IBM TRIRIGA Version Procurement Management User Guide

Transcription

1 IBM TRIRIGA Version 10.3 Procurement Management User Guide

2 Note Before using this information and the product it supports, read the information in Notices on page 192. Second edition, June This edition applies to version 10, release 3, modification 0 of IBM TRIRIGA and to all subsequent releases and modifications until otherwise indicated in new editions. Copyright International Business Machines Corporation 2011, All rights reserved. US Government Users Restricted Rights - Use, duplication or disclosure restricted by GSA ADP Schedule Contract with IBM Corp.

3 Contents ABOUT THIS GUIDE... 1 Conventions... 1 Intended Audience... 1 Prerequisites... 1 Support PROCUREMENT MANAGEMENT... 2 Bidding Process... 3 Request for Proposal (RFP)... 3 Request for Quote (RFQ) PROCUREMENT PORTALS... 4 Home Portals... 4 Project Manager Portal... 4 Inventory Manager Portal... 4 Contract/Purchasing Manager Portal PROPOSALS AND CONTRACTS... 6 Proposals... 6 Accessing the Proposals Menu... 7 Bid Document... 8 Bid Response from Vendors Bid Clarification Request for Proposal (RFP) RFP Response from Vendor Request for Quote (RFQ) Document RFQ Response from Vendors Contracts Accessing the Contracts Menu Standard Contract Standard Contract Change Order Prime Contract... 54

4 Blanket Purchase Order Service Agreement PRODUCTS, SERVICES & CATALOGS...82 Inventory Setup Accessing the Inventory Setup Menu Products Services Product Catalog Request Catalog PURCHASES & PAYABLES Requisitions & Purchase Orders Accessing the Requisitions & Purchase Orders Menu Credit (Procurement) Card Purchase Requisition Purchase Order Receiving Returns Invoice Manager Payables Accessing the Payables Menu Contract Invoice Task Invoice Utility Invoice Purchase Order Invoice Payment Release INDEX NOTICES Privacy Policy Considerations Trademarks

5 About This Guide This guide describes the procedures for operating, modifying, and maintaining the Procurement Management application. The guide contains descriptions of the various tabs and their functions. Conventions This document uses the following conventions to ensure that it is as easy to read and understand as possible: Note A note provides important information that you should know in addition to the standard details. Often, notes are used to make you aware of the results of actions. Tip A tip adds insightful information that may help you use the system better. Attention An attention notice indicates the possibility of damage to a program, device, system, or data. Intended Audience This guide is for procurement professionals, project managers, inventory managers, contract managers, purchasing managers, and system personnel responsible for setting up, tracking, and maintaining precise procurement details including proposals, contracts, inventory setup, requisitions, purchase orders, and payables. Prerequisites This guide assumes the reader has a basic understanding of the IBM TRIRIGA Application Platform and the fundamental concepts required to operate the Web-based IBM TRIRIGA system. Support IBM Software Support provides assistance with product defects, answering FAQs, and performing rediscovery. View the IBM Software Support site at Copyright IBM Corporation 2011,

6 1. Procurement Management Organizations need real-time access to their suppliers, so they can send purchase orders or receive invoices, accept a specially negotiated catalog, collaborate over a complex product configuration, or negotiate a contract agreement. Buyers and suppliers require an integrated, flexible procurement management solution to connect, manage content, and collaborate effectively. If the interactions between buyers and suppliers are better managed, organizations can have greater control and visibility, improve product and service quality and delivery, and drive additional savings through more effective and streamlined processes. The IBM TRIRIGA Procurement Management module provides a set of products and services to optimize the interaction with the supplier and the performance throughout the entire Procurement lifecycle. It offers a centralized and complete electronic process for procurement that enables full electronic vendor participation. You can use the procurement management function to create, log, and track contracts, purchase orders, and other commitments. You can log and track applications for payment, change orders, shipping notifications, invoices, and receipts against those commitments. The Procurement Management module contains solution for bidding and other procurement methods, such as Request For Proposal and Request For Quote. The person requesting the goods or services can electronically create, send, analyze, and award bids. Vendors or Manufacturers can respond to the bid by completing the form and send their response online. Contracts, and purchase orders can be dynamically generated from the original bid, eliminating redundant data entry, costly errors, and ensuring the accuracy of committed records. The Procurement process is usually initiated when a requirement is identified and a request is submitted to the Purchasing Department. The assigned purchasing officer or other authorized business representative selects the best procurement method. If Blanket Purchase Orders or Service Agreements already exist with a vendor or service provider, and Products or Services have been negotiated already, then the Purchasing Agent can issue a Purchase Order against the existing contract. If no contracts exist for the requested material or service, then a request for quote is sent to the manufacturers or vendors. Otherwise, the purchasing department or the requestor can initiate a bidding process. Procurement Process Flow Copyright IBM Corporation 2011,

7 Bidding Process The Bidding process is used to select a vendor for subcontracting a project or for purchasing products and services that are required for a project. Bid records contain the specifications of the project or details of the products and services to be purchased. Once created, Bid records are sent to a group of vendors for response. Once the vendors responses have been received and logged, a Bid is awarded to the successful vendor, and the system creates a Standard Contract record from the Bid details and response information already entered in the system. Request for Proposal (RFP) The RFP process is used to request pricing and delivery on additional products or materials from a vendor who has already been awarded a Standard Contract for a project. After associating the RFP record with a Standard Contract, you can create a cost form or import the contract line items. Once RFP has been issued and the response received back from the vendor, the Project Manager can analyze the response and later create a Purchase Order or Contract change order. Request for Quote (RFQ) An RFQ is used to select a vendor for purchasing products or services for a project. When the RFQ is issued, vendor responses are logged in the RFQ record. When all responses have been received and analyzed, the RFQ is awarded to the successful vendor and the system automatically creates a Purchase Order record for the required products or services. This purchase activity is considered a onetime commitment against the project. Copyright IBM Corporation 2011,

8 2. Procurement Portals Home Portals The IBM TRIRIGA Home page is your entrance into the IBM TRIRIGA application. From your Home page, you can review your Home portal or use the menu system to navigate to process portals available to your role. Use your menu bar to navigate to other available portals. When you sign into the IBM TRIRIGA application, you are taken to your Home portal. The setting of the Home page, as well as the Project Home page, is set in your My Profile record, in the Default Portal section. Based on your role in the company and your security and license access, your Home portal or process portals may be different. However, it will contain a combination of the components and section types described in this discussion. In turn, each IBM TRIRIGA portal consists of Portal Sections. Each portal section performs a specific function or displays data pertinent to your business role. The portal sections you have in your portal have been configured by your Application Administrator for your role in the system. Project Manager Portal Here is an example of Home portal for a Project Manager. Welcome Bar Including Welcome, Max Project (a Project Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Projects, Tasks, Contracts, and Procurement first-level menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections A Project Manager home portal, including the following portal sections: (1) Reminders Projects, (2) Performance Metrics Projects, (3) Related Links Projects, (4) My Active Projects, (5) Project Schedule Variance, (6) Current Budget to Forecast, and (7) Project Locations. Inventory Manager Portal Here is an example of the Home portal for an Inventory Manager. Copyright IBM Corporation 2011,

9 Welcome Bar Including Welcome, Iven Tory (an Inventory Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Tasks, Maintenance, Inventory, Contracts, Procurement, and Portfolio first-level menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections An Inventory Manager home portal, including the following portal sections: (1) Reminders Inventory, (2) Related Links Inventory, (3) Quick Find (Inventory), (4) Inventory On Hold Pending Issue, (5) Purchase Requisitions, and (6) Purchase Orders. Contract/Purchasing Manager Portal Here is an example of the Home portal for a Contract/Purchasing Manager. Welcome Bar Including Welcome, Connie Track (a Contract/Purchasing Manager role), Sign Out, Sitemap, Support, and Help links. Company Logo Including the IBM TRIRIGA company logo, Company Project Toggle, and Project Selector. Menu Bar Including the Home, My Reports, Requests, Contracts, and Procurement first-level menu items. Page Title Bar Including the Home page title, Personalize link and My Bookmarks link. Portal and Portal Sections A Contract/Purchasing Manager home portal, including the following portal sections: (1) Reminders Contracts Contract Manager, (2) Performance Metrics Contracts, (3) Related Links Contracts Contract Manager, (4) Contract Current Commitment and Invoiced to Date, (5) My Active Proposals, (6) My Contracts, (7) My Purchase Orders, and (8) Pending Purchase Requisitions. Copyright IBM Corporation 2011,

10 3. Proposals and Contracts Proposals With the Purchasing module, you can initiate the purchasing process of goods and also the sub contract process services. Usually, organizations outsource subcontracts some of its function in order to focus on their core capabilities. Bidding is a procurement method by which an organization can select the appropriate vendor: For purchasing the required goods or To complete sub-contracted work within the estimated budget and time. The bidding process is initiated when the Project Manager creates a bid describing the specifications and estimated cost of the project. The bid that is created is sent to a number of proposed vendors for their response. These vendors can analyze the bid and calculate the cost at which they can complete the project. Every vendor responds to the bid with the details of the products and services that are needed and also the overall cost required to complete the project. The Project Manager can then examine the responses and select a vendor company that meets the requirements of the project within the approximate budget allotted by the organization. In IBM TRIRIGA, the Procurement > Proposals page is designed so that the user can create and manage bids effectively. The entire bidding process is done using this module. This module has three business objects: Bid Documents, RFP, and RFQ Document. Bid Proposal Process Flow Copyright IBM Corporation 2011,

11 RFQ Proposal Process Flow RFP Proposal Process Flow Accessing the Proposals Menu Using the Procurement > Proposals menu, you can create and manage bids effectively. You can initiate the bidding process by creating a new Bid Document record entering all the specifications regarding purchasing goods or about the services that have to be sub contracted. Use the following procedure to access the Procurement > Proposals menu. To Access the Proposals Menu Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role. Step 2 From the menu bar, click Procurement > Proposals. Copyright IBM Corporation 2011,

12 To Access the Proposals Menu Step 3 Click the menu item you want. Bid Document The first step in the bidding process is to create a Bid Document record. A Bid Document record is used to add all the details and specifications required by the vendors to send their response. Creating a Bid Document Use the following procedure to create a Bid Document record. To Create a Bid Document Step 1 From the menu bar, click Procurement > Proposals > Bids. Step 2 Click Add to add a Bid Document record. Step 3 Specify the details regarding the Bid Document record. Step 4 Click Create Draft. General Tab The General tab gives basic details about the bid such as the ID number, name, status, default currency that will be used, contact person details, etc. General Section ID Revision A unique number identifying the record. This number is automatically generated and displayed when you create a record. The number of times the current record is revised. To revise or modify the record, click the Revise action on the action bar. Status The status of the record being created. Draft The record can be modified. The Draft status is displayed when you click the Create Draft action on the action bar. Review In Progress - The record has been sent for approval bus has not been approved by all members in the distribution list. The Review In Progress status is displayed when you click the Issue action on the action Copyright IBM Corporation 2011,

13 General Section bar. Issued The status of the record is changed to Issued when all members in the distribution list have approved the record. Revision In Progress The record is being modified or edited for further changes. The Revision In Progress status is displayed when you click the Revise action on the action bar. Routing In Progress The record was sent to the vendors for their response. The Routing In Progress status is displayed when you click the Complete action on the action bar. Completed The status of the record is changed to Completed status when all vendors who received the bid document have responded. Retired The record is removed temporarily from the active management list. The Retire status is displayed when you click the Retire action on the action bar. History - When the record is revised, a copy of the record is saved in the History state. Note When you select the History option in the Related Reports drop-down status list in the results page, all records that were revised at different stages are retrieved and displayed. The record that was saved in the History status is displayed as a line item in the Revisions section. Name Date Description Currency A unique name to identify the record that you are creating. The date when the record was created. By default, the current date. A brief description about the bidding item or service. The currency type used for all the cost related fields. All the options defined for the Currency in the Tools > Lists page are displayed. By default, the currency set in your user profile is displayed. Copyright IBM Corporation 2011,

14 Details Section Conversion Group Currency Exchange Date The conversion group used for all the cost related fields in the record. All the options defined for the Conversion Group in the Tools > Lists page are displayed. The date and time when the currency was traded. You can use the calendar icon to select the date entry. Contact Section The Contact section displays the personal details of the contact person in the organization. Contact Lookup The person assigned as the contact for the vendors or subcontractors. Use the search icon to select the person you want. In the search list, you can see a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page, such as external contact, consultant, and so on. First Name Last Name Contact Organization The given name of the contact person. The surname of the contact person. The name of the organization to which the contact person belongs. Use the search icon to search and select the organization you want. You can see a list of available records retrieved from the associated business object in the Organization hierarchy. Revisions Section The Revisions section saves a copy of the record as line item before it was revised. The information that is displayed includes the ID, name, date and status of the record before it was revised. The record is saved in the History status. Form Actions The following table lists the common actions available and a description of each. Copyright IBM Corporation 2011,

15 Action Name Create Draft Save Save & Close X Copy Issue Complete Description Click the Create Draft action to save all initial data entered in the new record. Click the Save action to save the changes made. Click the Save & Close action to save the changes and close the active window. Click the X action to terminate the changes made and also to close the active window. Note If you click the Cancel action without saving the record, all the data you have entered in the record is lost. Click the Copy action to create a copy of the selected record in the Draft status. The copy is displayed in the appropriate page and you can modify the details as required. Click the Issue action to route the record to the members in the distribution list for approval. Note If there are no reviewers on the distribution list, and you click the Issue action, the status of the record is changed to Issued. Click the Complete action to send the record to the list of selected vendors for response. You can only click the Complete action after the record is approved by all members in the distribution list. The vendors identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document sent appears as an action item in the vendors Home portal. If the vendor clicks the hyperlinked Action Item, the Bid Response record appears in a new window and they can enter their cost estimate. For further details on the Bid Response record, see the Bid Response from Vendors section. Delete More Click the Delete action to delete the record permanently from the active management list. If you click the More action, several more actions are displayed. Copyright IBM Corporation 2011,

16 Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Special Instructions Tab In the Special Instructions tab, you can enter any additional information about the bidding item or service. The details that are provided can be used by the vendor while preparing the response. Special Instructions Section In the Special Instructions section, you can provide a description of the bid or project. Such details about the bid may be helpful to the organizations that are involved in the bidding process. Cost Form Tab In the Cost From tab, you can add the products or services that are required for the project, and the estimated cost for them. Cost Form Section In the Cost Form section, you can add the required products and services as line items. Click the Add action on action bar of the Cost Form tab to add a line item. The Bid Line Item record appears in a new window, and you can specify a name for the line item, quantity required, and estimated rate. After you specified all details, click the Add action in the action bar. A line item is added to the Cost Form section. If you click the linked record icon hyperlinked text, you can view the details of the record in a new window. or the To delete a line item from this section, select the check box next to the line item and click the Remove action in the Cost Form section bar. Vendors Tab You can use the Vendors tab to add contact persons of all the vendor companies that participate in the bidding process. Copyright IBM Corporation 2011,

17 Vendors Section Using this section, you can add details about the contact persons in the vendor companies for which the Bid Document would be sent for their response. Click the Add Person action to add details about the contact person in every vendor company that is participating in the bidding process. In the search list, the list of External Contact records is displayed. Select the vendors you want to add and click OK. The selected records are added to the Vendors section as line items. Notifications Tab The Notifications tab contains basic information relating to the approval process, such as the list of individuals who should approve the record, the current individual reviewing the record, date when the record was sent for approval, status, and comments added by the reviewers. Manual Approvers (In Addition to Approval Requirements Section) In the Manual Approvers section, you can see a list of individuals who must approve the record, the role assigned to each person who is approving the record, and review type. To add an approver, click the Add Person action in the Approval Routing Rules section bar. When you click the Add Person action, the available records retrieved from the People page are displayed. You can select the persons you want to add to the distribution list and click OK. You can also set advanced approval options by clicking any of the displayed hyperlinked text of the line item. Note Refer to the IBM TRIRIGA 10 Application Administration User Guide for information about setting up advanced options for approval process. Approval Reviews Section In the Approval Reviews section, you can see the review details regarding the record, such as the approval status of the record, the name of the approver, review status of the record, date when the record was sent for review, date when the review was completed, comments added by the reviewer, and type of review used. The information in the Approval Reviews section gets auto-populated when you add a person to the distribution list. Copyright IBM Corporation 2011,

18 Status Change Notifications Section You can use the Status Change Notification section to send notifications to selected individuals when the record changes to a specific status. For example, if a subcontractor wants to inform the Project Manager about the completion of a project, they can send a notification when the record is completed. The notification is displayed in the Home portal of the Project Manager. To add a notification for a specific status, click the Add Status action in the section bar. Select the status to which you want the notification to be sent and click OK. Click the hyperlinked text of the On Status field to add the notification details. When you click the hyperlinked text, a Notification Details window is displayed and you can add the person to whom the notification should be sent. Enter all the necessary details in the Notification Details window and click the Save & Close action. Note To remove a line item from this section, click the hyperlinked text of the On Status field and click the Delete action in the Notification Details record action bar. Responses Section The Response section displays the list of Response Log records as hyperlinked line items. Click the hyperlinked text of the line item to view the record. When you click the Complete action, the record is sent to selected individuals from whom a response is required if the record is approved. The record appears as an Action Item in the Home portal. When you click the hyperlinked action item, the current record is displayed in a new window. To enter the comments regarding the record, click the Respond action in the action bar. The Response Log window appears, wherein you can enter any comments in the Comments section. The response is added as a line item in this section of the Notifications tab. Notes & Documents Tab In the Notes & Documents tab, you can add information as comments or documents related to the record. Comments Section The Comments section displays the details regarding the comments associated with the record, as hyperlinked line items. If you click the hyperlinked line item, you can view the Comment record details in a new window. To create a Comment record, click the Add action. In the Comment page, specify the comment details, such as the comment type, the date when the Comment record is being created, and so on, Copyright IBM Corporation 2011,

19 Comments Section and click the Create action. The Comment record is displayed as a line item in this section. The Remove action enables you to delete selected comments from the list. Documents Section The Documents section displays the details of the documents associated with the record. The documents are displayed as hyperlinked line items, and if you click a line item, you can view the Document record information in a new window. Use the Find action in the Documents section to select and associate documents with the record. You can associate drawings, specifications, or any other document in the Document Manager. To upload a document, click the Upload action to upload documents to open the Object Attachment Upload screen, click the Browse button and select the file path for the document. The path and filename are display in the Local File field. Specify the name, number, description, and comments and click the Upload action. The document is added as a record to the Document Manager and as a line item in the Documents tab. To delete a record from the line item list, click the Remove action. After you create the record, two more tabs are displayed: the Report tab and the Analysis tab. Reports Tab The Reports tab displays data regarding a record in a form. The data can be displayed in multiple forms. If a form does not immediately display when you click the Reports tab, either the form does not exist for the specified record, or multiple forms are available. In this case, you must select the required form in which to display the data. After the form displays the data, you can export the form to a word document. You can edit this document and send it to individuals who do not use the application. The benefit of viewing the document online is that you can ensure the correctness of the displayed data before exporting or printing it. Analysis Tab The Analysis tab is used by the Project Manager to view and analyze the various responses sent by the vendors. Copyright IBM Corporation 2011,

20 General Section The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, and status of the Bid Document record. You can also view a brief description of the bidding item or service in the Description field. All the fields in the General section of the Analysis tab are read-only. Bid Responses Section The Bid Responses section contains the list of responses sent by the vendors as line items. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor. The Project Manager can analyze the various responses from this section and once the successful vendor is selected, click the Award action inside the corresponding Bid Response record for the selected vendor. Note A Standard Contract record is automatically created once the bid is awarded. For further details on the Standard Contract business object, refer to the Standard Contract section. The bid response uses the currency that is used for the bid document. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Bid Responses section bar. Bid Response from Vendors The Bid Document, which contains the scope and specifications of the bid, is sent to the list of associated vendors for their response. The vendors who are identified as External Contact in the People page can access the application and gain further insight into the bid specifications and requirements. The Bid Document that is sent appears as an action item in the vendors Home portal. On clicking the hyperlinked action item, the Bid Response record appears wherein the vendors can enter their response. General Tab The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, details of the contact person in the organization and vendor company. Copyright IBM Corporation 2011,

