01 – Vendor: Vendor number to whom the new contract is being created;

02 – Agreement Type: Indicator allowing differentiation between the various kinds of outline purchase agreement in the SAP system:

MK - Local quantity contract;

WK - Local value contract;

ZWK - Central value contract;

ZWP - P-Card val.contract – Not used.

03 – Agreement Date: Date of contract creation. It is automatically filled by the system when the contract is created;

04 – Purchase Organization: Organizational unit, subdividing the group according to the requirements of Purchasing.

A purchasing organization procures materials and services, negotiates conditions of purchase with vendors, and is responsible for such transactions.

The materials inserted in the contract must be the same type of the Purchasing Organization.

07 – Validity end: Date up to which services can be performed or materials delivered. This information needs to be provided by the requester in the form. If this information is missing, the ticket needs to be returned to the requester;

08 – Payment Terms: Key for defining payment terms composed of cash discount percentages and payment periods;

09 – Target Value: Displays the target value that is entered for each distribution at header level for a central contract;

Is not a mandatory field, but if is specified in the form must be filled in SAP.

10 – Incoterms: The Incoterms rules or International Commercial Terms are a series of pre-defined commercial terms published by the International Chamber of Commerce (ICC) relating to international commercial law.

Incoterms specify certain internationally recognized procedures that the shipper and the receiving party must follow for the shipping transaction to be successfully completed.

1. Transaction ME32K (Modification)

This transaction is used to edit a line in contracts or agreements:

21 – Agreement: Fill with agreement number.

22 – Material: For every material that the company uses, it is created a material master record in the material master. This record is uniquely identified by a material number;

23 – Short Text: Short description of the material. Automatically fill by the system;

24 – Order Unit: Basic unit of measure (UOM) of the material. Automatically fill by the system;

25 – Net Price: Net amount per unit of the material;

26 – Per: Specifies how many units the price is valid for;

27 – Order Price Unit: Indicates the unit of measurement to which the purchase order price relates;

28 – Material Group: Key used to group together several materials or services with the same attributes, and to assign them to a particular material group;

29 – Plant: Specifies the key for a production facility or branch office within the company;

30 – Storage Location: Number of the storage location at which the material is stored. A plant may contain one or more storage locations.

31– Select All Items of the contract;

32 – Deselect All Items of the contract;

33 – Select Start/End of Block: Select a block of items in the contract;

34 – Enter Line: Insert a new line in the contract;

35 – Delete a line of the contract;

36 – Header Details of the contract;

37 – Vendor Address;

38 – Partner of the contract;

39 – Release Strategy: A plan defining the release codes with which a purchase requisition item, a complete purchase requisition, or a complete external purchasing document must be released (that is, approved) and the sequence in which release is to be effected using these codes.

For example, it is possible to establish a release strategy for all purchase requisitions with a value in excess of a certain figure.

40 – Messages: Create an output for the contract;

41 – Item Details;

42 – Additional Data: Used to see details of the item selected;

43 – Item Conditions;

44 – Item Text;

45 – Delivery Address: Address to which the order is delivered;

46 – Release Documentation: Historic of the PO (Purchase Order).

1. Contract

1. Requirements

For a new catalog creation, the requester needs to send a form through Freshdesk Tool to D&A Team and needs to be an Authorized Person, or send it with approval.

D&A team will check if all the mandatory fields are filled and check if there is already a contract for the same vendor to avoid duplication. All information needs to be provided by requester, D&A won’t analyze the information after the approval to avoid compliance issues.

The detailed Catalog process can be consulted in the OP Contract Management topic 4.3.8

The lead time is mandatory to proceed with the creation

Authorized users LAM: List

1. Catalog Management

1. Export an extract from MDM.

First we need start the module below from MDM in your computer:

XX– Select the MDM Data Manager

XX– Select the “…” in MDM

XX– MDM Server: Insert the link [mp3sapr3.ibm.be.solvay.com]

XX– Click in button

XX– Repository: Select the ECATDATA_M

XX– Language: Insert your language.

XX– User: Insert the user from your region.

XX– Password: Insert your password.

XX– Catalog: Select the catalog

In the option below:

XX– Supplier: Select the Supplier

XX– File: Click on file.

XX– Export to: Select the Export

XX– Excel: Select the Excel File.

XX– Fields to Export: Select the fields and remove from selection – UNSPSC; Catalog Item GUID; Images; Documents; Hyperlinks; Special Search Term; Images (source); Documents (source); Hyperlinks (source); Price Updated; Item Status Change; Item Type; Product Group; Hierarchy; Price; Standardized Manufacturer Part Number; Order Unit; Minimum Quantity UoM; PDF; Image; Item Status; MSS Hierarchy; MSS Hierarchy Price; Sort Field.

XX– Split Images/PDFs into multiple directories by data group: Check this box.

XX– Qualifiers: Check this box.

XX– Available Qualifiers: Select the fields – Contract Item ID; Amount; Currency; Per; Lower bound.

