Approving Subcontract Order

Approve Subcontract Order

This page allows you to approve the selected Subcontract Order (SCO) for further processing. Only the document whose status is “fresh” can be approved. Once the SCO is approved the status of the SCO is set to ”Open”.. No modification can be made on an approved document. Only approved SCO(s) are open for transactions. While approving the SCO, which is in the “Amended”, status the SCO quantity cannot be modified to a quantity less than the quantity already received and accepted.

This page allows the authorizer to return the document with a remark. In this case the SCO status will be changed to “Returned”. This can be modified in the edit activity or the amend activity

Select the “Approve Subcontract Order” from the “Subcontract Order” Business Component

Select “SCO No.” link from the Resultant Multiline of the “Select Subcontract Order” or enter the enter the SCO number at the top of the page and click on “Approve SCO”

The “Approve SCO” page appears.

The system display the following in the header

Workflow Status

The workflow status of the subcontract order.

Note: The field “Workflow Status” is visible only when “Workflow Parameter” is set as “Yes” in the “Company Parameter Setup” component for subcontract order.

The system displays the following in the “SCO Details” group box

SCO No.	The unique code identifying the SCO
Amendment No.	A unique code identifying the amendment done to the SCO. Amendment is normally done after the approval of the document
Ref. Quotation number	The unique code identifying the Reference document for which the SCO is created

Modify the following fields in the “SCO Details” group box if required

SCO Date	The date on which the SCO was raised (Date Format) Mandatory
Folder	Use the drop-down list box to select the folder of the SCO document. The drop-down lists the user-defined values for the “SCO Folder” from the Type Setup Component
Type	Use the drop-down list box to select the type of SCO
	Service - This involves the process of servicing a particular item. When this type is selected the warehouse code should not be specified.
	Activity - When one or more activities involved in the processing of an item needs to be subcontracted
	Conversion - This involves the process of manufacturing an item using the issued items
Supplier Code	The unique code identifying the supplier (Alphanumeric, 10 Mandatory
	Press <Enter> Key
	Help facility available

Note: The “Supplier Code” cannot be modified if the amendment number is greater than zero

The system displays the following information in the “SCO Details” group box

Name	The name of the supplier
	Zoom facility available

Enter the following information in the “SCO Details” group box

Contact Person	The contact person in the supplier organization (Alphanumeric, 45)
Buyer	Use the drop-down list box to select the buyer of the subcontracted items. The drop-down lists all the valid buyer code for the login ID entered which are active and effective on the SCO date along with the “Blank” option. Capturing the Buyer depends on the System Parameter value (‘Buyer Control Mandatory’ set as ‘YES’ or ‘NO’) ; if a Buyer is specified in a SCO, then the items ordered are checked for the validity of the Buyer.
Hold	Select/Deselect the checkbox to put the document into the “hold” status. When the document is put into the “hold” status the document cannot be approved for further processing.

The system displays the following information in the “SCO Details” group box

Origin

The origin of the SCO. The values can be Purchase, Inventory, and Production.

Enter the following fields in the “SCO Details” group box

Remarks	Remarks if any pertaining to the SCO (Alphanumeric, 255)
	Zoom facility available
LOI	Select/Deselect this checkbox to say that it is only a letter of intent to the supplier and not the actual SCO
Reason for Return	If the SCO document is returned the reason for returning the document should be specified (Alphanumeric, 256)

The system displays the following information in the “SCO Details” group box

LOI to Order

Indicates whether the SCO is a letter of intention to order

Enter the following fields in the “SCO Details” group box

Approval Date

The approval date of the SCO document to facilitate the processing of the document from that date. This changes the status of the subcontract document to “Approved” (Date Format)

The system displays the following fields on the “SCO Amount Details” group box

Base Currency Value	The SCO Value calculated in base currency
SCO Value	The sum of all the line items “Total Value”.
Additional Charges	Additional taxes, charges, discounts incurred for the items during the transit of goods and based upon the terms and conditions with the supplier.
Total Value	The sum of “SCO Value” and the “Additional Charges”.
	Total Value = “SCO Value” + “Additional Charges”

