Automatic Document Adjustment when Conditions Change in SAP MM

Use

If conditions change after a purchase order has been created and if the new conditions are to apply, the system can change the conditions automatically in all the documents concerned. This avoids invoice differences occurring, for example, or the wrong moving average price being updated.

The vendor changes the order price before the invoice is paid.

Prerequisites

Documents can only be changed automatically by the system as long as no follow-on documents have been generated. Order data, for example, can be changed as long as no invoices have been received or labels printed. If a goods receipt has been posted, the movement data is corrected during Invoice Verification. This is also the case for conditions requiring subsequent settlement.

The system does not take any conditions into account, and no prices are determined.

Features

The system looks for the documents in which the changed conditions are to apply and adjusts them accordingly.

Documents are changed automatically in the same way as if you had changed the documents manually. In the case of a purchase order, the document is completely revaluated. This also occurs even if only one conditions has changed, since the condition could be a header or group condition.

When you save a document, the system updates all the data that would normally have been updated if you had changed the document manually. Since the system is aware of the exact conditions involved, it does not carry out a complete new price calculation but uses a pricing variant to determine the changed condition records. For this to take place, however, both the old and the new pricing data must be available in the system.

Activities

You trigger adjustment of the document from the Purchasing menu by choosing
Purchase order ® Follow-on functions ® Automatic document adjustment or if you are working in a Retail system Purchasing ® Purchase order and then Purchase order ® Automatic document adjustment.

Updating Prices in the Background in SAP MM

Prerequisites

You have created a job variant in which you have defined contracts, scheduling agreements, or info records that are to be processed.

Scheduling agreements must have time-dependent conditions.

It is not absolutely necessary to use this function, since the system updates prices automatically as of Release 4.0.

Procedure

1. Choose Outline agreement or Master data ® Contract or Scheduling agreement or Info record ® Follow-on functions ® Set prices in background.
2. Define the criteria for the job and save.

Result

The system carries out a new price determination process for the documents specified in the job variant (that is to say, the currently valid conditions are applied in order to determine the current price).

If you did not carry out a test run and the price that is determined varies from the price in the contract, scheduling agreement, or info record, the previously existing price is replaced by the new, up-to-date price.

Maintaining Variant Conditions in the Info Record in SAP MM

Prerequisites

The material for which the info record is to be created or changed is configurable.

Procedure

1. Choose Master data
® Info record ® Create or Change.
2. Enter the vendor, the configurable material, the purchasing organization, and the plant.
3. Press
ENTER.
4. Make the necessary specifications (see
Creating an Info Record for a Material With a Master Record).
5. Choose Extras
® Variant conditions.
6. Enter a variant key.
7. Select the variant key and press
ENTER.

A box containing the condition types defined for the variant key appears.

8. Choose the desired condition type and specify the period during which the discounts and surcharges are to apply.
9. Enter the amount and save.

Result

The next time the material is needed in a sales order (i.e. the configurable material is either reconfigured in such a way that a characteristic value is reached or it is already so configured), a requisition is generated for it and converted into a purchase order, the system applies the variant conditions when determining the purchase order price.

See also:

Variant Conditions in Purchasing

Changing the Currency in SAP MM

You can

• Convert the default order currency in the vendor master record to "euro". The minimum order quantity is adjusted accordingly.

To do this, choose Environment ® Currency conversion ® Vendor.

• Convert the currency in time-dependent conditions in info records, contracts, and scheduling agreements and in customers’ own conditions to "euro" as of a certain key date.

To do this, choose Environment ® Currency conversion ® Conditions.

You can choose a different currency than the euro.

• SAP MM Material Master Data
• Master Records from the SAP MM Purchasing View
• Working with SAP MM Purchasing Documents
• SAP MM Purchasing Document
• SAP MM Purchasing Menu

Changing Prices Collectively in SAP MM

You can change a vendor’s prices in info records, contracts, or scheduling agreements (only those with time-dependent conditions) in two ways:

• Gross price

The price change is applied directly to the gross price.