XX– All: Click after select the field above

XX– Save: Select the local in your desktop and click in save.

If the extraction doesn’t work, we need check a box in Microsoft Excel. Below the step by step to check this box.

First you need open the Excel:

XX– File: Click on File.

XX– Option: Go to Options.

XX– Trust Center: Select the Trust Center.

XX– Trust Center Settings: Click in the button.

XX– Macro Settings: Select the Macro Settings.

XX– Trust access to the VBA project object model. Check the box.

1. Import file to creation/update a catalog in MDM.

To update a line of a catalog or insert a new item is used the same template. For two options we upload this template in MDM Import.

First we need fill the template as image below:

XX– Region: Insert the region of the contract.

XX– Supplier Catalog Name: Insert the name of catalog.

XX– Supplier: Insert the supplier name with the number (10 digits for the vendor number. If is lower than 10, complete with 0 in the left.)

XX– Supplier Part Number: Insert the Part Number for the material/services. This field represent the code of the line, cannot have same Part Number for 2 materials/services in the catalog.

XX– Supplier Item Status: Insert if the item is active or un-active.

XX– External Manufacturer: Insert if have another manufacturer.

XX– Manufacturer Part Number: Insert if have a part number for manufacturer.

XX– Service Item: Insert FALSE if the item isn’t a service and X if is a service.

XX– Freight Included: Must be TRUE, item always have freight.

XX– Delivery days: Insert the lead time of material. (Mandatory field)

XX– Minimum Quantity: Must be 1.

XX– Conditioning: Must be 1

XX– Unit: Insert the unit of measure for the material/service.

XX– Contract Price: Insert the contract number for catalog.

XX– Amount: Insert the amount for material/service. (If is material must be net price, for service the gross amount. The price should be in US pattern (with a dot to segregate the cents).

XX– Material: Insert the material number from SAP, if had.

XX– Long Description: Insert the long description of material/service.

XX– Comments: Insert the comments for the material/service.

XX– Validity Date: Insert the start date (US Format).

XX– Expiration Date: Insert the expiration date (US Format)

XX– Category: Insert the category name of material group and the number. (use comma to segment the name and number).

After creation, save the file as TXT and encoding UTF-8:

If you creation a new catalog, after fill the template you need insert some information in the table on MDM Data Manager.

In the header of MDM Data Manager select the contract Price:

Right click on the Record.

XX– Add: Click on add to insert a new line.

XX– Contract: Insert the contract number for catalog.

Go to Supplier Table

Right click on the Record.

XX– Add: Click on add to insert a new line.

XX– Supplier Name: Insert the supplier name.

XX– Supplier ID: Insert the supplier number (with zeros in the left if don’t have 10 digits).

XX– Supplier Duns Code: Insert the DUNS of the vendor (for more information about DUNS, go to OP Supplier).

After this procedure below, go to MDM Import:

XX– Repository: Insert the link [mp3sapr3.ibm.be.solvay.com].

XX– Language: Insert your language.

XX– User: Insert the user from your region.

XX– Password: Insert your password.

XX– Type: Must be Delimited Text.

XX– Remote System: Must be MDM.

XX– File Name: Click on the “…” and select your TXT file.

XX– Delimiter: Must be \t.

After click in the finish.

In the header of the MDM Import click on:

XX– File: Click on the Open File.

XX– Map txt DJO: Select the Map txt DJO and Click on OK.

The MDM Import will open the file with template.

XX– Field Mapping:  In this box will appear the field mappings from the txt file are 27.

Now you need check one by one of the field if is mapped or not.

XX– Conv:  Show if was mapped or not.

,

If appear the image above, it’s mapped with a value that does not need a previous link in MDM (such as price)

XX– Mapped: If the filed show blanked, you need click on the Automap.

The image above show the field mapped with a value previuos set up in MDM (such as catalog name, contract, etc.).

 

After the check all field, go to Match Records Tab.

 

XX– Default Import Action: This box show a summary of the actions in the mapping.

XX– Modification Item: For modification must be filled with Replace.

XX– New Item: For new items must be filled with Creation.

XX– Modification/New Item: If doesn’t have any action must be filled with Skip.

After this go to Import Status Tab:

 

XX– Action Items: If show Ready to Import in this field you can import the file.

XX– Exclamation: Click in the Exclamation Button to upload the file.

 

After this you can close the MDM Import, but don’t save the session to unconfigure the mapping fields.

In the freshdesk request must be sent a extraction after the update/creation to requester.

1. Saving name search

Every time we add a new vendor in the catalog, we need to reset the name search to make it available to end users. The procedure is the following:

In search parameters select the catalog you have added the vendor

 

In the top menu go to “Search>Save as Named Search>More”

Find the catalog name in the list as image below

Select the Catalog and click in OK

 

A Pop-up will show to confirm the change

 

Press “Yes”

1. Delete item from catalog

To remove an item from the catalog you need to search the item you need and open the menu with the right button from the mouse

 

 

XX - Select delete

 

XX - Click in “OK” to remove the item

5 Appendix

End of the document.