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Purchase Agreement

A purchase agreement is a legal document that outlines the terms and conditions related to the sale of goods between a buyer and a seller.
In inoERP, a purchase agreement a list products that can be purchased from a supplier with a given price for a specific duration of time. You can convert an agreement to a purchase agreement from the agreement screen or using convert agreement to PO screen. In convert agreement to PO screen, you can select specific lines of the agreement to be converted. However, if you convert an agreement to a purchase agreement from agreement screen, system will copy all the lines on the agreement to the purchase agreement. A purchase agreement consists of

  • Header
  • Line

Purchase agreement header contains necessary information for the items requested on the purchase agreement. You need to enter Business Unit information, supplier, supplier site, currency to create a purchase agreement. When converting a purchase agreement to an order, the system copies all the header level information to the purchase order.

To view/create/update a purchase agreement, navigate to the "purchase agreement" search screen from your dashboard/favorite.

Enter the organization/purchase agreement details or any other criteria in the search form and click on the search button to view an existing purchase agreement.
Click on create a new button to create a new purchase agreement; by manually entering all the information, Copy an existing purchase agreement to a new purchase agreement is always better than manually entering all the data to create a new purchase agreement. The application lets you update all the details before confirmation; you can configure which fields are view-only after the confirmation.

If you don't enter organization/supplier details, the system will show you all the purchase agreements. If your organization has configured to make any field mandatory for search, then you have to enter those fields to search purchase agreements.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

To view the search result in a table format, click on the table icon available on the bottom left corner.

To open a specific purchase agreement, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the purchase agreement header details such as purchase agreement number, quantities, start date, status, etc.

The system will fetch all the data related to the selected purchase agreement. The purchase agreement details are shown either right to the search result screen or in a separate screen, depending on the device size.

Scroll left, right, up, down to view all the details. The purchase agreement line and details are shown in a separate tab. The default configuration shows fields in various functional groups such as

  • Finance
  • Entity
  • Reference
  • Data
  • Control
  • Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields
NameSequenceLabelInputTypeField Group
10vvBuOrgBu OrgdeferredSelectENTITY
10vvBuOrgCodeBu Org CodedeferredSelectENTITY
20vvSupplierNumberSupplier NumberdeferredSelectDATA
30vvSupplierNameSupplier NamedeferredSelectENTITY
40vvSupplierSiteNumberSupplier Site NumberdeferredSelectDATA
50vvSupplierSiteNameSupplier Site NamedeferredSelectENTITY
60vvShipToAddressNameShip To Address NamedeferredSelectENTITY
70vvShipToAddressShip To AddressdeferredSelectENTITY
80vvShipToCountryShip To CountrydeferredSelectENTITY
90vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
100vvShipToEmailShip To EmaildeferredSelectENTITY
110vvShipToPhoneShip To PhonedeferredSelectENTITY
120vvBillToAddressNameBill To Address NamedeferredSelectPLANNING
130vvBillToAddressBill To AddressdeferredSelectPLANNING
140vvBillToCountryBill To CountrydeferredSelectPLANNING
150vvBillToPostalCodeBill To Postal CodedeferredSelectPLANNING
160vvBillToEmailBill To EmaildeferredSelectPLANNING
170vvBillToPhoneBill To PhonedeferredSelectPLANNING
180vvSiteAddressIdSite Address IdInputType.numberREFERENCE
190vvSiteContactIdSite Contact IdInputType.numberREFERENCE
200vvPaymentTermPayment TermdeferredSelectFINANCE
210vvPaymentTermDescriptionPayment Term DescriptionInputType.textFieldFINANCE
220vvHeaderAmountHeader AmountInputType.textFieldFINANCE
230vvHeaderDiscountAmountHeader Discount AmountInputType.textFieldFINANCE
240poAgreementHeaderIdPo Agreement Header IdInputType.numberREFERENCE
250srcEntityNameSrc Entity NameInputType.textFieldDEFAULT
260srcEntityIdSrc Entity IdInputType.textFieldREFERENCE
270agreementNumberAgreement NumberInputType.textFieldDATA
280documentTypeDocument TypeInputType.selectCONTROL
290buOrgIdBu Org IddeferredSelectREFERENCE
300docStatusDoc StatusInputType.selectCONTROL
310approvalStatusApproval StatusInputType.selectCONTROL
320refPoHeaderIdRef Po Header IdInputType.numberREFERENCE
330refPoRfqHeaderIdRef Po Rfq Header IdInputType.numberREFERENCE
340refPoQuoteHeaderIdRef Po Quote Header IdInputType.numberREFERENCE
350refPoRequisitionHeaderIdRef Po Requisition Header IdInputType.numberREFERENCE
360docNumberDoc NumberInputType.numberDATA
370docCurrencyDoc CurrencydeferredSelectFINANCE
380supplierIdSupplier IddeferredSelectREFERENCE
390supplierSiteIdSupplier Site IddeferredSelectREFERENCE
400buyerBuyerInputType.textFieldPLANNING
410hrEmployeeIdHr Employee IdInputType.numberREFERENCE
420descriptionDescriptionInputType.textFieldDEFAULT
430shipToIdShip To IddeferredSelectREFERENCE
440billToIdBill To IddeferredSelectPLANNING
450priceListHeaderIdPrice List Header IdInputType.numberREFERENCE
460paymentTermIdPayment Term IddeferredSelectREFERENCE
470startDateStart DateInputType.dateDATE
480endDateEnd DateInputType.dateDATE
490exchangeRateTypeExchange Rate TypedeferredSelectCONTROL
500multiBuCbMulti Bu CbInputType.switchFieldPLANNING
510revNumberRev NumberInputType.numberDATA
520glAcProfileHeaderIdGl Ac Profile Header IddeferredSelectREFERENCE
5530createdByCreated ByInputType.textFieldREFERENCE
5540creationDateCreation DateInputType.dateTimeREFERENCE
5550lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5560lastUpdateDateLast Update DateInputType.dateTimeREFERENCE

