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Purchase Orders and Commitments

1
Step

Generate/Create Contract/Purchase Order
Responsible Party
Template/Guideline
Explanatory Notes

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1.1
Step

​Three Document Styles exist for Orders: 

  • Purchase Orders
  • Contact Order
  • Contract Work Order

 

Document Style or OutcomeDescription
Purchase Order

Purchase Order similar as in Atlas. Includes obligation of funds, schedules and distributions.

Supporting amount / fixed price, rate based and quantity based lines.

The Purchase Order lines may be associated to or created from Agreements / LTAs.

Contract Order

The Contract Order is a new concept in Quantum which combines the contract legal templates and deliverables with the obligation of funds of the Purchase Order. Meaning no additional Purchase Order is needed for a Contract Order.

  • Supporting amount / fixed price, rate based and quantity based lines.
  • Includes start and end date for contract in addition to the defined deliverables on the schedules.
Contract Work Order

Contract Work Order is similar to Contract Order but tailored for civil works and service only contracts, e.g. for Individual Contractors.

  • No Incoterms or shipping information
  • Only supporting line type “Fixed Price”
  • Schedule description is editable. This enables buyers to create or process often a single line from Solicitation or Requisition only representing what to buy, e.g. “Consultant”, and enter detailed deliverable information in the schedule.

Future option: Work confirmation from suppliers in the Supplier Portal with approval and automatic receipt.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

1.2
Step

When completed, the Contract or Purchase Order must contain enough information to make it legally valid, to reserve funds and to enable reporting.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

2
Step

Apply Contract Terms 

The buyer must add Contract Terms to create a legally viable Contract.
Responsible Party

Procurement Buyer

Template/Guideline
Explanatory Notes

3
Step

Approve Contract and Purchase Order

All Contract and Purchase Orders are sent for approval. The process serves multiple purposes:

  • Validation of Data
  • Budget check override
  • Financial / budget approval
  • Purchasing approval
  • Supplier change order control

The buyer can pre-view the Approval flow and future approvers using the “Manage Approvals” setting. 

The process includes data validation controls which should be done prior to submission for approval:

  1. Requestor must have a value
  2. Requestor not have a buyer
Responsible Party

PO Approver

Template/Guideline
Explanatory Notes