Maintain PO/SOW Master – A Summary of the Activity
Through this activity, you can maintain the purchase order and statement of work master details, which includes creating, editing, viewing and deleting the purchase order and statement of work details. Maintain Purchase Order/Statement of Work is the activity which pre-determines maintaining the key details of a purchase order or statement of work before the commencement of a project. You can record the crucial details such as, the terms and condition agreed between the customer and the vendor, the name of the customer, the billable amount applicable to the purchase order/statement of work, and the billing unit.
Getting familiar with the pages inside
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Go to page… |
To carry out the task… |
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Select Maintain PO/SOW Master |
Selecting ‘Maintain PO/SOW Master’ to maintain purchase order and statement of work details. |
Maintain PO/SOW Master
ØSelect the “Maintain PO/SOW Master” activity under “Time sheet Billing and Administration”.
The “Maintain PO/SOW Master” page appears.
ØEnter the following field details in the header:
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Organization Unit |
From the drop-down list box, select the required option. The combo is defaulted with the login OU for you to choose. Mandatory. |
ØEnter the following field details under “PO Details” group box:
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PO ID |
The unique identifier of the purchase order. Mandatory. Help facility available |
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Effective Period |
The effective period is loaded on entering the existing PO ID. |
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PO Type |
From the drop-down list box, select the PO Type. The combo is loaded with the values “Milestone” and “T&M” for you to choose. Mandatory. |
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PO Description |
The description of the work order. The description is displayed on entering the PO ID. |
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PO Start Date |
The start date of the work order. Mandatory. |
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PO Expiry Date |
The expiry date of the work order. Mandatory. |
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Value |
The value or billable amount against the purchase order/internal work order. Mandatory. |
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Currency |
From the drop-down list box, select the unit of currency. The values in the combo are loaded from the Currency Master. Mandatory. |
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Internal Work Order |
From the drop-down list box, select either “Yes” or “No”. |
ØEnter the following field details under “Proposal/Contract Details” group box:
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Proposal ID |
The code identifying the proposal ID. Help facility available |
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Proposal Version No. |
The latest proposal version number is displayed on entering the proposal id. |
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Agreed % of Proposal Value |
The agreed percentage of proposal value is displayed on clicking “Save”.
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Contract No. |
Enter the contract number. Help facility available |
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Contract Version No |
The latest contract version number is displayed on entering the contract number. |
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Contract Value |
The total value for the selected contract type. The contract value is displayed on save. |
ØEnter the following field details under “Customer Details” group box:
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Customer Code |
From the drop-down list box, select the code of the customer and name for whom the purchase order is created. The system loads the customer codes and names defined in the Customer Master. Mandatory. |
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Customer Name |
The name of the customer is displayed on selecting the customer code. |
ØEnter the following field details under “Milestone Details” multiline:
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Milestone ID |
The unique milestone id. Mandatory. |
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Milestone Description |
The description for the entered milestone id. |
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Classification |
From the drop-down list box, select the required option. The combo is loaded with the values “License”, “Service” and “AMC” for you to choose. Mandatory. |
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Amount |
Enter the amount in this field. Mandatory. |
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AMC Start Date |
The start date for the AMC. |
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AMC End Date |
The end date for the AMC. |
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Remarks |
Key in any remarks or feedback. |
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Bill Condition |
From the drop-down list box, select the required billing condition option. The combo is loaded with the values “End of Period” and “Advance” for you to choose. This field is mandatory when the Classification is “AMC”. |
On selecting the “T&M” option from the “PO Type” drop-down list, the “Rate Card Details” section becomes visible:
ØEnter the following field details under “Rate Card Details” multiline:
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Location |
From the drop-down list box, select the required location. The combo is loaded with various locations for you to choose. Mandatory. Note: The ‘Location’ combo gets loaded based on the following criteria, on clicking “Fetch Location” push button: · When internal work order is “Yes” then it loads work location from HCM · When internal work order is “No” then it loads customer location |
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Rate Card ID |
Enter a relevant rate card id. Help facility available |
ØEnter the following field details under “Accounting Information” group box:
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US GAAP |
From the drop-down list box select the required option for the US General Accepted Accounting Principle. The value selected is used for reporting purposes. |
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External PO/SOW |
The external PO/SOW ID. Help facility available |
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Group Cost Center |
The name of the group cost center for which the items in the Purchase Order has been ordered. Mandatory. Help facility available |
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Group Cost Center Description |
The description of the group cost center. |
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Account Manager |
The code identifying the account manager. Ensure that the account manager belongs to the logged user OU. Mandatory. Help facility available |
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Account Manager Name |
The name of the account manager. |
Note: The “Group Cost Center”, “Group Cost Center Description”, “Account Manager” and “Account Manager Name” fields are visible only if the system parameter - timesheet type is set as “Advanced”.
ØEnter the following field details under “Other Information” group box:
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Billing Unit |
From the drop-down list box, select any one of the following billing units (defined in user defined quick codes). 4 “Hourly” indicates that the billing is done on an hourly basis 4 “Monthly” indicates that the billing is done on a monthly basis |
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STPI Location |
From the drop-down list box, select the location of the Software Technology Park of India (STPI). The system loads the locations defined in user defined quick codes. |
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Terms & Conditions |
The terms and conditions agreed between the customer and the vendor. |
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Modification Option |
From the drop-down list box, select the required modification option. The combo is loaded with the values “New”, “Correct” and “Update” for you to choose. |
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New Effective From |
Enter the new effective from date. This field is mandatory when the Modification Option is “Update”. |
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Created OU |
The logged in OU is displayed on save. |
To attach documents
ØClick the folder icon near Attach Document 1 and Attach Document 2.
The system displays “Upload File” popup window.
ØEnter the following details:
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File Id |
The unique identification name of the document. |
ØClick “Browse” button to select the file path.
ØClick “Upload” button to upload the file.
ØClick “Delete File” button to delete the file.
The system displays the attached file.
ØClick “Save” pushbutton to save the details entered.
On saving, the system displays the created OU with the logged in OU name.
ØTo edit, edit the details and click on the “Save” pushbutton.
ØTo delete the details, click on the “Delete” pushbutton.
Note: You can delete the details only if the PO ID is not used in any processing like project mapping.
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