change term contract - university of cincinnati · web viewpurpose use this procedure to change a...

Work InstructionFunctional Area: Purchasing Change Term Contract

Purpose

Use this procedure to change a term contract.

Trigger

Perform this procedure when the TABS interface is not able to upload and overwrite an existing Term Contract when a change to the contract needs to be made.

Prerequisites

Material Master and Vendor Master records must already exist in SAP. Term Contract printout (TC award and TC Change Order documents) from TABS is needed

to manually enter the contract in SAP. Target Value (not to exceed value) from TABS is also needed.

Menu Path

Use the following menu path to begin this transaction:

Select Logistics Materials Management Purchasing Outline Agreement Contract Change to go the Change Contract: Initial Screen.

Transaction Code

ME32K

Helpful Hints

The R/O/C column in the field description tables below defines whether the field is required (R), optional (O), or conditional (C).

On certain screens you may have to scroll to view some data entry fields. Contracts in the SAP system are referred to as Outline Agreements. However the University

will continue to refer to contracts as Term Contracts. A Term Contract consists of two general types of items:

1) A non-catalog item which is a specifically identified item with a firm price.2) A catalog item which usually represents a published catalog or price list on which a discount is being offered by the vendor.

Material Master records are the basic data for non-catalog items on the Term Contract, including the short text description of the item, and any additional/extended text. Catalog items do not have a material master record.

If a change to a material master record needs to be made, it needs to be done prior to changing the contract. The information must be updated in both places.

Term contracts in TABS have multiple vendors. These contracts are split in SAP so that each of the resulting contracts only has one vendor per contract. The contract numbers for the resulting SAP contracts are the same, except for the last two digits, which identify the term contract’s vendor number in TABS.


Procedure

1. Start the transaction using the menu path or transaction code.

Change Contract : Initial Screen

2. As required, complete/review the following fields:

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Field R/O/C Description

Agreement Required A contract or scheduling agreement

Example:T663-05L01

This is the Term Contract Number plus the Term Contract Vendor Number from TABS. The format is T999-99X99 which consists of “T” followed by the unique 3 digit base number, a dash, the fiscal year of the contract, the Purchasing group, and the last two digits of the TC Vendor Number.

3.Click .

Change Contract : Item Overview

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4. Perform one of the following:If You Want To Then Go ToChange header information Click . Step 5

Change line item information for a non-catalog item -- Step 11

Change line item information for a catalog item -- Step 19

Delete a contract item Click to the left of the line you want to delete.

Step 21

Exit this transaction -- Step 25

Change Contract : Header Data


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Purchasing group Optional Code used to identify a buyer or group of buyers responsible for purchasing activities

Example:A

This is the Buying Area letter code.

Item number interval Optional Determines the size of the steps between the default item numbers

Example:1

This is the interval between the automatic numbering of contract line items. It is defaulted by the system.

Sub-item inter. Optional Indicates the interval in which sub-item numbers are suggested

Example:1

This is the interval between the automatic numbering of contract line sub-items. It is defaulted by the system. However this functionality is currently not used.

Validity start Optional Beginning date when specifying a range of dates

Example:01/21/2005

If changing this date, enter the actual effective period start date of the Term Contract.

Validity end Optional Date a contract ends

Example:11/30/2005

If changing this date, enter the actual effective period end date of the Term Contract.

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Payment terms Optional Terms agreed upon with the vendor for the payment of goods supplied or services rendered

Example:0002

Enter the Payment Terms code for the terms that were changed.

Targ. val. Optional Total value of all materials to be released against the contract

Example:15,000.00

This is the annual estimated requirements of the Term Contract, plus an additional tolerance amount. The tolerance amount is determined by the Buyers. This is the total amount for which the contract can be used without an error occurring. This will need to be increased once exceeded, to allow further Term Contract Release Orders to be processed. This target value is stored in TABS as the Authorized Amount, but does not print on the Term Contract copy.

6.Click .

7. Perform one of the following:If You Then Go To

Do not want to change header text Click . Step 4

Want to change header text Click . Step 8

Exit this transaction

Click .

