Purchase Agreement Fields

Here is a description of the fields on a purchase agreement.

Key: * – Mandatory field.

Purchase Agreement Fields
Field Name   Description
Amount Matched   The sum of the amounts on purchase agreement lines that have been matched.
Amount on Order   The sum of the values in the Amount on Order field of all purchase agreement lines.
Amount Received   The sum of the amounts on purchase agreement lines that have been received.
Buyer   Lookup to the user that created the purchase agreement.
Currency   This field defaults to the currency specified on the selected supplier site. If no currency has been specified on the supplier site, the field defaults to the corporate currency.
Effective Date of Cancellation * The date on which the purchase agreement is canceled.
End Date   The date on which the agreement ends. The end date must occur after the start date.
End of Agreement Notes   Notes about the cancellation of the purchase agreement.
Maximum Amount to Order   The maximum spend you can order for the purchase agreement. If you want the purchase agreement to have an unlimited amount, leave this field blank.
Maximum Quantity to Order  

The maximum number of units you can order for the purchase agreement. If you want the purchase agreement to have an unlimited quantity, leave this field blank.

Note:

We recommend that you do not specify a maximum quantity for your agreement if any of its agreement lines is reflecting subscriptions for intangible items such as software licenses.
Original Purchase Agreement  

Lookup to the original agreement . This field is used when working with change requests.

Note: This field must not be visible in any purchase agreement page layout. The aim of this field is to create a relationship between objects so that a change request can be associated with its original agreement . However, it is not required on page layouts in order to manage purchase agreement change requests.
Previous Agreement  

Lookup to the previous agreement . This field is used when working with change requests.

Note: This field must not be visible in any purchase agreement page layout. The aim of this field is to create a relationship between objects so that original agreements and change requests can be associated with their preceding agreement versions. However, it is not required on page layouts in order to manage purchase agreement change requests.
Quantity Matched   The sum of the quantities on purchase agreement lines that have been matched.
Quantity on Order   The sum of the values in the Quantity on Order field of all purchase agreement lines.
Quantity Received   The sum of the quantities on purchase agreement lines that have been received.
Reason for Agreement Cancellation   The reason to cancel the agreement .
Remaining Amount to Order   The remaining amount that you can order on the purchase agreement. This field only populates when you define a maximum sum to spend on the Maximum Amount to Order field. If you don't define a value in the previously stated field, the Remaining Amount to Order field remains blank.
Remaining Quantity to Order   The remaining number of units that you can order on the purchase agreement. This field only populates when you define a maximum quantity on the Maximum Quantity to Order field. If you don't define a value in the previously stated field, the Remaining Quantity to Order field remains blank.
Renewal Reminder   The date on which to report that the purchase agreement is due for renewal.
Ship to Warehouse   Use this lookup to select the warehouse you want to associate with the purchase agreement. The purchase agreement line items will be shipped to the warehouse you select.
Start Date * The date from which the purchase agreement is effective.
Status *

The current purchase agreement status. Can be one of the following:

  • Draft - Indicates you can edit, delete, and cancel the agreement .
  • Submitted for Approval - Indicates the agreement was submitted for approval. agreements in this status can still be edited, deleted or canceled.
  • Approved - Indicates the agreement has been approved. You cannot edit or delete the agreement .
  • Active - An agreement is active either because it has been manually activated or because it has reached its start date. You cannot edit or delete an active purchase agreement unless you create a change request.
  • Canceled - Indicates the agreement has been canceled. You cannot edit or delete a canceled purchase agreement.
  • Complete - A purchase agreement is 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.

    • The quantity in the Quantity on Order field reaches the quantity specified in the Maximum Quantity to Order field of the purchase agreement.

    • The status of all its purchase agreement lines is "Complete".

  • Expired - Indicates the end date of the agreement has been reached.
  • Superseded - This is used for change requests. Indicates the proposed changes have been applied to the original agreement . You cannot edit, cancel, or delete an agreement with this status.
Supplier Contact   Use this lookup to select the supplier contact you want to associate with the purchase agreement.
Supplier Site * Use this lookup to select the supplier site you want to associate with the purchase agreement.

Purchase Agreement Line Fields

Here is a description of the fields available on a purchase agreement line.

Key: * – Mandatory field.

Purchase Agreement Line Fields
Field Name   Description
Amount Matched   The sum of the matched amounts on the purchase order lines associated with this purchase agreement line.
Amount on Order   The sum of the values in the Total Cost field of purchase order line items associated with the purchase agreement line.
Amount Received   The sum of the received amounts on the purchase order lines associated with this purchase agreement line.
Buyer   Use this lookup to select the user that created the purchase agreement line. If you leave this field blank, the buyer specified on the purchase agreement header will be used.
Category * The category of the goods or services being contracted. This field is used for category purchase agreement lines. The category corresponds to a product group that has been defined as a category. For more information, see Marking Product Groups as Categories for Indirect Procurement. This field is mandatory for purchase order lines of type Category.
Condition   Use this lookup to select the condition code of the goods or services that you are purchasing.
Days until Expiration   Number of days left before the purchase agreement line expires.
Description * Use this field to enter the goods or services that you are purchasing if these goods or services have no item master set up.
End Date   The date on which the purchase agreement line stops being effective. You must enter an end date that is before or on the purchase agreement end date. If you leave this field blank, the end date specified on the purchase agreement header will be used.
Item Being Procured *

Use this lookup to select the goods or services that you are purchasing. You can select only goods or services that have an item master set up.
Line Type   The record type of the purchase agreement line.
Maximum Amount to Order   The maximum spend you can order for the purchase agreement line. You must enter an amount that is equal to or less than the Maximum Amount to Order specified on the purchase agreement. If you want to apply the amount specified on the purchase agreement header, leave this field blank.
Maximum Quantity to Order  

The maximum number of units you can order for the purchase agreement line. You must enter a quantity that is equal to or less than the Maximum Quantity to Order specified on the purchase agreement. If you want to apply the quantity specified on the purchase agreement header, leave this field blank.