• Condition type

The price change relates to one particular condition type only. If the price change solely affects the freight costs, you can restrict the change to the condition type for freight costs.

If price scales exist and the period in which the changes are to be effective overlaps the validity periods of the scale levels, only the price in the first scale level is changed and this value is adopted in the remaining levels.

The info record for the material Steel 1 and vendor Miller Corp. contains the following price scale:

12.01.1997 to 12.31.1997: $100

01.01.1998 to 31.12.1998: $120

You increase the prices of the conditions in the period 12.01.1997 to 12.31.1998 by 10%.

The price scale is then as follows:

12.01.1997 to 12.31.1997: $110

01.01.1998 to 31.12.1998: $110

Procedure

1. Choose Master data
® Conditions ® Vendor price change ® .

The initial screen appears.

2. Enter the purchasing organization, vendor, and your remaining selection criteria.
3. Specify whether the price change relates to the gross price or a condition type.

– Gross price

Enter either an absolute value or a percentage.

– Condition type

Cancel the selection of the Gross price field and enter the condition type and an absolute value or a percentage.

4. Via the Sign (+/-) field, specify whether the relevant value is positive or negative, or whether the condition (but not the +/- sign) is to be overwritten.
5. If the change is not to apply to the price levels of a scale, cancel the selection of the Scale lines field. Price changes in scales are only possible if they are expressed as percentages.
6. Define the validity of the price change in one of the following two ways:

– Enter the validity period in the Conditions valid from/to fields if the price change applies to a certain time period.

SAP recommends this procedure.

Please note that the existing validity periods are changed in accordance with the newly entered time period.
If, for example, the conditions of an info record apply to the current year, but the price change applies only to the months May and June, the system divides the previous time period into three sub-periods: January - April, May - June, and July - December.

– Enter the date as of which the change is to take effect in the Conditions valid on field. The change is then effective for all conditions that are valid on this key date.

7. In the standard system, price changes are initially only simulated. To implement the changes, you must cancel the selection of the Test run field.
8. Choose Program
® Execute.

The old and new prices are displayed with the validity period.

9. Save the changes.

• SAP Purchase Orders Item Category
• What is Purchase Order in SAP?
• Purchase Orders
• Archiving RFQs Request for Quotation
• Monitoring RFQs and Request for Quotation
• Rejecting Request for Quotation
• Comparing SAP MM Request for Quotation
• Entering a Quotation Against an SAP MM RFQ

Maintaining Customers’ Own Conditions in SAP MM

Prerequisites

If you need your own key combinations for conditions and have therefore created your own condition tables, you can create condition records in these.

An access sequence must be assigned to the condition.

If you use this function to enter conditions for condition types that are not defined in the standard system, please ensure that the link to the condition type is established in your calculation schema. This also applies if you have changed the calculation schemas in the standard system.

Daily Ruling Prices for Metals

You also maintain ruling metal prices at this point.

When you maintain the gross price in the purchasing info record, you must maintain a condition for the precious metal price on which this gross price is based. Condition type GAU1 is available in the standard system. Maintain a gold price of $20 per gram for this condition type, for example.

Procedure

1. Choose Master data
® Conditions ® Other ® Create.
2. Enter the condition type.
3. Choose one of the following menu paths:

– List all condition records for the condition type according to your selection criteria

Choose Environment ® Condition info and enter the selection criteria. After Execute, you will see all the condition tables that contain records for the relevant condition type.
You can also make changes at this point.

– Create condition records in a certain condition table

Choose Edit ® Key combination, select the key for the desired condition table, and press ENTER.
Create the conditions.

4. Save your input.

Listing General Conditions in SAP MM

1. Choose Master data
® Conditions ® Prices ® By material group or Discounts/surcharges and then the desired level (e.g. By vendor sub-range).
2. Enter your selection criteria.
3. Choose Program
® Execute.

The conditions for the chosen level are displayed on the price overview screen.

