards EnterpriseOne Agreement Management, this is the Agreement Penalty Schedule. The information in the Agreement Penalty Schedule provides the system with the criteria for an agreement to have penalty conditions.

See Also

Creating Price Discount Rules for Purchasing

Attaching Price Discount Rules to Items and Suppliers

#### Entering Change Orders

Access the Work With Contract Detail form.

To enter change orders:

1. Select the order to which you want to add a change order.

2. Select Change Orders, and then select Add Change Order from the Row menu.

3. On the Contract Detail form, complete the fields as required, and click OK.

   Change Order | Enter the change order number of the contract. The default change number of the original base contract is 000. Each time that you add a change order, the system automatically increments the number by 1. Change order number 1 has a value of 001, change order number 2 has a value of 002, and so forth.

See Also

Adding Classification Codes to Items

#### Copying Change Orders

You can copy a change order and then modify it to suit the needs. This feature saves you time when you have similar change orders for many orders.

Access the Work With Contract Detail form.

To copy a change order:

1. Select the order for which you want to copy a change order.

2. Select Change Orders, and then select Copy Change Order from the Row menu.

3. On Contract Detail, complete the Quantity Ordered, Unit Cost, and Extended Cost fields, as required, and then click OK.

   Note. If you want to add a new line to the order, you must first scroll through all existing detail lines to the first blank line to ensure that the system assigns the correct number to each detail line.

See Also

Setting Up Commitments

#### Duplicating an Order

Access the Work With Contract Detail form.

To duplicate an order:

1. Select a detail line for the order that you want to duplicate.

2. Click Copy.

3. On the Order Detail form, change the order dates and other information as necessary.

   Note. If you want to add a new line to the order, you must first scroll through all existing detail lines to the first blank line to ensure that the system assigns the correct number to each detail line.

4. Click OK.

Note. If you copy a subcontract order that has values in the retainage indicator, additional properties, and category codes user-defined fields, then the duplicate subcontract order will also have values in these fields irrespective of the processing options.

See Entering Order Header Information.

### Working with Orders on Hold

This section provides an overview of order holds, lists prerequisites, and discusses how to enter order holds.

See Also

Working with Budgets

#### Understanding Order Holds

You can place an order on hold to prevent it from being processed. You might place an order on hold for these reasons:

- You have yet to settle prices and terms with the subcontractor.

- You are not sure whether you want to use the subcontractor.

- The order exceeds the budget.

You cannot print or receive orders on hold. You must release the hold to continue processing the order. To release an order on hold, you must have the correct password.

Two types of order holds are available: budget holds and regular holds. Budget holds are for orders that exceed the budget. Regular holds are for all other holds.

To have the system process an order that has been put on hold, you must release the hold. You can review all holds on a certain order and select the holds that you want to release.

For budget holds, you can review the budget before releasing budget hold orders by accessing Trial Balance/Ledger Comparison from the Release Held Orders (Budget) program.

Note. You cannot use Release Held Orders (Budget) to release an order on budget hold if the order is assigned an approval route. In that case, you must use the Approval Review program to approve and release the order.

#### Prerequisites

Before you complete the tasks in this section:

- Set up hold codes.

- Assign a responsible individual to each hold code.

See Setting Up Order Hold Information.

#### Forms Used to Work with Orders on Hold

Form Name | FormID | Navigation | Usage
Contract Header | W4310B | Subcontract Processing (G43D11), Enter Subcontract Orders On the Work With Contract Detail form, click Add. Or on the Work With Contract Detail form, select an existing order and click Select. The Contract Header form appears if you have set the processing options to display header information prior to detail information. | Assign a hold code to an order.
Contract Detail | W4310A | On the Work With Contract Detail form, click Add. If you have set the processing options to bypass the header form, the Contract Detail form appears. Otherwise, you must enter header information on the Contract Header form before you can proceed to the Contract Detail form. | Assign a hold code to an order.
Supplier Master Revision | W04012A | Supplier Management (G43A16), Purchasing Instructions On the Work With Supplier Master form, select a supplier and click Select. Select the Purchasing 1 tab. | Assign a hold code to a subcontractor.
Work With Held Orders | W43070A | Order Generation/Approve/Release (G43D13), Release Held Orders | Release order holds.
Password Confirmation | W43070B | On the Work With Held Orders form, select the order detail line for which you want to release the hold and click Select. | Enter the password that is required to release an order hold.

#### Entering Order Holds

You can put an order on hold in one of three ways:

- Assign a hold code to the order on the order entry form.

- Assign a hold code to a subcontractor on purchasing instructions so that each time you enter an order for the subcontractor, the system assigns the hold code to the order.

  See Defining Supplier Purchasing Instructions.

- Specify a budget hold code in the processing options for the Purchase Orders program (P4310).

  If budget checking is activated, the system assigns the hold code to orders when detail lines exceed budget.