21 General Section The General section gives generic details about the Bid Document record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and current status of the Bid Document record. You can also view a brief description about the bidding item or service in the Description field. All the fields in this section are read-only and cannot be modified by the vendor. Details Section Linked Bid Sent To Response Date The associated Bid Document record. The vendor to which the Bid Document record was sent. The date when the response of the vendor was sent. Conversion Group Use the list icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all the options defined for the Conversion Group in the Tools > Lists page. Currency Exchange Date Currency The date and time when the currency was traded. The currency that is used for the Bid Document record. Vendor Contact Section The Vendor Contact section displays the details about the contact person in the vendor company to whom the Bid Document record is sent. The information that is displayed includes the name of the person, and other details such as the work phone number and address. Vendor Organization Section The Vendor Organization section displays the details about the vendor company to which the Bid Document record is sent. The information that is displayed includes the address of the vendor, zip/postal code, city, state/province and country. Copyright IBM Corporation 2011,

22 Bid Contact Section The Bid Contact section displays the details of the contact person in the organization, which has prepared the bid. All fields are read-only and cannot be modified by the vendor. Contact Lookup First Name Last Name Organization Address Zip/Postal Code City State/Province Country The name of the contact person in the organization. The given name of the contact person. The surname of the contact person. The organization to which the contact person belongs. The address details of the contact person. The zip/postal code where the contact person is located. The city where the contact person is located. The state/province where the contact person is located. The country where the contact person is located. Bid Vendors Section The Bid Vendors section displays the details about the list of vendor companies to which the Bid Document record is sent. The information that is displayed includes the name of the person, their role in the vendor company, and other details such as the work phone number, address and primary organization. Cost Form Tab The vendors can access the Cost Form tab to view the products and services specified by the bidding organization. Using this tab, vendors can enter the cost of the products and services that are added. Cost Form Section When you click the Complete action in the Bid Document record, the bid line items in the Bid Document record are added as bid response line items in the Bid Response record. Bid line items use the same currency as the bid document. Vendors can view the line items to quote their price. To add line items related to the Bid Copyright IBM Corporation 2011,

23 Cost Form Section specifications, click the Add action in the Cost Form tab action bar. The Bid Response Line Item record is displayed in a new window. Enter the response amount in the Response Total field, and click the Create action in the action bar. A line item is added to the Cost Form section. If you click the linked record icon new window. or the hyperlinked text, you can view all the record details in a To remove a line item, select the check box beside the line item and click the Remove action. Other Tabs All the other tabs of the Bid Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read-only and cannot be modified by the vendors. Form Actions Action Name Issue Description Click the Issue action to send the Bid Response record to the organization, which has prepared the bid. When you click the Issue action, the Bid Response record is sent to the organization that has prepared the bid. The Analysis tab appears in the Bid Document record where the responses sent by the vendors are added as line items. The Analysis tab appears in the Bid Document record after at least one vendor company sends the Bid Response record with the cost estimate. The Project Manager can analyze the responses sent by the vendors by clicking the Analysis tab. The Project Manager of the bidding organization can analyze the responses from all the vendors and can award the bid to a particular vendor based on the cost estimate provided. Bid Clarification If the Project Manager or the vendor needs any clarification during the bidding process before awarding the bid, they can create a Bid Clarification record and send it for clarification or response. Using the Bid Clarification business object, the Project Manager and vendor can clarify the queries about the bid. If the vendor has any questions about the project, the vendor can issue a bid clarification. The Project Manager can reply with the information or clarification requested. In the same way, if the Project Manager has any questions about a bid response, they can issue a bid clarification to which the vendor can reply. Copyright IBM Corporation 2011,

24 Creating Bid Clarification Use the following procedure to create a Bid Clarification record. To Create a Bid Clarification Step 1 From the menu bar, click Procurement > Proposals > Bid Clarifications. The page displays a list of Bid Clarification records. Step 2 Click Add to add a Bid Clarification record. Step 3 Specify the details regarding the Bid Clarification record. General Tab The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, contact person, and details about the clarification that is requested. General Section ID Revision Status A unique number identifying the record. This number is automatically generated and displayed by the system after you create a record. The number of times the record is revised. You can revise or modify the record by clicking the Revise action on the action bar. The status of the record. Note For more information about the different statuses, refer to the General section in Creating a Bid Document. Date Use the calendar icon to select the date when the record was created. Name A unique name to identify the record being created. Details Section In the Detail section, you can specify whether a response is required for the entered queries and also the date when the response is required. Response Required Select this check box to specify that a response is required from the person selected in the To section of the record. Copyright IBM Corporation 2011,

25 Details Section Required By Use the calendar icon to select the date when the response is expected. To Section In the To section, you must select the person to whom you want to send the clarification. To Look Up Use the search icon to search the person to whom the record is sent for clarification. When you click the search icon, the Project Contact list with the employee and vendor list associated to the selected project is displayed. Select the individual from whom you want clarifications and click OK. First Name Last Name Organization Address City State/Province Country Zip/Postal Code The given name of the selected person. The surname of the selected person. The organization to which the selected individual belongs. The address details of the organization of the selected person. The city where the organization is located. The state or province where the organization is located. The country where the organization is located. The zip code or postal code of the location of the organization. Bid Section In the Bid section, you can associate the Bid record for which you need clarification. Use the Find action to search and select the appropriate bid from the list of Bid records that are displayed. Number Status Name The ID number of the selected Bid record. The status of the selected Bid record. The name of the selected Bid record. Copyright IBM Corporation 2011,

26 Question/Request Section You can type all the queries that you have related to the bid in the Question/Request section. After the record is approved by the members in the distribution list, the record is sent to the person selected in the To section. The selected person respond to the questions added in the Question/Request section. Recorded By Section The Recorded By section displays the first and last name of the user who created the record, or the name of the user who has submitted the record to the distribution group. Name The name of the person creating the Bid Clarification record. Note The details about the Form Actions, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Request for Proposal (RFP) A RFP is used when a Project Manager role wants to purchase products or services from an external vendor with whom a Standard Contract agreement already exists. In the RFP record, the Project Manager can add the products that are needed and the estimated cost for the purchase. The RFP record is sent to the vendor who responds with the cost estimate. For example, if the Project Manager wants to setup cubicles after an office building has been constructed they can send a RFP record to the vendor requesting the cost of the cubicles. The vendor to whom the RFP was sent responds with the total cost involved, and the Project Manager analyzes the response. If selected, a purchase order is created to obtain the products and services from the selected vendor. Creating Request for Proposal (RFP) Use the following procedure to create a RFP record. To Create a Request for Proposal (RFP) Step 1 From the menu bar, click Procurement > Proposals > Requests For Proposals. Step 2 Click Add to add a RFP record. Step 3 Specify the details regarding the RFP record. Copyright IBM Corporation 2011,

27 To Create a Request for Proposal (RFP) Step 4 Click the Create Draft action. General Tab The General tab gives basic details about the RFP, such as the ID number, name, status, default currency, associated contract, and vendor company details. Note The details about the General Section have already been explained in the previous sections. Details Section Conversion Group Use the list icon to select the conversion group that will be used for all the cost related fields in the record. The system displays all options defined for the Conversion Group in the Tools > Lists page. Currency Exchange Date The date and time when the currency was traded. Use the calendar icon to select the date entry. Import Std Contract Section Std Contract Lookup You can associate details of a standard contract with the RFP record that is being created. Use the search icon to search and select a Standard Contract record. In the search list a list of Standard Contract records that are retrieved from Contracts page is displayed. ID Status Name Date The number identifying the selected Standard Contract record. The status of the associated Standard Contract record. The name of the selected Standard Contract record. The date when the selected Standard Contract record was created. Copyright IBM Corporation 2011,

28 Vendor Company Section Vendor Company Lookup You can associate the details of the contact person in the vendor company to whom the RFP record is sent. Use the search icon to search and select a vendor to whom you want to send the RFP record. In the search list, the system displays a list of External Contact records as defined in the People page. Note If a Standard Contract record is already associated in the Import Std Contract section, the fields of the Vendor Company section are auto-populated. First Name Last Name Organization Work Phone Work Fax Address Zip/Postal City State/Province Country The given name of the contact person in the vendor company. The surname of the contact person in the vendor company. The name of the vendor company. The work telephone number of the vendor company. The work facsimile number of the vendor company. The address of the vendor company. The address details of the vendor company. The zip code of where the selected vendor company is located. The city where the selected vendor company is located. The state or province where the selected vendor company is located. The country where the selected vendor company is located. Bill To Section The Bill To section contains information about the organization sending the RFP record. Bill To Lookup Use the search icon to select the contact person in the organization. In the search list, a list of Employee records as defined in the People page is displayed. First Name The given name of the contact person in the organization. Copyright IBM Corporation 2011,

29 Bill To Section Last Name Organization Work Phone Work Fax Address Zip/Postal City State/Province Country The surname of the contact person in the organization. The name of the organization to which the contact person belongs. The work telephone number of the organization. The work facsimile number of the organization. The address of the organization. The address details of the organization. The zip code of where the organization is located. The city where the organization is located. The state where the organization is located. The country where the organization is located. Cost Form Section The Cost Form section contains the details of the products required and cost estimate for the same. These details are displayed as line items. To add a line item, click the Add action in the section bar, specify the details such as the name, estimated amount, and click the Create action. A line item is added to the Cost Form section. If you click the Linked Record icon hyperlinked text, you can view all the record details in a new window. or the Click the Import Line Item action to add existing RFP Line Item records to this section. Cost line items use the same currency that is specified for the RFP. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Cost Form section bar. Response Tab The vendor response details are displayed as line items in the Response tab. The Project Manager can analyze the response by clicking the hyperlinked line item. If they need to purchase products or Copyright IBM Corporation 2011,

30 services from the vendor, the Project Manager can create a purchase order and associate the corresponding RFP record details manually. The RFP record is sent only to the vendor with whom a contract already exists. Note The RFQ Document record is sent to a list of associated vendors for their response. Also, the Project Manager can award the RFQ to a particular vendor from the list of responses and a purchase order is created automatically by the application. To award the RFQ to a vendor, select the vendor you want and click the Award action. RFP Response Section The RFP Response section contains the response sent by the vendor with whom a contract already exists. You can click the hyperlinked text of the line item to view the record. The fields that are displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor. Note The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. RFP Response from Vendor The RFP record, which contains the list of products or services required, is sent to the contact person in the selected vendor company for their response. The RFP record that is sent appears as an action item in the Home portal of the vendor. When you click the hyperlinked action item, the RFP Response record appears and the contact person in the vendor company can provide the cost estimate. General Tab General Section The General section gives generic details about the RFP record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and, current status of the RFP record. You can also view a brief description about the RFP in the Description field. All fields in this section are read-only and cannot be modified by the vendor. Details Section Conversion Group Use the list icon to select the conversion group that will be used for all the cost related fields in the record. All options defined for the Conversion Group in the Tools > Lists page are displayed. Copyright IBM Corporation 2011,

31 Details Section Currency Exchange Date The date and time when the currency was traded. Use the calendar icon to select the date entry. Units Section Currency RFP responses are in the currency that is specified for the RFP. Contact Section The Contact section displays the details of the contact person in the organization, which has prepared the RFP record. All fields in this section are read-only and cannot be modified by the vendor. Contact Lookup First Name Last Name Organization The name of the contact person in the organization. The given name of the contact person. The surname of the contact person. The organization to which the contact person belongs. Vendor Section The Vendor section displays the details about the contact person in the vendor company to whom the RFP record is sent. The information that is displayed includes the name of the person, their role in the vendor company, organization to which they belong, and other details such as the work phone number and address. Cost Form Tab The RFP Response line items are created from an RFP record. The contact person in the vendor company, to whom the RFP record is sent, can access the Cost Form tab, view the products or services specified by the organization, and enter the cost for which they can offer those products or services. Cost Form Section The products and services that are required are added as line item to the Cost For section by the Copyright IBM Corporation 2011,

32 Cost Form Section organization. The contact person in the vendor company can specify the amount at which they can provide the product or service. To add a cost, click the Add action in the Cost Form tab action bar, specify the response amount in the Response Total field, and click the Create action in the action bar. A new line item is added to the Cost Form section. If you click the Linked Record icon or the hyperlinked text, you can view all record details in a new window. Costs are in the currency that is specified for the RFP. Note The amount entered in the Response Total field in the RFP Response Line Item record is auto-populated in the Proposed Amount field in the RFP Line Item record of the associated RFP record that was sent by the organization. Note All the other tabs of the RFP Response record such as the Special Instructions tab, Notes & Documents tab, and Reports tab are read only and cannot be modified by the vendors. Form Actions Action Name Issue Description Click the Issue action to send the RFP Response record to the organization, which has prepared the RFP. When you click the Issue action, the RFP Response record is sent to the organization, which has prepared the RFP record. The RFP Response record that is sent will be added as a line item in the Response tab of the RFP record. The Project Manager role can analyze the response sent by the contact person by clicking the hyperlinked text of the line item. Request for Quote (RFQ) Document An RFQ Document is used by the Project Manager to purchase products or services from any external vendor. In the purchase cycle using RFQ, the bid is used to select a vendor to subcontract a project whereas the RFQ is used to select a vendor for purchasing products that might be required for the project once it has already been subcontracted. The first step in the purchase cycle is to create an RFQ Document record. The Project Manager can create an RFQ Document stating the materials that they need to purchase and also their estimated budget. When the RFQ is awarded to a vendor, the Purchase Order is created. The RFQ Document contains the data required by the vendors in order to make a response. Copyright IBM Corporation 2011,

33 Creating Request for Quote (RFQ) Document Use the following procedure to create a RFQ Document record. To Create a Request for Quote (RFQ) Step 1 From the menu bar, click Procurement > Proposals > Request For Quotes. Step 2 Click Add to add a RFQ Document record. Step 3 Specify the details regarding the RFQ Document record. General Tab The General tab gives basic details about the record such as the ID number, name, status, description, default currency that will be used and contact person details. Note The details about the General Section have already been explained in the previous sections. Contact Section The Contact section displays the name and other details of the contact person in the organization, which is preparing the RFQ Document. Contact Lookup The organization assigns a person as the contact for the vendors or subcontractors. Use the search icon to select the person. In the search list a list of the Employee records in the People page is displayed. You can use the Related Reports drop-down list to select records of other business objects in the People page. First Name Last Name Contact Organization The given name of the contact person. The surname of the contact person. The name of the organization to which the contact person belongs. Copyright IBM Corporation 2011,

34 Revisions Section The Revisions section is used to save a copy of the RFQ Document record before the revision. The information displayed includes the ID, name, date, and status of the record before it was revised. The record is saved in the History status. To view a record, click the hyperlinked text. Form Actions The details about the Form Actions have already been explained in the previous sections. Analysis Tab The Analysis tab is used by the Project Manager to view and analyze the various responses sent by the vendors. General Section The General section gives generic details about the RFQ Document record for which the responses have been sent. All the fields are read-only. RFQ Responses Section The RFQ Responses section contains the list of responses sent by the vendors. You can click the hyperlinked text of the line item to view the record. The fields displayed provide information about the ID number of the vendor, name of the vendor organization, and total amount quoted by the vendor. The Project Manager can analyze the various responses from this section. After the successful vendor is selected, click the Award action inside the corresponding RFQ Response record for the selected vendor. A Purchase Order record is created once the RFQ is awarded. Refer to the Purchase Order for further details about the Purchase Order business object. RFQ responses use the same currency that is specified for the RFQ. To delete a line item, select the check box beside the line item and click the Remove action in the RFQ Responses Section bar. Copyright IBM Corporation 2011,

35 Other Tabs The details about the Special Instructions tab, Cost Form tab, Vendors tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for further details. RFQ Response from Vendors The RFQ Document containing the list of products and services required is sent to all participating vendors for their response. The vendors, identified as External Contacts in the People page, can access the application to review the specifications and requirements related to the needs for associated project. The RFQ Document that is sent appears as an action item in the Home portal of the vendor. When you click the hyperlinked text of the action item, the RFQ Response record appears in a new window, and the vendors can document their estimate. General Tab The General tab gives basic details about the record such as the ID number, name, status, default currency that will be used, contact person details in the organization, and about the vendor company. General Section The General section gives generic details about the RFQ Document record for which the responses have been sent. The information that is displayed includes the ID number, name, date, and current status of the RFQ Document record. You can also view a brief description about the product/service in the Description field. All fields are read-only and cannot be modified by the vendor. Details Section Linked Bid Sent To Response Date The associated RFQ Document record. The vendor to whom the RFQ Document record was sent. The date when the vendor sent their response. Vendor Contact Section The Vendor Contact section displays the details about the contact person in the vendor company to whom the RFQ Document record is sent. Copyright IBM Corporation 2011,

36 Vendor Organization Section The Vendor Organization section displays the details about the vendor company to which the RFQ Document record is sent. RFQ Contact Section The RFQ Contact section displays the details of the contact person in the organization, which has prepared the RFQ Document record. All fields in this section are read-only and cannot be modified by the vendor. Contact Lookup First Name Last Name Organization The name of the contact person in the organization. The given name of the contact person. The surname of the contact person. The organization to which the contact person belongs. RFQ Vendors Section The RFQ Vendors section displays the details about the list of vendor companies to which the RFQ Document record is sent. Cost Form Tab The vendors can access the Cost Form tab and enter the cost details of the products or services added by the organization that prepared the bid. Cost Form Section The products and services required by the organization are added as line items in the Cost Form section. The contact person in the vendor company can specify the amount at which they can provide the product or service. To add a cost, click the Add action in the action bar, specify the response amount in the Response Total field, and click the Create action in the action bar. Cost line items use the same currency that is used for the RFQ. If you click the Linked Record icon new window. or the hyperlinked text, you can view the record details in a Copyright IBM Corporation 2011,

37 Other Tabs All the other tabs of the RFQ Response record such as Special Instructions tab, Notes & Documents tab, and Reports tab are read only and cannot be modified by the vendors. Click the respective hyperlinks for relevant information. Form Actions Action Name Issue Description Click the Issue action to send the RFQ Response record to the organization that prepared the RFQ. After you click the Issue action, the Analysis tab appears in the RFQ Document record where the responses sent by the vendors are added as line items. The Analysis tab appears in the RFQ Document record after at least one vendor company sends the response. The Project Manager of the organization can analyze the responses from all vendors and award the RFQ to a particular vendor based on the cost estimate provided by them. Contracts A contract is an agreement between two or more parties that creates an obligation. When the bidding process is completed and the bid is awarded to a vendor, the Standard Contract record between the vendor and organization is created. The Standard Contract is used to create an initial agreement between the two parties. If you want to change the Standard Contract order, you must issue a Standard Contract Change Order. A contract can also be a binding agreement for products and services that are to be purchased. The agreement relates to the scope of the project, and cost of materials and labor. The Contracts page is used to create and manage Contract records. In a Contract record, you can specify all information regarding the contract such as the scope, cost breakdown details, schedule, and other information. Copyright IBM Corporation 2011,

38 Bid Proposal Process Flow RFP Proposal Process Flow Standard Contract Process Flow Copyright IBM Corporation 2011,

39 Accessing the Contracts Menu Using the Contracts > Contracts menu, you can create records for procurement-related business objects: Standard Contract: A Standard Contract record contains all the information about the agreement that is created between the organization that has sent the Bid Document and Vendor Company which has been awarded the bid. Once a bid is awarded to a vendor, a Standard Contract is generated automatically and basic information about the contract is retrieved from the Bid Document record. Refer to the Standard Contract section to view and modify the automatically generated Standard Contract record. Standard Contract Change Order: If a change is required to the scope of the project or the cost of materials or labor in the Standard Contract record, then a Standard Contract Change Order is used. The Standard Contract is a binding agreement between the two parties and hence no changes should be made to the original contract document. Refer to the Standard Contract Change Order section to create a Standard Contract Change Order record. Use the following procedure to access the Contracts > Contracts menu. To Access the Contracts Menu Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role. Step 2 From the menu bar, click Contracts > Contracts. Step 3 Select the type of contract you want to create. To create an Agreement, select Contracts > Agreements from the menu bar. Standard Contract Once the bid is awarded to a vendor, a Standard Contract record is automatically created in the Standard Contracts results page. Modifying the Standard Contract Use the following procedure to access the pre-created Standard Contract record. To Modify the Standard Contract Step 1 From the menu bar, click Contracts > Contracts > Standard Contracts. Copyright IBM Corporation 2011,

