Procurement Support Entities are a series of standard base components that are reused for government functions within Procurement Module. These entities are inherited, configured and adapted to support system extensibility.
The characteristics of Support Entities include:
This feature allows you to configure your organization’s catalogues that best reflect your organization policies (e.g. Process & Document Types, Bid Evaluation Methods, etc.). Additionally it provides functionality to allow users to determine system behavior and validations (e.g. Vendor Validations, Amendable attributes).
Overview
The Process Type contains the catalogue with all the procurement processes types such as Single or Two Stages, Sole Source, etc. Process Types are used to categorize created processes. For example, creating a process of improvement and maintenance works, water, sewer, paving, electrical, lumber and building materials, plumbing, and painting are all categorized under the “Construction” category. These process types are useful as they allow the easy categorization of individual processes for quick selection, trend analysis, etc. They essentially make the creation of processes more structured.
Navigation
Procurement ► Support Entities ► Process Type
Process Type screen Fields
Field | Definition |
Id | Unique auto-generated numeric code of Process Type which is the identity of the Process Type record. |
Active | If checked, indicates that the Process Type is active. If false, the Process Type cannot be used anymore and it can be there for reference purposes. |
Justification Required? | If true, when using the Process Type, the system requires the attribute Procurement Process Type Justification as mandatory. |
Language | Country specific language used to describe Process Type to be selected from dropdown box. |
Abbreviation | Short description of Process Type |
Description | Short description of Process Type |
Remarks | Special notes or legislation related to the procurement process type are specified in this field. |
Overview
Document Type contains the catalogue with all the procurement document types such as Request for Proposal – RFP, Request for Quotation – RFQ, Expression of Interest – EOI, etc.Each Document Type can have one or more Sections defined. Also users can configure the behavior that Document Type must have on each Stage.
Navigation
Procurement ► Support Entities ► Document Type
Document Types screen Fields and Tab
Field | Definition |
Id | Unique auto-generated numeric code of Document Type. |
Custom Domain Type | Users can use Custom Domain Type (CDT) to add information in addition to the entities included with the base Procurement Document Information. This CDT is inherited to the Procurement Document and users can add more if it is needed, or clone existing CDT to add more to the Procurement Document. |
Language | Country specific language used to describe Document Type. |
Name | Name of the Document Type. |
Description | Brief explanation of document type. |
Purchasing Vehicle Required? | If true, the system will require a Purchasing Vehicle when creating a Procurement Document. |
Expiration Date Required? | If true, an expiration date is required when the vendor is uploading the proposal information. |
Intend to Award Period | It must be expressed in calendar days and applies only if the Procurement Document Type Stage 'Intend to Award' has been set mandatory or optional. |
Type of Result Expected | Users must select the final result expected for the evaluation of the procurement document. |
Purchasing Vehicle | Users select one Purchasing Vehicle. When there is a value in this attribute it is copied to the Procurement Document once the Procurement Document Type has been selected. |
Is Ownership validation required ? | Indicate when Ownership Validation is required to be executed by users for the procurement Documents of this Procurement Document Type. |
Sections Tab | Each procurement document type can have a collection of 1 or many sections related and the order of such sections. |
Overview
The Sections Tab is used to attach document sections from the Section Catalogue to the Document Type.Each procurement document type can have a collection of 1 or many sections related and the order of such sections.
Section screen Fields
| Field | Description |
| Sections | Reference to the section catalogue. |
| Order | Unique number defined (for every section and procurement document type related) by users. Defines the order on how such section can be printed. |
Overview
The Response Type entity contains the catalogue with all the procurement document response types such as Single Proposal, Financial Proposal, Technical Proposal, Single Proposal with Financial Information, etc.
Some procurement documents can be answered with a simple response or proposal, other procurement documents may require two or more types of proposals, one that contains the financial proposal and the other with the technical proposal.
