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6.3.

1 Business Functions
Contract management has various functions that you can imple ment based on
your business needs. The sales contract structure is similar to any other sales
transaction in SAP CRM in that it contains both header and item data. The
header data is configured based on the transaction type, and the item data is
configured based on the item category.
There are two types of contracts in SAP CRM:

• Quantity contract
This is an agreement that the custom er will buy a cerLain quantity of the
prod uct for a certain validity period. The transaction type for quantity
contract is QCTR.
• Value contract
This is an agreement that the customer will buy a certain value of product for
a certain validity period. The transaction type for value contract is VCTR.

The following sections look at the various functions found in contract


management.

Price Agreements

A price agreement is consent between a customer and an organization


pertaining to a specific price for a specific product. These are condition records
that are assigned to a contract as a part of the price agreements. The
prerequisite to main· tain a price agreement is the condition maintenance
technique, which is assigned as a condition group to the item category or the
contract transaction type.

Maintaining Price Agreements

SAP recommends maintaining the price agreements at the item level only. This
helps duringcontract determination by providing a popup for multiple contracts
when creat ing a sales order for one specific item. The header price agreement in
the contract doc ument is applied to the header condition price in the sales order.

You can configure price agreements via the configuration path, SPRO , CRM ,
T RANSACTION • SETTINGS FOR CO NTRACT • PRICE AGREEMENTS AND CONFIGURATION.
Actions
Actions can be configured in contracts to helter service the customer and take
proactive steps when contracts are nearing their expiration date. You can assign
an action profile to the contract transaction type or to the item category based on
whatyour business needs.

Releasable Products

Releasable products are the products entered at the item level within a
contract. You can enter the product number or the product category on the
contract trans· action. These products are assigned with condition types and
special pricing assigned to them. These are then released to create the release
order.

Authorized Partner

An authorized partner can be used to determine the contract in the sales order
when multiple parties are involve d. For example, if there arc muhipie sold-to
par ties that should be authorized to release the contract, and the determination
of the contract on the sales order should be based on these, then the authorized
partner configuration should be activated. You can also enter one or more
group hierarchies in the contract. When you create a salesorder for one of the
business partners in the hierarchy, the system determines the relevant contracts.
You need to configure the authorized partner check in the sales order
transaction type to activate the SEARCH AuTH. PARTNER functionality. asshown in

..
Figure 6.23. You can choose A, B, or C based on your business needs.

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Figure 6.13 Authorized Partners in Contract Search

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-

Appropriate authorized partners should be set as the sold-to parties in the sales
contract to make use of this functionality.

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Sales Contracts I 6 .3

Cancellation
You can configure cancellation roles and cancellation reaso11s for the
contracts being created in SAP CRM. You can set up a functionality based on
your business needs to notify and cancel the contract by a speclfk partner
function If required. You create the canceUation rule and assign it to the
cancellation procedure. The ca11cellation procedure is assigned to the contract
transaction type. When the can· cellation is complete, the contract transaction
and release orders can't be created further after the contract is set to complete.
Use the following configuration path to set up the cancellation procedure: SPRO
• CUSTOMER RELATIONSHIP MANAGE· MENT • TRANSACTIONS • SETIINGS FOR
CONTRACTS • CANCELLATION.

Dates in Business Transaction


Dates in the contractS are imponant because they control the validity period of
the contract. You can configure date management within the sales contract to
define the contract duration (e.g.. if the contract term is six months. and the con·
tract end date is today's date plus six months). To configure date management,
assign dace profllc to the contract transaction type and the contract item
category via the menu path, SPRO. CRM . BASIC FUNCTIONS. DATE MANAGEMENT
. DEFINE DATE PROFILE.

Completion Rules
You can configure the completion rules based on your business needs. The item
category configuration drives the behavior for the contract completion based on
the speciflc business scenario. There are four options available at the item cate·
gory level:
"' TARGET/QUANTITY VALUE CAN BE EXCEEDED
I> A -TARGET/QUANTITY VALUE CANNOT BE EXCEEDED
"' 8 -TARGET/QUANTITY VALUE CAN BE EXCEEDED ONLY ONCE
"' C- SPLIT RELEASE ITEM WHEN THE TARGET QUANTITY IS EXCEEDED
Figure 6.24 shows the item category with the COMPLEilON field.
X

Figure 6.J4 Item Category Contract Data - Completion field

6.3.2 Configuring Sales Contracts


In this section, we' ll use an example lo display the configuratio n s teps for a ty pi cal
sa les co ntr act in SAP CRM.

