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OTB-Relevant Contacts

Use
Contracts often have a longer validity period than the periods in budget
planning and are generally created before purchase orders are created.
Nevertheless, you can integrate contracts and release orders into the OTB
check. To do so, you distribute the contract value amongst the planning
periods using the internal contract apportionment. There is no strict budget
reservation, but when you do this an OTB reservation made.
You can configure the system so that a purchase order with reference to the
contract (release order) can be created, even if the reserved contract budget
is not sufficient. This enables you to give the release order priority treatment.
Seasonal procurement differentiates between OTB-relevant and non-OTBrelevant contracts. The system performs an OTB reservation for OTB-relevant
contracts.
Integration
When creating and changing contracts using transactions ME31K and ME32K,
the system also creates an internal contract apportionment if required. For
more information, see Internal Contract Apportionment Processing.
For more information about using contracts, see Contract Use and Contract
Budget.
You can monitor contract data in the Contract Monitor. For more information,
see Contract Monitoring.
Prerequisites
You need to make the following settings for processing contracts in
Customizing for Seasonal Procurement under Start of the navigation path
OTB Check Next navigation stewpots Check: Maintain Document TypeDependent Setting sin the Contract Customizing group box. End of the
navigation path
Note
The settings each relate to one contract type.
OTB Relevance
You have flagged whether the contract is OTB-relevant.
Contract Reservation Level
You have set the header or item level for OTB reservation.

Quantity contract
Header- and item-related reservation are possible. Here you process
quantities (in base unit of measure) that the system converts into values.
Value contract
Only header-related reservation is possible. Here you distribute the target
value directly amongst the delivery periods. The value entries at item level
are of secondary importance and are not relevant from a business point of
view.
Note
With header-related OTB reservation, all items in the contract must be
assigned to a single budget for each planning period.
With header-related quantity contracts, all items must have the same base
unit of measure.
Distribution using target value or item quantities
You have defined whether the contract budget is to be distributed using the
contract target value or the item quantities.
Error handling
You have defined how the system is to react to the following situations:
OTB reservation for the contract ends with a negative check result
A problem occurs in the OTB check when processing a purchase order with
reference to a contract
You can choose whether the system issues a message and creates the
document anyway, or cancels processing with an error, and does not create
a document.
This means that provided you have made the appropriate system settings,
you can still create a contract even if the result of the reservation check was
negative.
Using offsets
If you want budget reservation to take effect in the case of release orders
whose delivery date is after the end of the contract, you have configured an
offset value. This states the number of delivery periods after the end of the
contract validity to be taken into consideration for the OTB check.

Internal Contract Apportionment


Processing
Use
The internal contract apportionment distributes the contract budget amongst
the delivery periods defined in budget planning. It is the result of the OTB
reservation and ensures that sufficient budget is available for the enter
length of the contract. In the standard system, the values or quantities are
automatically distributed evenly. You can change the way they are
distributed using this function.
At the end, the total of all individual values or quantities in the internal
contract apportionment must be the same as the quantity (or value) entered
in the contract the contract is only created if you adhere to this rule.
Integration
When you create or change an OTB-relevant contract using
transaction ME31K or ME32K, the system automatically creates an internal
contract apportionment and opens it automatically when you save so that
you can process it.
To call these transactions, on the SAP Easy Access screen, choose
Logistics Retailing Purchasing Purchase Order Outline Agreement
Contract

Create

Change
Business Add-In
You can implement customer-specific values for your internal contract
apportionment settings using a Badin. For example, you can override the
equal distribution if you want to distribute the majority of your contract
budget to the first delivery periods. This Badin can be found in Customizing
for Seasonal Procurement under Open-to-Buy Enhancements Using
Business Add-INS Badin: Maintain Internal Contract Apportionment .
Prerequisites
The prerequisites for OTB-Relevant Contracts apply.
You are processing an OTB-relevant contractand have entered and saved the
necessary data.
Features
You can process the internal contract apportionment as soon as you have
saved a contract (after creating or processing it) or in the Header Data:

Contracts application function in the contract monitor. We would like to point


out the following functions:

You can display header and item data for the internal contract
apportionment.

You can switch between two views internal contract apportionment


for each item or for each period.

You can change values or quantities for the delivery period for each
item or for the contract as a whole.

You can distribute the values or quantities in the internal contract


apportionment items manually or automatically (with support from the
system).

If you quit internal contract apportionment processing (starting from


transactions ME31K and ME32K ) without saving, the system returns to the
display or the processing of the standard contract (or to processing the
contract monitor if you processed the internal contract apportionment
there).

In the case of generic articles, you can display the detailed assignment
of the variants to the budget.
Activities
1.
To change the internal contract apportionment ( without processing the
underlying contract ), choose with the quick info text Intern. Contract
Apportionment in the contract monitor in the application functionHeader
Data: Contract s.
Note
If you want to change the contract as well as the internal apportionment,
you can do this by recreating or changing the contract.
2.

You process the following data:


The Quantity Apportioned column in the case of a quantity
contract

The Value in Internal Contract Apportionment column in the case


of a value contract
To move to a different contract item, choose
with the quick info
text Choose Item .
To clear all distribution fields, choose
with the quick info
text Initialize Distribution .
To display additional fields with budget information, such as, Planned
Budget, Free Contract Budget, Available Budget , choose
with the quick
info text Additional Budget Data .
To call automatic distribution (according to standard system or BAdI),
choose
with the quick info textDistribute .

3.
4.
5.

6.

7.

To display the budget assignment for variants of a generic article, place


the cursor on a budget number and choose Display Variants in the context
menu.
8.
Make sure that the Contract Quantity to Apportion field contains the
value 0 in each row at the end of the distribution.
9.
To copy the entries, choose Copy .
The system saves the OTB-relevant contract.
Example
You are processing a quantity contract item for a single article with a
quantity of 1000 and price per unit of USD 10. The system distributes the
quantity (and the values) evenly across all delivery periods. You change the
distribution of the quantity in the internal contract apportionment rows as
follows:
Delivery Period

Previous Quantity

New Quantity

Previous Value

New Value

250

500

2500

5000

250

200

2500

2000

250

200

2500

2000

250

100

2500

1000