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    Ashok
    Using Blanket Purchase Agreements to source Requisitions...
    Topic posted August 18, 2018 by AshokBlack Diamond: 60,000+ Points, last edited January 17, 2019, tagged Create Requisition, How-To, Requisition Processing 
    599 Views, 11 Comments
    Title:
    Using Blanket Purchase Agreements to source Requisitions containing Description-based Items
    Summary:
    How to use Blanket Purchase Agreements to source Requisitions containing Description-based Items
    Content:

    All

    This is probably a common question that may have arisen in many of your minds. We recently had a couple of customer issues that related directly to this. We are happy to get your feedback, any discussion points you wish to raise and your ratings on this article.

    Problem Statement

    We create Blanket Purchase Agreements (BPAs) for description-based items. However when we create a Smart Form or use the Enter Requisition Line flow to create requisitions, for description-based requests, only Contract Purchase Agreements (CPAs) seem to be available in the Agreements selector. We need a way to leverage the BPAs to meet our requirements here

    Resolution

    The short answer: Leverage the auto-source functionality that the Requisitions to Purchasing integration offers.

    How: Use the Supplier Item as your reference when creating the Smart Form or the Enter Requisition Line flow

    Process: 

    1. When creating requisition lines using Enter Requisition Line and Smart Form pages, first enter the supplier

    2. This enables the supplier item attribute to make it enterable

    3. Provide the supplier item that corresponds to the BPA description-only item. Note that the BPA Line has to have the same supplier item value defined in the column Supplier Item. That is the value that triggers a match.

    NOTE: Do not select any agreement from the Agreements selector

    4.  After the requisition approval, the requisition line will be picked by the Generate Orders program which will auto-source the BPA by matching the supplier,  the supplier item, and the category in the requisition line with a BPA line that has a description-only item with the same values for these 3 attributes.

    NOTE:

    1. The sourced BPA will not be visible in the requisition. But it will be reflected in the purchase order

    2. The price in the purchase order will be the price of the BPA, not the price entered on the Requisition.

    Comment

     

    • Rizwan Basha

      Hi Ashok, 

      I did try to leverage this functionality of defaulting the line price from BPA for description based items (request via smartforms). However, the line price DID NOT default.

      - Req created using a smartform (supplier attached to smartform)

      - Supplier item captured matching the item description in BPA

      - Req approved and PO auto generated

      - Price NOT defaulted as in BPA 

      Appreciate your support.

       

      Thanks

      Rizwan

    • Ashok

      Please attach documents with screenshots. 

    • Ashok

      I think I see the problem. Your expectation seems to be to map the SUPPLIER ITEM value on the Smart Form to the BPA Line Description. That is not how it is designed. The BPA Line has an attribute entitled Supplier Item . You should populate the same value as your smart form value in that field. That is where it looks to source and match the BPA.

      See attached screenshot.

      • Rizwan Basha

        Hi Ashok,

        My understanding on reading your post on point  "3. Provide the supplier item that corresponds to the BPA description-only item" was to match the BPA line description and not supplier item description to smartform.

        Anyways, your suggestion to match BPA supplier item to smart form description worked fine and prices do default from BPA. Thanks again.

        I notice though 'Auto generate order' is turned off in my config, the system does match the requisition with matching BPA and creates PO automatically. I guess this is the expected behavior? Anyway to restrict auto create PO and have the BPA line prices default when Buyer manually processes approved requisitions to create POs?

        Thanks

        Rizwan

    • Ashok

      I notice though 'Auto generate order' is turned off in my config, the system does match the requisition with matching BPA and creates PO automatically. I guess this is the expected behavior?

      AS: Yes.

      Anyway to restrict auto create PO and have the BPA line prices default when Buyer manually processes approved requisitions to create POs?

      AS: No.

    • Ashok

      My understanding on reading your post on point  "3. Provide the supplier item that corresponds to the BPA description-only item" was to match the BPA line description and not supplier item description to smartform.

      AS: Thank you for raising this. I have updated the text based on this feedback.

    • Saravanan R

      Hello,

      We have an requirement where the Procurement team provides Agreement number to different requestors if a particular Item description based purchasing is required. In this case, the requestor while raising a requisition, doesn't know who the supplier would be (they've got just the Agreement no. from Procurement dept). In these kind of scenarios, they can't provide the supplier name in the Enter requisition line, and so the supplier Item field is not enabled. But, the expectation is to populate price and other details from the provided agreement which should be entered by requestor.

      Since, BPA's are not available in the LOV for agreement, this is hampered. Please suggest.

      Best regards,

      Saravanan R

    • Ashok

      You can use FBDI (Import) and provide the Supplier Item Number along with the BPA # and Line #. That would resolve this problem.

      But I would be interested to understand why the supplier name, site and details cannot be provided by the Procurement Team in such exception cases. If they get the BPA #, there should be a way of communicating the supplier details, no?

    • Stephen Makar

      Hi Ashok, my client has a similar issue as Saravanan R does in regards to only having the agreement number provided. Any thoughts on this?

      Thanks!

    • Ashok

      Saravanan R / Stephen

      The design is not inherently capable (i.e. from the UI) of supporting BPA references for description based lines. What is provided in this article is almost better termed a workaround to get the system to source a BPA anyway. Given that that is the current design, to both your use cases, I cannot see a way around other than to perhaps get your Procurement organization to give you the Supplier details along with the agreement number.