Lines

You can add multiple lines to each purchase agreement header. Each purchase agreement line contains an item, UOM, product description, quantity, requesting inventory organization, line number, unit price, etc.

Navigate to the lines tab to view/add/update lines.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Line Number: Line number is a mandatory field. Enter a numeric value for the line

Line Quantity: Line quantity is a mandatory field. Enter a numeric value for the line quantity. System will copy the line quantity to the purchase order when the agreement is converted to a purchase order

Agreement Quantity : The total agreement line quantity. System tracks the usage of the agreement quantity and all the converted/released quantities are shown in released qty field. Released qty is read-only field.

The entity group shows information related to requesting inventory organization. Though the details are not required to create a purchase agreement, you need to enter the info to convert the purchase agreement to another document where it is mandatory.

The reference groups show various ids for reference only. You don't need to enter any information in this section. When you save a purchase agreement for the first time, the system will auto-populate the newly created header id and line ids.

Enter the line type in the control section. The information flows to downstream documents such as purchase agreement and purchase agreement.

In the finance section, enter the unit price. The system calculates the line price by multiplying the unit price with quantity. The header price is the sum of all the line prices. You don't need to enter any price at the purchase agreement header.

Scroll left, right, up, and down view all other fields.

Enter all the other fields and click on the save button to save the purchase agreement. The app will post all the data to the server and will show the messages returned from the server.

All Fields
NameSequenceLabelInputTypeField Group
10vvOrgOrgdeferredSelectENTITY
10vvOrgCodeOrg CodedeferredSelectENTITY
20vvItemNumberItem NumberdeferredSelectDEFAULT
30vvUomCodeUom CodedeferredSelectDEFAULT
40vvReleasedQtyReleased QtyInputType.textFieldDEFAULT
50vvUomDescriptionUom DescriptiondeferredSelectDEFAULT
60vvDiscountedAgreementPriceDiscounted Agreement PriceInputType.textFieldFINANCE
70vvShipToAddressNameShip To Address NamedeferredSelectENTITY
80vvShipToAddressShip To AddressdeferredSelectENTITY
90vvShipToCountryShip To CountrydeferredSelectENTITY
100vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
110vvShipToEmailShip To EmaildeferredSelectENTITY
120vvShipToPhoneShip To PhonedeferredSelectENTITY
130vvDiscountNameDiscount NamedeferredSelectFINANCE
140vvDiscountPercentageDiscount PercentagedeferredSelectFINANCE
150vvDiscountAmountDiscount AmountInputType.textFieldFINANCE
160poAgreementLineIdPo Agreement Line IdInputType.numberREFERENCE
170srcEntityNameSrc Entity NameInputType.textFieldDEFAULT
180srcEntityIdSrc Entity IdInputType.textFieldREFERENCE
190poAgreementHeaderIdPo Agreement Header IdInputType.numberREFERENCE
200lineNumberLine NumberInputType.numberDATA
210recevingOrgIdReceving Org IddeferredSelectREFERENCE
220invItemMasterIdInv Item Master IddeferredSelectREFERENCE
230revisionNameRevision NameInputType.textFieldDEFAULT
240lineTypeLine TypeInputType.selectCONTROL
250productDescriptionProduct DescriptionInputType.textFieldDEFAULT
260uomCodeUom CodedeferredSelectDEFAULT
270agreementQuantityAgreement QuantityInputType.textFieldDATA
280agreementPriceAgreement PriceInputType.textFieldFINANCE
290lineQuantityLine QuantityInputType.textFieldDATA
300priceDatePrice DateInputType.dateDATE
310unitPriceUnit PriceInputType.textFieldFINANCE
320discountCodeDiscount CodedeferredSelectFINANCE
330referenceDocTypeReference Doc TypeInputType.textFieldCONTROL
340referenceDocNumberReference Doc NumberInputType.numberDATA
350lineDescriptionLine DescriptionInputType.textFieldDEFAULT
360lineDiscountAmountLine Discount AmountInputType.textFieldFINANCE
370docStatusDoc StatusInputType.selectCONTROL
380approvalStatusApproval StatusInputType.selectCONTROL
390shipToIdShip To IddeferredSelectREFERENCE
5400createdByCreated ByInputType.textFieldREFERENCE
5410creationDateCreation DateInputType.dateTimeREFERENCE
5420lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5430lastUpdateDateLast Update DateInputType.dateTimeREFERENCE