Vendor

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

• Vendor/Customer

The following field is required if a non-miscellaneous vendor is selected:

• Address Code

The following fields are required if a Vendor Contact ID is not entered:

• Contact Name

• Phone

Each Master Agreement is required to have one Primary Vendor. Entry of additional Vendors on the Master Agreement is controlled by the Enforce Single Primary Vendor flag on the Procurement Transaction Control table. If the Enforce Single Primary Vendor check box is selected, then only a single primary vendor will be allowed on the Master Agreement (and that Vendor Line must be Line ’1’), and Commodity Lines may only be associated with the Primary Vendor. In addition, PO and PR Transactions that reference the Master Agreement will assume a Vendor Line value of 1 on the Commodity Line for reference purposes regardless of the Vendor Line Number or Vendor Code that is entered on the transaction. If the Enforce Single Primary Vendor check box is not selected, the Master Agreement will allow Multiple Primary Vendors as well as allow Commodity Lines to be associated with all Vendor Lines on the transaction.

When the Allow Vendor change on Modification Version check box is checked on Procurement Transaction Control (PRDOC) for the Master Agreement (MA) transaction, then the Vendor can be changed on a modification version. If the Allow Vendor change on Modification Version check box is unchecked, an error is issued when the record is validated while attempting to change the Vendor on a modification version.

The Vendor Preference Level is a required field and is used to prioritize search results on the Shopper (SHOP) page. Records returned based on searches on the SHOP page are first returned based on relevancy, and then by Vendor Preference Level. A lower number indicates a higher preference. This ensures that vendors with a preferred item appear higher in the search results, giving ordering preference to those Master Agreements. Upon saving a Master Agreement, if a valid Vendor/Customer code exists, and the Vendor Preference Level is blank, the system will infer the Vendor Preference Level field value from the Vendor Customer record on the eMall tab of the Vendor/Customer table. If the value on Vendor/Customer is blank, then a default value of 99 is inferred. This value can be changed on the Vendor/Customer tab of the MA transaction. This value is also inferred into the Vendor Preference Level fields on the Commodity tab. The Vendor Preference Level fields on the Commodity lines can also be changed, so that different preference levels can apply to different portions of the catalog.

The Vendor Line Discontinued check box facilitates an option for you to specify a specific vendor on the Master Agreement transaction is to be restricted against having any new business while allowing already generated business to continue through the cycle. It also allows the rest of the vendors in the MA to have no restrictions. For example, the sub-vendor supplying concrete on a building MA supplied poor grade concrete. Selecting the Vendor Line Discontinued check box would restrict any new Requisition or Purchase Order transactions from being created for that vendor in this MA.

Note: If the sum of all values in the Not to Exceed Amount fields on the Vendor tab exceeds the value in the Not to Exceed Amount field on the Header of the Master Agreement, then not all vendors will be able to reach their set ordering limit.

If the Allowed Vendor Type field on DCTRL is set to allow service vendors only:

• If the vendor(s) on the transaction have the Service flag selected on their vendor record, or have both Service and Purchasing Agent checked, no error will be issued.

• If any vendor on the transaction has only the Purchasing Agent flag checked on their vendor record, an error will be issued.  

If the Allowed Vendor Type field on DCTRL is set to allow commodity vendors only:

• If the vendor(s) on the transaction have the Purchasing Agent flag checked on their vendor record, or have both the Service and Purchasing Agent flags checked, no error will be issued.

• If any vendor on the transaction has only the Service flag checked on their vendor record, an error will be issued.  

• The Apply Price Escalation by Vendor action that appears on the Thresholds section can be selected to escalate a unit price by a given percentage at any time during the period. The price escalation applies to commodity line types of Item or Service only.

• Escalation Percentage is the percent that the commodity line Unit Price will be escalated. This field is used by the Apply Price Escalation action to apply a price escalation within a current period to the associated commodity lines for any selected Vendor referenced in the MA Agreement. The system shall issue an error if value entered is not numeric or not greater than 0.00%.

• Unit Price Decimal Places indicates the number of decimal places to round out to when calculating the new Unit Price using the Apply Price Escalation action. The value entered must be between 2 and 6. The default value is 6.

• The Copy with Child action can be selected to copy a Vendor line and the corresponding Commodity lines on a transaction. The Enforce Single Primary Vendor check box must be unchecked on Procurement Transaction Control (PRDOC) for the Master Agreement (MA) transaction to use this feature. If the Enforce Single Primary Vendor check box is selected when the vendor line is copied, an error is issued when the record is validated.