Shared Applications - Maintain Item Quotation

Field	Type & Length	Description
Creditor Code	N9	Enter the creditor code for whom the quotation was received.  Depending on the creditor status the user will not be allowed to use a creditor or will be warned or no action taken.  The warning will further allow the user to view any documentation relating to the status stored in the DSR and linked to the status. Pop Up Menu - available on field creditor code. Creditor Description - Displays the approved creditor name. LOV Creditor Codes - Lists the creditor code, name, creditor currency, lead-time and payment terms. Item Unit Price - The approved item quotation price structure is displayed in this application. By selecting the option the user drills down to the "Item Unit Price" application. Maintain Creditor Definition - By selecting this option the user drills down to creditor maintenance option {FPMM-2}. Update and select access rules apply to this option. Maintain General Items - By selecting this option the user drills down to the "Maintain General Items" option {FPMM-3}. Update and select access rules apply to this option. Add and Renew Quotations - By selecting this option the user drills down to the "Add Renew Quotations" screen.
Currency Code	A3	Displays the currency code of the creditor code definition.  The field is not accessible to the user.
Exchange Rate  Updateable	A1	Valid values are (Y)es or (N)o. Local Currency Transactions If the currency of the creditor and the currency of the institution are the same it means the requisition item is processed in local currency and the fields Exchange Rate Updateable and the Exchange Rate are not updateable by the user. Foreign Currency Transaction If the currency of the creditor and the currency of the institution are not the same it means the requisition item is processed in foreign currency. The field value defaults from the Exchange Rate Updateable indicator for subsystem PM {FCSO-21 b1}.    Exchange Rate Updateable = No If the field defaults to (N)o, neither the fields Exchange Rate Updateable or Exchange Rate can be updated by the user.  If set to (N)o on a requisition and the requisition is copied to an order, the fields Exchange Rate Updateable and Exchange Rate are not updateable on higher documents in the document hierarchy. Exchange Rate Updateable = Yes If the field defaults to (Y)es on a requisition the fields Exchange Rate Updateable and  Exchange Rate are  updateable on the item and on  higher documents in the document hierarchy, until the field exchange rate updateable is set to (N)o, where after the exchange rate updateable  set to (N)o rule applies.
Exchange Rate	N7.3	The system will default the exchange rate depending on the following criteria: Creditor Currency Code equal to Local Currency then the rate is 1 and field is not accessible to the user. Creditor Currency code is a foreign currency: Currency updateable equal (Y)es. The program defaults a exchange rate for the transaction applying the currency rules for the susbsystem PM. The user may change  the exchange rate to the rate received from the bank when they purchase the forward cover. Currency updateable equal (N)o. The program defaults a exchange rate for the transaction applying the currency rules for the susbsystem PM. To update the outstanding commitments to the latest currency rate the user can run option {FCSO-21 sequence 2}.
Unit Price	N17.2	The currency value of one unit.  The value supplied here must correspond to a value of the currency code.  The system will default this value if available either from options {FPMM-3b2}, {FPMM-23b3} if item is stock or general and assigned to PO. Pop Up Menu - available on field unit price. Item Unit Total - Selecting the Unit Price field. Creditor Code N9 Display the Creditor Code of the quotation record. Cost N15.2 Displays the total VAT inclusive unit price/cost value before trade discount of the unit price information for this record, of the unit price information in foreign currency.  The user cannot access this field.  The system calculations are as follows: VAT Inclusive/Exclusive Indicator is "I": The value of Unit Price field. VAT Inclusive/Exclusive Indicator is "E": The value of Unit Price field multiply by (1 plus VAT rate). Trade Discount N15.2 Displays the total trade discount value of the unit price information for this record, in foreign currency.  The user cannot access this field.  The system calculations are as follows: The value of Price/Cost multiplied by Trade Discount Percentage divided by 100. Given Currency N15.2 Displays the total given currency value for this record, of the unit price information in foreign currency.  The user cannot access this field.  The system calculations are as follows:     The value of Cost minus Trade Discount. Local Currency N15.2 Displays the local currency value for this record, of the unit price information in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Item Unit Total minus VAT. VAT N15.2 Displays the total VAT value for this record in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Item Unit Total multiplied by VAT Rate divided by (1 plus VAT Rate). Item Unit Total N15.2 Displays the item unit total value for this record in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Given Currency multiplied by the Currency Rate. Update: User N9 Display the user that last updated the quotation record. Update Date DD-MON-YYYY Display the date the user that last updated the quotation record. Manual/Electronic A1 Indicates whether the quotation was inserted by a user or through the system.  If the institution makes use of general items and the item requested is set to use the price on the system then when a quotation is inserted from the general item/creditor definition the fields will indicated electronic.