40 To Modify the Standard Contract Step 2 Click the pre-created Standard Contract record by matching the Standard Contract record name or number with the name or number of the Bid Document that was awarded. Note You can also create a Standard Contract record manually by clicking the Add action. Step 3 Specify the details regarding the Standard Contract record. General Tab The General tab contains the basic information about the record. This tab is displayed by default. You can view the unique ID number, name of the record, the system generated status, type of contract, budget details, vendor company information, and contract execution date details. All the fields in the General section of the Standard Contract record are auto-populated when you click the Award action in the Bid Document record. Note The details about the General Section have already been explained in the previous sections. Units Section Currency The currency is the same currency that is used for the bid document. Details Section Cost Type Bond Terms Conversion Group Currency Exchange Date The mode of payment. Specify whether a bond is required. The terms for the contract. Select the conversion group for all the cost related fields in the record. The options defined for the Conversion Group in the Tools > Lists page are displayed. The date and time when the currency was traded. Copyright IBM Corporation 2011,

41 Reference Section Construction Class Section Discipline Work Location Select the construction class to which the subcontracted project work belongs from the Construction Class records as defined in the Classification hierarchy. The section for the subcontracted project. The type of work that is subcontracted can be electrical, mechanical or work related to installing technology, etc. Select the work location for the subcontracted project. Vendor Company Section This section provides all the details about the contact person in the vendor company. Note The contact person in the vendor company can send his/her response for the Standard Contract record, only if the Response Required field in this section is checked. Response Required Required By Select this box if you want a response from the vendor for the record. This date and time a response is required from the vendor. Use the calendar icon to select the date entry. Vendor Contact Lookup The Standard Contract record that is created is sent to the contact person in the vendor company which has won the bid. Select the required vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page. First Name Last Name Organization Work Phone The given name of the contact person. The surname of the contact person. The Standard Contract record is sent to the vendor company that has won the bid. The work telephone number of the contact person. Copyright IBM Corporation 2011,

42 Vendor Company Section Work Fax Address Zip/Postal Code City State/Province Country The work facsimile number of the contact person. The address of the contact person. The complete address of the vendor company. The zip/postal code of the vendor company. The name of the city where the vendor company is located. The name of the state/province where the vendor company is located. The name of the country where the vendor company is located. Bill To Section The Bill To section is used to provide details regarding the billing address of the organization and contact person in the organization that is responsible for all the correspondences between the organization and vendor company. Bill To Lookup The organization assigns a person as the first point of contact for the vendor for the specific subcontracted project. Select the contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page. First Name Last Name Organization Work Phone Work Fax Address The given name of the contact person. The surname of the contact person. Select the organization to which the contact person belongs. The work telephone number of the contact person. The work facsimile number of the contact person. The address of the contact person. The complete address of the organization. Copyright IBM Corporation 2011,

43 Bill To Section Zip/Postal Code City State/Province Country The zip/postal code of the organization. The name of the city where the organization is located. The name of the state/province where the organization is located. The name of the country where the organization is located. Contacts Section The Contacts section is used to add persons and assign specific roles to them in the subcontracted project (such as Contract Administrator, Scheduler, Purchasing Agent, etc.). Click the Add Person action in the Section bar to add a person to this section. In the search list, the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports dropdown list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information that is displayed includes the name of the person, work phone number, and address of the person. Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps: Click the Find action in the Roles Section bar. Select the role that you want to assign and click OK. Click the Save & Close action in the Contact Role action bar. The selected role will be assigned to the person and will be displayed in the Role field of the already-added line item. To delete a line item, select the check box beside the line item and click the Remove action. Summary Section You can associate the cost-related items defined in a Standard Contract record with a budget so that the overall contract costs will be tracked and financed within the specified budget. The items being purchased through that budget are defined in the Standard Contract record, but you can change the amount using the Standard Contract Change order. The Summary Section displays calculated cost code data from the budget codes associated with the cost line items in the Standard Contract record. Refer to the Cost Tab section for information on how Copyright IBM Corporation 2011,

44 Summary Section to establish contract line items and link these to one or more budget codes. A. Original Commitment The sum of the original cost line items entered on the Cost Tab. B. Executed Change Orders The sum of additional or modified cost line items from all Standard Contract Change Orders executed against the original Standard Contract. C. Current Commitment (A+B) The sum of the Original Commitment and Executed Change Orders. D. Pending Change Orders The sum of additional or modified cost line items from all Standard Contract Change Orders against the original Standard Contract which are in-process but have not yet been executed. E. Estimate to Complete An estimate of funds that are required to complete the project. F. Projected Cost (C+D+E) The sum of the Current Commitment, Pending Change Orders, and Estimate to Complete. G. Change Order Growth (B/A*100) The relative percentage of Executed Change Orders against the Original Commitment on the contract. a. Date Executed The date when the contract was executed. b. Notice to Proceed The date when the contractor can begin work on the project. c. Contract Start The effective start date for the Standard Contract agreement. d. Contract End The effective date when Standard Contract agreement ends. e. Substantial Completion The date when the subcontracted project must reach substantial completion state. f. Final Completion The date by which the subcontracted work should be completed. Invoice Total The Invoice Total associated with this Standard Contract. Form Actions The following table lists the common actions available and a description of each. Copyright IBM Corporation 2011,

45 Action Name Create Draft Description Click the Create Draft action to save all initial data entered. Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X action to terminate the changes made and also to close the active window. Note If you click the X action without saving the record, all data you have entered in the record is lost. Click the Copy action to create a copy of the selected record. When you click the Copy action, a copy of the record is created in the Draft status and displayed in the appropriate page. Issue Click the Issue action to route the record to the members in the distribution list for approval. When you click the Issue action, the status of the record is changed to Review In Progress and, after all members in the distribution list have approved the record, the record status becomes Issued. Note If there are no reviewers added to the distribution list when you click the Issue action, the status of the record is changed to Issued. Complete Click the Complete action to complete the tasks associated with the record. When you click the Complete action, the record is sent to the selected vendor company. You can only click the Complete action after the record is approved by all the members in the distribution list. Delete Note If the Response Required option in the General tab is checked, and you click the Complete action, the record is sent to the selected contact person in the vendor company for response. The status of the record becomes Routing In Progress and after the contact person responds, the status of the record changes to Completed. Click the Delete action to delete the record permanently from the active Copyright IBM Corporation 2011,

46 Action Name Description management list. More Depending on the record and its status, clicking the More action displays several more actions. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Scope Tab In the Scope tab, you can define the scope of the subcontracted project that has to be completed within the specified budget. You can also add the specifications of the project. For example, if a hotel owner hires a construction company to build a new restaurant for a budget of $5,000,000. Using the bidding process, the contractor is identified and system generates Standard Contract agreement in such a way that one group is to build the restaurant and other one has to pay $5,000,000. This scope tab defines the characteristics (like measurement, wood type, electrical, etc.) of the restaurant that is required by the owner. Scope Section In the Scope section, you can specify the exact work scope description for the contractor performing the task. The scope can be very descriptive. Inclusions Section The Inclusions section describes the Design Package Scope specifications that must be included in the subcontracted work. The Scope Description section is used to define the scope from a fairly high-level, so in this section you can add a level of granularity to the work scope. Contractors can view the scope inclusions and gain further understanding. To add the Design Package Scope record to the subcontracted work, click the Add action in the section bar, specify the details in the mandatory fields, and click the Create action. The Design Package Scope record is added as a line item. You can enter the reasons or cause for inclusion in the Statement field in the line item. Copyright IBM Corporation 2011,

47 Inclusions Section To delete a line item, select the check box beside the line item and click the Remove action. Exclusions Section The Exclusions section describes specific parts of the scope that you want to exclude from the record. Contractors will be able to view the scope exclusions and gain further understanding of the scope. To exclude the Design Package Scope record to the subcontracted work, click the Add action in the section bar. To delete a line item, select the check box beside the line item and click the Remove action. Alternates Section You can describe details about alternative products or services that can be provided by the vendor or sub-contractor in the case of non-availability or too long a lead time on a line item identified in the Schedule of Values on the Cost tab. To can add an alternate Products or Services record to the subcontracted work, click the Add action in the Section bar. To delete a line item, select the check box beside the line item and click the Remove action. Drawings and Specifications Section You can add the specification documents and drawings record to facilitate the scope clarity. Hence, Contractors viewing the Standard Contract record can get a clear picture of the project. Use the Find action to search and select the Design Drawing records. The Design Drawing records are displayed as defined in the Design page. To delete a line item, select the check box beside the line item and click the Remove action. Cost Tab Using the Cost tab, you can give a breakdown of the costs associated with the products and/or services being purchased for the contract. You can also associate a budget code to which the cost of each purchased line item will be posted. Copyright IBM Corporation 2011,

48 The various sections in the Cost tab are described below. Schedule of Values Section In the Schedule of Value section, you can specify the details about the items required for executing the project, along with the quantity and cost type for which the cost of the item has to be tracked. To add a line item to the list, click the Add action in the Schedule of Values Section bar, specify the details, and click the Create action. To view the record details in a new window, click the hyperlinked text. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The details for each item are displayed in a single line item. Each line item displays the total amount required for purchasing a single product. Costs are in the currency that is specified for the bid document. Unit Price List Section In the Unit Price List section, you can enter the cost of a single item to be purchased. To add the unit price for an item along with its unit of measurement, click the Add action in the Unit Price List section bar, specify the details regarding the product, and click the Create action. When you click the Create action, the total amount is calculated by adding the shipping and tax charges with the unit price for that product. This applies to both products and labor. To view all record details in a new window, click the hyperlinked text To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. Prices are in the currency that is specified for the bid document. Change Orders Section The Change Orders section displays the Standard Contract Change Order records that are associated with the current record. The information such as the name, ID, date, and status of the change order are displayed in this section. The Change Orders section is auto-populated when the corresponding workflow is fired. Refer to the Standard Contract Change Order section for more information. Copyright IBM Corporation 2011,

49 Schedule Tab The Schedule tab displays the scheduled activities (subcontracted work) that are to be executed for the selected contract. Milestones Section In the Milestone section, you can define the work task details for the subcontracted project. Contractors can calculate the amount of work involved in executing the project using the details from the Schedule tab. Use the Find action in the section bar to associate a Schedule Task record in the Tasks page with the Standard Contract record. In the Query window, the list of Schedule Task records from the Tasks page is displayed. Select the associated record and click OK. The selected record is added as a line item to the Milestones section. To delete a line item from this section, select the check box beside the line item and click the Remove action in the section bar. Schedule Notes Section In the Schedule Notes section, you can specify additional work task details regarding the subcontracted project. Other Tabs The details about the Notifications tab, Notes & Documents tab, and Reports tab are explained in the previous sections. Standard Contract Change Order A Standard Contract is an initial agreement between the organization and vendor. The terms and conditions of the contract may change. The Standard Contract record is a binding agreement; therefore changes cannot be made directly on the record. You can create a Standard Contract Change Order to record all changes made during the course of the contract execution. The created Standard Contract Change Order record would be associated with the corresponding Standard Contract record. Creating Standard Contract Change Order Use the following procedure to create a Standard Contract Change Order record. Copyright IBM Corporation 2011,

50 To Create a Standard Contract Change Order Step 1 From the menu bar, click Contracts > Contracts > Change Orders. Step 2 Click Add to add a Standard Contract Change Order record. Step 3 Specify the details regarding the Standard Contract Change Order record. General Tab The General tab contains the basic information about the record. You can view the unique ID number, name of the record, the system generated status, type of contract, budget details, vendor company information, associated contract, and contract execution date details. General Section ID Revision Status A unique number identifying the Standard Contract Change Order record. This number is automatically generated and displayed when you create the Standard Contract record. The number of times the current record is revised. You can revise or modify the record by clicking the Revise action that is displayed on the action bar. The status of the Standard Contract Change Order record. For more information about the different statuses, refer to the General section on Creating a Bid Document. Name Date Description A unique name to identify the Standard Contract Change Order record that is being created. The date when the Standard Contract Change Order record is created. A brief description about the proposed change in the terms and conditions of the contract. Units Section Currency Costs are in the same currency that is specified for the bid document. Copyright IBM Corporation 2011,

51 Details Section Cost Type Justification Bond Terms Conversion Group Currency Exchange Date The mode of payment. The reason for the Change Order. Specify whether a bond is Required or Not Required. Specify if the terms for the contract are Standard or Not Standard. The conversion group that will be used for all the cost related fields in the record. The system displays all the options defined for the Conversion Group in the Tools > Lists page. The date and time on which the currency was traded. Reference Section Construction Class Section Discipline Work Location Select the construction class to which the Change Order belongs. Construction Class records are defined in the Classification hierarchy. The section for the Change Order. The type of work. Discipline records are defined in the Classification hierarchy. Select the work location for the Change Order. Import Contract Section Use the Import Contract section to associate the Standard Contract record in which changes are going to be effected. The current record gives the same information as that of the associated Standard Contract record except for the sections in which changes are made. Click the Find action in the Section bar to associate a Standard Contract record. In the Query window, a list of records retrieved from the Standard Contract business object in the Contracts page is displayed. Select the contract record that should be modified and click OK. Click the Clear action in the section bar to remove the details displayed in this section. Copyright IBM Corporation 2011,

52 Vendor Company Section Response Required Select this check box if you want a response from the vendor for the record. Vendor Company Lookup First Name The Standard Contract Change Order record created is sent to the contact person in the vendor company, selected in the associated Standard Contract record. This same information is mapped into the Standard Contract Change Order when the Standard Contract record is imported. If this contact information needs to be changed, you can use the search icon to select a different vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page. The given name of the contact person in the vendor company. Last Name Organization Work Phone The surname of the contact person in the vendor company. The Standard Contract Change Order record is sent to the vendor company with which the contract already exists. Select the vendor company to which the contact person belongs. The work telephone number of the contact person. Work Fax The work facsimile number of the contact person. The address of the contact person. Address Zip/Postal Code The complete address of the vendor company. The zip/postal code of the vendor company. City State/Province Country The name of the city where the vendor company is located. The name of the state/province where the vendor company is located. The name of the country where the vendor company is located. Copyright IBM Corporation 2011,

53 Bill To Section The Bill To section is used to provide details regarding the billing address of the organization and contact person in the organization responsible for the correspondence between the organization and vendor company. From Lookup The organization assigns a person as the first point of contact for the vendor for the specific subcontracted project. Use the search icon to select the contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page First Name Last Name Organization Work Phone Work Fax Address Zip/Postal Code City State/Province Country The given name of the contact person. The surname of the contact person. Select the organization to which the contact person belongs. The work telephone number of the contact person. The work facsimile number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The name of the city where the organization is located. The name of the state/province where the organization is located. The name of the country where the organization is located. Contacts Section The Contacts section adds people and assigns specific roles in the subcontracted project, such as Contract Administrator, Scheduler, Purchasing Agent, etc. The system auto populates the details about the persons and corresponding roles when a Standard Contract record is associated with the current record. You can modify the details by opening the existing line items. Click the Add Person action in the Section bar to add a person to this section. In the search list, the Copyright IBM Corporation 2011,

54 Contacts Section system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects in the People page. The information includes the name of the person, work phone number, and address. Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps: Click the Find action in the Roles Section bar. Select the role that you want to assign and click OK. Click the Save & Close action in the Contact Role action bar. The selected role will be assigned to the person and will be displayed in the Role field of the already added line item. To delete a line item, select the check box beside the line item and click the Remove action. The selected record will be removed from this section. Summary Section The Summary section is used to provide key dates for the Change Order. a. Notice to Proceed The date on which the contractor can begin work on the Change Order. b. Contract Start The effective start date for the Change Order. c. Contract End The effective date on which the Change Order ends. d. Substantial Completion The date in which the Change Order should reach substantial completion state. e. Final Completion The date by which the Change Order work should be completed. f. % Change Order The percentage this Change Order represents of the Contract. Form Actions The following table lists the common actions available and a description of each. Action Name Description Copyright IBM Corporation 2011,

55 Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X. Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X action to terminate the changes made and also to close the active window. Note If you click the X action without saving the record, all the data you have entered in the record is lost. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created in the Draft status and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, the system sends this record to the contact person for response. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Copyright IBM Corporation 2011,

56 Action Name Description Delete More Note If the Response Required field in the General tab is checked, on clicking the Complete action, the record is sent to the selected contact person in the vendor company for his/her response. The status of the record becomes Routing In Progress and after the contact person responds, the system changes the status of the record to Completed. Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Cost Tab Using this tab, you can give a breakdown of the costs associated with the products and/or services being purchased for the contract. You can also associate a budget code to which the cost of each purchased line item will be posted. The various sections in the Cost tab are described below. Potential Change Line Items Section Using this section, you can add the line items that were not included in the original contract record. Click the Create Line Items action in the section bar. Enter the necessary information in the respective sections of the record Click the Create action. The record appears as a line item in the Schedule of Values section. To delete a record permanently from this section, select the line item and click the Remove action in the Section bar. Copyright IBM Corporation 2011,

57 Schedule of Values In this section, you can enter the details about the items required for executing the project along with the quantity and cost type to which the cost of the item has to be tracked. This section enables you to add a line item to the list. Click the Add action in the Schedule of Values Section bar. The Change Order Cost Breakdown Items window appears, wherein you can perform the following steps: Enter the details about the name of the product, quantity, cost, and other basic information. Click the Create action. A new line item is added to the Schedule of Values section. By clicking the hyperlinked text, you can view all the record details in a new window. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Schedule of Values Section bar. The selected line item will be deleted from this section. The details for each item are displayed in a single line item. Each line item displays the total amount required for purchasing a single product. For example, the total cost of 20 chairs is $3000. Unit Price List Section In this section, you can enter the cost of a single item to be purchased. You can add the unit price for an item along with its unit of measurement. Click the Add action in the Unit Price List Section bar. The Contract Line Item window appears, wherein you can perform the following steps: Enter the details about the name of the product, quantity, cost along with the shipping and tax charges, and other basic information. Click the Create action. When you click the Create action, the system calculates the total amount by adding the shipping and tax charges with the unit price for that product. This applies to both products and labor. A new line item is added to the Unit Price List section. By clicking the hyperlinked text, you can view all the record details in a new window. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Unit Price List Section bar. The selected line item will be deleted from this section. Copyright IBM Corporation 2011,

58 Other Tabs The details about the Scope tab, Schedule tab, Notifications tab, and Notes & Documents tab are previously described. Click the respective hyperlinks for relevant details. Prime Contract A Prime Contract is a contract held either by the owner of a project, or by a main or primary contractor having full responsibility for the job. All the tabs and sections of the Prime Contract record are similar to the Standard Contract record. See the Standard Contract section for more information. Prime Contract Change Order Forecast Summary Line Items Section Using this section, you can add the line items that were not included in the original contract record. Click the Find action in the section bar. Select the Forecast Line Item Summary record you want. To delete a record permanently from this section, select the line item and click the Remove action in the Section bar. Blanket Purchase Order Blanket Purchase Order records are used when an agreement has been reached between an organization and a vendor for a definite quantity of a product to be purchased at a set price. As the units are purchased over a specified amount of time, the cost comes out of a budget that is associated with the Blanket Purchase Order record. The Blanket Purchase Order can be used to release periodic purchases from a vendor where the purchased items vary from purchase to purchase. This is a way to streamline the procurement process and still account for the materials acquired and the tasks for which they are to be used. An example of this would be a blanket order with a local supplier of electric equipment with a specified duration of one year and a budget of $25,000. As the maintenance staff needs electrical items for stock replenishment or specific work tasks, they can go to the vendor and pick up the items needed and reference the Blanket Purchase Order and the associated Task ID or other reference information that would be used to tie the purchase back to a specific need when the invoice is received. Note A Blanket Purchase Order is used when it is not feasible or not desirable to create a formal Purchase Order for each purchase. Copyright IBM Corporation 2011,

59 Creating Blanket Purchase Order Use the following procedure to create a Blanket Purchase Order record. To Create a Blanket Purchase Order Step 1 From the menu bar, click Contracts > Contracts > Blanket Purchase. Step 2 Click Add to add a Blanket Purchase Order record. Step 3 Specify the details regarding the Blanket Purchase Order record. Step 4 Click the Create Draft action. General Tab General Section ID Revision Status Name Description A unique number identifying the Blanket Purchase Order record. This number is automatically generated and displayed by the system at the time of creating the Blanket Purchase Order record. The revision number indicating the number of times the record was revised. The status of the Blanket Purchase Order record. Note For more information about the different statuses, refer to the General section on Creating a Bid Document. A unique name to identify the Blanket Purchase Order record. A brief description about the Blanket Purchase Order record. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options defined for the Currency in the Tools > Lists page. By default, the system displays the currency set in your user profile. Copyright IBM Corporation 2011,

