Purchase Orders and Commitments | United Nations Development Programme

1	Step Generate/Create Contract/Purchase Order	Responsible Party	Template/Guideline	Explanatory Notes
1.1	Step Three Document Styles exist for Orders: Purchase Orders Contact Order Contract Work Order 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: Requestor must have a value Requestor not have a buyer	Responsible Party PO Approver	Template/Guideline	Explanatory Notes