4. If desired, process the conditions
   See
Creating Conditions on the Price Overview Screen and Changing Conditions on the Price Overview Screen.

• SAP Purchase Orders Item Category
• What is Purchase Order in SAP?
• Purchase Orders
• Archiving RFQs Request for Quotation
• Monitoring RFQs and Request for Quotation
• Rejecting Request for Quotation
• Comparing SAP MM Request for Quotation
• Entering a Quotation Against an SAP MM RFQ

Listing Conditions for a Contract in SAP MM

1. Choose Master data
® Conditions ® Prices ® By contract.
2. Enter:

– The contract only (if you wish to list the header conditions)

– The contract and the item number (if you wish to list both header and item conditions)

3. Choose Program
® Execute.

The conditions for the contract are displayed on the price overview screen.

4. If desired, process the conditions
   See
Creating Conditions on the Price Overview Screen and Changing Conditions on the Price Overview Screen.

You can also list further contracts to be processed. You can then transfer contracts from this list to your original list and process them there.

To do so, choose Edit ® More contracts ® For material. After Execute, you see the other contracts for this material. Select the desired contracts and adopt them in your original list.

• SAP Purchase Orders Item Category
• What is Purchase Order in SAP?
• Purchase Orders
• Archiving RFQs Request for Quotation
• Monitoring RFQs and Request for Quotation
• Rejecting Request for Quotation
• Comparing SAP MM Request for Quotation
• Entering a Quotation Against an SAP MM RFQ

Listing Conditions for an Info Record in SAP MM

1. Choose Master data
® Conditions ® Prices ® By info record.
2. Enter:

– The vendor and material or material group, or

– The info record

– The plants (if you wish to list the conditions for certain plants only)

3. Choose Program
® Execute.

The conditions for the relevant info record are displayed on the price overview screen.

4. If desired, process the conditions
   See
Creating Conditions on the Price Overview Screen and Changing Conditions on the Price Overview Screen.

• What is Purchase Order in SAP?
• Purchase Orders
• Archiving RFQs Request for Quotation
• Monitoring RFQs and Request for Quotation
• Rejecting Request for Quotation
• Comparing SAP MM Request for Quotation
• Entering a Quotation Against an SAP MM RFQ

Listing and Processing Conditions (Gen. Overview) in SAP MM

There are various ways of processing conditions.

• You can call up a screen with a general overview of all selection criteria.
• You can call up screens with restricted selection criteria (and thus select by contract or material group only, for example).

Procedure

1. Choose Master data
® Conditions ® Prices or Discounts/surcharges ® General overview.
2. Enter your selection criteria.

• What is Purchase Order in SAP?
• Purchase Orders
• Archiving RFQs Request for Quotation
• Monitoring RFQs and Request for Quotation
• Rejecting Request for Quotation
• Comparing SAP MM Request for Quotation
• Entering a Quotation Against an SAP MM RFQ

• You enter a contract and an item number.
• You enter a vendor and a material group.

3. Choose Program
® Execute.

The conditions satisfying the selection criteria are displayed on the price overview screen.

4. If desired, process the conditions.
   See
Creating Conditions on the Price Overview Screen and Changing Conditions on the Price Overview Screen.

Setting the Market Price in SAP MM

1. Choose Master data
® Conditions ® Prices ® Market price.
2. Enter the material for which you wish to maintain a market price.
3. Choose Program
® Execute.

If a price has already been maintained, it is displayed.

4. To enter a new price or change an existing one, position the cursor on the material and choose Condition
® Create or Change.
5. Enter the amount and specify a validity period (if applicable).

The remaining functions on this screen have no significance with regard to the market price.