60 Service Provider Section The Service Provider section provides details about the service provider of the organization. The details that are displayed in this section include the name, logo, and type of service provider. Click the Find action in the Section bar to add the service provider details to this section. In the query window, the system displays the list of records from the associated business object in the Organization hierarchy. Logo ID Name Organization Type The logo of the selected service provider. The unique ID number of the selected organization. The name of the selected service provider as in the Organization record. The organization type for the service provider as defined in the selected External Company record. Based on the various factors such as type of work that the organization undertakes, the size of the organization, etc., companies can be classified into various types. Details Section Contract Type The contract that exists between the service provider and organization can be a construction contract, service agreement etc. Select the type of contract. In values are from the Contract Type business object in the Classification hierarchy. Provider Rating The service provider is rated by the organization based on certain criteria. Select the rating for the service provider specified in the current record. The options that are displayed are: 1- Preferred 2- Approved 3- Not Rated 4- Has Issues The rating levels are specified in the Provider Rating business object in the Classification hierarchy. Copyright IBM Corporation 2011,

61 Details Section Provider Type The organization assigns the type for every service provider based on the condition and frequency in which services are obtained. Select the provider type from the following options: Primary The service provider whose services have been utilized on a regular basis. Backup An alternative service provider who can be used in the absence of the primary service provider. Emergency The service provider who is used by the organization for immediate needs or in case of emergencies. Responsible Organization Resource Organization Services Select this check box if the organization identified in the Service Provider section is responsible for managing this contract. Select this check box if the organization identified in the Service Provider section is responsible for providing resources for this contract. Select this check box if the contract is created for obtaining services. On clicking the Issue action, the system creates Service Matrix records based on the options selected in the current record. Materials Select this check box if the contract is created for procuring products. On clicking the Issue action, the system creates Material Matrix records based on the options selected in the current record. Manages Purchase Requisition Orders Select this check box if the organization identified in the Service Provider section is responsible for managing requests to purchase materials. This feature assigns Material Orders using the Material Matrix records associated with the current record. It is used only for material orders originating from a product request from a self-service user or a material request submitted from a work task. Dates Section The Dates section can be used to select the start and expiry date for the contract and other relevant details such as the pre-expiry reminder period, date on which the record was created, etc. Copyright IBM Corporation 2011,

62 Dates Section Date Created Start Date Expiration Date Original Expiration Date Expiration Reminder Expiration Notice Date Date Retired The date on which the record was created. The date on which the contract becomes valid. The date on which the contract expires. The date of contract expiration that was entered in the original revision of the contract. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract. You can select the duration in which you want the notification about expiry of the Blanket Purchase Order. E.g., if you want a notification about the expiry of the Blanket Purchase Order, 10 days before it actually expires, select this value as 1 week and 3 days. Tip Calendar facility is available for all the date fields such as Start Date, Expiration Date, and Expiration Reminder. The date when expiration reminder notice must be sent. This date depends on the expiration date and expiration reminder period selected in the record. The date on which the contract record was retired. Cost Summary Section Do Not Specify Approved Amount Current Approved Amount Original Amount Total Task Time Closed Tasks Select this check box if you do not want the system to give an alert message when the cost of items to be purchased exceeds the approved amount specified in the record. The approved amount up to which products can be obtained using the current contract. The amount is displayed in the default currency selected in the record. The original approved total contract value. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract. The total time taken to complete the tasks associated with the contract. This information comes from the Total Task Time Closed Tasks field in the PO and Task Logs tab of the current record. Copyright IBM Corporation 2011,

63 Cost Summary Section Total Task Time In Progress Tasks PO Line Items Total Completed Items PO Line Items Total In Progress Items Total Contract Remaining (committed) Total Invoice Pending Approval Total Invoice Approved Total Invoice Paid Total Contract Remaining (Paid) Notify Limit The total time that is required to complete the tasks that are still in progress. This information comes from the Total Task Time In Progress Tasks field in the PO and Task Logs tab of the current record. The total cost of the line items that were received from the vendor. This information comes from the PO Line Items Total Completed Items field in the PO and Task Logs tab of the current record. The total cost of the line items that are yet to be received from the vendor. This information comes from the PO Line Items Total In Progress Items field in the PO and Task Logs tab of the current record. The difference of the approved amount and the PO Log Total. The total invoices in Review in Progress status. This is calculated based on data in the PO and Task Logs tab. The total invoices in Issued status. This is calculated based on data in the PO and Task Logs tab. The total invoices in Completed status. This is calculated based on data in the PO and Task Logs tab. A value will be displayed for Task Invoicing and PO Invoicing against a Contract. The system calculates this from the Current Approved Amount minus the Total Invoice Paid amount. Enter the cost limit at which you need a notification to be sent by the system. The system compares the PO Log Total amount with the Notify Limit entered in this field, and if the PO Log Total amount becomes less than or equal to the Notify Limit, a notification is sent to the Contract Administrator. Form Actions The following table lists the common actions available and a description of each. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Copyright IBM Corporation 2011,

64 Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X. Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created in the Draft status and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Change Request Click the Change Request action to request for a change in the contract value originally given in the Blanket Purchase Order record. On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Blanket Purchase Order record. The change request record can be viewed from the Change Request section in the History tab. Copyright IBM Corporation 2011,

65 Action Name Complete Description Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Delete More Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Contacts Tab The Contacts tab provides details about the contact person of the organization and also the contact person of the service provider. You can also add additional contact persons to this section. Service Organization Contact Details Section Response Required Service Organization Contact Lookup Check this box if you want a response from the service provider for the current (Blanket Purchase Order) record. The Blanket Purchase Order record that is created is sent to the contact person in the vendor company that has won the bid. Use the search icon to select the required vendor contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page. First Name Last Name Organization Lookup Work Phone The given name of the selected vendor contact from the Employee record. The surname of the selected vendor contact from the Employee record. Select the organization to which the contact person belongs. The work phone number of the selected vendor contact as in the Employee record. Copyright IBM Corporation 2011,

66 Service Organization Contact Details Section Work Fax Address Zip/Postal Code City State/Province Country The work fax number of the selected vendor contact as in the Employee record. The address of the selected vendor contact as in the Employee record. The complete address of the vendor company. The zip/postal code of the vendor company. The name of the city in which the vendor company is located. The name of the state/province in which the vendor company is located. The name of the country in which the vendor company is located. Bill To Section The Bill To section is used to provide details regarding the billing address and the organization s contact assigned the task of managing the bills associated with the standard contract. The Bill To address is appended to any newly created Invoices when this Blanket Purchase Order is selected. Bill To Contact Lookup The organization assigns a person as contact for the vendor for billing related issues. Use the Search icon to select the required organization contact. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name Organization Lookup Work Phone The given name of the selected organization contact from the Employee record. The surname of the selected organization contact from the Employee record. Select the organization to which the person belongs. The work telephone number of the contact person. Copyright IBM Corporation 2011,

67 Bill To Section Work Fax Address Zip/Postal Code City State/Province Country The work facsimile number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The name of the city in which the organization is located. The name of the state/province in which the organization is located. The name of the country in which the organization is located. Contacts Section The Contacts section is used to add people and assign specific roles to them, such as Contract Manager, Contract Administrator, and Purchasing Agent. Click the Add Person action in the Section bar to add a person to this section. In the search list, the system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information that is displayed includes the name of the person, work phone number, and address of the person. Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps: Click the Find action in the Roles Section bar. Roles are defined in the Classification hierarchy. Select the role that you want to assign and click OK. Click the Save & Close action in the Contact Role action bar. The selected role will be assigned to the person and will be displayed in the Role field of the already added line item. Use the Contact Role (Contract Manager) to designate the Person who will review/approve invoices. Copyright IBM Corporation 2011,

68 Terms & Conditions Tab This tab provides details about the terms and conditions of the contract. Terms & Conditions Section Use this section to add information regarding the terms and conditions of the contract that is created between the organization and vendor. Both the vendor and organization creating the blanket order should agree with the conditions for the contract to exist. Note You can format the details entered in this section. Payment Terms Section Use this section to add information regarding the payment terms of the contract as negotiated between the organization and vendor. Payment Terms are used to adjust an Invoice amount based on early payment. Click the Add action in the Section bar to add a payment term to this section. The Payment Terms record in a new window, wherein you can perform the following steps: Enter the duration of the payment term by clicking the Calendar icon and clicking Ok. Enter the Discount Percentage corresponding to the Terms Duration. Click the Create action in the action bar. The system adds the record as a line item to this section. Payment terms in this section use the currency that is specified for the blanket purchase order. To remove a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed from this section. Default Matrix SLA Values Section Use Request Class Defaults The system auto populates the fields with the * such as (Priority, Respond Within, Due Within, and Follow Up Within) with the information from the selected Request Class record only on checking this box. Copyright IBM Corporation 2011,

69 Default Matrix SLA Values Section Priority * Respond Within * Due Within * Follow Up Within * Responsible Organization Services Resource Organization Materials Manages Purchase Requisition Orders Enter the priority level for the product/service. Note If Use Request Class Defaults option is checked, the system auto populates the priority information in the respective matrix record from the Request Class that is selected in the record. Specify the date within which the vendor company should respond to the record. Note If Use Request Class Defaults option is checked, the system auto populates the respond within date in the respective matrix record from the Request Class that is selected in the record. Specify the due date within which the vendor company should send the items that are required. Note If Use Request Class Defaults option is checked, the system auto populates the due date in the respective matrix record from the Request Class that is selected in the record. Specify the follow up duration. Note If Use Request Class Defaults option is checked, the system auto populates the follow up duration in the respective matrix record from the Request Class that is selected in the record. The system automatically selects this option only if it is already selected in the General tab. This field is read-only. The system automatically selects this option only if it is already selected in the General tab. This field is read-only. The system automatically selects this option only if it is already selected in the General tab. This field is read-only. The system automatically selects this option only if it is already selected in the General tab. This field is read-only. Check this box if the Service Provider on the contract will manage Purchase Requisition Orders. The value of this field is used by the system during auto-assignment of Material Orders originating from Purchase Requisitions. Copyright IBM Corporation 2011,

70 Default Matrix SLA Values Section Default Assignee Select the person in the vendor company who is the responsible person for all issues related to the agreement (blanket purchase order). Select from the list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Default Assign To Role Use Roles From You can select the person who is responsible for the contract either using the name or based on the role assigned to the person. Select the designated role of the person from the records defined for the Roles business object in the Classification hierarchy. The system assigns the person based on the options selected in the fields Role Resolution, Default Assign To Role, and Use Roles From field. Use the List icon to specify if the role should be selected based on the location/geography/organization, etc. The list of options that are defined in the Tools > Lists page. Role Resolution The system can find out the person playing the selected role based on the contracts that exist or based on the requests. Use the List icon to select the role resolution type from the options (Contract and Request) that are defined in the Tools > Lists page. Default Service Charge Type Section The service that is offered by the service provider may be chargeable or it can be covered under a contract. This section is used to specify if the service that is offered is included or chargeable. Click the Find action in the Section bar to select the service charge type from the list defined in the Service Charge Type business object of the Classification hierarchy. Select a specific type and click OK. The fields of this section such as the Icon and Name will get auto-populated with the details from the selected record. In addition to these sections, this tab also has several sub-tabs that are explained in the following sections. Copyright IBM Corporation 2011,

71 Request Class (for Services) Sub Tab Request Class (for Services) Section The requests can be assigned to a specific Request Class based on the type of service that is required from the service provider. Use this section to select the Request Class associated with the Blanket Purchase Order record. Click the Find action in the Section bar to select a specific request class. In the Query window, the system displays a list of records retrieved from the Request Class business object in the Classification hierarchy. Note If the Use Request Class Defaults option in the Default Matrix SLA Values section is checked, the fields indicated by * in the Default Matrix SLA Values section will get auto populated based on the Request Class selected in this section. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Service Class (for Materials) Sub Tab Service Class (for Materials) Section Services are classified in a user-defined hierarchy in the Classification hierarchy based on the type of service (e.g., office services, IT services, etc.) that is offered. Click the Find action in the Section bar to select the service assignment classification. In the search list, the system displays a list of available records in the Service Assignment Classification business object in the Classification hierarchy. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Customer Organizations Sub Tab Customer Organizations Section Use this section to add the list of organizations that are served by the specified service provider. Click the Find action in the Section bar to add the list of customer organizations. In the query window, the system displays a list of records from the associated business object in the Organization hierarchy. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Service Locations Sub Tab Service Locations Section The service provider selected in the current record can provide service for the organization in more than one location or might be in a single location of the organization. Click the Find action in the Section bar to add details about the locations that are served by the current service provider. In the Copyright IBM Corporation 2011,

72 Service Locations Sub Tab Service Locations Section search list, the system displays the list of records from the associated business object in the Location Hierarchy. Click the Graphic Find action to view a graphical representation of the selected location. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Service Geographies Sub Tab Service Geographies Section Use this section to add details about the geographies that are covered by the service provider specified in the Blanket Purchase Order record. Click the Find action in the Section bar to add details about the geographies that are covered. In the search list, the system displays the list of records from the associated business object in the Geo/Location Hierarchy. Click the Graphic Find action to view a graphical representation of the selected geography. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Service Matrix Sub Tab Service Matrix Records Section The Service Matrix records are created by the system automatically based on the Request Class, Customer Organization, and location or geography records that are associated in the previous sections. The system creates Service Matrix record only if the particular combination of request class, customer organization, and location/geography does not exist already. Material Matrix Records Sub Tab Material Matrix Records Section The Material Matrix records are created by the system automatically based on the Service Class, Customer Organization, and location/geography records that are associated in the previous sections. The system creates Material Matrix record only if the particular combination of request class, customer organization, and location/geography does not exist already. Reserve Tab The Reserve tab is used to specify the reservation conditions and cancellation details for the contract. Copyright IBM Corporation 2011,

73 Reserve Order Conditions section Use the Reserve Order Conditions section to identify the minimum order time and the penalty information for service order cancellations. Reserve Minimum Order Time Reserve Cancel Penalty Time Cancel Penalty Cost Processing Cost The minimum duration before the reservation when the service order can be placed. The maximum duration before the reservation when a canceled service order is still billed. The type of the penalty when a canceled service order is still billed, such as the full cost of the order, and a predefined processing cost. The predefined cost of the penalty when a canceled service order is still billed. The form shows this field if you selected the user-defined processing cost in the Cancel Penalty Cost field. Cancellation Policy section In the Cancellation Policy section, you can identify the policy for service order cancellations. Products & Services Tab The Products & Services tab is used to add details about the products and services included in the Blanket Purchase Order record (agreement). Products Section Using this section, you can add the products that are covered in the agreement (Blanket Purchase Order record) between the organization and vendor company. Click the Quick Add action in the Section bar to add a product to this section. On clicking this action, the system displays the list of records retrieved from the associated business objects in the Portfolio page. Select a record(s) and click OK. The system creates a Products record with the details from the selected specification and adds the record as a line item in this section. You can click the hyperlinked text of the line item to modify the record details. Select the check box beside the line item and click the Retire Products action to remove a product that is no longer covered under the agreement. Click the PO action in the Section bar to create a purchase order based on the current agreement. The Purchase Order record in a new window where you can provide the necessary details. Copyright IBM Corporation 2011,

74 Services Section Using this section, you can add the services that are covered in the agreement (Service Agreement record) between the organization and vendor company. Click the Quick Add action in the Section bar to add the services that will be included in the contract. On clicking this action, the system displays the list of records retrieved from the Services Spec business object in the Portfolio page. Select a record(s) and click OK. The system creates a Services record with the details from the selected specification and adds the record as a line item in this section. You can click the hyperlinked text of the line item to modify the record details. Select the check box beside the line items and click the Retire Services action to remove the services that are no longer covered under the agreement. Click the PO action in the Section bar to create a purchase order based on the current agreement. The Purchase Order record in a new window where you can provide the necessary details. Services use the same currency that is specified for the blanket purchase order. Retired Products & Services Section Products and services that are retired are displayed as line items in this section. To retire a product, click the check box to the left of the product line item, and click the Retire Products action in the Products section of this tab. To retire a service, click the check box to the left of the service line item, and click Retire Services in the Services section of this tab. A line item corresponding to the retired product or service will be displayed in this section. PO and Task Logs Tab Using this tab, you can view a summary of all the associated Purchase Orders and Task records. This tab also provides information about the total cost of purchases that have been made against the contract and time taken to complete the tasks associated with the current agreement. The various sections and sub-tabs are explained below. Units Section Currency The currency used in this section is the same currency that is specified for the blanket purchase order. Log Summary Section Using this section, you can view the total cost of all the line items added in the Purchase Order records associated with the current Blanket Purchase Order record. Copyright IBM Corporation 2011,

75 Log Summary Section PO Line Items Total Completed Items PO Line Items Total In-Progress Items Total Task Time Closed Tasks Total Task Time In- Progress Tasks Total Task Actual Cost In-Progress Total Task Actual Cost Closed Total Task Actual Cost All Total Invoice Pending Approval Total Invoice Approved Total Invoice - Paid The total cost of the line items that were received from the vendor. The system calculates this value as the sum of all the line items added in the PO Line Items Complete sub-tab. The total cost of the line items that are yet to be received from the vendor. The system calculates this value as the sum of all the line items added in the PO Line Items In-Progress sub-tab. The total time taken to complete the tasks associated with the current Blanket Purchase Order. The system calculates this value as the sum of duration of all the tasks added in the Tasks Time Closed sub-tab. The total time that is required to complete the tasks that are still in progress. The system calculates this value as the sum of duration of all the tasks added in the Tasks Time In-Progress sub-tab. The total actual cost of the line items received from the vendor that are In- Progress. The total actual cost of the line items received from the vendor that are Closed. The total actual cost of the line items received from the vendor. The total cost of the line items in the Invoices sub-tab that are in Review in Progress status. The total cost of the line items in the Invoices sub-tab that are in Issued status. The total cost of the line items in the Invoices sub-tab that are in Completed status. In addition to the above mentioned sections, this tab also has certain sub-tabs that are explained below. Copyright IBM Corporation 2011,

76 Purchase Orders Sub Tab Purchase Orders Section The system displays all the Purchase Order records associated with the current Contract record. The system auto populates this section when the corresponding workflow is triggered. PO Line Items Complete Sub Tab PO Line Items Complete Section In this section, the system displays all the products (line items added in the associated Purchase Order records) that have been received from the vendor. The system computes the sum of all the values in the Total field and auto populates the information in the PO Line Items Total Completed Items field. PO Line Items In-Progress Sub Tab PO Line Items In-Progress Section In this section, the system displays all the products (line items added in the associated Purchase Order records) that have been shipped by the vendor and are yet to be received by the organization. The system computes the sum of all the values in the Total field and auto populates the information in the PO Line Items Total In Progress Items field. Invoices Sub Tab Invoices Section In this section, the system displays all Invoices associated with the Contract. The information that is displayed includes ID, name, date, status, and total of each Invoice. The system computes the sum of the values in the Total Invoice field and auto populates the information in the Total Invoice Pending Approval, Total Invoice Approved, and Total Invoice - Paid fields. Click the Add action in the Section bar to add a Task Invoice to this section. The Task Invoice record in a new window, wherein you can perform the following steps: Enter the necessary details such as the Task Invoice name, details, and service provider. The Task Invoice record is pre-populated with all pertinent Contract fields. Refer to the Task Invoice section for more information about specific fields in the Task Invoice. Click the Create Draft action in the action bar, and then click the Issue action. The system adds the record as a line item in this section. Task invoices use the same currency that is specified for the blanket purchase order. To remove a Task Invoice from this section, select the check box beside the Task Invoice and click the Remove action in the Section bar. The selected Task Invoice is removed from this section. Copyright IBM Corporation 2011,

