Commodity

The Commodity section on the Master Agreement (MA) document lists all of the commodities associated with the Master Agreement. Freight can be applied to an Award document 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” section in this user guide.

The following actions are provided on the Related Actions menu on the Commodity section of the MA document:

• Load T and C - Populates lines on the Commodity T & C section with values defined for the T&C Template entered on the Commodity line. These T&C's apply to only the selected commodity line.

• Ship/Bill From Header - Populates the Shipping & Billing tab on all existing commodity lines with the values entered in the Default Shipping/Billing tab on the Header.

• More Text - The Extended Description field on the Commodity component of the MA document type allows you to enter up to 4000 characters.  You can view or enter information into this field directly on the document page, or by clicking on the More Text action to open the Commodity Extended Description page that contains a large scrollable text box. Refer to the Commodity Description field help for more information.

• Load Catalog - Transitions you to the Upload Catalog page to initiate a load of Catalog records from a Microsoft Excel file.  Please refer to the ”Step 2: Upload the Catalog File” section for information about this page.

• View/Edit Catalog - Transitions you to the Catalog Maintenance (CATM) table, filtered by the latest version of catalog items (Active and Inactive, Final and Draft), associated with the Master Agreement’s Commodity Line. If the Master Agreement’s Phase is Draft, then the catalog records may be inserted, modified, or deleted directly on the table.  If the Master Agreement’s Phase is Final, then the catalog records may only be viewed.  Please refer to the ”Catalog Maintenance Table” section for more information.

• Catalog Error Log - Transitions you to the Catalog Error page, filtered for error messages returned for this Master Agreement’s Commodity Line’s last catalog load. This link is only active if at least one error message exists for this Master Agreement’s Commodity Line. Please refer to the ”Fix Errors Listed on the Catalog Error Log Page” section for more information.

• Catalog Upload Request – Transitions you to the Request Status page, which displays the status of all requests to upload a catalog to the selected document.

The Commodity section contains the following tabs:

• General Information

  The following field is required: Line Type* *Note: The Catalog and Discount Line Types cannot be chosen if the buysense flag is selected for the MA Document Type on the Procurement Document Control (PRDOC) table. The following fields are required if the Line Type is Item: Commodity Code Quantity Unit Unit Price Lock Catalog List Price must equal False Allow Promotional Pricing cannot be selected The following fields are required if the Line Type is Service: Commodity Code Contract Amount Service From Service To Lock Catalog List Price must equal False Allow Promotional Pricing cannot be selected The following fields are required if the Line Type is Discount: Commodity Code List Price Discounted Unit Price Lock Order Specs cannot be selected Lock Catalog List Price must equal False Allow Promotional Pricing cannot be selected The following fields are required if the Line Type is Catalog: Commodity Code Catalog Discount Percentage Discount Effective From Discount Effective To Lock Order specs must be selected Note: At least one catalog record associated with the Commodity Line must exist on the Catalog Maintenance table.  The following field is conditionally required, based on site specific setup on the Document Control (DCTRL) table: CL Description The following fields are conditionally required, based on site specific setup on the Procurement Document Control (PRDOC) table: Commodity Maintenance Note: The Comm Line Discontinued field facilitates an option for you to specify a specific commodity line on the Master Agreement document to be restricted for any new business while allowing the processing of the rest of the cycle on existing orders.  Additionally, the rest of the commodity lines in the MA can have no restrictions.  For example, the vendor supplying concrete on a building MA supplied poor grade concrete but the rest of the commodities were delivered in good condition and on time.  Selecting the Comm Line Discontinued check box on the concrete commodity line would restrict any new Requisition or Purchase Order documents from being created for the MA. Refer to the "Master Agreement (MA) Document Type" section for information on the Inactive Line functionality. Refer to field level help for more information. If the MA document is being integrated with Maximo, then the following applies. (Refer to the “Integration Parameters (INTCTRL)” section in this user guide for information on determining whether Maximo is integrated.) The Line Type must be Item or Service. If the Line Type is Service, Catalog or Discount, then the External Item field on the Specifications tab must be blank. The entered Commodity Code must be marked as External Service on the Commodity table. If the Line Type is Item, then the External Item field on the Specifications tab is required. The entered Commodity Code must be associated with the External Item as entered on the Item table. If the Commodity Code is not entered on the commodity line it will be defaulted to the Commodity Code associated with the External Item on the Item table. The Mandatory Source flag is used to identify commodities that should be used as Mandatory Source commodities on Master Agreement documents.  The Mandatory Source flag can be manually selected for specific commodity lines or you can mark all commodity lines as Mandatory Source by selecting the Make All Lines Mandatory Source action from the Related Action menu on the Header section of the Master Agreement. On submit of the Master Agreement the system will add a line to the Mandatory Source Master Agreements Lines (MSMALS) table for each commodity line identified as Mandatory Source.  Refer to the “Mandatory Source Functionality” section for more information.

• Reference Information

  This tab provides information on the document that this MA references.  This tab is automatically populated if the MA was created from another document. This tab does not contain any required fields, if a reference does not exist. Refer to field level help for more information.

• Additional Information

  This tab is automatically populated by CGI Advantage. This tab displays the amount that has been ordered against the selected commodity line, and the amount that remains. Refer to field level help for more information.

   

• Shipping/Billing

  After the Ship/Bill To Lines link is selected on the Header or Commodity section, the values entered in the fields on the Default Shipping/Billing tab on the Header will default to all blank fields in the Shipping/Billing tab for all existing commodity lines. The following fields are conditionally required, based on site specific setup on the Procurement Document Control (PRDOC) table: Shipping Location Shipping Method Free on Board Delivery Date Delivery Type Billing Location The Shipping Location and Billing Location default from the Procurement User table, based on the value specified in the Requestor ID field on the Header. Refer to field level help for more information.

• Specifications

  The following fields are conditionally required, based on site specific setup on the Procurement Document Control (PRDOC) table: Packing Instructions Hazardous Materials Special Handling Additional Handling Manufacturer Model Warranty Type If the MA document is being integrated with Maximo, then the following applies. (Refer to the “Integration Parameters (INTCTRL)” section in this user guide for information on determining whether Maximo is integrated.) If the Line Type field on the General Information tab is Item, then the External Item field is required. If the LinEe Type field on the General Information tab is Service, Catalog or Discount, then the External Item field must be blank If the Commodity Code on the General Information tab is not entered it will be defaulted to the Commodity Code associated with the External Item on the Item table. Refer to field level help for more information.

• Tolerance Information

  The following fields are conditionally required, based on site specific setup on the Procurement Document Control (PRDOC) table: Underage Tolerance Quantity Underage Contract Amount Overage Tolerance Quantity Overage Contract Amount Refer to field level help for more information.

• Worksites

  This tab does not contain any required fields to submit the MA document to Final.  Refer to field help for more information.