To create a new purchasing definition for a supplier

The procedure to create a new purchasing definition for a supplier is as follows:

1. Navigate to Quick Menu > Purchasing > Configuration > Supplier Agreements. The Supplier Agreement window is displayed.
2. Expand a supplier record within the relevant agreement type subheading and select a purchasing agreement from the hierarchical list, or type its name into the Search for Supplier Agreements field. By default the list is filtered to show Current agreements. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations 1.
3. Click on Definition. The Definition tab is activated.
4. Click on Add Definition. The Add Definition window is displayed.
5. Using the Price book drop-down field, select the supply option applicable to the purchasing agreement definition i.e. Materials or Hire.
6. Using the Supply category drop-down field, select the specific supply option applicable to the chosen price book i.e. Stock Materials / Direct Materials or Plant Hire / Transport.
7. Using the Trade method drop-down field, select the purchasing framework employed to obtain the supplied items i.e. eTrading, Purchase Order or Purchase Card.
8. Activate the All functional units tick box provided to assign all parameter values to this definition, or multi-select a subset using the adjacent drop-down field, as required 1.
9. Activate the All work streams tick box provided to assign all parameter values to this definition, or multi-select a subset using the adjacent drop-down field (e.g. Reactive, Voids, Programmed, Cyclical, etc.), as required.
10. Activate the All contracts tick box provided to assign all repairs and maintenance contracts to this definition. Alternatively, to select a subset of matching contracts: (a) Click on the adjacent spy-glass icon () - The Select Contracts window is displayed, revealing a filtered list of all operational contracts 2; (b) Activate the tick box against one or more contracts to be included within the purchasing definition - click on the expansion level pointer icon () to reveal specific contracts within each contact group; (c) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status 3; (d) Click on Select - The chosen contract subset is summarised in the corresponding field.
11. Activate the All store groups tick box provided to assign all categorisation options to this definition, or multi-select a subset using the adjacent drop-down field (e.g. Warehouse Store, Plumbing Van Store, Electrical Van Store, etc.), as required 4.
12. Activate the All stores tick box provided to assign all physical store entities to this definition, or multi-select a subset using the adjacent drop-down field (e.g. North Street Store, Ford Transit - YL20 OGC, etc.), as required.
13. Using the Purchase order type drop-down field, select the applicable ordering mechanism for this purchasing agreement definition e.g. Direct Purchase, Hired Purchase, etc. 5.
14. Using the Authorisation model drop-down field, select the protocol to be adopted for the purchasing agreement definition.
15. Use the Comments field to add contextual information confirming the scope of the purchasing agreement definition.
16. Choose an Effective from date for this purchasing agreement definition i.e. the date on which it came into effect 6.
17. Choose an Effective to date if the purchasing agreement definition is to be reviewed on a specific date or to capture a change of circumstances; a blank field means it will never expire.
18. Customise the remaining standard attributes in accordance with the intended function of this purchasing agreement definition. An explanation of each option is summarised in the table below.
19. Additionally, where the purchasing agreement definition has been configured for an eTrading framework, use the eTrading Merchant, Interface version and eTrade messages drop-down fields to control the integration touch points with the supplier's incumbent solution. Furthermore, activate the Use merchant despatch note as GRN (Goods Returned Note) and Auto cancel order items not received tick boxes provided, as required, to steer the operating boundaries.
20. Click on Save. The new entry is displayed in the Definition summary table.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.

Note

1 The Search for Supplier Agreements field will match against any element of the agreement name or assigned reference.

2 The returned results can be refined further by entering a component of the Contract name into the dynamic search field provided.

3 In the same way, use the options Remove and Remove All in conjunction with the associated tick box fields to transfer contract entries out of the right ('required') pane.

4 These custom values can be populated by the end user via the system parameter entitled Store Group.

5 These custom values can be populated by the end user via the system parameter entitled Purchase Order Type.

6 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

Purchasing supply chain maintenance overview

To create a new purchasing agreement for a supplier

To link a catalogue to a purchasing definition

To create a new supplier record

To define a general lookup parameter value