Shared Applications - Add and Renew Quotations


Theseapplications are common to the requisition, order and goods received input applications although field attributes may differ depending on the type of document processed. These applications are normally not directly accessible from a menu but from related Pop Up Menus on fields in the Requisition, Order or Goods Received options. The ITS philosophy is that the user should be able to enter a request or order on the Requisition or Order options; should the user however require additional functionality the functionality is available and directly accessible from the record on a second or third level.


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-3}, TAB - General Item Creditor Definition. 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-1}, TAB - System Operation Definitions, 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.


Fields in the option:

Add Renew Item Quotation Block 1

Field Type
&
Length		 Description
Item Type A1  Displays the Item Type currently being processed.
Item Number N8 Displays the Item Number of the Item Type currently being processed.
Description A4000 Displays the Item Description.
Document Number A10 The Document Number currently processed.
Document Type A2 The type of document currently processed.
Line Number  N5 Displays the Line Number processed.
Sort Order A1 The user can order the quotes entered according to any of the following in ascending order Creditor Code, Item Unit Total, Unit Price and Lead Time.

Example:

Example of ...

 

Add Renew Item Quotation Block 2

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 {FPMM-3}, TAB - General Item Creditor Definition}.

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 N15.2 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.


Example of ...

 
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  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 N15.2 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. 
  Tick Box The user will flag a creditor to be updated in the tick box above the creditor records. 
Add/Renew Quotations Button On clicking the Add / Renew Quotations 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.

Example:

Example of ...

 

Processing
Rules		  
  No special processing rules


See Also:



History of Changes

Date System Version By Whom Job Description
25-Mar-2008 v01.0.0.0 Amanda Nell t134641 New manual format.
20-Apr-2009 v01.0.0.1 Marchand Hildebrand t152121 Proof Read System Owner