Vendor Contract > Maintenance > Vendor Contracts
The WorkPlace Vendor Contract add-on module allows your company to enforce contracts established with specific vendors, including shipping method, payment terms and FOB as well as the ability to append lines to an existing vendor Purchase Order. Vendor Contracts allow Buyers to track committed amounts and quantities against a contract. Routing rules can be established for transactions based on the contract and/or when the contract amount has been exceeded.
Amounts tracked within the individual Vendor Contract buckets are based on Quantity and Unit Price. Fields such as Discount, Freight, Tax and Miscellaneous are not included into the calculations for Vendor Contracts.
The Vendor Contracts Maintenance page allows you to establish and maintain these contracts. Two tabs are available on the Vendor Contract Maintenance page: General information and assigned Items.
This field is only available when Intercompany is registered to identify the Source company that the Vendor Contract belongs to. The selected Inter-company will restrict the valid Vendors that can be assigned to the Vendor field. During Requisition or Check Request entry, only valid vendor contract entries for the selected Source Company will be visible on the Vendor Contract zoom.
Enter up to 20 alphanumeric characters to create an identifiable name for the Vendor Contract in this field. To View or modify existing Contracts use the Button to locate and select the desired Contract. This field is required to establish a Contract. Contract ID's must be unique within the WorkPlace company.
Check or uncheck this box to make the selected Vendor Contract Active or Not Active for use during Requisition or Check Request entry.
Informational only and is a zoom field based on WorkPlace user name.
This field is used in conjunction with the Enable Primary Vendor Contract Default (if unchecked the Contract with lowest Unit Priced Item will default) System Setting.
Enter up to 60 alphanumeric characters as a description for the entered Contract ID in this field. This field is required to establish a Vendor Contract.
Select an existing Vendor ID from the zoom window.
Informational only and allows for from and to date range.
Informational only and allows the user to enter a numeric amount.
Informational only and allows the user to enter a numeric value to indicate the length of the original contract.
Informational only and allows the user to enter a integer value to represent the number of renewals for this contract.
Informational only and allows the user to enter a integer value.
Informational only and allows the user to enter a 60 character value.
Informational only and is a checkbox.
Select from the calendar or type in a from and through date range for the contract period.
Check to disallow the Contract from being selectable during Entry if use of the Contract exceeds the established amount. Uncheck to allow this Contract to be used during Entry if the line amount will exceed the contracted amount.
Enter the amount only, no comma or dollar signed for this Contract with the selected Vendor. This amount can be used to manage Service based contracts when Items are not added or as an optional additional control amount. When a Contract is setup to be managed only at the item level by checking the 'Rollup from Items' checkbox, this field will be read only and display the total based on the amounts added to the Items tab.
When enabled, the Contracted Amount field will become read only to display the calculated total based on the amounts added on the 'Items' tab.
Current dollar amount on Requisition/Check Request lines, coded to this Contract, that have not been submitted.
Current dollar amount on Requisition/Check Request lines, coded to this Contract, that are in the Approval process.
Current dollar amount on Requisition/Check Request lines, coded to this Contract, that are in the process to be Reviewed or are being Reviewed.
Current dollar amount on Purchase Order lines that have not been Printed.
Current dollar amount on Purchase Order lines that are in the Approval process.
Current dollar amount on Purchase Order lines that have been Approved.
Current dollar amount on Purchase Order lines that have been Released / Printed.
Current dollar amount on Receiving lines that have not been Submitted from Receive/Match Invoice or the Receiving Wizard.
Current dollar amount on Receiving lines that are in the Approval process.
Current dollar amount on Receiving lines that have been Approved and Processed from WorkPlace or entered directly in Dynamics GP.
Current dollar amount on Invoice lines that have not been Submitted.
Current dollar amount on Invoice lines that are in the Approval process.
Current dollar amount on Invoice lines that have been Approved and Processed from WorkPlace or entered directly in Dynamics GP.
Current available dollar amount remaining on the Contract (Contracted Amount less the total Amounts of the other fields)
The "Purchase Order" and the "Received" amount columns are updated automatically from Dynamics GP if the following actions occur: 1) "Return w/Credit" from the Returns Transaction Entry window; 2) When quantities are canceled or prices are edited from the GP "Purchase Order" entry or "Edit Purchase Order" window.