77 Task Time Closed Sub Tab Task Time Closed Section In this section, the system displays all the tasks that have been already completed. The information that is displayed includes the type of task, task number, name, date, duration of work, rate, and total cost for completing the task. The system computes the sum of all the values in the Total Cost field and auto populates the information in the Total Task Time Closed Tasks field. Task Time In-Progress Sub Tab Task Time In-Progress Section In this section, the system displays all the tasks that are still not complete. The information that is displayed includes the type of task, task number, name, date, duration of work, rate, and total cost for completing the task. The system computes the sum of all the values in the Total Cost field and auto populates the information in the Total Task Time In-Progress Tasks field. Tasks Sub Tab Tasks Section In this section, the system displays all the Task records that have been associated with the current Blanket Purchase Order record. Other Tabs The details about the History tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant information. Service Agreement The Service Agreement record is created when a contract exists between a vendor and an organization for the supply of materials and/or services at a specified price within a specified time period. The Service Agreement record provides specific details about pricing, lead-time for products, hourly rates for services, and additional information about products and services included in the contract. Creating Service Agreement Use the following procedure to create a Service Agreement record. To Create a Service Agreement Step 1 From the menu bar, click Contracts > Agreements to open the Agreements page. Step 2 In the Related Links Contract Agreements portal section, click Service Agreements to open the Service Agreements results page. Copyright IBM Corporation 2011,

78 To Create a Service Agreement Step 3 Review the page that appears. The page displays a list of Service Agreement records. Click Add to add a new Service Agreement record. Step 4 Review the form that appears. Specify the details regarding the Service Agreement record. General Tab General Section ID Revision Status A unique number identifying the Service Agreement record. This number is automatically generated and displayed by the system at the time of creating the Service Agreement record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Service Agreement record being created. The different statuses of the Service Agreement record are explained below. Draft Indicates that the Service Agreement record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Completed Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the action bar. Copyright IBM Corporation 2011,

79 General Section Retired Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. History - When the Service Agreement record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Service Agreement results page), the system retrieves and displays all the records that are revised at different stages. Name Description Enter a unique name to identify the Service Agreement record that is being created. Enter a brief description about the agreement. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by your administrator. Service Provider Section The Service Provider section provides details about the service provider of the organization. The details that are displayed in this section include the name, logo, and type of service provider. Click the Find action in the Section bar to add the service provider details. In the Query window, the system displays the list of records from the associated business object in the Organization Hierarchy. To remove the contents of this section, click the Clear action in the Section bar. Logo ID Name The logo of the selected service provider. The unique ID number of the selected organization. The name of the selected service provider as in the Organization record. Copyright IBM Corporation 2011,

80 Service Provider Section Organization Type Based on the various factors such as type of work that the organization undertakes, the size of the organization, etc., companies can be classified into various types. The organization type for the service provider as defined in the selected External Company record. Details Section Contract Type The contract that exists between the service provider and organization can be a construction contract, service agreement, etc. Use the Search icon to select the type of contract. In the search list, the system displays a list of the contract types (RE Lease, Blanket Order, Construction, etc.) as defined in the Contract Type business object in the Classification Hierarchy. Provider Rating The service provider is rated by the organization based on certain criteria. Use the Search icon to select the rating for the service provider specified in the current record. The options that are displayed are: 1- Preferred 2- Approved 3- Not Rated 4- Has Issues The rating levels are specified in the Provider Rating business object in the Classification Hierarchy. Provider Type The organization assigns the type for every service provider based on the condition and frequency in which services are obtained. Select the provider type from the following options: Primary The service provider whose services have been utilized on a regular basis. Backup An alternative service provider who can be used in the absence of the primary service provider. Emergency The service provider who is used by the organization for Copyright IBM Corporation 2011,

81 Details Section immediate needs or in case of emergencies. Responsible Organization Resource Organization Services Select this check box if the organization identified in the Service Provider section is responsible for managing this contract. Select this check box if the organization identified in the Service Provider section is responsible for providing resources for this contract. Select this check box if the contract is created for obtaining services. On clicking the Issue action, the system creates Service Matrix records based on the options selected in the current record. Materials Select this check box if the contract is created for procuring products. On clicking the Issue action, the system creates Material Matrix records based on the options selected in the current record. Manages Purchase Requisition Orders Select this check box if the organization identified in the Service Provider section is responsible for managing requests to purchase materials. This feature assigns Material Orders using the Material Matrix records associated with the current record. It is used only for material orders originating from a product request from a self-service user or a material request submitted from a work task. Dates Section The Dates section can be used to select the start and expiry date for the contract and other relevant details such as the pre-expiry reminder period, date on which the record was created, etc. Date Created Start Date Expiration Date Original Expiration Date The date on which the record was created. Select the date on which the contract (Blanket Purchase Order) becomes valid. Select the date on which the contract (Blanket Purchase Order) expires. The date of contract expiration that was entered in the original revision of the contract. This value is displayed as read-only and remains the same for all revisions throughout the life of the contract. Copyright IBM Corporation 2011,

82 Dates Section Expiration Reminder Expiration Notice Date Date Retired You can select the duration in which you want the notification about expiry of the Blanket Purchase Order. E.g., if you want a notification about the expiry of the Blanket Purchase Order, 10 days before it actually expires, select this value as 1 week and 3 days. Tip Calendar facility is available for all the date fields such as Start Date, Expiration Date, and Expiration Reminder. The date on expiration reminder notice should be sent. This date depends on the expiration date and expiration reminder period that is selected in the current record (Blanket Purchase Order). The date on which the contract record was retired. Cost Summary Section Do Not Specify Approved Amount Current Approved Amount Check this box if you do not want the system to give an alert message, when the cost of items to be purchased exceeds the approved amount specified in the record. Enter the approved amount unto which products can be obtained using the current contract. The amount in the default currency selected in the record. Original Amount Total Task Time Closed Tasks Total Task Time In Progress Tasks PO Line Items Total Completed Items The original approved total contract value. This value is displayed as readonly and remains the same for all revisions throughout the life of the contract. The total time taken to complete the tasks associated with the contract. The system retrieves this information from the Total Task Time Closed Tasks field in the PO and Task Logs tab of the current record. The total time that is required to complete the tasks that are still in progress. The system retrieves this information from the Total Task Time In Progress Tasks field in the PO and Task Logs tab of the current record. The total cost of the line items that were received from the vendor. The system retrieves this information from the PO Line Items Total Completed Items field in the PO and Task Logs tab of the current record. Copyright IBM Corporation 2011,

83 Cost Summary Section PO Line Items Total In Progress Items Total Contract Remaining (Committed) Total Invoice Pending Approval Total Invoice Approved Total Invoice Paid Total Contract Remaining (Paid) Notify Limit The total cost of the line items that are yet to be received from the vendor. The system retrieves this information from the PO Line Items Total In Progress Items field in the PO and Task Logs tab of the current record. The system calculates the total remaining amount as the difference of approved amount and PO Log Total. The total invoices in Review in Progress status. This is calculated based on data in the PO and Task Logs tab. The total invoices in Issued status. This is calculated based on data in the PO and Task Logs tab. The total invoices in Completed status. This is calculated based on data in the PO and Task Logs tab. A value will be displayed for Task Invoicing and PO Invoicing against a Contract. The system calculates this from the Current Approved Amount minus the Total Invoice Paid amount. Enter the cost limit at which you need a notification to be sent by the system. The system compares the PO Log Total amount with the Notify Limit entered in this field, and if the PO Log Total amount becomes less than or equal to the Notify Limit, a notification is sent to the Contract Administrator. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Copyright IBM Corporation 2011,

84 Action Name Save Description Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Change Request Click the Change Request action to request for a change in the contract value originally given in the Service Agreement record. On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Service Agreement record. The change request record can be viewed from the Change Request section in the History tab. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed. Copyright IBM Corporation 2011,

85 Action Name Description Note You can click the Complete action only after the record is approved by all the members in the distribution list. Delete More Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Other Tabs The details about the Contacts tab, Terms & Conditions tab, Products & Services tab, PO and Task Logs tab, History tab, Notifications tab, Notes & Documents tab, and Reports tab are available in previous sections. Click the respective links to read the details. Copyright IBM Corporation 2011,

86 4. Products, Services & Catalogs Procurement Process Flow > Products, Services & Catalogs Inventory Setup The Inventory > Set Up page maintains a single repository for identifying and tracking all the products and services your organization procures to support their business mission. These products and services are used to support projects, maintenance, and other day-to-day activities. Products and Services records contain the specifications of the product or service, details about the vendor or service provider, as well as cost and lead time information. Products and Services records can be associated with a Catalog. This Catalog record can be in turn linked with Purchase Requisition to order items that are contained in a catalog, thus controlling what people can request thereby reducing or eliminating maverick purchases. The Catalog Manager maintains a list of catalogs from the various vendors and service providers. A Catalog record provides the ability to organize a listing of all products or services provided by a single vendor. Similar product records or specification records can be grouped together as a Catalog record and can be associated with multiple Catalogs. There are two types of catalogs provided: Product Catalog Request Catalog The Catalog Manager module in the IBM TRIRIGA application is hierarchical in nature. Catalog is the topmost level in the hierarchy. Under the root level hierarchy, you can create records for Product Catalog and Request Catalog business objects. Under any existing Product Catalog or Request Catalog record you can create child records for them respectively. Copyright IBM Corporation 2011,

87 Accessing the Inventory Setup Menu Using the Inventory > Set Up menu, you can create and maintain Products and Services records reflecting the products and services acquired by the organization, as well as Product Catalog and Request Catalog records. By default, the Catalog Manager displays in a hierarchy format. Use the following procedure to access the Inventory > Set Up menu. To Access the Inventory Setup Menu Step 1 Sign in with the proper Inventory Manager role. Step 2 From the menu bar, click Inventory > Set Up to access the Inventory > Set Up menu. Step 3 From the Inventory > Set Up menu, click the desired menu item. Catalogs > Catalog Manager Catalogs > Product Catalogs Catalogs > Request Catalogs Contracts > Products Contracts > Services Using the Cut and Paste Actions The Cut and Paste actions are available for all hierarchical business objects. While creating a new hierarchy, these actions enable you to cut and paste a child records from one parent hierarchy into another. For example, if you create a child record under a parent record, you can cut and paste this child record into another parent record. Use the following procedure to cut and paste. To Cut and Paste Step 1 In the Hierarchy panel, select the child record from the appropriate parent record. Step 2 Click the Cut action in the action bar. Step 3 Select the destination parent record to which the copied child record is to be pasted. Step 4 At this stage, the Paste action will be available on the action bar of the Hierarchy panel. Click the Paste action to paste the copied child record. The child record now forms a part of the new hierarchy under which it has been pasted. Copyright IBM Corporation 2011,

88 Products Products refer to those items that are produced either directly from the manufacturer or through a reseller. A Products record contains the specifications of the product, details about the vendor or service provider, as well cost and lead-time information. Creating Products Use the following procedure to create a Products record. To Create a Product Step 1 From the menu bar, click Inventory > Set Up > Contracts > Products to open the Products results page. Step 2 Review the page that appears. The page displays a list of Products records. Click Add to add a new Products record. Step 3 Review the form that appears. Specify the details regarding the Products record. General Tab General Section ID Enter a unique number identifying the Products record being created. If this field is left blank, the system automatically generates this number at the time of creating the Products record. Status The current status of the Products record being created. The different statuses of the Products record are explained below. Draft - Indicates that the Products record is yet to be created. The system generates this status on clicking the Create Draft action in the action bar. Active Indicates that the record is active. The system generates this status on clicking the Activate action in the action bar. Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. Copyright IBM Corporation 2011,

89 General Section Name Description Image Enter the name of the product for which the record is being created. Provide a brief description about the product. You can associate the image of the product with the Products record being created. Use the Image icon to select the picture that should be associated with the Products record. Note Use the standard Browse functionality to locate and select the required picture. Units Section Currency Use the List icon to select the currency type that will be used for all the cost related fields in the Products record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by the administrator. Quantity The Quantity field is used to describe the nature and units in which the product will be purchased. Once a quantity description is selected, a corresponding dependent list provides units of measure associated with the selected description. Use the List icons to select the quantity description along with its corresponding unit of measurement. In the search lists, the system displays the available descriptions (quantity, angle, area, currency, etc.), and their corresponding units of measure (dozen, degrees, square feet, US dollars, etc.) as defined in the Tools > Lists page. Details Section Product ID Start Date Expiration Date Expiration Notice Enter the unique ID assigned to the product. Specify the start date of the product record. By default, the system displays the current date. Specify the date on which the product record will expire. Set the date by which the system should send the alert notification about Copyright IBM Corporation 2011,

90 Details Section Product Class the upcoming expiration of the Products record. The products can be classified into various categories based on their applicability to a building system or construction class. Use the Search icon to select the class to which the product belongs such as Construction, Electrical, etc. The list of Product Class types as defined in the Classification Hierarchy. Model Name Model Number Product Code Product Code Type Enter the model name of the product. Enter the model number of the product. Enter the code that is assigned by the manufacturer for the product. Product Code Type defines the type of bar coding that is used to identify the product. Use the List icon to select the Product Code Type that is defined in the Tools > Lists page. The options are: UPC (Universal Product Code) It is a type of bar code widely used in US and Canada to identify products. EAN It is another type of bar code developed as a superset of UPC with an extra digit in the beginning. Product Details Section Purchasing Quantity Purchase Units Enter the quantity of the product that is required by the organization. Enter the unit of measure in which the product is purchased. For example, if you want to purchase wire, then you have to select Length and corresponding unit of measure for length such as meters, inches, feet, etc. Use the List icon to select the purchase description along with its unit of measurement. In the search list, the system displays the available measurement description (quantity, angle, area, currency, etc.) and corresponding unit of measure (dozen, degrees, square meter, US dollars, etc.) as defined in the Tools > Lists page. Copyright IBM Corporation 2011,

91 Product Details Section List Price Discount Discount Qty From Discount Qty To Purchase Cost Enter the price of the product. By default, the system displays the currency type specified in the Currency field in the Units section. Enter the percentage discount the organization will get on purchasing the product from the specified vendor. Enter the minimum purchase quantity of products to which the discount becomes applicable. Enter the maximum purchase quantity of products to which the discount is applicable. The cost price of the product supplied by the selected vendor. The system calculates the purchase cost as the difference of list price and discount amount and the value is auto populated in this field on clicking the Activate/Save/Save & Close action. Purchase Cost = List Price (Discount * 100) Lead Time Lead-time is the interval between the initiation of a procurement action (such as placing an order) and receipt of the products/services from the vendor. Specification Section Using this section, you can associate a Specification record to the Products record being created. Use the Find action in the Section bar to select a Specification record. In the Query window, the system displays a list of Specification records. Select the Specification record that you want to associate and click OK. The system auto populates the fields of this section such as Spec Name, Brand, Spec ID, Model Name, Spec Class, and Model Number, etc., with the details from the selected record. Click the Clear action in the Section bar to remove the details displayed in this section. Product Vendor Section Vendor Company Lookup Use the Search icon to select the vendor company associated with this product. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy. Copyright IBM Corporation 2011,

92 Product Vendor Section Name ID Organization Type The name of the selected vendor company. The unique ID number of the vendor company. The selected organization can be categorized based on the type of work that is undertaken. The organization type from the information that is entered in the associated External Company record. Contract Section Using this section you can associate a contract record (from the Contracts page) with the Products record being created. Use the Find action in the Section bar to select a contract record. In the Query window, the system displays a list of records retrieved from the associated business object in the Contracts page. Select the record that you want to associate and click OK. The system auto populates the fields of this section such as Name, Number, and Contract Type with the details from the selected record. Click the Clear action in the Section bar to delete the details displayed in this section. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Activate, Save, Save & Close, More, Copy, and X (Cancel). Save Click the Save action to save the changes made. Save & Close Click the Save & Close action to save the changes and close the active window. Copyright IBM Corporation 2011,

93 Action Name X Copy Description Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Activate Click the Activate action to add the record to the active management list. On clicking the Activate action, the status of the record changes from Draft to Active. The system refreshes the record and displays additional actions on the action bar. The actions include Revise and Retire. More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Catalogs Tab You can associate a Products or Services record with a Catalog using this tab. Catalogs are created in the Catalog Manager in order to categorize Products records and Services records into an organized format. A single vendor or service provider may provide many products and/or services. Catalog Section This section displays the Catalog records that are associated with the product for which the record is created. The information that is displayed in this section includes the ID, name, catalog class, etc. Click the Find action in the Section bar to associate a catalog with the Products record being created. In the Query window, the system displays a list of available Catalog records that are retrieved from the associated business object in the Catalog Manager. Select the required Catalog Copyright IBM Corporation 2011,

94 Catalog Section records and click OK. The selected Catalog record will be displayed as line item in this section. To delete a record, select the check box beside the line item and click the Remove action in the Section bar. Certification Tab The Certification tab displays certifications or ratings that the product meets. You can also define the duration of the certification for the product. Certification Section Certification Certification Start Certification End Select the certification/rating that the product meets. The system displays all the certifications (such as Certified Hardware, Certified Software, etc.) that are defined in the Tools > Lists page. Specify the start date on which the certification is valid. Specify the date on which the certification expires. Other Tabs The details about the Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details. Services Services refer to the labor-related activities that produce a certain result (e.g., cleaning an office building, plumbing defects). A Services record contains vendor and specification combinations relating specifically to the service being offered. The purpose of the Services record is to keep a single repository for all information on a single service. Creating Services Use the following procedure to create a Services record. To Create a Service Step 1 From the menu bar, click Inventory > Set Up > Contracts > Services to open the Services results page. Copyright IBM Corporation 2011,

95 To Create a Service Step 2 Review the page that appears. The page displays a list of Services records. Click Add to add a new Services record. Step 3 Review the form that appears. Specify the details regarding the Services record. General Tab General Section ID Status Enter a unique number identifying the Services record being created. If this field is left blank, the system automatically generates this number at the time of creating the Services record. The current status of the Services record being created. The different statuses of the Services record are explained below. Draft - Indicates that the Services record is yet to be created. The system generates this status when the user selects the Create Draft action in the action bar. Active Indicates that the record is active. The system generates this status when the user selects the Activate action in the action bar. Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status when the user selects the Retire action in the action bar. Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status when the user selects the Revise action in the action bar. Name Description Image Enter the name of the service for which the record is being created. Provide a brief description about the service. You can associate a picture of the service or service provider with the Services record being created. Use the Image icon that is to be associated with the Services record. to select the picture Note Use the standard Browse functionality to locate and select the required picture. Copyright IBM Corporation 2011,

96 Units Section Currency Select the currency type that will be used for all the cost related fields in the Services record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by the administrator. Details Section Service ID Start Date Expiration Date Expiration Notice Product Class Enter the unique ID number assigned for the service. Specify the date on which the service is activated. By default, the system displays the current date. Specify the date on which the record expires. Set the date on which the system should send the alert notification for the upcoming expiration of the Services record. Select the class of service such as Construction, Electrical, etc. Service Details Section Labor Class Laborers are classified into various grades based on the type of work they undertake. Use the Search icon to select the labor class. The list of Labor Classes as defined in the Classification Hierarchy. List Price List Price Base Discount Purchase Cost Enter the price for which the service is offered. By default, the system displays the currency type specified in the Currency field of the Units section. The base convention defined for the Currency. Enter the discount off list price offered for the service provided. The system calculates this value as list price less any discount allowed. Copyright IBM Corporation 2011,

97 Service Details Section Lead Time Lead-time is the interval between the initiation of a procurement action (such as placing a service order) and actual time at which the work will commence. Use the Calendar icon to select the lead-time that is required to provide the selected service. Specification Section Using this section, you can associate a Specification record with the Services record being created. Click the Find action in the Section bar to associate a Specification record. In the Query window, the system displays a list of Specification records that are retrieved from the associated business object in the Portfolio page. Select the required record and click OK. The system auto populates the fields of this section such as the Spec Name, Spec ID, Model Name, and Spec Class, with the information from the selected record. Click the Clear action in the Section bar to delete the details displayed in this section. Service Provider Section Service Provider Lookup Name ID Type Use the Search icon to select the service provider associated with the service being specified. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy. The name of the selected service provider company. The unique ID number of the selected service provider. The type of service that is offered by the company. The type is retrieved from the Details section of the selected record in the Organization Hierarchy. Contract Section Using this section you can associate a contract record (Blanket Order/Service Agreement/Standard Contract, etc.) with the Services record being created. Click the Find action in the Section bar to associate a contract record. In the Query window, the Copyright IBM Corporation 2011,

98 Contract Section system displays a list of records that are retrieved from the associated business object in the Contracts page. Select the required record and click OK. The system auto populates the fields of this section such as the Name, Number, and Contract type, etc., with the information from the selected record. Click the Clear action in the Section bar to delete the details displayed in this section. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Activate, Save, Save & Close, More, Copy, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Activate Click the Activate action to add the record to the active management list. On clicking the Activate action, the status of the record changes from Draft to Active. The system refreshes the record and displays additional actions on the Copyright IBM Corporation 2011,

