Generating a Service Contract (O4) from a Quotation Request (Z1) Lesson

Generating a Service Contract (O4) from a Quotation Request (Z1) Lesson


In this lesson you will learn how to generate a Service Contract (O4) from a Quotation Request (Z1).


Steps:

  1. Click the State of Nebraska link.

    Step 1
  2. Click the Purchasing - Agencies link.

    Step 2
  3. Click the Contracts - Agency link.

    Step 3
  4. Click the Gen Service Contract (O4) from Quote (Z1) link.

    Step 4
  5. Enter any of the following search criteria in the appropriate field(s):

     

      ~ Order Number

      ~ Document Type

      ~ Account Number

      ~ Item Number

      ~ Business Unit (Branch/Plant)

      ~ Supplier 

     

    In this lesson enter "3188" into the Order Number field.

    Step 5
  6. Click the Find button.

    Step 6
  7. Click in the Release Quantity field.

    Step 7
  8. Enter the quantity to be released to the vendor in the Release Quantity field for each line that you will release to the Service Contract. 

     

    In this lesson enter ".50" into the Release Quantity field.

    Step 8
  9. Click the Form button.

    Step 9
  10. Click the Generate Order(s) menu.

    Step 10
  11. The new Order Number and Or Ty (Order Type) will appear and should be noted if you wish to do more work with them or facilitate searches later.

    Step 11
  12. Revisions will need to be made to the Header of the contract.

     

    Click the Row button.

    Step 12
  13. Click the Open Order Inquiry menu.

    Step 13
  14. Click the check box of the document.

    Step 14
  15. Click the Row button.

    Step 15
  16. Click the Header Revision menu.

    Step 16
  17. Review the Send Invoice To field.  This is tied to the Ship to field, but you can override it if you need to.  

     

    In this lesson we are not going to change this field.

    Step 17
  18. Click in the Cancel Date field.

    Step 18
  19. In the Cancel Date enter the date the contract is scheduled to end or work is to be completed.  All contracts must have a cancel date per state statutes 73-501-73-509. 

     

    In this lesson enter "11/25/2012" into the Cancel Date field.

    Step 19
  20. Click the Additional Properties tab.

    Step 20
  21. Document Description

     

    o All Service Contracts must indicate an overall description of the contract in the Document Discription field

     

    o Populate for a service requisition, this field can be used for free form text.  It is helpful to fill this field in at the requisition level.  Populate with data that describes the goods/services being procured.  This information will print on reports. 

     

    o This field can hold up to 30 alpha/numeric characters

    Step 21
  22. Document Location

     

    o Mandatory

     

    o Per state statute all Service Contracts must indicate where the documents may be found in the Document Location field

     

    o This field can be pulled from the address book.

     

    o This information is required by State Statute for contracts.

     

    o This must be a Address Book Search Type of “F” - facility

    Step 22
  23. Document Contact

     

    o Mandatory

     

    o Identifies the primary person responsible for the commodity or service requisition.  This field can be pulled from the address book.

     

    o This must be an Address Book Search Type of “B, E, N, or X”.

    Step 23
  24. Click the Category Codes tab.

    Step 24
  25. The New/Renew field is used to indicate if the anticipated contract is new or a renewal.

     

    The Funding field may be used to indicate if American Recovery & Reinvestment Act (ARRA) funds are being utilized.

    Step 25
  26. Click in the New/Renew field.

    Step 26
  27. Enter the desired information into the Funding field. Enter

     a valid value
     e.g.
     "AR"
    .

    Step 27
  28. Press [Tab].

    Step 28
  29. Changes to the Header requires population to the Detail Line. 

     

    To do this click the Form button.

    Step 29
  30. POPULATE HEADER TO DETAIL will appear in the Header box.  If you forgot to populate the header to detail you will manually need to make the changes in the detail lines.

     

    Click the Header To Detail menu.

    Step 30
  31. Click the Populate menu.

    Step 31
  32. Click the OK button.

    Step 32
  33. Review the detail lines and make changes as needed.  

     

    In this lesson we do not need to make any changes.

    Step 33
  34. Click the OK button.

    Step 34
  35. Click the Close button.

    Step 35
  36. Click the Close button.

    Step 36
  37. Click the Cancel button.

    Step 37

You have successfully completed this lesson.

Table of Contents  Start Topic