Terms and Conditions

The Terms and Conditions tab on the Purchase Order (PO) transaction allows a buyer to choose individual terms and conditions from the Terms and Conditions (TRMC) library or add new ones by free form. Terms and Conditions can also be added to this tab after the Load T & C action is selected and a template is specified in the Terms Template field on the General Information section on the Header.

The Terms and Conditions tab does not contain any required fields to submit the RFP transaction to Final. However, if a line is inserted on this tab, or the Require Terms and Conditions check box is selected on the Procurement Transaction Control (PRDOC) table then the following fields are required:

Term/Condition
Name
Details

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

T & C

Refer to the "PO Transaction Type" topic for information on the Inactive Line functionality.

Special note on Terms and Conditions:

If the Assemble External Terms and Conditions parameter is not set to True you can enter the details of the Terms and Conditions directly in the Details field without additional file attachments.
If the Assemble External Terms and Conditions parameter on the Application Parameters page is set to True, you must choose a Terms and Conditions record that has an associated Transaction XML Attachment Type transaction. The Details field is protected in this situation. If a record exists, the attachment Transaction XML file and any other Image files associated with that record are copied as attachments to the record on the transaction. Only one Transaction XML type file can exist for a Terms and Conditions record at any time. If the modification of the Terms and Conditions is required, and the Terms and Conditions entered is not locked, you must first delete the Transaction XML attachment before you can upload a second Transaction XML type file in order to create a new Transaction XML attachment. On Validate and Submit, the system verifies that a Transaction XML attachment exists for the Terms and Conditions entered.
Upon creation of a new transaction, if the Load T&C By Procurement Type field is checked for the Transaction Code on the Procurement Transaction Control (PRDOC) page, the T&C field on the Templates section of the Header tab is inferred from the specified Default T&C Template on the Procurement Type page based on the Procurement Type of the transaction. It also populates the Terms and Conditions tab of the transaction with all of the Terms & Conditions from the selected template. This inference occurs only once on initial draft versions of the transaction and not on modification or cancellation versions. If the PO transaction references an existing Solicitation or Award transaction, then this inference does not occur.
When the transaction is validated or submitted, if the Load T&C By Procurement Type is checked for the Transaction Code on the PRDOC page and the Procurement Type is changed, all existing Terms and Conditions are deleted from the Terms and Conditions tab and then are populated as explained in the previous bullet point. Prior to this happening, an error message is issued alerting you that all records from the Terms and Conditions tab are about to be deleted and new records will be inferred based on the new Procurement Type.