Table of contents

Scope

 

ERP

 

References

Attachments

1. INTRODUCTION

1.1. Objectives and scope of this procedure

This OP explains how to create a service contract.

Who uses this document?

What is the nature of the need

User / PREQ creator

Approver

PSR

PS

Goods

Services

   

X

 

X

1.2. Material groups in scope

  • The material groups in scope are all started with ZP.

1.3. Process step described in this procedure and expected end product

End product 

1.4. Abbreviations

PSL - Glossary

2. STANDARD OPERATING PROCEDURE DESCRIPTION

2.1. Prerequisites

Before starting the contract creation, the vendor must be created for the concerned P.Org.

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1

Enter transaction MK03

  

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2

Flag the "Address" Field

 

This will allow to see if the vendor is created without going into further selections.

3

Click in selections screen

  

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4

Chose the selection most suitable according to the data available on the contract

  

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5

Insert the data you have and click .

  

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6

If there is only 1 entry, click and compare the information with the data on the contract.

If there are doubts concerning the vendor, clarification must be requested with the buyer (requestor of contract creation)

If data is the same, the vendor is created in SAP.

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7

If there are several vendors with the data inserted, each must be entered in MK03 (step 2 onwards) and compare the details in each to see to which vendor number the contract concerns.

If there are doubts between several vendor, clarification must be requested with the buyer (requestor of contract creation)

 

 

 

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9

Enter transaction MKVZ.

 

This transaction allows to see for which P.Orgs the vendor is created for.

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10

Insert the vendor number found in Step 6.

  

11

Click .

  

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12

In Column the P.Orgs for which the vendor has been created are listed.

 

If the vendor has the P.Org listed (and no X in columns in steps 13 and 14), it means the contract can be created. If not, request to Vendor Master Data Team this creation.

13

In column we can see if the vendor is currently blocked for that P.Org.

  

14

In Column we can see if the vendor has been deleted for that P.Org.

  

2.2. Setup of Contract Header

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15

Enter transaction ME31K.

  

 

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16

Enter the vendor number found in step 6.

  

17

Agreement type can be :

MK: used when the contract is based on quantities
WK: used when the contract is based on amounts

Most usual is WK.

18

Enter the date of signature of contract.

If not available, enter the date the request was received.

 

19

Enter the purchasing organization for which the contract must be setup.

For international agreements the P.Org is ZZ20.

 

20

Enter the Purchasing group of the requester of contract creation.

If other P.Group requested clarify the discrepancy with the buyer.

 

21

Hit Enter.

  

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22

On the appearing screen enter the company code of the requester.

 

The company code definition has no impact on contract creation. It is just a value to bypass the error.

23

Click .

  

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24

Enter the validity of the contract

 

It should never be more than 7 years, and it should never be 2999 or 9999, whatever asked by buyer

25

Define the language of the contract.

 

For international agreements, EN must be used.

26

Define the terms of payment of the contract.

 

The data shown are defined at P.Org level of the vendor and may not be the data contracted.

27

Insert target value.

Mostly used is 999.999.999 .

This limit will allow to create POs/invoices up to this limit.

28

Insert the Incoterms.

 

The data shown are defined at P.Org level of the vendor and may not be the data contracted.

29

Insert the ARIBA contract number.

Value: CW+7digits

 

30

Insert the responsible for the contract on the vendor side.
If the data doesn't fit in the field, use 30a , "Release Order text"

  

31

Click in to define the contract header conditions.

  

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32

Define starting and end date of condition.

 

End date usually left 31.12.9999 unless the condition has a time limit.

33

Select the condition to add.

Possible entries

 

34

Is intervals must be defined, select the line and click

  

 

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35

Insert the start of the interval for which the condition must be applied.

 

This field can be the end of the interval depending on the condition selected.

36

Chose the unit of measure from which the condition must applied.

  

37

Insert the condition to be applied.

  

 

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38

In the above example, the condition is defined as:

  • If the PO is between 10K€ and 20K€, there will be a discount of 1% to the total of the PO.
  • If the PO is between 20K€ and 50K€, there will be a discount of 2% to the total of the PO
  • All Pos over 50K€ will have a discount of 5%
  

39

Go back by clicking in twice.

  

40

Click in

  

 

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41

To define the partners first select the P.Org for which the definition must be made.

 

In this screen, even though the contract is created only for 1 P.Org, all the ones for which the vendor is created will be shown.

42

Clikc in

  

 

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43

Select the appropriate partner function.

Possible choices:

 

44

Select the vendor.

If not known, please follow steps 2 to 8 of this OP.

 

45

Click on twice.

  

46

Click on to enter the item definition.

  

 

2.3. Setup of Items

The creation of the contract items can be manual or automatic.

The generic rule is that, in case the service contract has up to 5 lines, their creation can be done manually. Repeat the steps of chapter 2.3.1 up to 4 times.

If the contract has over 5 items there is only the need to create the first line and the ones afterwards can be created by file upload.

2.3.1. Creation of First line

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47

Enter Value D

 

It corresponds to a service

48

Enter Value U (=unknown). This will enable for the account assignment to be defined upon the creation of the SES

  

49

Enter a brief description of the first item.

  

50

Enter the Material group of the item. Hit Enter or click .

  

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51

Enter the Service number (previously created).

  

52

Enter the value contracted for this service.

 

Repeat these steps if contract item has only few services assigned.

53

Go back with .

  

 

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54

Repeat steps 47 to 53 for as many lines as need to be created.

Only 1 service is to be created per line.

 

55

Save the contract.

  

2.3.1. Creation of additional services per line

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56

Enter transaction ZZMCCONTSERV.

  

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57

Enter the contract number

  

58

Enter the P.Org of the contract

  

59

Enter the vendor number

  

60

Chose "Test mode" or "Real mode" depending on the action.

Before running the transaction in "real mode" it is advisable to run it a first time in "test mode" to detect and correct errors.

 

61

Click .

  

62

Save the file before editing it.

  

 

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63

Add the services necessary per contract line.

  

64

Add the contracted price per each service.

  

 

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65

Finished file before uploading.

  

 

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66

Enter transaction ZZMCCONTSERV.

  

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67

Enter the contract number

  

68

Enter the P.Org of the contract

  

69

Enter the vendor number

  

70

Chose "Test mode" or "Real mode" depending on the action.

Before running the transaction in "real mode" it is advisable to run it a first time in "test mode" to detect and correct errors.

 

71

Select the file previously worked on and upload it.

  

72

Click .

  

 

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73

These warning messages do not block the creation of service lines they just alert that the same service is being used repeatedly.

  

74

Number of service lines to be created.

  

75

Click on .

  

 

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76

Select the last line shown with your user.

  

77

Click

  

 

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78

Select "Display errors only"

If there are several lines to be created (over 100) it is preferable to run the session in background.

 

79

Click .

  

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80

Enter transaction ME33K.

  

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81

Enter the contract number and hit Enter.

  

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82

In the contract display the number of lines can be confirmed and click .

  

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83

In the service list of each contract line you can confirm the services were created with the value defined on the Excel file.

  

3. REFERENCES

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

File name

Document type

Document title

List of OPS related to PRO 20.1

PRO

xxxx