99 Action Name Description action bar. The actions include Revise and Retire. More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Other Tabs The different fields available in the Catalogs tab and Certification tab have already been explained in the context of the Products record. The details about the Notifications tab and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details. Product Catalog Products records are created using the Inventory > Set Up menu. Similar Products records can be added in a Product Catalog and an association to any catalog is made using the Catalogs tab of the Products record. You can associate a Products record to multiple catalogs. Creating Product Catalog Use the following procedure to create a Product Catalog record. To Create a Product Catalog Step 1 From the menu bar, click Inventory > Set Up > Contracts > Catalog Manager to open the Catalog Manager Hierarchy. Step 2 Review the page that appears. The page displays a list of Catalog records. In the Hierarchy panel, select the Catalog node, and then click New > Product Catalog to add a new Product Catalog record. Step 3 Review the form that appears. Specify the details regarding the Product Catalog record. Copyright IBM Corporation 2011,

100 General Tab The General tab is used to provide basic details about the catalog such as the unique ID number, name of catalog, type of catalog, start date, expiration date, catalog vendor, vendor contact person s details, and catalog manager information. General Section ID Enter a unique number identifying the Product Catalog record being created. If this field is left blank, the system automatically generates this number at the time of creating the Product Catalog record. Status The current status of the Product Catalog record being created. The different statuses of the Product Catalog record are explained below. Draft - Indicates that the Product Catalog record is yet to be created. The system generates this status on clicking the Create Draft action in the action bar. Active Indicates that the record is active. The system generates this status on clicking the Activate action in the action bar. Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. Revision in Progress Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Name Description Image Enter a unique name for the Product Catalog record. Provide a brief description about the Product Catalog record. You can associate a picture of the catalog with the Catalog record. Note Use the standard Browse functionality to locate and select the required picture. Copyright IBM Corporation 2011,

101 Units Section Currency Select the currency type that will be used for all the cost related fields in the Product Catalog record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by the administrator. Details Section Start Date Last Update Expiration Date Expiration Notice Catalog Class Company Web Site Available in Self Service Request Available in Task Material Request Available in Purchase Requisition Request Specify the date from which the record becomes usable. By default, the system displays the current date. Specify the date on which the record was last updated. By default, the system displays the current date. Specify the date on which the record expires. Set the date by which the system should send the alert notification about the expiry of the Product Catalog record. Select the class to which the catalog belongs such as Products, Regional, Vendor, etc. The different options as defined in the Catalog Class business object in the Classification Hierarchy. Select the web address of the company. Select this check box to enable the requestor to add the required products from this catalog in the Product Request business object. Note The Product Catalog (current record) is displayed in the Order Items section of the Product Request business object in the Requests page only if this check box is checked. Select this check box to enable the requestor to add the required products from this catalog in the Material Orders section of the various Task business objects. Note The Product Catalog (current record) is displayed in the Catalogs section of the Material Select Task of the various Task business objects in the Requests page only if this check box is checked. Select this check box to enable the requestor to add the required products from this catalog in the Purchase Requisition business object. Copyright IBM Corporation 2011,

102 Details Section Note The Product Catalog (current record) is displayed in the Line Items tab of the Purchase Requisition record only if this check box is enabled. Catalog Manager Section In this section, you can add the name of the person who manages the catalogs. Click the Add Person action in the Section bar to add the details about the Catalog Manager. In the Query window, the system displays a list of records retrieved from the External Contact business object in the People page. Select a record and click OK. The selected record will be added as a line item. The details about the Catalog Manager such as the person s name, role, organization, work phone number, and address are displayed. Click the Linked Record icon to view and modify the record. To remove the record from this section, select the check box beside the line item and click the Remove action. The selected record will be removed from this section. Catalog Vendor Section Catalog Vendor Lookup Use the Search icon to select the vendor company to be associated with this Product Catalog record. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy. Organization Name ID Type The name of the selected vendor company. The unique ID number of the selected vendor company. Organizations are classified into various types based on the type of work that it undertakes, the size of the organization, and various other factors. Use the Search icon to select an organization type to which the vendor company belongs. In the search list, the system displays the available types that are defined in the Organization Type business object of the Classification Hierarchy. Vendor Contact Section Vendor Contact Lookup Select the contact person in the vendor company. Copyright IBM Corporation 2011,

103 Vendor Contact Section First Name Last Name Work Phone Work Fax Address Zip/postal City State/Province Country The given name of the contact person. The surname of the contact person. The work phone number of the contact person. The fax number of the contact person. The address of the contact person. The complete address of the vendor company. The s zip/postal code regarding the above mentioned address. The name of the city in which the vendor company is located. The name of the state/province in which the vendor company is located. The name of the country in which the vendor company is located. Form Actions The following table lists the common actions available and a description of each. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Activate, Save, Save & Close, More, Copy, and X (Cancel). Save Click the Save action to save the changes made. Save & Close Click the Save & Close action to save the changes and close the active window. Copyright IBM Corporation 2011,

104 Action Name X Copy Description Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Activate Click the Activate action to add the record to the active management list. On clicking the Activate action, the status of the record changes from Draft to Active. The system refreshes the record and displays additional actions on the action bar. The actions include Revise and Retire. More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Products Tab The Products tab enables you to identify and associate products that should be listed in the Product Catalog record. Products Section This section displays all information regarding the product that is to be associated with the Product Catalog record. The information includes the name of the product, ID assigned to the product, and specification class. Use the Find action to include the products in the current Product Catalog record. In the Query window, the system displays the available records that are retrieved from the Products business object in the Inventory > Set Up page. The selected records display as line items in this section. By clicking the hyperlinked text, you can view all the record details in a new window. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed. Copyright IBM Corporation 2011,

105 Customers Tab The Customers tab enables you to select the customers for whom the Product Catalog record is created and also define the type of individuals entitled to access the Product Catalog record. Customer Section Use the Find action to add the list of customers for whom the catalog is created. In the Query window, the system displays the available records that are retrieved from the External Company business object in the Organization Hierarchy. The selected records will be displayed as line items in this section. By clicking the hyperlinked text, you can view all the record details in a new window. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed. Entitlements Section Using this section, you can select the workgroup or persons who are authorized to use the Product Catalog record being created. Use the Find action in the Section bar to select a specific person. In the Query window, the system displays the available records that are retrieved from the associated business object in the People page. The selected record will be displayed as a line item in this section. By clicking the hyperlinked text, you can view the record details in a new window. To delete a record from this section, click the check box beside the selected line item and click the Remove action in the Section bar. The selected record will be removed from this section. Includes Tab The Includes tab displays the parent record and a list of child records that are included under the parent record. These records are displayed in a hierarchical view. The parent record forms the root of the hierarchy followed by the child records. You can create more child records or edit the existing ones using the actions in this tab. Select a child record and click the New action to create a record and add it to the active management list. Open action to open the record and modify the same. Cut action to remove a child record from a parent record and include the same under a different parent record. Delete action to delete the selected record. Copyright IBM Corporation 2011,

106 Other Tabs The details about the Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details. Request Catalog The Request Catalog record is used to organize Specification records into categories so that they can be easily accessed, when necessary. Specification records are created in the Portfolio page. The association with a Request Catalog is made in the Specifications tab of the respective Request Catalog record. You can associate a Specification record with multiple catalogs. Creating Request Catalog Use the following procedure to create a Request Catalog record. To Create a Request Catalog Step 1 From the menu bar, click Inventory > Set Up > Contracts > Catalog Manager to open the Catalog Manager Hierarchy. Step 2 Review the page that appears. The page displays a list of Catalog records. In the Hierarchy panel, select the Catalog node, and then click New > Request Catalog to add a new Request Catalog record. Step 3 Review the form that appears. Specify the details regarding the Request Catalog record. General Tab The General tab is used to provide basic details about the catalog such as the unique ID number, name of catalog, type of catalog, start date, expiration date, catalog vendor, vendor contact person s details, and catalog manager information. General Section ID Enter a unique number identifying the Request Catalog record being created. If this field is left blank, the system automatically generates this number at the time of creating the Request Catalog record. Status The current status of the Request Catalog record being created. The different statuses of the Request Catalog record are explained below. Draft - Indicates that the Request Catalog record is yet to be created. The Copyright IBM Corporation 2011,

107 General Section system generates this status on clicking the Create Draft action in the action bar. Active Indicates that the record is active. The system generates this status on clicking the Activate action in the action bar. Retired - Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. Revision in Progress - Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Name Description Image Enter a unique name for the Request Catalog record. Provide a brief description about the Request Catalog record. You can associate a picture with the Request Catalog record being created. Use the Image icon to select the picture that is to be associated with the Catalog record. Note Use the standard Browse functionality to locate and select the required picture. Units Section Currency Select the currency type that will be used for all the cost related fields in the Request Catalog record. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by the administrator. Details Section Start Date Last Update Expiration Date Specify the date from which the record becomes usable. By default, the system displays the current date. Specify the date on which the record was last updated. By default, the system displays the current date. Specify the date on which the record expires. Copyright IBM Corporation 2011,

108 Details Section Expiration Notice Catalog Class Company Web Site Available in Self Service Request Available in Task Material Request Available in Purchase Requisition Request Set the date by which the system should send the alert notification about the expiry of the Request Catalog record. Select the class to which the catalog belongs such as Products, Regional, Vendor, etc. The different options as defined in the Catalog Class business object in the Classification Hierarchy. Select the web address of the company. Select the check box, to enable the requestor to add the required products from this catalog in the Product Request business object. Note The Product Catalog (current record) is displayed in the Order Items section of the Product Request business object in the Requests page only if this check box is checked. Select this check box to enable the requestor to add the required products from this catalog in the Material Orders section of the various Task business objects. Note The Product Catalog (current record) is displayed in the Catalogs section of the Material Select Task of the various Task business objects in the Requests page only if this check box is checked. Select this check box, to enable the requestor to add the required products from this catalog in the Purchase Requisition business object. Note The Request Catalog (current record) is displayed in the Line Items tab of the Purchase Requisition record only if this check box is enabled. Catalog Manager Section In this section, you can add the name of the person who manages the catalogs. Click the Add Person action in the Section bar to add the details about the Catalog Manager. In the Query window, the system displays a list of records retrieved from the External Contact business object in the People page. Select a record and click OK. The selected record will be added as a line item. The details about the Catalog Manager such as the person s name, role, organization, work phone number, and address are displayed. Click the Linked Record icon the record. to view and modify To remove the record from this section, select the check box beside the line item and click the Copyright IBM Corporation 2011,

109 Catalog Manager Section Remove action. The selected record will be removed from this section. Catalog Vendor Section Catalog Vendor Lookup Use the Search icon to select the vendor company to be associated with this Request Catalog record. In the search list, the system displays the options as defined in the External Company business object of the Organization Hierarchy. Organization Name ID Type The name of the selected vendor company. The unique ID number of the selected vendor company. Organizations are classified into various types based on the type of work that they undertake, size of the organization, and various other factors. Use the Search icon to select an organization type to which the vendor company belongs. In the search list, the system displays the available types that are defined in the Organization Type business object of the Classification Hierarchy. Vendor Contact Section Vendor Contact Lookup Use the Search icon to select the contact person in the vendor company. In the search list, the system displays the list of records retrieved from the associated business object in the People page. First Name Last Name Work Phone Work Fax Address Zip/postal The given name of the contact person. The surname of the contact person. The work phone number of the contact person. The fax number of the contact person. The address of the contact person. The complete address of the vendor company. The zip/postal code regarding the above mentioned address. Copyright IBM Corporation 2011,

110 Vendor Contact Section City State/Province Country The name of the city in which the vendor company is located. The name of the state/province in which the vendor company is located. The name of the country in which the vendor company is located. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Activate, Save, Save & Close, More, Copy, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Activate Click the Activate action to add the record to the active management list. On clicking the Activate action, the status of the record changes from Draft to Active. The system refreshes the record and displays additional actions on the Copyright IBM Corporation 2011,

111 Action Name Description action bar. The actions include Revise and Retire. More Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Specifications Tab The Specifications tab enables you to associate a specification with the Request Catalog record being created. Specifications Section Using this tab, you can define the specification for the Request Catalog record. Click the Find action in the Section bar to associate an existing Specification record with this record. In the Query window, a list of Specification records that are retrieved from the Portfolio page will be displayed. Select the records that are compatible with the current specification and click OK. The selected record will be added as a line item to this section. To delete a record from this list, select the check box beside the line item and click the Remove action on the action bar. The selected records will be deleted from this section. Other Tabs The details about the Customers tab, Includes tab, Notifications tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for details. Copyright IBM Corporation 2011,

112 5. Purchases & Payables Procurement Process Flow > Requisitions & Purchase Orders Requisitions & Purchase Orders The Procurement process consists of three important stages. The first part of the procurement process deals with the identification of the correct vendor via the Bid or RFQ process (using the Procurement > Proposals page), and also categorizing the products or services required from that vendor in an organized format (using the Inventory > Set Up page). The second stage of the process is making the actual purchase. This can be accomplished by associating the Products records in a purchase order to make the actual procurement of the required products/services possible. Since all the products and services required in a project might not be included in a Standard Contract, a Purchase Requisition may be required in order to gain approval to create the Purchase Order and obtain the materials. Hence, the actual procurement process may consist of acquiring the products/services directly from the vendor or might require an approval to create a Purchase Order. The final stage of the procurement process is the payment. The IBM TRIRIGA Procurement Management application provides a comprehensive management and operational system for the control of purchase orders, receipts, and invoices in both manufacturing and logistics operations. The application also provides an exceptional supplier database to assist informed buying, tighter quality control, and simpler purchasing administration. The application fully supports the exchange of orders and invoices with suppliers operating in multiple currencies. In the IBM TRIRIGA application, the purchasing process includes the following business objects: Procurement Card, Purchase Requisition, Purchase Order, Receiving and Returns. The following sections explain these business objects in detail. Copyright IBM Corporation 2011,

113 Standard Contract Process Flow Purchase Order Process Flow Accessing the Requisitions & Purchase Orders Menu Using the Procurement > Requisitions & Purchase Orders menu, you can create, manage, and track Procurement Card, Purchase Requisition, Purchase Order, Receiving and Returns records. Meanwhile, using the Procurement > Credit Cards link, you can create and manage Procurement (Credit) Card records. Use the following procedure to access the Procurement > Requisitions & Purchase Orders menu. To Access the Requisitions & Purchase Orders Menu Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role. Copyright IBM Corporation 2011,

114 To Access the Requisitions & Purchase Orders Menu Step 2 From the menu bar, click Procurement > Requisitions & Purchase Orders to access the Requisitions & Purchase Orders menu. Step 3 From the Procurement > Requisitions & Purchase Orders menu, click the desired menu item. Purchase Requisition Purchase Order Receiving Returns From the main Procurement menu, click the desired menu item. Credit Cards Note For more information on the invoice-related menu items, refer to the Payables section. Credit (Procurement) Card Procurement card is like a normal credit card which is issued to authorized employees of the organization. These employees can use the P-card only to purchase goods and services for the organization. Purchases may be made through telephone, mail, or in person with any supplier who accepts the type of card (that is issued) as a form of payment. Each card is assigned a default general funds account number and object code in the organization s accounting system. When making a purchase by procurement card, it is not necessary to complete and forward a purchase request to purchasing services. Payments for all transactions made with procurement cards are made directly to the suppliers by the bank that has issued the cards for the organization. The organization subsequently makes a single monthly payment to the bank. The procurement card method of purchasing is designed to provide authorized employees with a cost-effective and convenient method of procuring and paying for small dollar purchases of regularly consumed supplies and services. There is a purchase limit that is set on every card that is issued based on anticipated expenditures and employee s designation. As purchases are made, cardholders should maintain a log of all transactions. This log should be kept along with all receipts and packing slips provided by suppliers. This information will prove helpful in keeping track of all purchases made using the procurement card. The Procurement Card business object in the Contracts page can be used for the purpose of recording and managing all the information regarding the purchases that are made using the procurement card. Copyright IBM Corporation 2011,

115 Creating Credit (Procurement) Card Use the following procedure to create a Credit (Procurement) Card record. To Create a Credit (Procurement) Card Step 1 From the menu bar, click Procurement > Credit Cards to open the Credit Cards page. Step 2 Review the page that appears. The page displays a list of Credit (Procurement) Card records. Click Add to add a new Credit (Procurement) Card record. Step 3 Review the form that appears. Specify the details regarding the Credit (Procurement) Card record. General Tab General Section ID Revision Status A unique number identifying the Procurement Card record. This number is automatically generated and displayed by the system at the time of creating the Procurement Card record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Procurement Card record being created. The different statuses of the Procurement Card record are explained below. Draft Indicates that the Procurement Card record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record to this status from Review In Progress state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status when you click the Copyright IBM Corporation 2011,

116 General Section Revise action in the action bar. Completed Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the action bar. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status when you click the Retire action in the action bar. History - When the Procurement Card record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Procurement Card results page), the system retrieves and displays all the records that are revised at different stages. Name Date Description Enter a unique name to identify the Procurement Card record that is being created. Select the date on which the Procurement Card record is being created. Enter a brief description about the Procurement Card record. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by your administrator. Conversion Group Currency Exchange Date Select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. This field displays the date and time on which the currency was traded. Copyright IBM Corporation 2011,

117 Card Details Section Card Name Card Type Card Number Expiration Month Expiration Year Card Number Mask Enter the name displayed on the card. Enter the card type (VISA, MasterCard, American Express, etc.). Enter the unique card number found on the card that is provided to the assigned employee. Select the month in which the card expires. Select the year in which the card expires. This read-only formula field is used for security purposes to display only the last 4 digits of the Card Number. The masked number would be used for the Card Number display for all users except those authorized to view and/or edit the Card Number. The Procurement Card record also has some sub-tabs such as the Budget, Card Assigned To, and Contacts. These sub-tabs are explained below. Budget Sub Tab - Budget Section Purchase Limit Total Line Items Enter the limit (amount) up to which the employee can purchase. Enter the amount that was used for purchasing goods and services currently. The system calculates the total cost by adding the values entered in the Total field in the Procurement Card Line Items section for all the line items. Card Assigned To Sub Tab - Card Assigned To Section This section provides complete information regarding the person to whom the card is provided. Card Assigned To Lookup Use the Search icon to select the employee to whom the card is provided. In the search list, the system displays the list of records retrieved from the Employee business object in the People page. Select a record and click OK. The system auto populates the fields of this section with the details from the selected record. Copyright IBM Corporation 2011,

118 Card Assigned To Sub Tab - Card Assigned To Section First Name Last Name Organization The given name of the contact person. The surname of the contact person. The name of the organization to which the contact person belongs. Use the Search icon to search and select the required organization. The system displays list of available records retrieved from the associated business object in the Organization Hierarchy. Work Phone Work Fax Address Zip/Postal Code City State/Province Country The work phone number of the contact person. The work fax number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The city in which the organization is located. The state/province in which the organization is located. The country in which the organization is located. Contacts Sub Tab - Contacts Section The Contacts section is used to add persons and assign specific roles to them in the purchasing process (such as Contract Administrator, Scheduler, Purchasing Agent, etc.). Click the Add Person action in the Section bar to add a person to this section. In the search list, the system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information that is displayed includes the name of the person, work phone number, and address of the person. Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps: Click the Find action in the Roles Section bar. In the search list, the system displays the list Copyright IBM Corporation 2011,

119 Contacts Sub Tab - Contacts Section of roles as defined in the Classification Hierarchy. Select the role that you want to assign and click OK. Click the Save & Close action in the Contact Role action bar. The selected role will be assigned to the person and will be displayed in the Role field of the already added line item. Procurement Card Line Items Section The Line Item section is used to record the details about the purchases that have been with the procurement card. Click the Add action in the Section bar to add a line item to this section. The Procurement Card Line Item record in a new window, wherein you can perform the following steps: Enter the necessary details such as the vendor reference number, work task for which the purchases were made, product, and its specification details such as date of purchase, associated procurement card details, etc. Click the Create action in the action bar. The system adds the record as a line item to this section. Click the Linked Record icon to view the record. To remove a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed from this section. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Save Click the Save action to save the changes made. Save & Close Click the Save & Close action to save the changes and close the active window. Copyright IBM Corporation 2011,

