Creating Purchase Agreement Lines

To add a new line to a purchase agreement:

  1. On the purchase agreement record page, click the Line Items tab.
  2. Click Add Line.
  3. In the added row, double-click the Record Type column and enter a record type for the line that you are adding.
    Tip: You can click Drop-down arrow and select an option from the drop-down list. Once you start typing, the list only shows the options that match your typing value.
  4. Depending on the type of line that you selected in the previous step, do one of the following:
    • If you selected the "Item" or "Capital Equipment" line type, enter an item in the Item column.
    • If you selected the "Description" line type, enter a description in the Description column.
    • If you selected the "Category" line type, enter a category in the Category column. Only product groups that are marked as categories are displayed in the drop-down list. For more information see, Marking Product Groups as Categories for Indirect Procurement.
  5. Enter the unit cost in the Unit Cost column.
  6. [Optional] Complete the rest of the fields as needed. For more information about these fields, see Purchase Agreement Fields.
  7. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Notes:
  • The default value for the Record Type field in a new purchase agreement line is based on the default value assigned to the user’s profile.

  • If you specify both an item and a category for a purchase agreement line and the item relates to a product group, you must ensure the category matches the item's product group.

Editing Purchase Agreement Lines

To edit an existing line:

  1. Double-click the cell you want to edit and enter a new value.
  2. Repeat the previous step for each field that you want to modify.
  3. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Cloning Purchase Agreement Lines

To clone lines:

  1. Select the lines that you want to clone.
  2. Click Clone lines.
  3. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Note: The button to clone lines is only enabled when you have lines selected. Additionally, this button only displays when the purchase agreement is of type Purchase Agreement and has a status other than "Submitted for Approval", "Approved", "Active", or "Expired".

Deleting Purchase Agreement Lines

To delete lines:

  1. Select the lines that you want to delete.
  2. Click Delete lines. A confirmation message displays.
  3. Click Delete.
  4. Click Save.
Tip:

To discard unsaved changes in the grid, click Cancel and then confirm you want to discard the changes by clicking Discard.

Note:

Clicking Delete deletes any selected lines. This includes lines that might not be visible after using a search term to filter the purchase agreement lines.

Considerations for Creating Purchase Agreement Lines

Several validations and restrictions have been applied to ensure certain prerequisites for the purchase agreement line are met.

Regarding statuses, you must consider the following:

  • You cannot add, edit, or delete agreement lines if their purchase agreement has a status of "Active", "Approved", "Expired", "Complete", "Submitted for Approval", "Superseded", or "Canceled".
  • You cannot directly create new purchase agreement lines with a status of "Active", "Canceled", "Complete" or "Expired". In the same way, you cannot update purchase agreement lines if they have any of those statuses.
  • Purchase agreement lines are automatically set to a status of "Complete" when:
    • The amount in the Amount on Order field reaches the amount specified in the Maximum Amount To Order field of the purchase agreement line.
    • The quantity in the Quantity on Order field reaches the quantity specified in the Maximum Quantity to Order field of the purchase agreement line.
    • The purchase agreement they belong to has a status of "Complete".

The Item Being Procured lookup field lists only active items. If you don't see the item you wish to specify for your purchase agreement line, check that the item is active. Once an item is associated with a purchase agreement line it cannot be deactivated.

A category is a product group that has been predefined as a category. The Category lookup field lists only product groups that have been marked as categories.

Unit cost values must be equal to or greater than zero. The Unit Cost field has a default value of zero.

The start and end dates you specify for your purchase agreement lines must fall within the date range specified on the purchase agreement header. Purchase agreements lines are automatically set to a status of "Expired" when they reach their end date.

Note:

The automatic expiration of purchase agreements and purchase agreement lines is enabled through the Purchase Agreements Scheduled Process Feature Console feature. Contact your administrator if you want to have this feature enabled.

You can specify the maximum amount and quantity that can be ordered for a purchase agreement line. The values you enter for these fields must be positive and equal to or less than the maximum values specified on the purchase agreement header.

We recommend that you do not specify a maximum quantity for the agreement lines if they are reflecting subscriptions for intangible items such as software licenses.

The Ship to Warehouse lookup lists only active warehouses. If you don't see the warehouse you wish to specify for a purchase agreement line, check that the warehouse is active. Once a warehouse is associated with a purchase agreement line it cannot be deactivated.

The Supplier Contact lookup lists only active supplier contacts. If you don't see the supplier contact you wish to specify for your purchase agreement line, check that the supplier contact is active. Once a supplier contact is associated with a purchase agreement line it cannot be deactivated.