Trade Discount Percentage	N5.2	The trade discount percentage. The system will default a value from the creditor, options {FPMM-2}, TAB - Creditor Detail, the general item definition, option {FPMM-3}, TAB - General Item Creditor Definition, or the stock item definition {FPMM-23}, TAB - Store Item Creditor Definition for trade discount percentage.  This value is updateable by the user.
VAT Code	A2	Enter the VAT code as defined in option {FCSC-1} and the VAT rate of this code will be displayed in the next field.  This is not a mandatory field.  The system will default the value of system operational definition code AY subsystem PM into this field and the user is allowed to change the value. Pop Up Menu - available on the VAT code field. LOV VAT Codes - Lists the VAT code, description and VAT rate.
VAT Rate	N8.3	The VAT rate for the unit price; The valid range is from 0 up to 1.000.  The system will default the VAT rate of the previous field VAT code.  The system will allow the user to use different VAT rates for each creditor of the item and items of the document.
VAT Inclusive/Exclusive Indicator	A1	Is VAT included/excluded in the unit price of this item?  Reply Included or Excluded.  The system will default an I into this field and the user is allowed to change the value to an E.  The unit price entered will remain unchanged.
Expiring Days	N4	Enter the number of days that this unit price information is valid.  The system will calculate the expiry date, using the document date plus the expiring days.  This is not a mandatory field and this information will not influence the item in any way.
Expiring Date	DD-MON-YYYY	Enter the date that this unit price information expired.  The system will default a date into the field if the user has completed the expiring date field.  This is not a mandatory field and this information will not influence the item in any way.
Lead Time	N3	The normal order to delivery time lapse, in days.  The system uses this period to calculate the default delivery date when an order is placed.
Payment Terms	A3	Enter the payment term code as defined in option {FPMC-4} and the description of the payment term will be displayed.  The system will default this value either from options {FPMM-2b1}, {FPMM-3b2} or {FPMM-23b3}.  The payment term will ensure that the invoice calculated the correct effective payment date and if the invoice is paid before or on the effective payment date that the correct settlement discount is deducted from the invoice. Pop Up Menu - available on the field payment terms. Payment Terms Description - Displays the payment terms' description of the payment terms code. LOV Payment Terms - Lists the payment terms, description, discount % and number of days from statement or invoice.
Reference Number	A15	The ID Code or name by which this contract or quotation is known.  In other words this number is an external supporting document for the unit price information.
Item Unit Total	N17.2	Displays the item unit total value for this record of the unit price information, in local currency.  The user cannot access this field.
Update Approved Creditor	Button	When requesting an item to be purchased, the requestor or buyer will obtain the required number of quotations. Quotation will be entered by the user on the maintain item quotation screen. After entering the quotes the user / buyer should consider all relevant information i.e. price, quality, delivery date etc and make a decision as from which supplier the item should be purchased. This done by flagging the selected creditor in the tick box above the creditor code. On clicking the Update Approved Creditor Button the flagged creditor is set as the approved creditor on the requisition and the requisition unit price is updated with the quote price information.
		Return to Maintain Requisitions {FPMO1-1} Return to Goods_Received
Pop Up Message Creditor Status Warning		{FPMC-10}  Query creditor status action codes {FPMC-11}  Group Classifications {FPMC-12}  Maintain Financial Status Codes {FPMM-5}   Link Creditor to Statuses. FPMC-10 Query creditor status action codes CA= Accept CR=Reject CW=Warning FPMC-11 Group Classifications B1 Create groups for the creditors e.g. 1= Hyperama B2 Group Categories = Create group categories for above e.g. F1= Appliances        G1=Bedding B3 Sub category groups = Create sub categories groups fro above mentioned group categories e.g. F1= Appliances will have a Sub category of e.g. FA=TV FB=Sound sys B4 Group Category Link= Link B1 group to B2 Cat codes   B5 Group sub Cat Link Link B2 to B3 for instance F1= Appliance Consists of FA=TV and  FB=Sound System and so on. FPMC-12 = Maintain Financial Status Codes                      Here link the status code to the action code from FPMC-10 FPMM-5 = Link Creditor to Statuses B1, query your creditor ADD group codes to category codes to sub category codes with start and end dates if needed. B3 = Creditor status Here add your status codes from FPMC-12 Just enter dates So FOR CNON = non compliant the action = AR is attached for date 25 April for e.g. Meaning  on FPMO1-1 if a user had to add a quotation they will receive a message saying it is rejected for CA on 25 April and remember date = system date. CFUL = action CA will go thru CPRT =  CW warning where you can accept or reject transactions all these dates are editable but you cannot delete once you have linked.