Note:

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.
Original Agreement Line  

Lookup to the original purchase agreement line. This field is used when working with change request lines.

Note: This field must not be visible in any purchase agreement line page layout. The aim of this field is to create a relationship between objects so that a change request line can be associated with its original agreement line. However, it is not required on page layouts in order to manage purchase agreement change requests.
Percentage of Amount Matched   Percentage of Maximum Amount to Order that has been matched in AP voucher lines for the purchase agreement line.
Percentage of Quantity Matched   Percentage of Maximum Quantity to Order that has been matched in AP voucher lines for the purchase agreement line.
Previous Agreement Line  

Lookup to the previous agreement line. This field is used when working with change request lines.

Note: This field must not be visible in any purchase agreement line page layout. The aim of this field is to create a relationship between objects so that original agreement lines and change request lines can be associated with their equivalent lines on preceding agreement versions. However, it is not required on page layouts in order to manage purchase agreement change requests.
Purchase Agreement * The purchase agreement with which the purchase agreement line is associated.
Quantity   The number of units of goods or services to include in the purchase agreement line. When managing subscriptions, the value in this field can be used to indicate the quantities to include in the purchase order line items of the recurring purchase orders created from a purchase agreement.
Quantity Matched   The sum of the matched quantities on the purchase order lines associated with this purchase agreement line.
Quantity on Order   The sum of the values in the Quantity field of purchase order line items associated with the purchase agreement line.
Quantity Received   The sum of the received quantities on the purchase order lines associated with this purchase agreement line.
Remaining Amount to Order   The remaining amount that you can order on the purchase agreement line. This field only populates when you define a maximum sum to spend on the Maximum Amount to Order field. If you don't define a value in the previously stated field, the Remaining Amount to Order field remains blank.
Remaining Quantity to Order   The remaining number of units that you can order on the purchase agreement line. This field only populates when you define a maximum quantity on the Maximum Quantity to Order field. If you don't define a value in the previously stated field, the Remaining Quantity to Order field remains blank.
Requisition Line   The requisition line to which the purchase agreement line relates.
Ship to Warehouse   Use this lookup to select the warehouse you want to associate with the purchase agreement line. If you leave this field blank, the warehouse specified on the purchase agreement header will be used.
Start Date   The date from which the purchase agreement line is effective. You must enter a start date that is on or after the purchase agreement start date. If you leave this field blank, the start date specified on the purchase agreement header will be used.
Status *

The current purchase agreement line status. Can be one of the following:

  • Draft - Indicates you can edit and delete the line.
  • Active - A line is active either because the associated purchase agreement was manually activated or because it has reached its start date. You cannot edit or delete an active purchase agreement line unless you create a change request for the purchase agreement the line is associated with.
  • Canceled - A line is canceled if its associated agreement is canceled.
  • Complete - A purchase agreement line is 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 associated agreement has a status of "Complete".

  • Expired - Indicates the end date of the line has been reached.
  • Superseded - Indicates the line has been replaced by another agreement line. You cannot edit an agreement line with this status.
Supplier Contact   Use this lookup to select the supplier contact you want to associate with the purchase agreement line. If you leave this field blank, the supplier contact specified on the purchase agreement header will be used.
Unit Cost * The unit cost of the goods or services that you are purchasing.

Buttons

Here is a description of the buttons available on a purchase agreement record.

Key: L - Only available in Lightning Experience.

Purchase Agreement Buttons
Button Name   Description
Activate Purchase Agreement   Activates the purchase agreement. For more information, see Activating a Purchase Agreement.
Cancel Purchase Agreement   Cancels the purchase agreement and its purchase agreement lines.
Clone L Clones a purchase agreement and all of its lines. For more information, see Cloning a Purchase Agreement
Delete   Deletes the purchase agreement.
Edit   Edits the purchase agreement.
End Purchase Agreement L Cancels the purchase agreement and its associated purchase orders. For more information, see Ending a Purchase Agreement.
New Drop Ship Purchase Order   Creates a new drop ship purchase order.
New Internal Purchase Order   Creates a new internal purchase order.
Submit for Approval   Submits the purchase agreement for approval.
Apply Change Request L Applies a change request to its purchase agreement. For more information, see Applying a Change Request.
New Recurring Purchase Order L

Creates a recurring purchase order from the purchase agreement. For more information, see Creating a Recurring Purchase Order from an Active Purchase Agreement.
Create Renewal L Renews a purchase agreement. For more information, see Renewing a Purchase Agreement.