Define the Transaction Type


In our example, the quantity contract (contract transactio n type: ZQCT) co nflgu·
ration shows Lhe transaction type details and Lhe business transaction categories
assigned to it.

The co ntract TRANSACTJON TYPE s hown in Figure 6.25 is similar to other business
transactions in SAP CRM. Here. you assign Lhe leading business transaction as a
BUS2000121 SALES CONTRACT and configure the product determination, profiles,
and numb er rang e assignment.

The Q u ANT1TYN ALUE CO NTRACT field specifies whet her the contract is a quantity
contract, value contract, or quantity and value contract. Because the example here
is a quantity co ntra ct, the setting is A.
ales Lontracts I 0 .3

- ll.1loQ-Str\ctue
-- --;::========================
TI.-...CID'I T)'le ZCTR
=i.
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ty/VuContract
El
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ONteProd.cl Order
N.n't.
Nw#fS C!'le(j, Ptcd.ct I)
Ptoftltb Mern. ldan!il
Ptod.ctSib!-

Figure 6.25 Defln,tion of Transaction Type: Quantity Contract

Price Agreement Configuration


The price agreement is a core function in the sales contract configuration
because it determines the contract price on the release order. For this function to
work, you need to assign the price agreement condition types to the sales
contract. To assign the condition type as a price agreement to the sales contract,
you need to assign the condition group to the contract transaction type. Figure
6.26 shows the CONDITION GROUP ZMAINTGRP assigned to the sales
contract. This enables you toadd the condition types on the sales contracts within
the PRJCEAGREEMENT tab.
You still need to create the condition tables, access sequences, and condition
types co make the appropriate assignments. After the condition type isset up,
cre ate the pricing procedure, and assign this condition type co the contract
pricing procedure. Afler the pricing act.ivities arc done, assign these condition
types to the condition techniques to form the basis for the condition group. You
can con figure the condition maintenance group in the configuration path,
SPRO • CRM • TRANSACTION • SEITINGS FOR CONTRACT • PRICE AGREEMENTS AND
CONFIGURATION.
ales Lontracts I o .J

Contract Determination

To determine the contracts on the sales order, you also need to activate the CONTRACT
DETERMINATION field in the sales order transaction type configuration. There are three
options: No CONTRACT DETERMINATION, E•ONLY AT ITEM LEVEL: AsSIGN IMMEDIATELY
IF UNIQUE, AND F-ONLY AT ITEM LEVEL: ALWAYS WITH SELECTION OPTION. This flag isn't at
the
item category level and is only at the transaction level.

Item Category Configuration


When you add items to the contract transactions, you can have different
controls at the item level versus at the header level. This relates to the prof'lles
such as the date profile. action profile, partner determination procedure. and
more. You can configure the item category profiles based on your business
needs. The configu ration logic and steps are already covered in Chapter 3.
The object type for the contract item category should be BUS2000135 CRM
QuantityNalue Contract Item. The most relevant data for the contract item cate
gory is the pricing and contract data (i.e., contract completion). Figure
6.29shows the BILLING 01\TAICREDTT, PRICING DAT/\, and CONTR/\CT DAT/\
sections.

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Figure 6.29 Item Category Configuration

You'll need to activate the pricing. asshown in Figure 6.29, under PRJCING
DATA and mark the completion settings based on your business scenario, that Is,
whether you want to exceed the quantity or not when creating the release order.
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Figure 6.26 Contract Transaction Profiles

Only a limited number of business transaction categories are assigned to the


sales contract transaction type; in this case, it's BUS2000115 SALES and
BUS2000121 SALES CONTRACT (see Figure 6.27).

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IIeJ ';J:-

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Figure 6.27 Business Transaction Categories

Figure 6.28shows the business transaction category sales details, which consist
of configuration around credit check data, pricing data, and paymentdata.

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?CTI Qus,...,ea,,,,et
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Figure 6.28 Customizing Sales Header


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In genera l, Availab le 10 Promise (ATP) isn't activated at the contract document
leve l because a business won' t hold stocks while the contracts are being created.
But, if there are any business scenarios that require 1he ATP check to trigger at the
contract document, then you need to activate it at the item category.