General

The purpose of the screen is to update item quotations on general items where unit price information on general items is maintained. Institutions using general items can maintain item unit prices per item and creditors in the option {FPMM-3b2}. If the field Require Quotations on the general item is set to = 'N' the creditor unit price information on a general item may be used and the unit price information will default if the item is requested on a requisition. The number of quotes defaulting on a general item request may be limited by the system operational definition code AU "Maximum Priority" {FCSM-1b2} as only item/creditor unit price records will default where the priority on the item/creditor unit price record is less than or equal to the maximum priority system operational definition. If the price information has changed between the time the unit price defaulted and the date the buyer checks the quotations on the requisition, the user/buyer can use this option to update the prices from the item definition. If the creditor quote did not default because the priority on the creditor item record was greater than the maximum priority code, the user can add the item/creditor unit price information as a quote on the requisition.

Processing Rules for this Block (delete if not applicable).

Field	Type & Length	Description
Creditor Code	N9	Displays the Creditor Code of the creditor linked to the item {FPMM3-b2}. Pop Up Menu - available on field Creditor Code. Creditor Description - Displays the approved creditor name.
Currency Code	A3	Displays the Currency Code of the Creditor Code definition. Pop Up Menu - available on field Currency Code. Currency Description - Displays the Currency Description.
Creditor Active	N9	Displays the creditors active non-active status. Pop Up Menu - available on field Creditor Active. Maintain Creditor Definition - Drill down to creditor maintenance option {FPMM-2}. Update and select access rules apply to this option. Maintain General Items - Drill down to the "Maintain General Items" option {FPMM-3}. Update and select access rules apply to this option.
Exchange Rate	N7.3	The system will default a currency rate from option {FCSO-21}. Also see paragraph "Maintain Foreign Currency" for more details.
Priority Code	N2	Displays the priority linked to the creditor on the item.
		Unit Price  (N17.2) Displays the Unit Price linked to the creditor for the item. "    Pop Up Menu - available on field Unit Price. Item Unit Total - Selecting the Unit Price field. Creditor Code N9 Display the Creditor Code of the quotation record. Cost N15.2 Displays the total VAT inclusive unit price/cost value before trade discount of the unit price information for this record, in foreign currency.  The user cannot access this field.  The system calculations are as follows: VAT Inclusive/Exclusive Indicator is "I": The value of Unit Price field. VAT Inclusive/Exclusive Indicator is "E": The value of Unit Price field multiply by (1 plus VAT rate). Trade Discount N15.2 Displays the total trade discount value of the unit price information for this record, in foreign currency.  The user cannot access this field.  The system calculations are as follows: The value of Price/Cost multiplied by Trade Discount Percentage divided by 100. Given Currency N15.2 Displays the total given currency value of the unit price information for this record, in foreign currency.  The user cannot access this field.  The system calculations are as follows:     The value of Cost minus Trade Discount. Local Currency N15.2 Displays the local currency value of the unit price information for this record, in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Item Unit Total minus VAT. VAT N15.2 Displays the total VAT value of the unit price information for this record, in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Item Unit Total multiplied by VAT Rate divided by (1 plus VAT Rate). Item Unit Total N15.2 Displays the item unit total value of the unit price information for this record, in local currency.  The user cannot access this field.  The system calculations are as follows: The value of Given Currency multiplied by the Currency Rate.
Trade Discount Percentage	N5.2	Displays the trade discount percentage linked to creditor for this item.
VAT Rate	N8.3	Displays the VAT rate linked to the creditor for this item.
VAT Inclusive/Exclusive Indicator	A1	Displays the VAT Included / Excluded indicator linked to the creditor for this item.
Lead Time	N3	Displays the lead time linked to the creditor for this item.
Payment Terms	A3	Displays the payment terms linked to the creditor for this item. Pop Up Menu - available on field payment terms. Payment Terms Description - Displays the payment term's description of the payment term's code.
Item Unit Total	N17.2	Displays the item unit total value for this record, of the unit price information in local currency.  The user cannot access this field.
Add / Renew Quotations	Button	All unit price information of creditor quotations linked to the item will be displayed in the screen. The user will flag a creditor to be updated in the tick box above the creditor records. On clicking the Add / Renew Button the creditor is updated. If the creditor exists on the quotation, screen the unit price information will be updated otherwise, if the creditor does not exist on the quotation screen a quotation will be inserted for the creditor.

• Procedures:
• None