Commodity

The Commodity tab on the Purchase Order (PO) transaction provides the commodities that the selected vendor is providing. Retainage and tolerances can be established on the commodity line, if desired. Freight can be applied to an Award transaction as either a separate Commodity Line or it can be built into the Unit Price of each Commodity Line on the Award. For more information refer to the ”Adding Freight on an Award” topic in this user guide.

When establishing retainage, it is important not to create any gaps unintentionally when using more than one range. If using dollar amounts, gaps are very apparent. However, when using percentage, it is easy to create a gap by mistake. For example: if range 1 is from 0% to 30%, then when defining range 2 the starting percentage should be 30.01% and not 31%.

Additionally, on the Purchase Order Transaction Type transactions (CBDL, CT, DO, PO, POB, RPO, and SC) the Commodity pick field that contains the Commodity Code information also includes the Extended Description field on the grid section, which displays a maximum of the first 255 characters of the Extended Description for the Commodity.

Required/Conditionally Required FieldsRequired/Conditionally Required Fields

On Delivery Order transactions the Agreement Commodity Line field is required if either of the following are true:

The Transaction Control (DCTRL) table is set up to require an Agreement Reference.
Transaction Reference Data has been entered on the Header.

The Agreement Commodity Line field provides the line number from the referenced agreement. The system then defaults all the required line-level information from the Agreement transaction, such as the Vendor, Unit Price or Commodity Code onto the line on the Delivery Order transaction. You cannot change the values of some of the fields that were replicated from the Master Agreement transaction; however, other fields such as Quantity, Unit Price and Delivery Location are not protected based on the Line Type.

The following field is required:

Line Type

The following fields are required if the Line Type is Item:

Quantity
Unit
Unit Price

The following field is required if the Line Type is Service:

Contract Amount

The following fields are required if the Line Type is Discount:

List Price
Discounted Unit Price

The Item Information or Service Information fields are required if the Line Type is not specified:

If the RQ Transaction Type is generated with the Line Type not specified, the Item or Service Information is inferred to PO Transaction Type transactions on copy forward. The existing logic remains the same, that is, if the Line Type on PRDOC is set to Item then both lines on the PO Transaction Type default to the Line Type of Item.

The following field is conditionally required, based on site specific setup on the Transaction Control (DCTRL) table:

Commodity Line Description

The following fields are conditionally required, based on site specific setup on the Procurement Transaction Control (PRDOC) table:

Commodity
Shipping Method
Free on Board
Delivery Date
Delivery Type
Billing Location
Packing Instructions
Hazardous Materials
Special Handling
Additional Handling
Manufacturer
Model
Warranty Type
Over Quantity
Under Quantity
Over Contract Amount
Under Contract Amount

The Environmentally Preferred Purchase (EPP) section is only available when the ENABLE_EPP parameter is set to Yes on the Application Parameter (APPCTRL) table. This section can be used to define:

Product Certifications
Recycled Content
EPP Attributes
EPP Product

If the Allow Extended Description Edit check box on the Procurement Transaction Control (PRDOC) page is checked, edit is allowed on the Extended Description field on the subsequent versions of the transaction.

If the Enable PO Modification Flag check box on the Procurement Transaction Control (PRDOC) page is checked, the system will prevent modifications to any commodity lines that have been partially or fully received. If the Enable PO Modification Flag check box is unchecked, then modifications to commodity lines that have been received is allowed on the subsequent versions of the transaction. By default, this check box is unchecked.

If the Enforce Transaction Department Validation field on the Transaction Control (DCTRL) page is selected, the values entered in the following fields are validated against the Transaction Department to verify that the value entered is authorized for that specific Transaction Department:

Escrow ID
Accounting Profile
Terms Template
Agreement Dept
Issuer ID
Requestor ID
Shipping Location
Billing Location
Reporting 1
Reporting 2
Reporting 3
FN Doc Dept

The External Item ID field is required if the External Warehouse field is populated. If this field is left blank, and the Commodity Line references a Maximo Standard Requisition (RQSM), then it will default to the External Item ID on the RQSM.

Closed/Referenced Quantity FieldsClosed/Referenced Quantity Fields

Closed Quantity and Referenced Quantity will be updated based on the Matching Indicator and reference transactions.

For Order-Invoice match, the Closed Quantity and Referenced Quantity are updated when the IN processes.
For Order-Receipt match, the Closed Quantity and Referenced Quantity are updated when the RC processes.
For Order-Receipt-Invoice match, the Closed Quantity and Referenced Quantity are updated when the RC processes.
For No match, the Closed Quantity and Referenced Quantity are updated when the PR processes.
If there are match terms identified but they were overridden on the PR, the system will treat the situation like a Match Indicator of None and the Closed Quantity and Referenced Quantity will be updated when the PR processes.
However, if an inverse referencing PR is processed, the Closed Quantity and Referenced Quantity are updated regardless of whether it was the IN, RC, or PR that updated it in the first place.