Copy Control Header and Item

To determine the contracts on the sales order, you'll need to configure the copy
controls at 1hc header and Item level. Figure 6.30 shows the copy contro l sc u l ng
at the transaction type, which can be con figured based on your business needs via

SPRO • CRM • TRANSACTIONS • BASIC SETTINGS • CO PYING CONTROL FOR BUSINESS


T RANSACTIONS • DEFINE COPYING CONTROL FOR TRANSACTION TYPES.

scuceinns.
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ilcoobol
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COrroleta.......,..
ccr,,w,o,cww El
JCw, l'l'w:e eernents
&c*,de Tl!ffd>te HerMd,y

Figure 6.30 TransactiOn Type Copy Contro l

The following fields arc found on this screen (sec Figure 6.30):

1> COPY ITEM NUMBER


This copies the item numbe r from the sales contract to the sales order item. If
this checkbox isn't selected, the item number is determined automatically in
the sales order based on the numbering configuration.
I> COMPLETE REFERENCE
This copies the entire transaction information from the source to the target
transaction.

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" COPYING ROUTINE
This is the field whereyou can assign the copy control BAdl implementation
LO achieveyour specific business scenario during data copy from sales
contract to the sales order. This senlng is at the document level.
" COPY PRICE AGREEMENTS
This is checked when you want to copy the price agreement condition type
from the sales contract to the sales order at the header level.
" EXPLODE TEMPLATE HIERARCHY
This option specifies whether the existing template hierarchies are to be
expanded when they arc copied.
" COPY PO DATA
The PO data is copied from the sales contract to thesalesorder when this
check box Is activated. The purchase order number and purchase order date
are cop ied from the sales contract to the sales order.
The item category copy control is configured via the configuration path, SPRO •
CRM • TRANSACTlONS • BASIC SETTINGS • COPYING CONTROL FOR BUSINESS T RANSAC·
TlONS. DEFINE COPYING CONTROL FOR ITEM CATEGORIES. The following arc some
of the settings found there (see Figure 6.31):

" COPYING ROtrrlNE


This field is where you can assign the copy control BAdl implementation to
achieveyour specific business scenario during data copy from thesales
contract to the sales order. Thissetting is at the item level, meaning the item
data copied can be altered based on this routine.
" COPY CONDITIONS
Ifyou're adding the condition type in the pricing procedure of the sales con
tracts when creating the sales contract, and you want to copy this condition
to the sales order, then set this to c. 0, or G based on your specific scenario.
You
can choose not to copy the condition as one of the options.
" COPY CONFIGURATION
This specifies whether the configured products are copied to, or newly deter
mined in, the follow-up transaction.
" Fix
This dictates whether the configura1ion can be changed in the target
transaction.
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" GENERATE PRODUCT /\.\ASTER DATA AGAIN
Ifyou set this indicator, all product master attributes are regenerated again in
the target transaction. For example, the price reference material or units of
measurement (UoM) is copied from the contracts transaction if this indicator
isn't checked; otherwise, the price reference material or sales UoM will be
picked up from the producr master data instead of the contracts in the target
transaction.

" PRJCE AGREEMENTS


This should be checked when you want to copy the price agreement
condition type from the sales contract to the sales order at the item level.

" COPY SURVEY


This specifies whether a survey that is linkedto the source transacrion should
be copied into the target transaction.

SOWCt ltomQt. QCTR


T>rv•t tomOL TAI

L='.
bflll)lodt Stnl<tMr'1J<H QOOds
Coll'l'Con ..------------------.,...,

Figure 6.31 Item Category Copy Control

Business Scenarios
Let's look at a business example to bener understand the sales contracts
configu ration cycle. In our business scenario, the furniture manufacturing
Company FM1 has negotiated a price with Customer C1, who is a prime
customer and a distr ib utor of the furniture in the East Coast of the United
States. Because the distributor has multiple warehouses categorized as ship-to
parties, the distributor wants to set up the quantity contract priceat theship-to
and material level. For this reason,
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FM1 wants to sets up the contract for a validity period of one year and creates a
price agreement al the ship-lo and material level.
To achieve the preceding business scenario, the following steps need to be taken
to create the contract and conOgure il based on the customer's needs:

1. Configure the contract transaction type.


2. Configure the contract item category.
3. Maintain the copy control setting from the contract transaction to the sales
order and from the contract item category to the sales order item category
4. Crea te a condi1ion table al the ship-to and material level, and assign the
table to the access sequence.
5. Create the condition type and assign the access sequence that consists of
che table with ship·lo and material fields.
6. Maintain the pricing procedure with the condition type assigned co it.
7. Maintain the price determination procedure for the contracts.
8. Maintain the same condition type that is added to the contract pricing proce·
dure into the sales order pricing procedure.
9. Add this condition type co the maintenance condition technique (condition
and condition 1echnique).
10. Create the contract, and assign the price agreement.
Figure 6.32 and Figure 6.33 show the quantity contract created for a validity
period of one year, with price agreements at the ship-Lo and material level at
$22 USD per UoM (SQ).