Select an existing Purchase Order from the zoom window to add new requisition lines to an existing, open purchase order, leave blank to follow normal buying flow and create a new purchase order for new requisition transactions. The Purchase Order must exist and be open to add new lines.
Select the appropriate Shipping method from the zoom window.
Select the appropriate payment terms from the zoom window.
The Project field is available when using the WorkPlace Project solution to define a relationship between Vendor Contracts and Projects within WorkPlace. Only one Project may be assigned to a Vendor Contract but multiple Vendor Contracts may be assigned to the same Project.
During Requisition and Check Request entry, when a Project is already selected on a line, only Vendor Contracts where that project has been assigned will be available for selection. If there is no Project on the transaction line when a Vendor Contract is selected the Project field will be automatically updated with the Project ID from the Vendor Contract. The Project Zoom will, in turn, restrict based on the Vendor Contract value selected on the transaction line. Upon saving the Requisition or Check Request the Project and Vendor Contract ID will be validated to ensure the Project has been assigned to the Vendor Contract if both are selected.
If desired enter the Tax Registration number for this vendor.
Select the appropriate Ship To List from the zoom window. Ship To Lists are established in Maintenance> Non-Financial List and must exist prior to attachment on this page. When a Ship To List exists for the Vendor Contract only Ship To(s) on that list will be allowed for that Vendor Contract when selected on the Requisition/Check Request Line.
Unlimited free form text field.
This tab allows you to establish contracted amounts by item. Items are created in the Inventory Module and must exist prior to selection and attachment to a Vendor Contract.
This option is available to allow users to enter or select an Inventory Item to find within large Vendor Contracts.
Clicking this button will restrict the Contract Items displayed based on the selected Item above.
To delete the active item line from this contract, click in the delete checkbox and press the Save button on the Entry Toolbar .
Select from the drop down list the type of contract you wish to establish for this item. Available types are; None, By quantity, By Amount or Both quantity and amount. This field is required to establish a Contract by item.
Select the date that the contract takes effect for the selected Item contracted quantity and/or prices.
Select the date that the contract ends for the selected Item contracted quantity and/or prices.
This field is only available when Intercompany is registered to identify the company for the selected Item.
Select the desired Inventory Item from the zoom window.
Select the desired Vendor Item from the zoom window.
Select the desired Manufacturer's Item from the zoom window.
This field is only available for Dynamics GP versions 8 or higher.
Select the desired Unit of Measure from the zoom window.
Enter the unit price negotiated with your vendor for selected item/vendor item.
Enter the amount negotiated with your vendor for selected item/vendor item.
Enter the quantity negotiated with your vendor for selected item/vendor item.
Select from the drop down list the type of FOB options you wish to establish for this item. Available types are; None, Origin or Destination.
Check to disallow the Contract to be selectable during transaction entry if use of the Contract exceeds the established amount or quantity. Uncheck to allow this Contract to be used during transaction entry if the line amount or quantity will exceed the contracted amount. If the Contract Type selected is 'None', this setting should be unchecked.
Current quantity/amount on Requisition/Check Request lines, coded to this Contract, that have not been submitted.
Current quantity/amount on Requisition/Check Request lines, coded to this Contract, that are in the Approval process.
Current quantity/amount on Requisition/Check Request lines, coded to this Contract, that are in the process to be Reviewed or are being Reviewed.
Current quantity/amount on Purchase Order lines that have not been Printed.
Current quantity/amount on Purchase Order lines that are in the Approval process.
Current quantity/amount on Purchase Order lines that have been Approved.
Current quantity/amount on Purchase Order lines that have been Released / Printed.
Current quantity/amount on Receiving lines that have not been Submitted / Processed.
Current quantity/amount on Receiving lines that are in the Approval process.
Current quantity/amount on Receiving lines that have been Approved.
Current quantity/amount on Match Invoice lines that have not been Submitted / Processed.
Current quantity/amount on Match Invoice lines that are in the Approval process.
Current quantity/amount on Match Invoice lines that have been Approved.
Current quantity/amount that has been received against a requisition line coded to this contract.
Current available quantity/amount remaining on the Contract (Contracted Quantity/Amount less the total Quantity/Amounts of the other fields)
The "Purchase Order" and the "Received" amount columns are updated automatically from Dynamics GP if the following actions occur: 1) "Return w/Credit" from the Returns Transaction Entry window; 2) When quantities are canceled or prices are edited from the GP "Purchase Order" entry or "Edit Purchase Order" window.