Enter the following in the ”SCO Amount Details” group box

Currency	Use the drop-down list box to select the transaction currency of the SCO. The drop-down lists all the valid base currency defined for the financial company of “SCO OU” in the “Organization Setup”
	Press <Enter> Key

Note: The “Currency” selected should be defined for the supplier code

Modify the following fields in the “SCO Amount Details” group box

Exchange Rate

The Exchange Rate in which the SCO Value is calculated w.r.t. to the Base Currency of the Company, if the currency specified for the SCO is different from the base currency (Integer). If the SCO is in base currency, then the exchange rate is 1(One).

Note: The “Exchange Rate” is displayed when the currency is selected in the “Currency” drop-down which can be modified

The system displays the following fields on the “SCO Amount Details” group box

Base Currency Value

The SCO Value calculated in base currency

The systems displays the following fields in the “Project Details” group box:

Project OU	The organization unit in which the project code has been created.
Project Code	A unique code identifying the project associated with subcontract order.
Project Description	The detailed description of project.

Note: The “Project Details” group box is displayed only when SCO No. is associated with the project code.

Enter the following in the “Default Entries” group box. The values entered in the following fields will be defaulted for the items in the multiline

Receipt At	Use the drop-down list box to select the OU where the line item needs to be received. The drop-down lists all valid “GR OU” defined mapped to the “SCO “ component, which belongs to the same financial company and business unit as the “SCO” OU.
Need Date	The date on which the items needs to be supplied by the supplier (Date Format) . The “Need Date” should be greater than the ‘SCO Date”
Warehouse Code	The code identifying the warehouse where the item needs to be stored (Alphanumeric, 10)
	Press <Enter> Key
	Help facility available

Note: The “Warehouse Code” should be blank if the “Subcontract type” is “Service”

Accounting Unit	Use the drop-down list box to select the Accounting Unit. Accounting Unit is the finance book, which contains various accounts into which the financial entries pertaining to the transactions are maintained. The drop down lists all the finance books that are mapped to the Receipt OUs mapped to the SCO Login OU.
AC usage	Use the drop-down list box to specify the Account Usage, which points to an Account Code where the financial postings will be done. The corresponding Account Code for the selected Account Usage would have been defined in the “Account Rule Definition” component in Finance. These account codes are mapped to the finance books that are in turn mapped to the GR OUs of the login OU. This cannot be “Blank” if “Adhoc Item Class” has any value other than “None”.
CC Usage	Use the drop-down box to select the cost center usage (consumption Point) for the item. The drop-down lists all the CC usages defined for the “Purchase Cost Center” in the “Cost Rule Definition” component. The CC usage is specified whenever an item is moved to a Cost Center instead of a warehouse for Example: Service Item/ Adhoc Item.. “Blank” is set as the default value. This cannot be “Blank” if “Adhoc Item Class” has any value other than “None”.
Budget ID	Unique identifier for a particular Budget associated with the purchase of the Line Item. (Alphanumeric, 6).
	Help facility available
Analysis Code	The analysis code mapped to the Account code identified by the Account Rule Definition/ Account Usage. It is used for analysis purposes. (Alphanumeric, 5). Analysis code cannot be blank if the item has more than one analysis code. Analysis code should exists and be effective and active on the transaction date
	Help facility available
Sub Analysis Code	The sub analysis code mapped to the Analysis code that is used for analysis purpose. (Alphanumeric, 5).
	Help facility available

Click the “Default” pushbutton to display the default values in the “Item Details” multiline fields

Click the “Get Quotation Line No.” pushbutton to fill the “Quotation Line No.” field with the line number of the items in the reference document if any exists for the SCO

The system displays the following fields in the “SCO Details” multiline

SCO Line No.	The line number of the item in the SCO
Quotation Line No.	The line number of the item in the quotation document for which the SCO is created

Enter the following fields in the “Item Details” multiline:

Item Code	The unique code identifying the item to be supplied by the supplier. (Alphanumeric, 32). The “Item Code” should be valid on the transaction date. The “Item Code” cannot be blank if “Adhoc Item Class” is “None”
	Press <Enter> Key
	Help facility available

Note: “Item Code” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Modify the following fields in the “Item Details” multiline which are defaulted when the item code is entered

Variant

The variant of the item (Alphanumeric, 8) . The “Variant” cannot be blank if “Adhoc Item Class” is “None” and if “Item Code” is specified

Note: “Variant” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Description

The description of the item (Alphanumeric, 150). Mandatory The “Description” cannot be blank if “Adhoc Item Class” is “None”

Note: “Description” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Enter the following fields in the “Item Details” multiline

BOM Reqd.

Use the drop down box and select “Yes” if Bill Of Material (BOM) is required else select “no”

Note: If “BOM Reqd” is set to “Yes” than atleast one multiline item should be defined in the “Issue” list page and “Receipt List” page

BOM Reference	The unique code identifying the Bill Of Material (BOM) that defines all the constituent items and their quantities of the subcontract item. (Alphanumeric, 18) The “BOM Reference” cannot be blank if “BOM Reqd” is “Yes”
	Help facility available

Note: If “BOM Reqd” is “no” and “BOM Reference” is entered then atleast one Multine should be entered in the “Issue List” or “Inclusion Or Exclusion” page

Quantity	The quantity of item required from the supplier (Integer). This cannot be blank or less than or equal to zero for given row if “Item”, “Variant” or “Description” is specified
UOM	The unit of measurement of the items supplied by the supplier. The “UOM” should be valid on the transaction date. The “UOM” cannot be blank for given row if “Item”, “Variant” or “Description” is specified
	Help facility available

Note: “UOM” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Cost

The cost applicable to the number of units specified in the “Per field (Integer)Mandatory. This cannot be blank or less than zero for given row if “Item”, “Variant” or “Description” is specified

Note: “Cost” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Per

The number of units of the item for which the cost is applicable (Integer). Mandatory This cannot be blank or less than or equal to zero for given row if “Item”, “Variant” or “Description” is specified.

Note: “Per” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Receipt At

Use the drop-down list box to select the OU where the items are received. The drop-down lists all valid GR OU of the “SCO “ component, which belongs to the same financial company and business unit as the “SCO” OU. It also displays “Blank” and “None” option. “Blank” option is set as the default value

Note: “Receipt At” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Schedule Type	Use the drop-down list box to select the Schedule Type.
	Single – Indicates that the supplier has to deliver the items all at one time
	Staggered – Indicates that the supplier can divide the quantity of items into part deliveries
Need Date	The date on which the items needs to be supplied by the supplier (Date Format). The “Need Date” should be greater than the ‘SCO Date”. This should not be blank for “Single” schedule type. This should be blank for “Staggered” schedule type
Warehouse Code	The code identifying the warehouse where the items are stored (Alphanumeric, 10). This value should not be entered if the “Subcontract type” is “Service”, if schedule type is “Staggered” and if the “Adhoc Class” is other than “None”.
	Help facility available

Note: “Warehouse Code” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Accounting Unit

Use the drop-down list box to select the Accounting Unit. Accounting Unit is the finance book, which contains various accounts into which the financial entries pertaining to the transactions are maintained. The drop down lists all the finance books that are mapped to the GR OUs mapped to the SCO Login OU.