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o-.ii................ OIXJ UID

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..1 • 0U'.V'12,?IS OIXJUID

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..........
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Figure 6.31 Quantity Contract


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X

Figure 6.33 Price Agreement Assigned with Ship-To and Product ID

The sales order is crea1ed with the same ship-to and ma1erial assigned In the
sales conu-act price agreement. The popup for the contract appears, and it is
selected to apply the conu-act price. Figure 6.34 and Figure 6.35 show the
screenshot of the sales order created and the contract price applied.

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1 ti- 11 .:, I o,,,..,_._. I, ,- .

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Figure 6.34 Sales Order Created and Contract linkedto It

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....... •
.ac.. •
.........
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- ...
2200 OIO
2200 OIO
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Figure 6.35 Contract Price Applied to the Sales Order at Sh,p-To and Material Level
....._...,

r
r

376
Similar to our previous example, you can have some scenarios where the sales
contract's price agreements need to be set up at various levels(e.g.. material. mul
tiple ship-to parties. payer leve l, payer, shipping condition level, etc.). Based on
the business scenario, you need to conngure the condition tables and conngure
the condition techniques to drive the price agreements at different levels as men
tioned in the example.

Contracts can also be used in the distributor claims and rebate processing. In a
business scenario, ifyou want to do sales tracing to the distributorstock and track
the dollar amount that is sold from the distributor to the end customer, you can
use the distributorclaims and rebate processing functionality. You can learn more
about charg eback claims a1 SAP Help . Search for "Chargebacks and Distribu1or
Re bates" on SAP Hel p and se lect the "Chargebacks & Dist ributo r Re bat es (SAP
Library - Contract Management for Life Sciences)" In the results. Chargeback
claim management in SAP CRM (document rype: CBCD) functions like as so:

• Master data isset up (contract prices are loaded into thecontract using
contract 1ype MC - Master Contract or CMIC - Individual Contract). This is
where you set up the contracts to sell the product to the dimibutor. The
pricesset up in the contraCls are used to co mpare wilh the claims receipt by
the distributor.

• The claim (document type: CBCD) is received by the distributo r.

• Validation (document type: CBCD) occurs in the claim document to


compare the price from the contracts to the claims receipt.

• The claim (document type: CBCD) amount Is then calculated.

• The credit memo/debit memo (credit memo req uest do cume nt type CM RC
or debit memo request docume nt type CMDM in SAP CRM) is crea ted in
SAP CRM.

• Payment (credit memo/debit memo creation in SAP ERP) is received by the dis-
tr ib uto r.

• The reconciliation repon is run.

Contract management is categorized into quantity and value contracts. Based on


y our business needs. you can imple ment a ny of the contra c1 functio ns
discussed in this section.
377
6.3 .3 Data Exchange
If the sales contracts are created in an SAP ERP system and the contract determi·
natio n on the sales order occurs in an SAP CRM system, then the sales co n tra cts
are replicated from SAP ERP to SAP CRM.

You can run the initi al load with the adapter object name SALESCONTRACT to
load the contractS from SAP ERP to SAP CRM. After the initial lo ad is carried out,
thedelta change to the sales contract Oows automatically to the SAP CRM sys tem.
The following are prerequisites to loading the sales contract from SAP ERP to SAP
CRM:

• The same comract type and item categories should exist in both systems.
• The copy control setting is set up the same way between the sales contract
and sales order in both systems.

• Number ranges should be correctly defined in both systems.


• The same customer and product maste r data exist in both systems.
• The same organizational data must exist in both systems.
Uploading SAP CRM Contracts to SAP ERP

You can't upload SAP CRMcontracts to the SAP ERP system. SAP hasprovided
program CRM_CONTRACT_UPDATE_FROM_R3 in SAP CRM to download the contract
from SAP ERP to SAP CRM and sync the information. that is, update released
quantity/value and update missing document flow if any of the contracts are missing
with this information In SAP CRM.

6.4 Quotations
A quotation is an agreemen t between a customer and an organization that is often
referred to as a legally binding document for a specific product at a specific price
and for a specified period of time. A quotation is a document that is marked with
the item system status as a quotation. After the quotation is converted into a sales
order, the system status of the quotation is changed to QUOTATION ACCEPTED.

Quotations are convened into sales orders, or they can be copied 10 create
another quote. You can also create quotations from opportunities. In this
section, we'll look at the different business functions and conflguratlons that
can be per formed with quotations in SAP CRM.
378