120 Action Name X Copy Description Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Change Request Click the Change Request action to request for a change in the card limit originally given in the Procurement Card record. On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Procurement Card record. The change request record can be viewed from the Change Request section in the History tab. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Delete Click the Delete action to delete the record permanently from the active management list. Copyright IBM Corporation 2011,

121 Action Name More Description Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. History Tab The History tab provides details about the number of times the record was revised. Each time the record is revised, a snapshot of the record before it was revised is saved as a line item in this tab. Revision Details Section The section provides details about the number of times the record was revised. It also provides information about the date on which the revision was made and also the reasons (if any) for revising the record. Revision History Section This section displays the revision details such as the date on which the record was revised, name of the person who modified the record, reasons (if any added by the person at the time of revising) and type of revision (Data Revision/Revision) that was selected. Each time the record is revised a copy of the record is created (in the History status) and displayed as line item in this section. Revisions Section Each time the record is revised, a snapshot of the record before it was revised is saved (in the History status), as a line item in this tab. You can click the hyperlinked text of the line item to view the record details. Change Requests Section This section lists all changes requests that have been submitted against the PCard using the Change Request action. The change management process would likely contain approval requirements and once approved, the change request would be forwarded to an administrator to update the PCard record. Copyright IBM Corporation 2011,

122 Other Tabs The details about the Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant information. Purchase Requisition After the items that are required are identified, a Purchase Requisition record is created to gain approval to obtain the materials from the vendor. A line item for each item to be purchased can be created and you can send it through the distribution group to get feedback and/or authorization. If authorization is given to purchase the items, the line items in the Purchase Requisition record can be associated to the Purchase Order record. A Purchase Requisition record is also used when the Inventory Manager role does not have sufficient privileges to create a purchase order directly. In the above mentioned case, when an employee requests for products that are not available in the inventory, then the Inventory Manager role creates a Purchase Requisition record initially and adds all the items that are required, proposed vendor, and cost details. The record is then sent to the distribution group (may include personnel in the Purchasing/Finance department) for approval. Once the individuals added in the list approve the record, the Inventory Manager role creates a Purchase Order record and associates the line items from the approved Purchase Requisition record. Creating Purchase Requisition Use the following procedure to create a Purchase Requisition record. To Create a Purchase Requisition Step 1 From the menu bar, click Procurement > Requisitions & Purchase Orders > Purchase Requisitions to open the Purchase Requisitions results page. Step 2 Review the page that appears. The page displays a list of Purchase Requisition records. Click Add to add a new Purchase Requisition record. Step 3 Review the form that appears. Specify the details regarding the Purchase Requisition record. General Tab General Section ID A unique number identifying the Purchase Requisition record. This number is automatically generated and displayed by the system at the Copyright IBM Corporation 2011,

123 General Section Revision Status time of creating the Purchase Requisition record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Purchase Requisition record being created. The different statuses of the Purchase Requisition record are explained below. Draft Indicates that the Purchase Requisition record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Completed Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the action bar. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. History - When the Purchase Requisition record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Purchase Requisition results page), the system retrieves and displays all the records that are revised at different stages. Name Enter a unique name to identify the Purchase Requisition record that is Copyright IBM Corporation 2011,

124 General Section Date being created. Select the date on which the Purchase Requisition record is created. By default, the system displays the current date. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set in your user profile. Conversion Group Currency Exchange Date Select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. This field displays the date and time on which the currency was traded. Requisition Details Section The system auto populates the information in this section from the Details section of the Product Request record that has been created using the Requests page. Description Requested Delivery Date Emergency Location Requested For The system displays a brief note or additional comments that were added regarding the product request for which the record is being created. Specify the date by which you expect the delivery of items from the vendor. Select this check box, if the request has to be attended immediately by the Manager role (who is responsible for procurement.) Note If automated routing is desired based on this setting, additional workflow and notification mechanisms must be configured to manage this requirement. Select the location for which the items are purchased. In the search list, the system displays a list of the records retrieved from the associated business object in the Location Hierarchy. Copyright IBM Corporation 2011,

125 Requisition Details Section Organization Requested For Line Item Total Select the organization for which the items are purchased. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. The total cost of all the line items added in the Line Items tab of the current record. The system calculates this value only on clicking the Issue action. Proposed Vendor Section The Proposed Vendor section is used to add details about the vendor company from which the products/services can be obtained. The vendor who is selected in this section should be approved by the members in the distribution list so that a purchase order can be sent to the selected vendor. Click the Find action to add a vendor to this section. In the Query window, the system displays the list of External Company records available in the Organization Hierarchy. Select a vendor company and click OK. The system auto populates the fields of this section (such as the Name and Type) with the details from the selected record. Click the Clear action to remove the contents of this section. Name Type The name of the selected vendor company The type of the selected vendor company as available in the selected record. Vendor Contact Section The Vendor Contact section displays details about the contact person in the vendor company. Vendor Contact Lookup The vendor company assigns an employee as the first point of contact for the organization. Select the contact person in the vendor company. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name The given name of the contact person. The surname of the contact person. Copyright IBM Corporation 2011,

126 Vendor Contact Section Organization The name of the organization to which the contact person belongs. Select the required organization. In the search list, the system displays the list of the records retrieved from the associated business object in the Organization Hierarchy. Contacts Section The Contacts section is used to add persons and assign specific roles to them in the subcontracted project (such as Contract Administrator, Scheduler, Purchasing Agent, etc.). Click the Add Person action in the Section bar to add a person to this section. In the search list, the system displays the list of Employee records from the People page. Select the required record and click OK. The selected record will be added to this section as a line item. You can use the Related Reports drop-down list to select records of other business objects (such as Consultant, External Contact, etc.) in the People page. The information that is displayed includes the name of the person, work phone number, and address of the person. Click the hyperlinked text of the line item to assign specific roles to the persons added in this section. The Contact Role window appears wherein you can perform the following steps: Click the Find action in the Roles Section bar. In the search list, the system displays the list of roles as defined in the Classification Hierarchy. Select the role that you want to assign and click OK. Click the Save & Close action in the Contact Role action bar. The selected role will be assigned to the person and will be displayed in the Role field of the already added line item. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, and X (Cancel). Copyright IBM Corporation 2011,

127 Action Name Save Description Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Change Request Click the Change Request action to request for a change in the contract value originally given in the Purchase Requisition record. On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Purchase Requisition record. The change request record can be viewed from the Change Request section in the History tab. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed. Copyright IBM Corporation 2011,

128 Action Name More Description Note You can click the Complete action only after the record is approved by all the members in the distribution list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Shipping Tab The Shipping tab is used to add all the details that will be required by the vendor at the time of shipping the products. Frequently, items may be purchased for a location different from the organization s address. Similarly, the location to which the invoice should be billed may be different. The Ship To and Shipping Notes sections can be used to enter the address to which the item(s) should be shipped, other basic shipping details, and any shipping notes that would be required by the vendor. Ship To Section Use this section to add details about the contact person of the organization who manages the activities related to receiving the products, handling billing issues, etc. This section provides the details necessary for the products to be shipped properly by the vendor. Ship To Contact Lookup The organization assigns a person to manage the activities related to receiving the goods, billing issues, etc. Select the contact person in the organization. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Ship To Organization Lookup First Name Last Name Select the name of the organization to which the items are shipped. Select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. The given name of the contact person. The surname of the contact person. Copyright IBM Corporation 2011,

129 Ship To Section Work Phone Work Fax Address Zip/Postal City State/Province Country The work phone number of the contact person. The work fax number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The name of the city in which the organization is located. The name of the state/province in which the organization is located. The name of the country in which the organization is located. Shipping Notes Section Use this section to add additional details that can be used by the vendor at the time of shipping the products. Note You can format the details entered in this section. Line Items Tab The Line Items tab is used to add details about the list of products that are to be purchased from the vendor. The Order Items section is explained below. Pending Order Items Section Using this section, you can add the required products for which the system generates a Material Order Task. The generated task will be assigned to the respective Inventory Manager role for issuing the required product. Click the Catalog Search action to search and select a product from the available catalogs. The Material Select Requisition window wherein you can select the product; specify the quantity required and other relevant details. You can add one or more products in this page and after you have added all the products, click the Done action in the action bar to close the window. Copyright IBM Corporation 2011,

130 Pending Order Items Section Note For further information about adding products from the catalog, refer to the Material Select Requisition section. On clicking this action, the system generates and displays the Material Order Task record as a line item in this section. The details about the required product such as its image, specification class, specification name, quantity, and other details will be displayed. Click the Material Order Task hyperlink for further information about adding a product from a catalog. Line items in this section use the currency that is specified for the purchase requisition. To remove a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be removed from this section. All line items added will display in this section until they have been processed into Material Order Tasks. Processed Order Items Section Once the Purchase Requisition has been issued and approved, this query section displays the requisition line items that have already been processed by the system. The system creates a Material Order Tasks for each line item listed and associates those back to the original Purchase Requisition using the association string Has Material Order Task. Item Life Cycle Tab Using this tab, you can track a product (line item) through all the processes that it undergoes. The Line Item Summary record as line item in this section. The Line Item Summary record contains complete information about the product, the various processes in which the product was requested (such as purchasing, for performing assigned tasks, etc.), and associated records in which the product was added as a line item. Item Life Cycle Section The Line Item Summary record as a line item in this section. You can view the record by clicking the hyperlinked text of the line item. A Line Item Summary record is created for every line item that is added in the associated record (Purchase Requisition record). If there are two line items added to a Purchase Requisition record, two Line Item Summary records will be displayed in this section. The system generates the Line Item Summary records when the corresponding workflow is triggered. A line item can be created at any point in the procurement process. Copyright IBM Corporation 2011,

131 Item Life Cycle Section For example, consider that a product is added as a line item in a Bid Document record. After the vendor is chosen using the bidding process, a purchase order can be created to purchase the product. When you click the Issue action, the system generates a Line Item Summary record and displayed as line items in this section of the Purchase Order record. All the details about the bid, associated contract, and also about the product (such as the cost, specification details, quantity required, etc.), are captured in the Line Item Summary record that is created. You can view all the details about the line item by clicking the hyperlinked text of the line item. When the product is received from the vendor, the system updates the details such as the number of items received, number of items damaged, and shipping details in the Line Item Summary record (for the product) and is displayed in the corresponding Receiving record. Similarly, if the damaged items are returned, the number of items that are returned, associated cost, mode of returning, and other relevant information regarding return is again updated in the Line Item Summary record of the corresponding Return record. Hence, you can track a line item throughout the procurement process by viewing the respective Line Item Summary record. A Line Item Summary record also contains inventory details associated with the product, tasks associated with the product, contract, and payment information associated with the product. These details are displayed only if the product has been requested or associated with the business objects in the respective modules such as the Inventory page, Contracts page, etc. Other Tabs The details about the History tab, Notifications tab, Notes & Documents tab, and Reports tab are explained in the previous sections. Click the respective hyperlinks for relevant details. Material Select Requisition You can add products to the Purchase Requisition record by selecting the products from the Material Select Requisition window. The Material Select Requisition window when you click the Catalog Search action in the section bar of the Purchase Requisition record. General Section The system auto populates this section with the details from the Purchase Requisition record. Requested By Functional Role The name of the person who is currently creating or modifying the record. Note You can click the hyperlinked text to view the selected person s Employee record from the People page. The functional role assigned to the person (selected in the Requested By field) in the organization. Copyright IBM Corporation 2011,

132 General Section Off-Catalog Request The system selects this check box automatically when you click the Off- Catalog Request action in the Catalogs Section bar. Catalogs Section The list of available catalogs in this section. You can select a catalog from which you which you want to add the products. The name of the adjacent section based on the type of catalog you select in this section. If you select a Product Catalog, the name of the adjacent section becomes Product Catalog Items and if you select a Request Catalog, the name of the adjacent section becomes Request Catalog Items. You can also add products that are not specified in the catalog by clicking the Off-Catalog Request action in the Section bar. On clicking this action, the system displays the Off-Catalog Request section, wherein you can specify the details about the product. Click here for details about the Off- Catalog Request section. Product Catalog Items/Request Catalog Items Section This section displays the list of available Product/Specification records that are available in the catalog that you have selected in the Catalogs section. Select a product (if you have selected a Product Catalog) from this section and specify the quantity required in the Selected Item section. Selected Item Section The name of the item that is selected in the Product/Request Catalog Items section. Note The fields of this section are displayed only after you select a product in the Product Catalog Items section. Item Quantity Requested The name of the selected product. Note This field is not displayed if you click the Off-Catalog Request action in the Section bar. Specify the quantity of the item that you want to purchase. After you specify the required quantity, click the Add Item action in the action bar. The system displays a confirmation message stating that the selected item is added. Follow the same procedure to add all the products Copyright IBM Corporation 2011,

133 Selected Item Section that you want to purchase. If you have added all the products click the Done action in the action bar to close the window. Quantity UOM The unit of measure from the Products record that is selected in the previous section. Off-Catalog Request Section Using this section, you can specify the service class to which the product belongs and you can provide a brief description about the product. Off-Catalog Class The product can be classified into different types based on its utility. Use the Search icon to select the service class to which the product belongs. In the search list, the system displays a list of Service Assignment Class types as defined in the Classification Hierarchy. At any time, you can click the Search Catalogs to toggle back to the catalog searching method. Describe the Item Enter a brief description about the product or service needed that falls outside the items displayed in the available catalogs. Purchase Order The Purchase Order record is used to purchase products from the selected vendor. Each item to be purchased is referred to as a line item, and gives a detailed description of the single item. You can enter all the information about the products/services needed, name of the vendor from whom the purchase is going to be made, terms and conditions of the purchase, etc., in a Purchase Order. Multiple line items can be associated to a Purchase Order record. The system creates a Purchase Order record automatically when a RFQ is awarded. The Purchase Order record has the same name as of the respective RFQ Document record. You can click the hyperlinked text of the Purchase Order line item to view and modify the record information. Creating Purchase Order Use the following procedure to create a Purchase Order record. Copyright IBM Corporation 2011,

134 To Create a Purchase Order Step 1 From the menu bar, click Procurement > Requisitions & Purchase Orders > Purchase Orders to open the Purchase Orders results page. Step 2 Review the page that appears. The page displays a list of Purchase Order records. Click Add to add a new Purchase Order record. Step 3 Review the form that appears. Specify the details regarding the Purchase Order record. General Tab General Section ID Revision Status A unique number identifying the Purchase Order record. This number is automatically generated and displayed by the system at the time of creating the Purchase Order record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Purchase Order record being created. The different statuses of the Purchase Order record are explained below. Draft Indicates that the Purchase Order record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status when you click the Revise action in the action bar. Copyright IBM Corporation 2011,

135 General Section Routing In Progress Indicates that the record is sent to the contact person in the vendor company for his/her response. The system generates this status on clicking the Complete action in the action bar. Note The system generates this status only if the Response Required field (in the Vendor Contact section of the Purchase Order record) is checked. Completed The system automatically changes the status of the record from Routing In Progress to Completed state when the contact person in the vendor company has responded. Note If the Response Required field is not checked, on clicking the Complete action, the system automatically changes the status of the record from Issued to Completed state. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. History - When the Purchase Order record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Purchase Order results page), the system retrieves and displays all the records that are revised at different stages. Name Date Description Enter a unique name to identify the Purchase Order record that is being created. Select the date on which the Purchase Order record is created. By default, the system displays the current date. Enter a brief description about the Purchase Order record that is being created. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set in your user profile. Copyright IBM Corporation 2011,

136 Units Section Conversion Group Currency Exchange Date Line Item Total Select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. This field displays the date and time on which the currency was traded. This field displays the line item total. Blanket Purchase Order Section Using this section, you can associate a Blanket Purchase Order record with the purchase order being created. Click the Find action in the Section bar to associate a Blanket Purchase Order record. In the Query window, the system displays a list of records that are retrieved from the Blanket Purchase Order business object in the Contracts page. The system auto populates the ID, Name, Status, and Type fields with the details from the selected Blanket Purchase Order record. Use the Clear action in the Section bar to remove the contents of this section. Name Status ID Type The unique name of the associated Blanket Purchase Order record. The current status of the associated Blanket Purchase Order record. The unique ID, number of the associated Blanket Purchase Order record. The type of Blanket Purchase Order record that is associated. Vendor Company Section The Vendor Company section provides details about the company from which the products are to be purchased. The details that are displayed in this section include the name and address details of the vendor company. Note If the purchased order is created after an RFQ is awarded, then the Vendor Company section displays details about the vendor company that has won the RFQ. Copyright IBM Corporation 2011,

137 Vendor Company Section Vendor Company Lookup Name Address Zip/Postal Code City State/Province Country Select the desired vendor company. In the search list, the system displays a list of the active records retrieved from the External Companies business object in the Organization Hierarchy. The name of the selected vendor company. The complete address of the vendor company. The zip/postal code of the vendor company. The name of the city in which the vendor company is located. The name of the state/province in which the vendor company is located. The name of the country in which the vendor company is located. Vendor Contact Section The Vendor Contact section is used to add details about the contact person of the vendor company to whom the purchase order is sent for his/her response. Use this section only if you require a response from the vendor company. Response Required Check this box only if a response is required from the contact person in the vendor company. Only if this field is checked, on clicking the Complete action, the record is sent to the contact person for his/her response. In the Home portal (of the contact person) the record is displayed as an Action Item. The contact person can send his/her comment by clicking the hyperlinked Action Item. Vendor Contact Lookup The Purchase Order record that is created is sent to the contact person in the vendor company. Use the Search icon to select the contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name The given name of the selected vendor contact. The surname of the selected vendor contact. Copyright IBM Corporation 2011,

138 Vendor Contact Section Organization Lookup The organization to which the selected vendor contact belongs. Use the Search icon to select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. Bill To Section The Bill To section is used to provide details regarding the billing address and the organization s contact assigned the task of managing the bills associated with the purchase order. Bill To Lookup The organization assigns a person as contact for any queries/clarifications (regarding the purchase) that is required by the vendor. Select the required contact person. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name Organization Lookup Work Phone Work Fax Address Zip/Postal Code City State/Province The given name of the contact person. The surname of the contact person. Select the organization to which the person belongs. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. The work phone number of the contact person. The work fax number of the contact person. The address of the contact person. The complete billing address of the organization. The zip/postal code of the organization. The name of the city in which the organization is located. The name of the state/province in which the organization is located. Copyright IBM Corporation 2011,

139 Bill To Section Country The name of the country in which the organization is located. Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Copyright IBM Corporation 2011,

140 Action Name Change Request Description Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Click the Change Request action to request for a change in the contract value originally given in the Purchase Order record. On clicking this action, the system displays the Contract Change Request record for the user to give details about the contract value changes that he/she wants in the Purchase Order record. The change request record can be viewed from the Change Request section in the History tab. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, the system sends this record to the selected vendor company. Note You can click the Complete action only after the record is approved by all the members in the distribution list. More Note If the Response Required field in the General tab is checked, on clicking the Complete action, the record is sent to the selected contact person in the vendor company for his/her response. The status of the record becomes Routing In Progress and after the contact person responds, the system changes the status of the record to Completed. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Shipping Tab The Shipping tab is used to add all the details that will be required by the vendor at the time of shipping the products. Frequently, products may be purchased for a different location and also the billing address might be different. The Ship To, Shipping Details, and Shipping Notes sections can be used to enter the address to which the item(s) should be shipped, mode of shipping, and other basic shipping details. Copyright IBM Corporation 2011,

141 Ship To Section Use this section to add details about the contact person of the organization who manages the activities related to receiving the products, handling billing issues, etc. This section provides details that are necessary for the products to be shipped properly by the vendor. Shipping Instruction Provide the instructions that must be followed while shipping the items. The options available are: Drop Ship Address On Each Item Select this check box if you want the vendor to ship the items to more than one location. Ship All Items To Single Address Select this check box if all the items should be shipped to a single destination. Ship To Lookup The organization assigns a person to manage the activities related to receiving the goods, billing issues, etc. Use the Search icon to select the contact person in the organization. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Ship To Organization Lookup First Name Last Name Work Phone Work Fax Address Zip/Postal City Select the name of the organization to which the items are shipped. Select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. The given name of the contact person. The surname of the contact person. The work phone number of the contact person. The work fax number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The name of the city in which the organization is located. Copyright IBM Corporation 2011,

