1. Objective and Scope

1.1 Objective of this Procedure

This OP explains how to update all items of a material contract.

The changes made using this SOP will only affect the data on the contract.

If later, different parameters are entered in PRS (PF1-050), the new changes will overwrite the ones entered using this OP.

As a best practice all changes in materials staring by 35* must be first validated by Master Data Team.

Who uses this document?				What is the nature of the need
User / PREQ creator	Approver	PSR	PS	Goods	Services
			X	X

1.2 Scope

The material groups in scope are all started with ZM.

1.3 Process Step Described in this Procedure and Expected end Product

End Product

2. Standard Operating Procedure Description

2.1 Update in Prices, Delivery Times, Vendor References…

2.1.1 Manual Change

#	Main activities	Tips / Best practices	Key points
1	Enter transaction ME32K

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#	Main activities	Tips / Best practices	Key points
2	Enter the contract number and hit "Enter".

#	Main activities	Tips / Best practices	Key points
3	Individually select the lines that need to be changed.
4	Click .

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#	Main activities	Tips / Best practices	Key points
5	Short Text mustn't be changed.
6	Use if limit quantity was updated in contract
7	Parameters for reminders.
8	If is requested to always have (or not) the PO acknowledgement for each PO issued to the vendor.
9	If the price must be (or not) printed on the outgoing PO.
10	If we have the vendor reference for this material
11	Tax code to apply on each PO
12	Click

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#	Main activities	Tips / Best practices	Key points
13	Enter the expected delivery date for this material
14	Net and gross weight of the material.	This impacts on Intrastat reports.
15	Incoterms definition
16	Click to update price .

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:56:16.png

#	Main activities	Tips / Best practices	Key points
17	To see the previous price values, place the cursor over the desired period and click .
18	To enter a new price click .

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#	Main activities	Tips / Best practices	Key points
19	Enter the start date of the applicability of the new price.	If validity not yet negotiated, enter the validity date of the contract itself.
20	Enter the new price.
21	If there are conditions to apply to this specific contract item, enter then on a blank line by clicking .

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:56:44.png

#	Main activities	Tips / Best practices	Key points
22	Select the condition most suitable to the need and click

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:57:44.png

#	Main activities	Tips / Best practices	Key points
23	If the condition is applicable per ranges, select the line and click

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:57:31.png

#

Main activities

Tips / Best practices

Key points

24

Enter the values desired. On the above example, the condition is applied as:

If up to 9PC are ordered, freight of 1€/PC will be charged;
If PO is for 10 to 29PC, 2€/PC of freight will be charged
If PO is above 30PC, freight of 4e/PC will be charged.

25

Click .

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2.1.2 Change Via Upload

#	Main activities	Tips / Best practices	Key points
26	Enter transaction ZZM_DISP_KONT_MAT	This transaction allows updating several contract items at the same time. The data is extracted to Excel, treated and then uploaded.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:58:44.png

#	Main activities	Tips / Best practices	Key points
27	Enter the contract number on « Purchasing Document »
28	Exclude "L" and "S" on the Deletion indicator.	To exclude items, click in , enter the data in , click and .	Excluding the deletion indicators S and L will result in a list of only the usable contract items.
29	Click .

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:58:57.png

#	Main activities	Tips / Best practices	Key points
30	The list displays all the open items on the contract. Click in .
31	Save the file and update it with the necessary data. When finished, save it again.

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#	Main activities	Tips / Best practices	Key points
32	Enter transaction ZZMMCONT

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:59:28.png

#	Main activities	Tips / Best practices	Key points
33	Enter the contract number.
34	Enter the Purchasing organization that is on the contract header.	ZZ40 for International Agreements for materials
35	Enter the vendor number for which the contract was setup.
36	Flag Test or Real mode.	It is advisable to first make a test mode run to spot and correct errors.
37	Browse and upload the Excel file previously worked on.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:59:40.png

#	Main activities	Tips / Best practices	Key points
38	Mode on which the transaction was ran.
39	Number of lines on the Excel file.
40	As there weren't errors, we can go back with and run the transaction in .

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 17:59:51.png

#	Main activities	Tips / Best practices	Key points
41	Number of items that have been updated.
42	Click on either of the fields in order to process the batch-input session.	This will open transaction SM37 automatically.

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#

Main activities

Tips / Best practices

Key points

43

Click the line that needs to be processed.

To find which session needs to be processed, a filter can be made on:

the user that created it
Transaction that generated the session

44

Click "Process"

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:0:17.png

#

Main activities

Tips / Best practices

Key points

45

Chose the processing mode most relevant:

In foreground if all the results need to be seen
Display errors only if the list is a bit large and only the errors need to be seen
In background if the list is large.

Background processing allows continuing working in SAP when the session is ran for a big list of items.

46

Click Process.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:0:26.png

#	Main activities	Tips / Best practices	Key points
47	Click on to go back to SM37.
48	Click on to exit.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:0:37.png

#	Main activities	Tips / Best practices	Key points
49	Entering the contract via transaction ME33K, we can see the changes.	Enter some of the line to confirm if updates were made according to upload.

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2.2 Update in short text and Material Group

The following updates are made after the materials have been update at central level (PF1-050). As the updates in PF1-050 do not automatically change the existing agreements with the materials that were changed, those updates need to be made "manually"

2.2.1 Change in Short Text

#	Main activities	Tips / Best practices	Key points
50	Enter transaction ZZM_DESCR_CONT.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:1:8.png

#	Main activities	Tips / Best practices	Key points
51	Enter the agreement number which has items that need to be updated.
52	Enter the company code on which the agreement has been created.
53	Enter MK or WK depending if the agreement is based on quantity of value.	Available options are:
54	Select
55	Enter Group name "Support" or other name easily traceable.	This transaction, for Description updates, runs via SM35, therefore a name is needed for executing it.
56	Click

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:1:43.png

#	Main activities	Tips / Best practices	Key points
57	Click in the "BDC Group" to jump into SM35.
58	Proceed as described from Steps 43 to 49 of this OP.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:2:1.png

2.2.2 Change in Material Group

#	Main activities	Tips / Best practices	Key points
59	Enter transaction ZZM_DESCR_CONT.

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:2:21.png

#	Main activities	Tips / Best practices	Key points
60	Enter the agreement number which has items that need to be updated.
61	Enter the company code on which the agreement has been created.
62	Enter MK or WK depending if the agreement is based on quantity of value.	Available options are:
63	Select .
64	Enter Group name "Support" or other name easily traceable.	The Material group is automatic so even though this field is mandatory, no SM35 batch input session will be created.
65	Click

Data Operations > PF1_Modifications at item level on contracts for material > image2017-6-2 18:2:31.png

3. References

This procedure refers to the documents listed in the table below:

File name	Document type	Document title
List of SOPS related to PRO 20.1	PRO	xxxx

Table of contents

Scope

ERP

References

Attachments

1. Objective and Scope

1.1 Objective of this Procedure

1.2 Scope

1.3 Process Step Described in this Procedure and Expected end Product

2. Standard Operating Procedure Description

2.1 Update in Prices, Delivery Times, Vendor References…

2.1.1 Manual Change

2.1.2 Change Via Upload

2.2 Update in short text and Material Group

2.2.1 Change in Short Text

2.2.2 Change in Material Group

3. References