Purchase Contract

 
The purchase contract information is recorded on the fields of the General and Detail tabs and using the F9/right mouse button menu options.
 

Slip General Info
 
Fields at the header section of the purchase contract are used to record slip bottom information. The lines are used to record the materials and services offered by vendors and that are Accepted. The Currency Type field is used to specify the currency types to be used in Slip Bottom and slip lines. The Totals field displays the totals resulting from the information recorded on slip lines.
 
The following information is recorded on the Slip General Info section:
 
Slip Number: The tracking number of the slip. Alphanumeric characters can be used to enter the employee number. The slips are sorted by their numbers. The Slip Number field is mandatory.
Slip Date: The date of transaction. The Slip date field is mandatory.
Time: Indicates the time in which the transaction is recorded.
Document Number: The number of the transaction document. An alphanumeric field of 8 characters long. Documents from different companies may have the same number. Slips are not sorted by document number. Therefore, more than one slip may have the same document number.
AR/AP Code: The AR/AP code of the transaction.
AR/AP Title: The AR/AP title of the transaction.
Payments: The payment plan code to be applied to the slip bottom. If a payment plan is specified in the AR/AP for the AR/AP transaction, it is transferred into this field as default. Can be changed if the slip or invoice will be closed according to a different payment plan.
Trading Group: The trading group code of the contract. Trading Groups are listed and a selection is made. If a trading group is specified on the AR/AP of the slip, this value is displayed as default. This data can be changed if necessary.
Approval Information: Indicates the approval status of the purchase contract. Approval status changes are recorded on the slip or using "Approval Status" option located in the F9/right mouse button menu of the Purchase Orders list.
Start Date: Indicates the date range for which the proposals given through the purchase contract will be applied.
End Date: Indicates the date until which the proposals given through the purchase contract will be applied.
Purchase Proposal Number: The purchase proposal number related to the contract. Purchase contracts can be entered directly or by transferring previously recorded purchase proposals into the slip. Existing purchase proposals are listed on this field and the related proposal is selected.
Aux. Code: A secondary code field used to classify slips. Contains 10 characters. The Aux. Code is used to classify slips by company specific criteria. The user can use this field to record any necessary information that is not included in the slip.
Authorization Code: Used to define detailed authorizations. The string is 10 characters long. Each user may be authorized to use different records depending on job definitions. A planning process must be performed for detailed authorization definitions. First, slips to be accessed or processed by each user or user group should be specified. Then, separate authorization codes are assigned to slip groups accessible by each authorization group. Slip based encryption can be performed by authorization code. In this way, only the users who log in with the specified authorization code can access and process the slips.
Project Code: The project code of the slip. Recorded project cards are listed and the related definition is selected. Project information is entered on all transactions on the Business Automation System side in Unity2 to create project-based reports and accounting integration. Transactions recorded with GL accounts can be associated to more than one overhead pool. For instance, batch purchases may fulfill the needs of different departments within the company. In such cases, the distribution method for overhead pools is recorded along with project definitions.
Projects are defined using the Project Cards option in the G/L section.
Quantity Control Will Be Done: Indicates whether or not the quantity control will be performed for materials or services to be procured through the contract. This option is checked if quantity control will be performed. If the quantity control is performed, the order quantity cannot exceed the contract quantity.
Note: When contracts (subjected to quantity control) are wanted to be updated, it is not allowed to enter less quantity than the delivered quantity in slip line. Delivered contract lines cannot be deleted; these lines' material/service code info cannot be changed.
Check Unit Price: Indicates whether or not the unit price control will be performed for materials or services to be procured through the contract. This option is checked if unit price control will be performed. If the unit price control is performed, the material/service unit price in order cannot exceed the unit price of material service defined in related contract.
Check Amount: Indicates whether or not the amount control will be performed for materials or services to be procured through the contract. This option is checked if amount control will be performed. If the amount control is performed, the order amount cannot exceed the contract amount.
Default Contract: This field is used to record the relevant contract as default on AR/AP basis. When this option is checked, the relevant contract will appear on browser in bold. There can be only a single default contract on AR/AP basis. The application warns the user when attempted to selected a second default contract. The overdue contracts cannot be selected as default.
Division: A unit that is connected to the headquarters of a company or organization, and that manages its own commercial transactions independently. This field is used to associate the transaction with one of the defined divisions of the company.
Department: Activities or activity groups within an organization that are independent from each other in terms of organization and accounting. This field is used to associate the transaction with one of the defined departments of the company.
Plant: This field is used to associate the transaction with one of the defined plants of the company.
Warehouse: The locations that are used to store the company's goods or used for other purposes (such as scrap or production) are called warehouses. Warehouses are specified in connection with the Company or Division definitions. This field is used to display the warehouse in which the transaction is performed.
Information on Materials to Be Procured through Contracts
Information regarding materials/services to be procured through contracts is recorded on the lines of the slip. The alternatives of the proposal are also entered on the same proposal slip.
The number of editable fields on this section is not fixed; the screen slides upwards as new information is entered. The lines of slips and invoices consist of two main panes. The upper pane contains material/service lines and the discount, surcharge and promotion lines to be applied to the transaction on the line. The section separated with a line is used to record discounts and surcharges to be applied to slip bottom.
 