Navigation
Procurement ► Support Entities ► Response Type
Document Response Types screen Fields
Field | Definition |
ID | Unique auto-generated numeric code of Document Response Type. |
Active | When this field is checked, it indicates that Document Response Type is available for use. If not checked, the Response Type cannot be used anymore and it can be there for reference purposes. |
Amount Required | If checked, when entering the procurement document proposal or answer from the vendor, the amount of money related to the proposal which is required, is mentioned in this field. |
Language | Country specific language used for description in the record |
Name | Name of the Response Type |
Description | A detailed description of the Response type. |
Overview
Price Condition contains a catalogue of the INCOTERMS (International Commercial Terms) price conditions. Users must select the price condition to be used in the procurement document; vendors must bid according to this price condition. Only one price condition is allowed per procurement document
Navigation
Procurement ► Support Entities ► Price Condition
Price Condition screen Fields
Field | Definition |
Id | Unique auto-generated numeric code of Price Condition record |
Active | If checked indicates that the Price Condition is active. If not checked, the Price Condition cannot be used anymore and it can be there for reference purposes. |
Abbreviation | Short description of Price Condition. |
Description | A detailed description for the Price Condition. |
Language | Country specific language used to describe the record to be selected from dropdown box. |
Overview
The Validation Rule screen contains the catalogue of validation rules that vendors must comply to be able to participate in procurement eventsThe vendor validation rules related to the Purchasing Vehicle of the Procurement Document must be automatically populated in the Procurement Document Vendor Validation Rules entity, where users can customize it for a particular Procurement Document. According to these rules, users can change the default values of: ‘comparison operator’ and the ‘Vendor Rule Value’; and users can add more vendor validation rules as needed.
Navigation
Procurement ► Support Entities ► Vendor Validation Rule
Validations Rules Screen Fields
Report Field | Description |
ID | Unique auto-generated numeric code of the Validation Rule |
Attribute | It contains the reference to the Vendor attribute, subject to be validated. |
Operator | It only can have: '<', '>', '=' for numeric and date data types; 'true', 'false' for boolean data types; and '=' for string data types |
Value | It contains the value to be validated against the value of the Vendor attribute |
Active | If false, the Validation Rule cannot be used anymore and it would only be there for reference purposes.If checked, the validation rule is available for use. |
Language | Country specific language used to describe the validation rule for vendor |
Abbreviation | Short form of the Validation Rule |
Description | Detail description of the Validation Rule |
Overview
The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.
Users can add communication methods as needed and users must relate it to the communication type (Phone, Fax, E-mail, Address, Internal Notes, SMS, News Paper, others), by doing so automatic functions can be performed, like sending emails or sending notes through the internal system, etc.
Navigation
Procurement ► Support Entities ► Communication Methods
Communication Methods screen Fields
Report Field | Description |
ID | Unique auto-generated numeric code of the Communication Method |
Type | Selectable list which defines the type of communication method; ‘Phone’, ‘E-Mail’, ‘Fax’, ‘Regular Mail’, ‘Internal Notes’, ‘SMS’, ‘News Paper’, ‘Other’ are some of the types of Communication method. Value to be selected from dropdown box. |
Language | Country specific language used to describe Communication Method. |
Abbreviation | Short form of the Communication Method. |
Description | Short description of the Communication Method. |
Overview
The Notification Format screen contains different document formats or templates that can be used for notification purposes. For example: Soliciting Format, Response, Announce, Cancel, etc.
Navigation
Procurement ► Support entities ► Notification Format
Notification Format screen Fields
Report Field | Description |
ID | Unique auto-generated numeric code of the Notification Format |
Language | Country specific Language used. |
Name | Name of the Notification Format |
Description | Description of document, it can contain examples of the process where the document format could be used. |
Text | Standard text to be used within the document format. It can be more than one page. |
Overview
The Notification screen contains the necessary information to register notifications to Vendors, Users, and Other Stakeholders.
Navigation
Procurement ► Support entities ► Notifications
Notification screen Fields
Report Field | Description |
ID | Unique auto-generated numeric code of the Notification Format. |
Language | Country specific Language used |
Description | Description of document, it can contain examples of the process where the document format could be used. |
Subject | Short description of the subject of the Notification |
Effective Date | The date in which the Notification becomes active |
Document | Reference to the Procurement Document related with the Notification |
Attachments TAB | Zero or many attachment documents to be included in the notification. |
Vendors TAB | This entity contains the vendor or vendors selected to be notified. Users must select the vendors needed from the list of vendors which was populated according to the process populating the Vendor List. It is a collection of zero or more Vendors to be notified. |
Users Tab | This entity contains the internal user or users selected to be notified. Users must select the internal users needed from the list of internal users which was populated according to the process populating the Internal Users List. |
Other Stakeholders Tab | This entity contains the other stakeholder or stakeholders selected to be notified. Users must select the stakeholders needed from the list of other stakeholders which was populated according to the process populating the Other Stakeholders List. |
Communication Methods Tab | Each Notification can have more than one communication method related; Users must configure those communication methods individually. Users can add more Communication Methods from the Communication Method Catalogue. |
The information regarding the attachment. It further contains the description of the attachment or additional information not included in the uploaded document can be included here.
