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Basic contract - Settings for orders
When you create a basic contract, you need to define a dispatch type for orders to this supplier. For the dispatch of orders, an administrator must create a corresponding scheduled task for the selected dispatch type, which exports the orders and transmits them automatically to the supplier.
You can specify a Minimum order amount for orders within this basic contract, after having agreed on this with the supplier. You can also specify how orders should be grouped and sent to the supplier.
In the basic contract, click the Orders tab.
Order dispatch type
In the selection list Order dispatch type, you can define the method by which orders are dispatched to the supplier.
Option |
Description |
|---|---|
No order dispatch |
Select this option if orders should not be dispatched to the supplier for this contract. |
Individual order dispatch |
For orders of this supplier, an individual scheduled task should be created by an administrator for the dispatch of orders. |
xCBL Fax. |
Select this option if all orders from this basic contract should use the generally applicable scheduled task defined for this dispatch method by the administrator. For dispatch methods that are displayed in parentheses, there is currently no active, generally applicable scheduled task. These orders are therefore not sent to the supplier. |
Note: It is possible to use generally applicable and individual scheduled tasks at the same time for a supplier with different basic contracts.
Minimum order amount
In the Minimum order amount field, you can enter a minimum order amount agreed with the supplier that should apply to orders from this basic contract. Orders below this value remain in the Waiting status and are not sent to the supplier until new order items are added or the purchaser changes the quantities to achieve the minimum order amount. If you enter zero (0), orders are sent to the supplier as soon as they have been submitted.
In the purchase orders list , the purchase requests list and the requisition notes list, you can display waiting orders using the search filter Status = Order - Waiting. For further information about the use of filters or the search function see Searching for information in the user guide General information for all users.
Note: Depending on the settings in the Grouping section, it may happen that orders do not reach the minimum order amount even though the sum of the ordered items clearly exceeds this amount. For example, if the items in a purchase request are to be booked to different cost centres and the Group orders by cost center option is selected, an order is created for each cost centre, each of which may not reach the minimum order amount.
If the minimum order amount or the grouping conditions change, it may be helpful to select a different grouping option for waiting orders in order to achieve the minimum order amount. In this case, the Regroup button is displayed. Click this button to perform the regrouping immediately.
Groupings
The settings for grouping of orders are very important, because they specify the criteria by which the orders from this basic contract are grouped and dispatched to the supplier. Grouping by basic contracts is selected by default and cannot be changed.
For example, if orders are grouped by invoice address and different invoice addresses have been defined for two items in a purchase request, two orders each with their own order number are created. If another purchase request that has not yet been submitted for order generation has the same invoice address in full or part and all other grouping options match, this purchase request can be grouped into an order with the matching item from the first purchase request.
If you select a CBL (Common Business Language) dispatch type, the Settings for CBL button is displayed below the grouping options. Click this button to automatically activate the appropriate grouping options for this processing method.
Note: For Conto per Diversa contracts, the option Group orders by free form CPD is automatically activated and cannot be deactivated. For reseller client contracts, the settings are copied from the reseller master contract and cannot be changed. You can find further information on CPD contracts and reseller contracts under Basic contracts types.
Note: If you have selected AMEX as payment method, the necessary groupings are automatically activated and cannot be deactivated. At the same time, a button Settings for AMEX is displayed. Further groupings can be added when required.
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