Contracts and pricing

A master agreement identifies one supplier, an owning Buyer, a signed contract and its approved term, scope and ceiling. Direct, GPO, cooperative and GSA arrangements retain the contracting party. The ceiling and scope pass the applicable approval matrix; Procurement Manager separately signs the commercial agreement. Status progresses through approval, activation and renewal, expiry or termination.

Spent records posted commitment allocations, including amendments and fulfilled value. Remaining is the authorised ceiling less that consumption. The renewal notice identifies when review should begin before the term ends.

A contract rate identifies supplier, item, unit price, effective dates and any minimum quantity, linked to its agreement when applicable. Buyer maintains drafts; a Procurement Manager other than the preparer reviews and activates them. Later rates supersede earlier ones while preserving the price basis used on existing orders.

Contract price follows the field restrictions for Requester, Approver and Viewer. The Requester sees the list base price on the item for estimating; the Buyer and Procurement Manager see what was negotiated.

When a PO line is created or its price edited, the system looks up the contract rate for that supplier and item effective on the order date. It writes the contract price onto the line as a snapshot, with the variance. If the unit price is above the rate by more than the configured tolerance, the line is flagged for override and the order cannot be sent until the Procurement Manager approves it. The override is recorded on the order: who approved it, when, and the reason. A line in a category that requires a contract but has no rate or agreement behind it is flagged off-contract the same way and needs its own reason. Maverick Spend reads both flags and both reasons.

A price below the matched contract rate does not need an upward-price override. Other requirements still apply, including supplier eligibility, approved scope and any mandatory competition.

Where a master agreement governs a category of routine spend, requesters do not raise a full requisition each time. They raise a blanket release against an agreement open to their department: one line per item, each priced at a contract rate under that agreement, with a requested delivery date. The release value is the sum of its lines. Release validates and reserves the remaining approved authority, then generates a purchase order through the generated PO link. Reused agreement approval applies only to its recorded department, category, item, price, term and ceiling. The generated order must still satisfy supplier and pricing controls. The Open Blanket Releases view shows what is drafted and released against each agreement.

A line for an item with no rate under the agreement is refused. A release beyond Remaining is held; the agreement needs its own approved ceiling increase or the purchase needs separate requisition authority. Concurrent releases cannot each consume the same remaining capacity. Releases against an Expiring agreement still work; releases against an Expired or Terminated agreement do not.

An approved change to a generated order updates the commitment consumed by its release. Cancellation releases only the unfulfilled obligation; received or otherwise fulfilled value remains accounted for. The revised order, release and agreement must reconcile before the change takes effect. Splitting a purchase across releases cannot reuse the same authority.

The Master Agreement Burndown view lists every Active and Expiring agreement with its commit, spend, remaining value, term dates and notice window. The report of the same name adds the monthly burn rate and a projected exhaust date. The owning Buyer reviews the end-date notice and the projected use of remaining capacity. Procurement Manager decides renewal against the revised scope and ceiling; the projection is planning evidence, not a promised exhaustion date.