Job Aid

Procurement Contracts 3 – PO Integration

DOCUMENT CONTROL

Date Owner App Release Change Reference

20-Sep-2019 Joseph.Kim HRZ19CD03 Added optional steps for
Contract Terms Template
18-Jun-2019 Joseph.Kim HRZ19BD03 Added BU Supremo US
13-Nov-2017 Joseph.Kim HRZ17CD03 Updated for HRZ17CD03 UI
changes
08-Jun-2017 Joseph.Kim GSIL12D01 Updated for L12D01 new
homepage UI.
22-Apr-2016 Joseph.Kim GSIL11D01 Updated for R11

Italics are used for notes and information

Where applicable, you will see one of more of the following icons at the far right of screen on
the various product homepages (ex. Purchasing Homepage). The demo scripts refer to each
icon per the description next to the icon below (ex. Click Task icon > Create Initiative task)

Task icon

Search icon

Recent Documents icon

Reports and Analytics icon

DEMO NOTE for accessing login screen:

 From GSE Launchpad > click Launch Demo link
 From Index screen > click Primary Login Pages link > click ERP and SCM Cloud
Login hyperlink to access main user sign on screen.

Contract Creation (1 of 4)

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Step Action
1. Sign in as user per BU table below: / (weekly password) ,
Supremo US laura.petrova
US1 calvin.roth
UK liz.morgan
France marc.grande
Progress US eleanor.white
University US ron.pines
Japan makoto.kikuchi
China yulan.lin
Click on Sign In
2. From Navigator icon > Contract Management > Contracts
3. Click Task icon > Create Contract
4. Enter:
Business Unit Choose value specific to your Business Unit:
Supremo US, US1, UK, France, Progress US,
University US, Japan, or China
Legal Entity Should default in a value based on Business Unit
Type Buy: Lines
Number Your Initials Contract with PO
Primary Party Based on BU:
Supremo US Lee Supplies
US1 Lee Supplies
UK Consolidated
Supplies
France Masson Inc
Progress US Lee Supplies
University US Lee Supplies
Japan Lee Supplies
China Shangduo Inc
Currency Specific to your BU (ex. USD, GBP, EUR, JPY,
CYN)

The Contract Start Date should default.

Optionally, you can enter an End Date.
Leave Item Master field blank.
5. Click Save and Continue button.
6. If needed, click Overview sub-tab.

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Step Action
7. Click in the Name field and enter a valid name for your Contract. e.g. "Your initials
Contract with (SUPPLIER NAME)”
8. If needed, UNCHECK the box for field Enable electronic signature
9. Click on Parties sub-tab
10. From the Locations Region,
click Supplier Site field LOV and choose Based on BU:
Supremos US Lee Supremo US
US1 Lee US1
UK CS UK
France Masson France
Progress US Lee Progress US
University US Lee Univ US
Japan Lee Japan
China Shangduo (China)
11. Click Lines sub tab
12.
Click the + icon. Enter:
Number 1
Type Free Form
(pop up window will update)
Name Your initials - Desktop Installation
Description Your initials - Desktop Installation
Click OK button
13. In the Overview region of screen
Purchasing Category Desk Supplies OR 615.33 (for Progress
US)
UOM Hr
Unit Price 50
Line Quantity 2
Need By Date Current + 10 days

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Step Action
14. OPTIONALLY you can choose to add a terms template to the contract. This is
NOT required. Please see demo script “Procurement Contract1 – Contracts Overview” for
details and specific contracts features related to terms template.

IF you want to add a terms template:

Click Contract Terms sub-tab
Click Add Contract Terms button
From pop up window, click search icon “ ” for field Contract Terms Template
Click search icon “ ” again for Name field
Highlight line for Facilities Services Agreement Terms
Then click OK button
Then click OK button again

Contract Terms is now added. You can go through contract expert and other features as
needed.
15. Click Submit button
16. IF there are any warnings or errors, you will review them here. Warnings can be ignored.
IF needed, click Next button to move past any warnings.
17. Notice the screen updates and IF you click the triangle icon next to Approvers, it will
show the Approval path and information. This provides the user with greater visibility into
who need to approve the contract and what approval path is required.