Attachment Tab screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Selected | If checked indicates that the attachment will be selected. |
Language | Country Specific Language used to enter the description information. |
Title | Title of attachment uploaded. |
Description | Any description of the attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded document, this attribute will have the physical file document within the database. |
Date Time | The date and time the attachment was uploaded or Date and Time of the last operation performed on the attachment document. Visible for the user. Automatically assigned. |
User | The user uploading the attachment. |
Language | Country Specific Language used to enter the description information. |
The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.The Communication Method screen contains the collection of communication methods that purchasing vehicles are required to use with Vendors and Internal Users.
Communication Methods screen Fields
Field | Description |
Communication Method | Users must select from: ‘Phone’, ‘email’, ‘Fax’, ‘Regular Mail’, ‘System Prompt Notes’, ‘SMS’, ‘News Paper’, ‘Other’ |
Text | Text of the notification, which is populated from the Notification Format Text. It can be modified by users |
Scheduled Date | Future Date when Notification is automatically sent |
Sent Date | For manual communication methods (type: phone, fax, regular mail, newspaper, other): User defined, Date and Time when a Notification out of the system takes place. For automatic communication methods (type: 'e-mail', 'SMS', 'Internal Notes', 'Website'): Automatically assigned, Date and Time when the notification has been sent. |
Include Attachments | If true, attachments are included in the Notification. If false, the attachments will not be included in the Notification |
Use Notification Format | If true, Communication Method Notification Text is populated with the Notification Format Text according to the attribute Notification Format ID selected from on the main Notification screen |
Contains the list of people who are not internal or external users, but are related with processes within the system. For instance, people who are working in donor institutions (United Nations, World Bank) or even people who work inside the Government Institution but are not users of the system and they can be related to procurement process for instance.
Application user and institution are related to the User Role from this tab.
For details regarding User Role Application Users, refer to the link below:
Vendor’s information is a common used group of information among different modules of the FreeBalance Accountability Platform such as Procurement, Purchasing, Assets, Treasury, Expenditures, etc. This allows centralized management of Vendor’s information in one place and useful way and avoids duplicated and ambiguous informatio.FreeBalance Accountability Platform allows managing a full range of information about each Vendor such as Code, Name, Addresses, Performance Rating, Business Type, General Ledger Account (Coding Block), Contact Information, Annual Sales, Number of Employees, Default Currency, Preferred Language, and more.Vendor’s information allows managing secondary groups of information such as List of Addresses, List of Contact Information, and List of Business Types. All of this information associated to each Vendo
For more details visit the link
Overview
The Bid Evaluation Criteria screen contains the catalogue of Bid Evaluation Criteria for both types: Preliminary and Technical and that will be used for Proposal Evaluation.
Navigation
Procurement ► Support entities ►Bid Evaluation Criteria
Bid Evaluation Criteria screen Fields
Field | Description |
ID | Unique auto-generated numeric code for the Bid Evaluation Criteria. |
Active | If Checked indicates that the Bid Evaluation Criteria is active. If false, the Bid Evaluation Criteria cannot be used anymore and it would only be there for reference purposes. |
Type | Defines the type of Bid Evaluation Criteria that is used. Choices include Preliminary or Technical. |
Language | Country Specific Language used to register the description. |
Abbreviation | Short form of the Bid Evaluation Criteria. |
Description | Detailed description of the Bid Evaluation Criteria. |
Overview
Bid Evaluation Method screen contains a catalogue of Bid Evaluation Methods, with some predefined, more can be added as required. Users can configure different behaviors of evaluation methods through this entity.