The system displays the message, “Term Contract XXXX changed.”

Step 25

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Change Contract: Header Texts



Header text Optional Text for the header text

Example:Janitorial Supplies

This is the Term Contract description.

9.Click .

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10. Perform one of the following:If You Want To Then Go To

Continue to make changes at the line item level

Click .

The system will automatically take you to the Change Contract: Item Overview screen.

Step 4




A (Account Assignment Category)

Optional Code used to identify the type of cost object that will receive the cost of the line item; For example, cost centers, internal orders, assets or WBS elements

Example:U

The Account Assignment Category should always be U. If the item is being released as an asset or on a project, the end user on the Term Contract Release sets the appropriate Account Assignment Category.

Material Optional Substance or commodity that is bought or sold on a commercial basis, or is used, consumed, or created in production; a material can also be a service; Also, a number identifying a material master record

Example:66000101

This is the Material Number. For non-catalog items only, the Material Number must be entered or selected via match code search. The Material Number consists of the TABS Term Contract Item ID plus the last two digits of the fiscal year.

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Short text Optional Text description of an object

Example:

This is the 40 character item description. For non-catalog items, the short text will default from the material master record and should not be changed. If the text is changed, it must be changed on the material master record too.

Net price Optional Price of an item after discounts and surcharges are applied, but before the payment discount is applied

Example:14.00

For non-catalog items a price must be entered.

D (Deletion Indicator) Optional Indicator which shows whether an item is deleted or blocked

Example:

This indicator shows whether an item is deleted or blocked.

T…(Texts) Optional Indicator which shows whether an item has additional texts associated with it

Example:

This indicates an item has extended text that will print on the Term Contract release order along with the short text.

12.Click .

13. Perform one of the following:

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If You Want To Then Go ToContinue making changes to the contract -- Step 4

Change the price for a non-catalog item

1. Click to the left of the line you want to select.

2. Click .

Step 14


Validity Periods: Conditions

14. Click on the validity period you want to process.

This is the validity period of the item, not the effective/validity period of the contract itself. The start date will be the date the item is added or changed and the end date will always be 12/31/9999 (indefinite). The validity period for an item is not being used by the University to manage multiple price periods, as for what this function was originally designed. All items will be entered under the same validity.

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15. Click .

Change Gross Price Condition (XXXX) : Condition Supplements



Amount Optional Indicates the value of the line item of an accounting document

Example:13.00

17.Click .

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18. Perform one of the following:If You Want To Then Go ToContinue making changes to the contract Click . Step 4


Change Contract : Item Overview (2)


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I (Item Category) Optional Determines classification of material; For example, stock material, consumed material, etc.; Classification determines which fields and screens are required. In LIS, defines how purchase of an item is controlled

Example:W

This value is always a W for catalog items.

A (Account Assignment Category)

Optional Code used to identify the type of cost object that will receive the cost of the line item; For example, cost centers, internal orders, assets or WBS elements

Example:U

The Account Assignment Indicator should always be U.

Short text Optional Text description of an object

Example:Grainger Catalog Item

Since catalog items do not have an associated Material record, you only have to change the 40 character text description here, and not in a Material record as well. For non-catalog items, it must be changed in both places.

Matl Group Optional Code identifying an allocated group of materials with the same features

Example:0002-00

For catalog items the Material Group can be changed as needed.

20. Perform one of the following:If You Want To Then Go To

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Continue making changes to the contract -- Step 4


21. Click .

Delete items

22. Click .

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Change Contract : Item Overview (3)

23. Perform one of the following:If You Want To Go ToContinue making changes to the contract Step 4Exit this transaction Step 24

Note the trash can on line 4.

24.Click .

The system displays the message, “Term Contract XXXX changed.”

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25.Click until you return to the SAP Easy Access screen.

26. You have completed this transaction.

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Result

You have changed a Term Contract.

Comments

If you need to change another contract, you can repeat the process without exiting the Change Contract: Initial Screen.

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change term contract - university of cincinnati · web viewpurpose use this procedure to change a...

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