Click the Submit button again.

The contract status is “Pending Approval” status and must now be approved by
kyle.hutchins user.
18. Click down arrow next to name, then Sign Out hyperlink at top right corner of screen to
log out
Click Confirm button

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Approve Contract (2 of 4)
Step Action
19. Sign in as user kyle.hutchins/ (weekly password) , Click on Sign In
20. DEMO NOTE: Please follow the steps very carefully to open the worklist
notification.
 Along the top right corner of screen, notice a “Bell” looking icon
 Click on the Bell icon, which will open a contextual window with a list of
the most recent notifications.
 Click on Notification “Approval of Contract #### for (supplier name)
from (buyer name)”
21. Click the Approve button

The notification window will close.

22. Click down arrow next to name, then Sign Out hyperlink at top right corner of screen
to log out
Click Confirm button

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PO Creation (3 of 4)
Step Action
23. Sign in as user per BU table below: / (weekly password) ,
Supremo US laura.petrova
US1 calvin.roth
UK liz.morgan
France marc.grande
Progress US eleanor.white
University US ron.pines
Japan makoto.kikuchi
China yulan.lin
Click on Sign In
24. From Navigator icon > Contract Management > Contracts
25. Recent Documents icon > click on the link for your contract name, ex "your initials
Contract"
26. Click on contact hyperlink to open it, if you check the Contract Status, - it will be
Active.
27. Click the Lines sub-tab.
28. Click Line 1 to highlight that line
29. Click in the Actions > Autocreate Fulfillment Lines
30. Click the Fulfillment sub-tab
31. For the Buyer and Requester fields use LOV to find and enter in per BU table
(Search is case sensitive, and is it important to invoke the LOV. DO NOT just type
in the name in the field as it will error out in the PO creation validation)
Supremo US Laura Petrova
US1 Calvin Roth
UK Liz Morgan
France Marc Grande
Progress US Eleanor White, Eleanor
University US Ron Pines, Ron
Japan Makoto Kikuchi
China Yulan Lin

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Step Action
32. For Ship-to-Organization field enter in per BU table (Use LOV):
Supremo US PLNT B
US1 Seattle
UK Manchester
France Marseille
Progress US Progress Operations
University US Higher Education Operations
Japan Tokyo
China Shenzhen
33. For Ship-to-Location field enter in per BU table (Use LOV):
Supremo US Denver HQ (choose the third
entry in the LOV pop up window
table)
US1 Seattle
UK Manchester
France Marseille
Progress US Reston
University US Main Campus
Japan Tokyo
China Shenzhen
34. From the Fulfillment Region, click Actions > Create Purchase Order
35. Get pop up window message that action requires saving changes.
Click Yes button
36. Now you get a confirmation that a request was sent to procurement application for
PO creation.
Click OK button
37. Now the status will change to PO creation in progress from Incomplete.
38. Click the Refresh graphic.
39. Now the status changes to PO created and also PO number will be displayed. The
PO number will be visible on the Line Number 1, scroll the table to the right and
under PO Number and PO Line columns will be values.
40. Click on the PO Number hyperlink.
It will show you the Purchase Order Details. You can view in pdf also by selecting
View PDf option

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View PO in Purchasing role (4 of 4)

Step Action
41. From Navigator icon > Procurement > Purchase Order
42. Click Search icon
Change Search field LOV to “Orders” (wait for search pane to refresh)
For field Order, enter in your PO Number #####
Click arrow icon
43. Notice the Status is Incomplete.
You can choose to Edit the PO so you can Submit it.
Also you can do receipt after the PO is submitted and goes to OPEN status.
44. End of Procedure.

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