Bid Evaluation Method entity contains the catalogue of Bid Evaluation Methods such as Value for Money, Quality-Cost Based Selection (QCBS), Quality Based Selection (QBS), Least-Cost Selection (LCS), Fixed Budget Selection (FBS), Administrative Evaluation, etc.
Navigation
Procurement ► Support entities ► Bid Evaluation Method
Bid Evaluation Method screen Fields
Field | Description |
ID | Unique auto-generated numeric code. |
Maximum Technical Weight | The system will validate that Technical Weight Values don’t exceed this value when using the Evaluation Method. |
Active | If false, the Bid Evaluation Method cannot be used anymore and it would be there for reference purposes. |
Apply Minimum Technical Score | If true, the system will require the Minimum Technical Score in Procurement Document Item Lots. |
Apply Overall Technical Weight | If true, the system will require the Overall Technical Weight in Procurement Document Item Lots. |
Apply Overall Financial Weight | If true, the system will require the Overall Financial Weight in Procurement Document Item Lots. |
Requires Reference Price | If true, the system will validate that the Procurement Requisition Items have the price associated, and will compare such reference price with what the vendors have proposed. |
Requires Preliminary Evaluation | If false, the system won’t require the Preliminary Evaluation. |
If Financial Evaluation By Lowest Price | If true, the system will suggest an Original Ranked Vendors by lowest price. |
Is Administrative Evaluation | Indicates that the Bid Evaluation Method will only be used for Administrative Evaluation. |
Is Allows Award To Item Level | Indicates that the Bid Evaluation Method is used for Allow Award to Item Level. |
Language | Country Specific Language used to register the description. |
Abbreviation | Short Description of the Bid Evaluation Method. |
Description | Detailed description of the Bid Evaluation Method. |
Overview
The Claim Reason Type entity contains all the valid reasons that can be part of a claim. For example: The non-compliance with the terms and conditions declared in the pre-qualification or tender documents.
Navigation
Catalouges ► Claim Reason Type
Claim Reason Type screen Fields
Fields | Definitions |
ID | Field represents the unique Claim Reason Type code. |
Active | If checked indicates that the Claim Reason Type is active. If not checked, the Claim Reason Type cannot be used anymore and it can be there for reference purposes. |
Language | Country specific language as chosen to register abbreviation and description. |
Abbreviation | Claim Reason Type short description. |
Description | Additional information explaining the reason of use of the claim type. |
Overview
The Claim Resolution Type entity contains all the possible results of a Claim Resolution such as Tender cancellation, Intend to award to second best bidder, the Claim has no relevancy.
Navigation
Catalouge ► Claim Resolution Type
Claim Resolution Type screen Fields
Field | Description |
ID | Field represents the unique Claim Resolution Type code. |
Active | If checked indicates that the Claim If not checked, the Claim Resolution Type cannot be used anymore and it would be there for reference purposes. |
Claim Resolution Type Result | Selectable list with the possible values are Acceptance and Rejection. |
Language | Country Specific language as chosen to register abbreviation and description. |
Abbreviation | Short Description of the Claim Resolution Type. |
Procedure Description | Detailed description explaining the reason of use of the claim resolution type. |
Overview
The Amendable Attribute contains all the Procurement Document attributes that are allowed to have an amendment.
Navigation
Procurement ► Support Entities ► Amendable Attribute
Amendable Attribute screen Fields
Field | Description |
Type | This field represents the Document Type. |
Attribute | Dropdown menu list shows available amendable attribute. |
Rule Tab | Collection of one or more attribute rule associated with the Amendable Attribute. |
Overview
The set of rules to be applied to the attribute when entered the new value. All these rules are connected by an and logical operator.
Rule Tab screen Fields
Field | Description |
Attribute Rule | Dropdown menu list shows available Attribute. |
Operator | Dropdown menu list of operator. Available options are Equal, Greater, and Greater or Equal, Less, Less or Equal, Not Equal and Not Null. |
Attribute Rule Value | Dropdown menu list shows available Attribute Rule Value. |
Rule Value | Rule value of the Amendable Attribute |
Language | Country specific language used to create the Amendable Attribute. |
Exception Text | Short message for Exception Date. |
Overview
The Resolution Intervenient screen contains employees that are authorized to participate in a Claim Resolution Committee or in a Bid Evaluation Committee.
