Managing Purchasing for a Supplier Contract Using Contract Fulfillment

This demonstration shows how to create contract fulfillment lines in a supplier contract and use those fulfillment lines to initiate a purchase order in an integrated purchasing application.

This is the final in a series of related demonstrations that use the example of a contract to purchase desktop computers and related installation services. These cover:

∙ Creating a supplier contract

∙ Entering supplier contract details

∙ Entering supplier contract lines

∙ Reviewing contract terms and running Contract Expert

∙ Checking for deviations from standards and submitting a supplier contract for approval

∙ Managing purchasing for a supplier contract using contract fulfillment

Steps:

1. Begin by navigating to the Lines tab.

   Step 1

2. This contract has two lines.

   Step 2

3. One to purchase 40 Sentinel Deluxe Desktops.

   Step 3

4. The second to purchase the installation services for those computers.

   Step 4

5. You want to include both of these contract lines in the purchase order, so you will create a fulfillment line for each contract line.

    

   If you use the Autocreate Fulfillment Lines action, you will automatically copy over all the appropriate information from the contract lines.

   Step 5

6. This action is available on the Actions menu on the Lines tab.

   Step 6

7. And the Actions menu for the contract.

   Step 7

8. On the lines tab, you create fulfillment lines from the contract lines you selected.

   Step 8

9. On the contract, you automatically create fulfillment lines for all the contract lines.

   Step 9

10. Because you want to create fulfillment lines for all the contract lines, use the Actions menu for the contract.

     

    Click the Actions dropdown button to activate the menu.

    Step 10

11. Click the Autocreate Fulfillment Lines list item.

    Step 11

12. Now let's examine the fulfillment lines you just created.

     

    Click the Fulfillment tab.

    Step 12

13. The fulfillment line for the desktop computers is populated both with the information from the contract line and from the contract header.

    Step 13

14. Administrators can set up automatic notifications. Let's see if there are any for this contract type.

     

    Click the Notifications tab.

    Step 14

15. There are several notifications for Catherine Baker. You can add additional ones, if required.

    Step 15

16. Let's go back to the overview tab.

     

    Click the Overview tab.

    Step 16

17. Notice that this contract is Active. 

     

    This means the contract was approved and you can go ahead and create the PO in your purchasing application.

     

    A contract must be active before you can initiate purchasing activity.

    Step 17

18. You want to create a single PO from both of these lines, so select them both.

     

    Press the [Shift] key and click an entry in the Line 2 row.

    Step 18

19. With both lines selected, create the purchase order using the Actions menu on the Fulfillment tab.

     

    Click the Actions dropdown button to activate the menu.

    Step 19

20. Click the Create Purchase Order list item.

    Step 20

21. The application checks to ensure you have entered all the information required to create the purchase order.

     

    You must correct any errors.

    Step 21

22. We forgot to enter the due date for the installation line item, so you must enter it now.

    Step 22

23. Click the OK button.

    Step 23

24. Enter the due date.

     

    Enter the desired information into the Due Date field. Enter

     a valid value
     e.g.
     "11/1/11"
    .
    Step 24

25. Now create the purchase order again.

     

    Click the Actions menu.

    Step 25

26. Click the Create Purchase Order list item.

    Step 26

27. You must save the change you just made.

     

    Click the Yes button.

    Step 27

28. This time the fulfillment lines passed validation.

     

    Click the OK button.

    Step 28

29. Notice that the status of the fulfillment has changed to indicate that the PO is being created.

    Step 29

30. PO creation may take some time. You can click the Refresh button to see if it is complete.

    Step 30

31. Click the Refresh button.

    Step 31

32. Now that the purchase order is created, let's examine it.

    Step 32

33. Click the Purchasing Activity tab.

    Step 33

34. You can view the PO itself by clicking on its number.

    Step 34

35. Click the 1004305 link.

    Step 35

36. The application displays the purchase order created in the purchasing application for your review.

     

    If you need to make any changes, you must do so from the purchasing application itself.

    Step 36

This concludes the demonstration of creating contract fulfillment lines and using them to initiate a purchase order.

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