6. Save your data.

• Configurable Materials in SAP Purchasing
• Archiving SAP Purchase Orders
• Monitoring SAP Purchase Orders
• Blocking a SAP Purchase Order
• Cancelling a SAP Purchase Order
• Changing a SAP Purchase Order

Maintaining Time-Dependent Conditions in SAP MM

1. Create the desired document (info record, quotation, contract, scheduling agreement) or choose one you wish to change.
2. Choose one of the following menu paths:

– Header ® Conditions

– (After selecting an item) Item ® Conditions

– Extras ® Conditions (from the Purchasing Organization Data 1 view in the info record)

3. If several main conditions exist, you will see a dialog box allowing you to choose the desired condition.

If several validity periods have been defined, you will see a dialog box containing the existing ones. Choose an existing period or create a new one.

The condition screen appears. The main condition has been inserted.

4. Enter the validity period and the amount of the main condition.
5. Display the supplementary conditions belonging to the main condition:

Choose the Default condition supplement button from the button bar at the end of the screen and enter the relevant amounts.

You can delete conditions for which you do not wish to enter any amounts. To do so, choose the Restore supplementary conditions button and click Yes to confirm in the dialog box which then appears.

6. If desired, you can create scales for conditions:

a) Select the condition.

b) Choose Goto ® Scales.

c) Specify which amount applies as of which quantity or value. Note that the first quantity (or value) should normally be 0.

Quantity	Amount
0	10
100	9
200	8

If the quantity 0 were not specified, the system would not determine a price for quantities below 100.

3. If desired, specify a price range on the detail screen for a condition. Choose Goto ® Details and enter the necessary data in the Lower and Upper limit fields.

If the condition in the purchase order is changed manually and the price range is not adhered to, the system issues an error message.

4. Save your data.
5. Configurable Materials in SAP Purchasing
6. Archiving SAP Purchase Orders
7. Monitoring SAP Purchase Orders
8. Blocking a SAP Purchase Order
9. Cancelling a SAP Purchase Order
10. Changing a SAP Purchase Order

Maintaining Time-Independent Conditions in SAP MM

1. Create the desired document (purchase order, quotation, scheduling agreement) or choose one you wish to change.
2. Choose one of the following menu paths:

– Header ® Conditions

– (after selecting an item) Item ® Conditions

The condition screen appears.

If conditions can be adopted from an already existing document, or general conditions are valid, these are inserted.

3. Enter the desired condition types with their amounts.
4. Save your data.
5. Configurable Materials in SAP Purchasing
6. Archiving SAP Purchase Orders
7. Monitoring SAP Purchase Orders
8. Blocking a SAP Purchase Order
9. Cancelling a SAP Purchase Order
10. Changing a SAP Purchase Order

Maintaining Conditions in SAP MM

Use

You have the following options:

• You maintain time-dependent conditions for info records, RFQs, scheduling agreements, and contracts directly in the info record or purchasing document.
• You can also enter document conditions for contracts and info records via the master data menu. SAP recommends maintaining such conditions via the relevant document.
• Time-dependent general conditions are always maintained via the master data menu.
• Time-independent conditions are always maintained directly within the relevant document.
• In addition, you can do the following via the master data menu

- Define the market price for a material

The Vendor Evaluation component uses this figure to compute a vendor’s price level.

- Maintain condition records for condition types you have created yourself

- Change the prices in info records, contracts, or scheduling agreements on a collective basis

How conditions are maintained depends on whether they are time-dependent or time-independent.

The following table shows which conditions can be maintained for which documents.

	Time-dependent conditions	Time-independent conditions
Info record	Yes	No
Quotation	Depends on document type	Depends on document type
Scheduling agreement	Depends on document type	Depends on document type
Contract	Yes	No
Purchase order	No	Yes

You can specify both time-dependent and time-independent conditions at header and item level. The conditions in the info record are an exception: these are stored at info record level.

In the case of time-dependent conditions, you can additionally enter:

• Supplementary conditions
• Validity periods
• Scales
• Upper and lower limits

• Configurable Materials in SAP Purchasing
• Archiving SAP Purchase Orders
• Monitoring SAP Purchase Orders
• Blocking a SAP Purchase Order
• Cancelling a SAP Purchase Order
• Changing a SAP Purchase Order