Evaluating purchase contracts

If a purchase contract is used for a purchase order or a purchase schedule, you can evaluate the purchase contract during and after the purchase order or schedule procedure. During the contract's effectivity period, you can check if the deliveries take place as agreed in the contract. At the end of the contract's effectivity period, you can check if the agreed quantities were met.

Evaluating purchase contracts is mandatory if the Evaluate Contract before Deleting check box is selected in the Purchase Contract Parameters (tdpur0100m300) session.

To evaluate contracts in the Evaluate Purchase Contracts (tdpur3420m000) session:

  • The contract status must be Active
  • Call orders must exist for the contract
  • The time elapsed (%) must be more than the specified percentage

How a contract line is evaluated depends on the value of the Quantity Binding check box in the Purchase Contract Lines (tdpur3101m000) session. This check box determines whether the Agreed Quantity that you agreed upon with your purchase business partner is a mandatory quantity to purchase.

If the Quantity Binding check box is selected in the Purchase Contract Lines (tdpur3101m000) session, the Evaluate Purchase Contracts (tdpur3420m000) session prints the differences between:

  • The Called Quantity and the Maximum Quantity fields in the Purchase Contract Lines (tdpur3101m000) session.
  • The Called Quantity and the Minimum Quantity fields in the Purchase Contract Lines (tdpur3101m000) session.

If the Quantity Binding check box is cleared in the Purchase Contract Lines (tdpur3101m000) session, the Evaluate Purchase Contracts (tdpur3420m000) session prints the lines that exceed the boundaries that you specified in the Evaluate Purchase Contracts (tdpur3420m000) session.

You can accept small negative or positive deviations regarding the quantities. The deviations are calculated as follows in the Evaluate Purchase Contracts (tdpur3420m000) session:

(Called Quantity + Invoiced Quantity - (Agreed Quantity * Elapsed Time Factor)) ÷ Agreed Quantity * 100%
Note
  • The Called Quantity is increased when an order or schedule is linked to a contract. The Called Quantity is decreased again when an order/schedule line is processed in the Process Delivered Purchase Orders (tdpur4223m000)/ Process Purchase Schedules (tdpur3223m000) session.
  • The invoiced quantity is increased when linked purchase order/schedule lines are processed in the Process Delivered Purchase Orders (tdpur4223m000)/ Process Purchase Schedules (tdpur3223m000) session.
  • After a purchase contract is evaluated, the Evaluation [y/n/repeat] field is updated in the Purchase Contract Lines (tdpur3101m000) session.
  • Extrapolating can produce a distorted picture if, for instance, the largest quantities are delivered at the end of the contract period. In this case, an interim evaluation will show a backlog that does not correspond with reality.
  • You can also view the progress of a contract line in the Purchase Contract Line - Analysis (tdpur3513m000) session.
Example
  • Agreed Quantity = 100
  • Called + invoiced = 40
  • Contract duration = 10 days
  • Time Elapsed = 6 days
                     
Negative Deviation = 40 - (100 * 6/10) ÷ 100 = -20%

If this percentage is greater than the allowed percentage, the contract line is printed.

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