Navigation
Procurement ► Support Entities ► Resolution Intervenient
Claim Resolution Type screen Fields and Tab
Field | Description |
ID | Field contains unique identification code of the Resolution Intervenient. |
User | This field represents the active User. |
Type | Field shows Type of resolution intervenient, value is either Bid Evaluation or Claim Resolution. |
Name | Name of the Resolution Intervenient. |
Contact Tab | Tab shows information of contact details. This tab is hidden if users insert value in the User field, user’s contact details is treated as contact details of Bid Evolution Committee or Claim Resolution Committee. |
| Is national | Signifies whether the said person is citizen or not. |
| National ID/Passport Number | Text field to input the national id or the passport number. |
Overview
Contact details of the user who is responsible of the Bid Evolution Committee or Claim Resolution Committee.
Contact Tab screen Fields
Field | Description |
Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
Contact Type | The kind of contact is selected from the dropdown box in this field. For example, it can be phone, mobile, or e-mail, etc. |
Contact Location Type | Whether the contact mentioned home address, work address, gets mentioned. |
Contact Value | The contact is defined in this field. |
Language | Country specific language used to define the contact’s description. |
Description | Description regarding the contact is mentioned in this field. |
Overview
This function contains all the Amendment Types such as 'Goal Phase Change' (Results Portal), etc.
Also this function defines the source of the amendment such as Results Portal, E-Procurement Portal, Transparency Portal, etc. because amendments can be done from any FreeBalance Portal.
Navigation
Procurement ► Support Entities ► Amendment Type
Amendment Type screen Fields
Field | Description |
Id | Unique identification code for the Amendment Type. |
Active | If true, Amendment Type can be used in new transactions. If false, Amendment Type cannot be used anymore and it can be there for reference purposes. |
Source Type | Contains the possible values of FreeBalance modules where the amendments are done, such as Contract Management or Procurement. |
Language | Country specific language used to register the abbreviation and description. |
Abbreviation | A brief description of amendment type. |
Description | A full description of amendment type. |
Overview
The Response Type entity contains the catalogue with all the procurement document response types such as Single Proposal, Financial Proposal, Technical Proposal, Single Proposal with Financial Information, etc.Some procurement documents can be answered with a simple response or proposal, other procurement documents may require two or more types of proposals, one that contains the financial proposal and the other with the technical proposal.
Navigation
Procurement ► Support Entities ► Response Types
Document Response Type
Field | Description |
Id | Unique auto-generated numeric code of Document Response Type |
Active | When this field is checked, it indicates that Document Response Type is available for use. If not checked, the Response Type cannot be used anymore and it can be there for reference purposes. |
Amount Required | If checked, when entering the procurement document proposal or answer from the vendor, the amount of money related to the proposal which is required, is mentioned in this field. |
Language | Country specific language used for description in the record |
Name | Name of the Response Type. |
Description | A detailed description of the Response type |
Overview
The objective of this document is to define how to create a Generic Notification. Understanding how to create a Generic Notification is also leads to the learning of how to edit, delete, and modify the Generic Notification, and how to attach a Generic Notification to other entities. Within this document, the main functions and relevant information surrounding Generic Notifications is defined with respect to related procedures and information.
This function contains the necessary information to send or register Notifications.
Navigation
Procurement ► Support Entities ► Generic Notifications
Generic Notification screen Fields and Tabs
Field | Description |
Id | Unique identification code for the Generic Notification automatically generated. |
Format | The format for the Generic Notification that can be selected and used as a template. |
Subject | Short description of the notification message. If the notification is to be sent by e-mail, this information is the subject of the message. |
Language | Country specific language used to register the description. |
Description | A detailed description for the Generic Notification. |
Effective Date | The date the Generic Notification is created, automatically generated. |
Reference Domain Type | The Reference Domain Type for the Generic Notification, such as ‘Managed Contract’ or ‘Procurement Document’. |
Attachments Tab | Zero or many attachment documents to be included in the notification. |
Vendors Tab | A collection of zero or more Vendors to be notified. |
Application Users Tab | A collection of zero or more Application Users for the Generic Notification. |
Other Stakeholders Tab | A collection of zero or more Other Stakeholders for the Generic Notification. |
Communication Methods Tab | It is a collection of 1 or more communication method assigned to the notification, for example; Email, Telephone, etc. |
Overview
Additional information for Generic Notification are added from this tab.