The transactions of different material items can be recorded on the same slip. To do so, the transaction information required to record each material/service item (such as material/service code, quantity, unit, price, etc) is entered into the line reserved for that material/service.
 
As many Material/Service Lines as required can be entered with an contract. When recording transactions related to materials of deposited or mixed case types, the type field is used to specify that the transaction is deposited or a mixed case transaction.
Afterwards, the transaction information is entered. The discount, surcharge and promotion transactions to be applied to the material/service on the line are recorded in the line under the relevant transaction, by selecting a transaction type (discount, surcharge or promotion) on the type field. In addition to the lines displayed on the screen, the Material/Service Line information can also be entered using the options of the right mouse button menu.
The following information is recorded on each slip line:
Type: Indicates the line type.
Material /Service Code: The code of the material or service specified on the contract. Recorded material/service definitions are listed and the related definition is selected.
Material /Service Description: The description of the material or service. When the Code field is entered in, the description of the material or service is automatically displayed on this field.
Variant Code/Description: The field used to select the material variant if the line transaction is performed for a variant material. The variant definitions for the material are listed by clicking on "..." icon on both fields, and a selection is made.
Quantity: The material/service quantity.
Unit: This field is used to specify the unit used for the input or output transaction. The transactions related to materials and services received are recorded using any of the units defined in the Material or Service records. The Main Unit specified on the card is transferred to the slip as default.
Unit Price: The unit price of the material or service. The unit price is entered into this field. The unit price options are listed by clicking List button. One of the defined price, average price, last purchase or sales price, last purchase/sales proposal price, average of on hand, average of inputs, periodic average, LIFO and FIFO cost value options can be selected for materials. For services received, the defined price and last purchase price can be selected.
Foreign Currency Type: This field is used to specify the currency if the transactions in the slip or invoice line are recorded and billed using a different currency than the Local Currency. The currency type to be applied to the lines is specified in the Currency Type field. Currency types are listed, and the appropriate option is selected.
Unit Price in F.C: The unit price in foreign currency of the material or service. The unit price in the selected currency is recorded on the Currency type field.
Discount %: The discount percentage to be applied only to the material on the line.
VAT: The VAT rate defined on the Material or Service card. This number is transferred automatically.
Amount: The amount of the transaction. This value is automatically calculated and transferred into the field by the application using the Quantity and the Unit Price.
Amount in F.C: The amount of the transaction. This value is automatically calculated and transferred into the field by the application using the Quantity and the Unit Price.
VAT (I/E): Indicates whether or not the VAT amount is included in the unit price of the material or service processed in the line. Each line of the slip is processed separately.
The VAT column contains Excluded and Included options. Excluded is selected as default in the application. Included is selected on this field if the unit price on the line is VAT included. Amounts of lines set as VAT included are listed on slip lists and extracts, and service and invoice reports with VAT amounts separated.
Transaction Aux. Code: Used to group the slip lines, filter a group of information during report generation and to display the totals of the grouped information. The user can use this field to record any necessary information that is not included in the slip.
The Aux. Code on the line is different from the Aux. Code located at the top of the slip. The Aux. Code located at the top is a code pertaining to the slip bottom, while the Aux. Code on the line is used to group transactions. Filtering can be done by Transaction Aux. Code information in all slip reports. However, the application does not sort the slips by Transaction Aux. Code.
Delivery Date: The delivery date of the material.
Payment Type: The payment type applied to the transaction on the line. If a payment plan code is specified in the received service or material definition, the Payment Plan Code is transferred as default into the field when the material or service is selected. This can be changed if a different plan will be applied.
If the slip or invoice includes more than one material or service line, the Payment Plan to be applied for each material or service is recorded in the relevant line.
Each line with a Payment Plan Code is divided according to the payment plan, and included in the Debit Tracking system. If a Payment Plan is applied to the line, the General Payment Plan does not affect the line. The General Payment Plan is applied to the empty lines in the slip or invoice.
Description: The description of the transaction in the line. An alphanumeric field of 30 characters long.
Project Code: The project code related to the transaction on the line. Recorded project definitions are listed and the related project is selected.
Delivery Code: It refers to the delivery code of the material. When an order is generated over the purchase contract, this delivery code is transferred to the relevant field automatically.
Contract Currency and Total Information: This field is located at the bottom of the slip window and displays the total amount of the transaction lines entered on the slip. The currency type to be used in the slip bottom and lines is specified. Amount information is displayed on total surcharge, total discount, total VAT and slip net amount (VAT incl.) fields. The values on amount fields can not be changed directly by the user. These totals are automatically calculated by the application every time the slip lines are changed.