Note: “Accounting Unit” cannot be modified if the amendment number is greater than zero and if there has been any received quantity against a line item

Budget ID	Unique identifier for a particular Budget associated with the purchase of the Line Item. (Alphanumeric, 6).
	Help facility available

The system displays the following information in the “SCO amount details” group box

Basic Value	The basic value of the line item
	Basic Value = Cost /Per * Quantity
Total Value	This is the sum of the basic value of the line item and the TCD amount to be included in the cost of the line item.
	Total value = Basic Value (Line item) + TCD Value payable to document supplier
Drawing Revision No.	The unique engineering drawing revision number of the item

Enter the following Details in the “SC Item Details” group box

Adhoc Item Class	Use the drop down list box to select the classification under which the non-codified items are defined. The drop-down displays all the “Adhoc item class” defined in the “Type Setup” Component.
Ref Doc type	Unique identification number of a reference document is mentioned in this field. The Reference documents can be any external document line Production Work Order, Maintenance Work Order
Ref Doc No	The unique code identifying the reference document. (Alphanumeric, 20)
Ref Doc Line No	The line number of the item in the reference document to which the line item in the SCO refers (Integer)

The system displays the following informations in the “SC Item Details” group box

WBS ID	The code that identifies the WBS mapped to the subcontract order.
Task Code	The task code mapped to the subcontract order.
Task Desc.	The detailed description of the task code.

Enter the following Details in the “SC Item Details” group box

Comments

Comments if any pertaining to the line item in the SCO (Alphanumeric, 256)

Click “Approve SCO” pushbutton to approve the SCO for further processing

The status is set to “Open” if the creator also has the Approval rights and if the LOI field is not checked else the status is set to “Approved LOI”

The status of the document is updated to “Open”

Created By	The name of the user who created the SCO
Created Date	The date on which the SCO is created.
Last Modified By	The name of the user who last modified the SCO
Last Modified Date	The date on which the SCO was last modified.

You can Return the SCO by clicking the “Return SCO” pushbutton

The status of the document is set to “Returned”

Click the "Print" pushbutton to print the SCO

To proceed, carry out the following

Select the “View Item Details” link at the bottom of the page for viewing the items details of the SCO

Select the “View BOM Details” link at the bottom of the page for viewing the Billing of Materials for the SCO
Select the “View Warehouse Details” link at the bottom of the page to view the warehouse details

Select the “View Budget Details” link at the bottom of the page for viewing the Budget Details of the items in the SCO

Select the “Specify Schedule and Distribution” link at the bottom of the page to specify the schedule and distribution details for the order

Select the “Specify Receipt List” link at the bottom of the page to specify the list of items to be received from the supplier
Select the “Specify Issue List” link at the bottom of page to specify the issue details for the items in the SCO

Select the “Specify Inclusion/Exclusion List” link at the bottom of the page to specify the items to be issued and received from the supplier

Select the “Specify Taxes/Charges/Discount Details ” link at the bottom of the page to specify the Tax, charges and discount details.

Select the “Tax Calculation - Summary” link at the bottom of the page to specify the tax details for the items
Select the “Specify Terms and Conditions ” link at the bottom of the page to specify the Terms and conditions.

Select the “Specify Quality Attributes ” link at the bottom of the page to specify quality Attributes

Select the “Specify SCO-SCR Coverage” link at the bottom of the page to specify the SCO to subcontract request coverage

Select the “Attach notes ” link at the bottom of the page to attach any notes

Select the “View Earliest Available Date Details” link at the bottom of the page to earliest available dates of the item selected

Select the “View Disposition Review Details” link at the bottom of the page to view the disposition review details

Select the “View Free Stock Review Details” link at the bottom of the page to view the free stock review details

Select the “View Stock Status Details” link at the bottom of the page view status of the stock

Select the “View Warehouse Stock Status Details” link at the bottom of the page to view the status of the stock in a specific warehouse

Select the “View Supplier Details” link at the bottom of the page to view the supplier details

Select the “View Buyer Details” link at the bottom of the page to view the buyer details.
Select the "Operational Checklist" link to record the check list required for the subcontract order.
Select the “Specify Retention Details” link at the bottom of the page to specify the retention details of the order.

Note: The “Specify Retention Details” link is accessed only when “Retention amount calculation to be Order Specific” parameter is set as “Yes” in Common Parameters activity of Company Parameter Setup component.

Select the “Specify Order – BG Mapping” link at the bottom of the page to map the purchase order / sale order details to the bank guarantee.