Attachments screen Fields
Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Language | Country specific language used to register the description. |
Title | Title of response attachment uploaded. |
Description | Any description of the response attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded document. |
Date Time | The date and time the attachment was uploaded. Automatically generated. |
User | The name of user uploading the response attachment. Automatically generated. |
Language | Country specific language used to register the description. |
Overview
Information regarding methods of communications are added from this tab.
Communication Methods screen Fields
Field | Description |
Communication Method | Users must select from ‘Phone’, ‘email’, ‘Fax’, ‘Regular Mail’, ‘System Prompt Notes’, ‘SMS’, ‘News Paper’, ‘Other’ |
Text | Text of the notification, which is populated from the Notification Format Text. It can be modified by users. |
Scheduled Date | Future Date when the Notification can be sent automatically. |
Sent Date | For manual communication methods (type- phone, fax, regular mail, newspaper, other), Users defined, Date and Time when a Notification out of the system takes place. For automatic communication methods (type- 'e-mail', 'SMS', 'Internal Notes', 'Website'), Automatically assigned, Date and Time when the notification has been sent. |
Include Attachments | If true, attachments are included in the Notification. If false, the attachments does not included in the Notification. |
Use Notification Format | If true, Communication Method Notification Text is populated with the Notification Format Text according to the attribute Notification Format ID selected from on the main Notification screen. |
Overview
The Ineligibility Clause screen contains a catalogue of user defined clauses that makes a Vendor ineligible. These clauses prevent a Vendor from participating in purchasing processes.
Navigation
Procurement ► Support Entities ► Ineligibility Clause
Ineligibility Clause screen Fields
Field | Description |
ID | Unique identification code of the Ineligibility Clause |
Active | Default value is true. If this value is changed to False, such Ineligibility Clause can't be selected again and it remains for references purposes only. |
Ineligibility Type | Defines the type of ineligibility clause. It is a selectable list with the possible values of Fixed, Indeterminate, and Permanent. |
Duration | It represents the number of days of ineligibility. |
Language | Country specific language used to register the abbreviation and description. |
Abbreviation | Short description of the ineligibility clause. |
Description | A detailed description of the ineligibility clause. |
Overview
The Ineligibility Premature Reasons screen contains a catalogue of Reasons for Premature Vendor Ineligibility End. This catalogue can be referenced from Vendor Ineligibility process.
Navigation
Procurement ► Support Entities ► Ineligibility Premature Reasons
Ineligibility Premature End Reason screen Fields
Field | Description |
ID | Unique identification code of the Ineligibility Premature End Reason |
Active | Default value is true. If this value is changed to False, such Ineligibility Premature End Reason can't be selected again and it remains for references purposes only. |
Language | Country specific Language used to create the Ineligibility Premature End Reason |
Abbreviation | Short form of the Ineligibility Premature End Reason. |
Description | Short description of the Ineligibility Premature End Reason. |
Overview
The Performance Evaluation screen represents a log of all Vendor’s past performance in procurement events. The log is just for information purposes since bad past performance doesn’t automatically disqualify a potential vendor, if the vendor’s performance merits ineligibility then the vendor must be register in the Vendor Ineligibility.
Navigation
Procurement ► Performance Evaluation ► Performance Evaluation
Performance Evaluation screen Fields
Field | Description |
ID | Unique identification code of the Performance Evaluation. |
Vendor | Field represents the reference of Vendor. |
Rating | Field represents reference to the Performance Rating |
Date | Date of the Performance Evaluation |
Reference Document Type | Field represents reference document type |
Language | Country specific language used to register all the field descriptions |
Comments | Generic comments related to the Performance Evaluation. |
Overview
The Vendor Ineligibility screen contains the reasons why a Vendor is Ineligible. An Ineligibility Clause must be selected for each Vendor Ineligibility.