142 Ship To Section State/Province Country The name of the state/province in which the organization is located. The name of the country in which the organization is located. Shipping Details Section Final Destination Delivery Option Country City Ship Via State/Province FOB The location (final destination) to which the items should be shipped. Products can be shipped directly to the specified location or they can be collected directly from the vendor s location. The name of the country to which the shipping location of the organization belongs. The name of the city to which the shipping location of the organization belongs. There are different ways in which the vendor can ship the products to the organization. Select the mode of shipping. The name of the state/province to which the shipping location of the organization belongs. Freight on Board (FOB) - A trade term requiring the vendor to deliver goods on board a vessel designated by the organization. FOB Shipping Point, freight collect FOB Shipping Point, freight prepaid FOB Shipping Point, freight prepaid, and added to invoice FOB Destination, freight collect FOB Destination, freight prepaid FOB Destination, freight prepaid, and added to invoice Enter the FOB method that should be followed by the vendor. Direct Bill Shipping? Account Number Check this box if the items should be shipped to the billing address specified in the Bill To section in the General tab. Enter the account number of the organization. Copyright IBM Corporation 2011,

143 Shipping Notes Section Use this section to add additional details that can be used by the vendor at the time of shipping the products. Note You can format the details entered in this section. Line Items Tab Using this tab, you can add details about the products that are going to be purchased from the vendor. The products that are added will be displayed as line items in the sections of this tab. Reference Task/Reservation Section Using this section, you can associate the Reservation/Task record for which the items are purchased. Click the Find action in the Section bar to select the required record. In the Query window, the system displays both the Reservation records from the Requests page and Task records from the associated business objects in the Tasks page. Select the required record and click OK. The system auto populates the fields of this section with the information from the selected record. Click the Clear action in the Section bar to delete the contents of this section. Reservation Location Section The system displays this section only if you select a Reservation record in the previous (Reference Task/Reservation) section. The system auto populates the location that is being reserved using the associated Reservation record. Food Service Request Details Section The system displays this section only if you select a Reservation record in the previous (Reference Task/Reservation) section. The food services that have been ordered from the vendor in the respective Reservation record. Purchase Order Line Items Section Use this section to add details about the products that are going to be purchased from the vendor. You can add line items to this section using the actions in the Section bar. Copyright IBM Corporation 2011,

144 Purchase Order Line Items Section Click the Add action in the Section bar to record the details about the product. The Purchase Order Line Item record appears in a new window, wherein you can perform the following steps: Enter the necessary details about the product in the Details, Cost, and other important sections of the record. Click the Create action in the action bar. The record will be added as a line item to this section. Click the Products & Services action to add existing Products records to this section. In the Query window, the system displays the list of records that are retrieved from the Products business object in the Inventory > Set Up page. Select the records that you want to add and click OK. The selected records will be added as line items to this section. You can use PR Items action to associate the products that are already added in the Line Items tab of the Purchase Requisition record. In the Query window, the system displays the list of line items that were added to the Purchase Requisition records. Select the required line item and click OK. The selected records will be added as line items to this section. Tip Click the Linked Record icon to view or modify the existing record details. Line items in this section use the currency that is specified for the purchase order. To delete a line item from this section, select the check box beside the line item and click the Remove action in the Section bar. The selected line item will be deleted from this section. Terms & Conditions Tab The Terms & Conditions tab is used to add legal information regarding the purchase. For example, if a project requires floor tile from a vendor, one of the terms could be defined that any tiles broken during shipping are to be replaced by the vendor within a specified period of time. Terms & Conditions Section Use this section to add legal details regarding the purchase. Note You can format the details entered in this section. Copyright IBM Corporation 2011,

145 Other Tabs The details about the Item Life Cycle tab, History tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details. Receiving A Receiving record is used to keep track of the materials that were received by the organization and also to associate the Purchase Order to the vendor for buying the products/services. Creating Receiving Record Use the following procedure to create a Receiving record. To Create a Receiving Record Step 1 From the menu bar, click Procurement > Requisitions & Purchase Orders > Receipts to open the Receiving results page. Step 2 Review the page that appears. The page displays a list of Receiving records. Click Add to add a new Receiving record. Step 3 Review the form that appears. Specify the details regarding the Receiving record. General Tab General Section ID Revision Status A unique number identifying the Receiving record. This number is automatically generated and displayed by the system at the time of creating the Receiving record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Receiving record being created. The different statuses of the Receiving record are explained below. Draft Indicates that the Receiving record is in the draft state and can be Copyright IBM Corporation 2011,

146 General Section modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Completed Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the action bar. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. History - When the Receiving record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Receiving results page), the system retrieves and displays all the records that are revised at different stages. Comment Enter your comments regarding the items that were received. Received By Use the Search icon to select the person in the organization who is in charge of the process of receiving. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Received On Select the date on which the items were received. Copyright IBM Corporation 2011,

147 Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by your administrator. Conversion Group Currency Exchange Date Select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. This field displays the date and time on which the currency was traded. Details Section Using this section, you can view the shipping details of the items that were received. Ship Via Select the method by which the items were shipped. Select the shipping method. The system displays all the options (FedEx- Express, FedEx Ground, UPS, etc.) that are defined for Ship Via option in the Tools > Lists page. Ship/Pickup Date Ship Tracking Number Vendor Tracking Number Select the date on which the items were shipped or picked up from the vendor. Enter the tracking number provided by the freight carrier company when the products were shipped. Enter the vendor s internal reference or tracking number associated with this purchase order. Purchase Order Section Using this section, you can associate the purchase order for which the materials have been received. Click the Find action in the Section bar to associate the required Purchase Order record. In the search list, the system displays a list of Purchase Order records retrieved from the Contracts page. Select the required record and click OK. The system auto populates the fields of this section (such as the ID, Name, and Total) with the information from the selected record. The system also creates Receiving Line Items from the Purchase Order Line Items, if any and appends it to the Line Items section of Receiving record. Copyright IBM Corporation 2011,

148 Purchase Order Section Click the Clear action in the Section bar to delete the contents of this section. ID Name Vendor The unique ID number of the selected Purchase Order record. The unique name of the selected Purchase Order record. The name of the vendor company that is selected in the associated Purchase Order record. Received From Section This section enables you to add details about the vendor company from which the items were received. Received From Lookup The vendor company assigns an employee as the first point of contact for the organization. Select the contact person in the vendor company. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). First Name Last Name Organization The given name of the contact person. The surname of the contact person. The name of the organization to which the contact person belongs. Select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. Form Actions The following table lists the common actions available and a description of each. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Copyright IBM Corporation 2011,

149 Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the record are closed and status of the record becomes Completed. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Copyright IBM Corporation 2011,

150 Action Name Delete More Description Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Line Items Tab This tab displays the line items that have been added in the purchase order that is associated to the Receiving record. You can enter the number of items received, and quantity broken in the line items. Line Item Section This section displays the line items that were added in the Purchase Order that is associated with the current record. The system auto populates the details such as the line number, part number, description, quantity ordered, rate, total, and total base from the associated Purchase Order record. You can enter the number of items that are received in good condition in the Quantity Received field and number of items that are damaged in the Quantity Damaged field of the respective line item. Click the Add action in the Section bar to record details about the items that were received from the vendor (items that were ordered apart from the items in the purchase order). On clicking the Add action, the Receiving Line Item record appears in a new window, wherein you can perform the following steps: Enter the necessary details about the item such as the name, quantity ordered, quantity received, cost of the item, specification details, etc., in the respective sections of the record. Click the Create action. The record will be added as a line item to this section. Click the Linked Record icon hyperlinked text of the line item to view and modify the record. or the To delete a line item from this section, select the check box beside the line item and click the Remove action. The selected record will be removed from this section. Other Tabs The details about the Item Life Cycle tab, Notifications tab, Notes & Documents tab, and Reports tab have already been explained in the previous sections. Click the respective hyperlinks for relevant details. Copyright IBM Corporation 2011,

151 Returns Sometimes, the vendor might send either a defective product or a product that was not ordered. In such cases, the product can be returned to the vendor. Following are some of the possible reasons for which the products can be returned to the vendor: Partial shipment Obvious damage Over shipment Duplicate shipments Missing shipment Hidden damage Wrong item/model and/or color were shipped The Return business object is used to record important details such as the date(s) when calls were placed, contact person s details, items that are being sent back, tracking number that the vendor provides for items being sent back, and cost details. Return is the final step in the procurement process and is completely optional. The Return record is used to track all the products that are returned to the vendor. Creating Return Use the following procedure to create a Return record. To Create a Return Step 1 From the menu bar, click Procurement > Requisitions & Purchase Orders > Returns to open the Return results page. Step 2 Review the page that appears. The page displays a list of Return records. Click Add to add a new Return record. Step 3 Review the form that appears. Specify the details regarding the Return record. General Tab General Section ID Revision A unique number identifying the Return record. This number is automatically generated and displayed by the system at the time of creating the Return record. The revision number indicating the number of times the current record is revised. You can revise/modify the record by clicking the Revise action Copyright IBM Corporation 2011,

152 General Section Status that is displayed on the action bar. Note Each time you revise or modify the record, the value displayed in this field gets incremented by one. The current status of the Return record being created. The different statuses of the Return record are explained below. Draft Indicates that the Return record is in the draft state and can be modified. The system displays this status when you click the Create Draft action in the action bar. Review In Progress - Indicates that the record has been sent for approval and is yet to be approved by all the members in the distribution list. The system generates this status on clicking the Issue action in the action bar. Issued The system automatically changes the record from Review In Progress state to Issued state when all the members in the distribution list have approved the record. Revision In Progress Indicates that the record is being modified or edited for further changes. The system generates this status on clicking the Revise action in the action bar. Completed Indicates that all the processes associated with the record are complete. The system generates this status on clicking the Complete action in the action bar. Retired Indicates that the record is removed temporarily from the active management list. The system generates this status on clicking the Retire action in the action bar. History - When the Return record is revised, for each revision a copy of the record gets saved in the History state. Note On selecting the History option in the Related Reports drop-down status list (displayed in the Return results page), the system retrieves and displays all the records that are revised at different stages. Name Comments Returned By Enter a name to identify the Return record being created. Enter your comments regarding the items that were returned. Select the person in the organization who is in charge of the process of returning the items that are damaged. In the search list, the system Copyright IBM Corporation 2011,

153 General Section Returned On displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Select the date on which the items were returned. Units Section Currency Select the currency type that will be used for all the cost related fields. The system displays all the options (US Dollars, Euros, etc.) that are defined for the Currency in the Tools > Lists page. By default, the system displays the currency set by your administrator. Conversion Group Currency Exchange Date Select the conversion group that will be used for all the cost related fields in the record. The system displays all the options (LIBA, Wall Street, etc.) that are defined for the Conversion Group in the Tools > Lists page. This field displays the date and time on which the currency was traded. Details Section In this section, you can provide details about the method in which the returned items are shipped back to the vendor. Return Via Select the method by which the items were shipped back to the vendor. Select the shipping method. The system displays all the options (FedEx- Express, FedEx Ground, UPS, etc.) that are defined in the Tools > Lists page. Return Date Ship Tracking Number Shipping Cost Select the date on which the items were shipped or picked back to the vendor. Enter the tracking number provided by the freight carrier company when the products were shipped. Enter the total cost incurred by the organization to ship the products back to the vendor. The amount in the default currency type selected in the Currency field of the record. Copyright IBM Corporation 2011,

154 Details Section Vendor Tracking Number Enter the vendor s internal reference or tracking number associated with this purchase order. Purchase Order Section Using this section, you can associate the purchase order for which the materials have been received. Click the Find action in the Section bar to associate the required Purchase Order record. In the search list, the system displays a list of Purchase Order records retrieved from the Contracts page. Select the required record and click OK. The system auto populates the fields of this section (such as the ID, Name, and Total) with the information from the selected record. The System creates Return line items from Purchase order line items, if there are any broken items from the purchased line items and appends the same to the line item section of the Return record. Note The Find and Clear actions in the Section bar only on clicking the Create Draft action. Click the Clear action in the Section bar to delete the contents of this section. ID Name Vendor The unique ID number of the selected Purchase Order record. The unique name of the selected Purchase Order record. The name of the vendor (to whom the items are returned) selected in the associated Purchase Order record. Shipped To Section Using this section, you can provide complete address and contact details about the contact person in the vendor company to whom the products are returned. Ship To Contact Lookup Use the Search icon to select the contact person in the vendor company. In the search list, the system displays a list of the External Contact records in the People page. You can use the Related Reports dropdown list to select records of other business objects in the People page. Ship To Organization Lookup Select the name of the vendor company to which the items are shipped. Use the Search icon to select the organization. In the search list, the system displays a list of the records retrieved from the associated business object in the Organization Hierarchy. Copyright IBM Corporation 2011,

155 Shipped To Section First Name Last Name Work Phone Work Fax Address Zip/Postal City State/Province Country The given name of the contact person. The surname of the contact person. The work phone number of the contact person. The work fax number of the contact person. The address of the contact person. The complete address of the organization. The zip/postal code of the organization. The name of the city in which the organization is located. The name of the state/province in which the organization is located. The name of the country in which the organization is located. Received From Section This section enables you to add details about the organization that has returned the products to the vendor Received From Lookup Use the Search icon to select the contact person in the organization who has returned the items. In the search list, the system displays a list of the Employee records in the People page. You can use the Related Reports drop-down list to select records of other business objects in the People page (such as External Contact, Consultant, etc.). Last Name First Name The surname of the contact person. The given name of the contact person. Organization Use the Search icon to select the name of the organization to which the contact person belongs. In the search list, the system displays a list of records retrieved from the associated business object in the Organization Hierarchy. Copyright IBM Corporation 2011,

156 Form Actions The following table lists the common actions available and a description of each. Action Name Create Draft Description Click the Create Draft action to save all initial data entered in the new record. The system changes the status of the record to Draft and displays additional actions on the action bar. The actions include Issue, Save, Save & Close, More, Copy, Delete, and X (Cancel). Save Click the Save action to save the changes made. Save & Close X Copy Click the Save & Close action to save the changes and close the active window. Click the X (Cancel) action to terminate the changes made and also to close the active window. Note Clicking the Cancel action without saving the record will erase all the data you have entered in the record. Click the Copy action to create a copy of the selected record. On clicking the Copy action, a copy of the record is created (in the Draft status) and displayed in the appropriate page wherein the details can be modified as required. Issue Click the Issue action to route the record to the members in the distribution list for approval. On clicking Issue action, the system changes the status of the record to Review In Progress and after all the members in the distribution list have approved the record, the record status becomes Issued. The system refreshes the record and displays additional actions on the action bar. The actions include Complete, Revise and Retire. Note If there are no reviewers added to the distribution list, on clicking the Issue action, the system directly changes the status of the record to Issued. Complete Click the Complete action to complete the tasks associated with the record. On clicking the Complete action, all the processes associated with the Copyright IBM Corporation 2011,

157 Action Name Delete More Description record are closed and status of the record becomes Completed. Note You can click the Complete action only after the record is approved by all the members in the distribution list. Click the Delete action to delete the record permanently from the active management list. Depending on the record and its status, clicking the More action displays several more actions including those discussed above. Click the preferred action. Note For more information on the common and additional form actions available, refer to the IBM TRIRIGA 10 Getting Started User Guide. Line Items Tab This tab displays the line items that have been added in the purchase order that is associated to the Return record. You can enter the number of items received and quantity broken in the line items. Line Items Section This section displays the details about the products that were damaged while receiving the items. The system auto populates the information about the damaged line items from the Receiving record of the selected Purchase Order record. The line items that are returned other than damaged items should be added manually to this section. Click the Add action in the Section bar to record the details about line items that are returned. The Return Line Item record in new window, wherein you can perform the following steps: Enter the necessary details such as the line number, name of the item, quantity returned, and any additional comments, etc. Click the Create action. The record is added as a line item to this section. By clicking the Linked Record icon or on hyperlinked text of the line item, you can view/modify the record information. Click the Add Line Items action in the Section bar to associate already existing Return Line Item records with this section. Select the check box beside the line item and click the Remove action to delete a line item from this section. Copyright IBM Corporation 2011,

158 Other Tabs The details about the Notifications tab and Notes & Documents tab are explained in the previous sections. Click the respective hyperlinks for relevant details. Invoice Manager The Invoice Manager is a process form. Process Forms in IBM TRIRIGA are forms which can stay resident for the duration of a session. Once the Invoice Manager form is open, the user in the Service Contract Manager role can review details and bulk process actions against Task, Utility Bill, and Purchase Order Invoices. When the session is complete, the Invoice Manager record is deleted. The Invoice Manager provides a user interface for the user in the Service Contract Manager role to: View their Task, Utility Bill, and Purchase Order Invoices pending approval. View line item details of each Task, Utility Bill, and Purchase Order Invoice. View details related to each line item for 2-way and 3-way matching. Add/correct Cost Codes associated with Line Items prior to processing. Auto-validate Task Invoices and line items to check for over-runs in quantity or cost invoiced against contracted services and materials. Approve/Reject Task Invoices. Opening the Invoice Manager Use the following procedure to open the Invoice Manager. To Open the Invoice Manager Step 1 From the menu bar, click Procurement > Requisitions & Purchase Orders > Invoice Manager to open the Invoice Manager process form. Step 2 Review the page that appears. Invoice Processing Tab My Invoices Section The Task, Utility Bill, and Purchase Order Invoices displayed in this section are filtered to show only those where the logged in user is an Approver for the submitted Invoices. Look on the right side on the same line as Related Reports. If it shows Task Invoices and you wish to look at Purchase Order or Utility Bill Invoices, click the List icon presented. next to Related Reports and choose from the values Copyright IBM Corporation 2011,

159 My Invoices Section The fields displayed include the ID, Date Submitted, Invoice Type, Preferred Payment Date, Status, and Total Invoice Amount. To perform an action on the My Invoices section bar, select the check boxes to the left of the Task Invoice(s), Utility Bill(s), or Purchase Order(s), and click one of the following actions: Show Details Approve Escalate Reassign Return Request Clarification Submit Comment Displays the Invoice Line Items in the Invoice Line Items Section. Changes the status of the Invoice to Approved and triggers the corresponding Approval engine actions. Escalates the Invoice from the current approver to their reports to. Assigns the Invoice to another reviewer. Returns the Invoice to the submitter. Forwards the Invoice to another user along with comments describing why the clarification is needed. Provides a mechanism for the user to enter a comment about the Invoice. Invoice Line Items Section Shows the line items for the selected Invoices. The fields displayed include the Name, ID, Invoice Type, Total, and Cost Code ID. If the Cost Code ID displayed is not correct, select the radio button to the left of the Invoice Line Item that needs to be changed and click the Cost Code action of the Invoice Line Items Section bar. In the Cost Code PopUp, click the Search icon click Continue. and select a cost code from those displayed and Line Item Details Section Shows the details for the Invoice selected in the Invoice Line Items section. Line Item Cost Details Section Shows the line item cost details for the Invoice selected in the Invoice Line Items section. Copyright IBM Corporation 2011,

160 Line Item Quantity Details Section Shows the line item quantity details for the Invoice selected in the Invoice Line Items section. Payables When a contract or purchase order is created, an agreement exists for payment to be made for services or products used by a project. When the services are completed or the product is shipped, an invoice is created, which requests that payment be made for the services rendered or for the products shipped. Payment can be made either for the completion of the entire contract or for providing the required products and services. Payment is made from a predetermined budget allotted for the project or for the purchase of materials/services. The Contracts > Payables page in the IBM TRIRIGA application is used to track and manage all activities related with payment such as recording details of the vendor s invoice, keeping track of released payments, etc. The following sections explain all the business objects associated with the procurement process in detail. Standard Contract Process Flow Copyright IBM Corporation 2011,

161 Purchase Order Process Flow Accessing the Payables Menu Using the Contracts > Payables menu, you can create, manage, and track payment records. The details from the invoice sent by the vendor are recorded in the corresponding business objects of the Contracts > Payables page. Use the following procedure to access the Contracts > Payables menu. To Access the Payables Menu Step 1 Sign in with the proper Project Manager or Contract/Purchasing Manager role. Step 2 From the menu bar, click Contracts > Payables to access the Payables menu. Step 3 From the Contracts > Payables menu, click the desired menu item. Invoices > Standard Contracts Invoices > Utilities Invoices > Tasks Invoices > PO Invoice Payments > Release Contract Invoice The Contract Invoice record is created to record all details regarding the invoice that is received from the vendor. The Contract Invoice record is associated to the actual Contract record so that a record for both the contract and invoice exists. Copyright IBM Corporation 2011,