Entering Quote or Contract Numbers on EDI 850 Purchase Orders

EDI programs can transmit quote or contract identification numbers in purchase orders at the line item or order header levels. To accurately communicate special offer pricing to your vendor without using free-form text, use designated quote and contract qualifiers and place the information in designated locations in your Eclipse records. When the EDI program encounters a quote or contract number in the purchase order, the program creates a REF segment for each applicable PO1 segment in EDI transmission.

Quote and Contract Qualifiers

As your trading partner announces special programs or quotes, remember to ask for the quote numbers you should use to take advantage of the programs. Use the following contract qualifiers to identify price quote or promotion (promo) numbers, quote numbers, and contract numbers:

Qualifier	Qualifier and Number	Description
*PR	*PRquote#	Price quote (also known as Promo) number.
*Q1	*Q1quote#	Quote number.
*CT	*CTcontract#	Contract number.

The following rules apply to using quote and contract qualifiers:

Each qualifiers starts with an asterisk (*).
Each qualifier must be in ALL CAPS.
Each qualifier and number combination must contain no paces.

The following table shows examples of incorrect and correct quote and contract numbers:

Incorrect	Problem	Correct
*pr9999	lowercase letters	*PR9999
CT9999	no *	*CT9999
*Q9876	the qualifier is Q1, not just Q	*Q19876
*PR 4444	space between *PR and quote number	*PR4444

Assigning Quote or Contract Numbers to Purchase Orders Line Items

You can assign quote or contract numbers to any of the following:

Line items on a purchase order.
Buy or sell matrix cells, if the quote or contract applies to all products that use the designated matrix.
Purchase order Header, if the quote or contract applies to all products on the order.
Vendor record, if the quote or contract applies to all orders from that vendor.

To assign a quote or contract number to a purchase order line item:

From the Purchase menu, select Purchase Order Entry and display the purchase order to which to assign a quote or contract number
Select the line item to which you want to assign the quote or contract number, and from the Line Item menu select Comment to display the Line Item Comments window.

In a blank line and enter the quote or contract number.
Save your changes and exit the window.

To assign a quote or contract number to a buy or sell matrix cell:

From the Maintenance > Price Maintenance menu, select Buy Matrix or Sell Matrix and the matrix cell to which you want to assign a quote or contract number.
Click the Additional tab.
In the Select Comment Type field, select Matrix Tag Along Comments.
In the comment area, enter the quote or contract number on a blank line.
Save your changes and exit the window.

When you add a product that uses the designated matrix to an EDI purchase order, the EDI program automatically creates a REF segment at the line item level. When you use this procedure, you do not have to enter a line item comment in the Body of the order for these products.

To assign a quote or contract number to the Header of a purchase order:

From the Purchase menu, select Purchase Order Entry and display the purchase order to which you want to assign the quote or contract number.
Click the Header tab.
In the Shipping Instructions field, enter the quote or contract number on a blank line.

Note: Do not use free-form descriptions of special buying programs or quotes in this field. Aside from the *PR/*CT/*Q1 quote numbers, use this field for delivery and shipping instructions only. Enter free-form delivery/shipping instructions on other lines.

Save your changes and exit the window.

To assign the same quote or contract number to all orders from a vendor:

From the Maintenance menu, select Vendor to display the Vendor Maintenance window and display the vendor record to which you want to assign the quote or contract number.
From the Orders menu, select Vendor Order Entry Instructions to display the Vendor Order Entry Instructions window.
In the Instruction Type field, select Vendor Instructions.
In the space provided, enter the quote or contract number.
Save your changes and exit the vendor record.

By default, when you create a purchase order for the designated vendor, the system populates the Shipping Instructions field on the order's Header tab with the quote or contract number. You can edit or delete the number if an order does not qualify for the quote.