Navigation
Procurement ► Support Entities ► Vendor Ineligibility
Vendor Ineligibility screen Fields
Field | Description |
ID | Unique identification code of Vendor Ineligibility. |
Vendor | Field represents the reference of Vendor. |
Ineligibility Clause | Field represents the Reference to the Ineligibility Clause. |
Start Date | Date when the ineligible transaction takes place. |
Language | Country specific language used to register the comments. |
Comments | Generic comments related to the Vendor Ineligibility data. |
Overview
The Vendor Catalogue Item screen is a collection of Vendor Catalogue Items which can be used for Direct Purchase within the organization. It contains Vendor’s products defined information such as Price, Picture, SKU, Bar Code, etc.
Navigation
Procurement ► Support Entities ► Vendor Catalogue Item
Vendor Catalogue Item screen Fields and Tabs
Field | Description |
Code | Unique auto-generated numeric code of the Vendor Catalogue Item. |
Active | If false, the Vendor Catalogue Item cannot be used anymore and it would be there for reference purposes. If set to true, the Item is active and available for use. |
Catalogue Item | Reference to the Catalogue Item. |
Vendor | Reference to the Vendor related with the catalogue item. |
Currency | It indicates the currency that applies for the Vendor Catalogue Item Price. |
Posting Date | Date when the Catalogue Item was posted. |
Start Date | It is the first day that the Vendor Catalogue Item can be used in procurement transactions with the specifications completed by the Vendor. |
End Date | It is the last day that the Vendor Catalogue Item can be used in procurement transactions with the specifications completed by the Vendor. |
Site Link | It represents a website link for the Vendor Catalogue Item. |
Reference ID | Item reference used internally by the Vendor. |
Language | Country specific language used to register the description. |
Description | Description of all the characteristics of the Vendor Catalogue Item. |
Specification | Detailed specification description for the Vendor Catalogue Item. |
Price Condition | Description with details on what is included in the price as Shipping and other additional costs. |
Pictures Tab | Collection of zero or more pictures. The first picture is displayed and files of type (BMP, GIF and JPG) are allowed. |
Item Prices Tab | This Entity contains a collection of Vendor Catalogue Item Order Quantity / Price / UOM and Converted Quantity / Converted Price. |
Overview
Details of price of items gets added from this tab for Vendor Catalogue Items.
Items Prices screen Fields
| Field | Description |
Order Quantity | The monetary value of the amount of items ordered in the purchase order. |
Price | The monetary value of the item which was purchased. |
Unit of Measure | Units of Measure are used to denote size, quantity, volume, weight, time, and other measure types for some entities such as goods, services, etc. through the douche. |
Converted Order Quantity | The Order Quantity displayed in a converted value as distinguished by the chosen Unit of Measure. |
Converted Unit Price | The Unit Price displayed in a converted value as distinguished by the chosen Unit of Measure. |
Overview
Information with picture is added from this tab for Vendor Catalogue Item.
Picture Tab screen Fields
| Field | Description |
ID | Unique identification code manually entered by users or automatically generated based on parameters. |
Language | Country specific language used to register the description. |
Title | Title of the attached picture uploaded. |
Description | Any description of the picture attachment or additional information not included in the uploaded document can be included here. |
Attachment | The uploaded picture. |
Date Time | The date and time the picture was uploaded. Automatically generated. |
User | The name of user uploading the picture. Automatically generated. |
Language | Country specific language used to register the description. |
Overview
Upload Vendor Catalogue Item should allow uploading many Catalogue Items in a single offline process from external files (CSV format).
Navigation
Procurement ► Support Entities ► Upload Vendor Catalogue Items
Upload Vendor Catalogue Item screen Fields
Field | Description |
Vendor | The Vendor related to the Catalogue Items to be uploaded. |
Upload Vendor Catalogue Item | This field is for select the file to be uploaded into the system. |
Overview
The Offline Upload Process screen contains the result of every offline upload process to the Vendor Catalogue from external files (CSV format).
Navigation
Procurement ► Support Entities ► Offline Upload Process
Offline Upload Process screen Fields
Field | Description |
ID | Consecutive number auto generated by the system. It will be unique within the system and visible to the user |
Process Date Time | System date and time when the upload process is done |
Result | Possible values can be Success or Error |
File Name | Name of the CSV file with the Catalogue Items |