Mass Update Agreements with Supplier

This document explains how you perform mass update of agreement with a supplier.

Outcome

An agreement is either updated with new agreement lines on an existing agreement or creates a new agreement.

These files are updated:
  • 'Purchase Agreement Header' (MPAGRH)
  • 'Purchase Agreement Line' (MPAGRL)
  • 'Purchase Agreement Prices' (MPAGRP)

Before you start

  • Define the parameters in 'Define Settings for Agreements'.
  • Define the group ID on 'Purchase Agreement Selection Field. Open' (CRS746/B).
  • For 'Purchase Organization', the purchase organization identifier is defined in 'Purchase Organizations. Open' (PPS099) and setting a priority to search for the price is defined in 'Settings - Purchasing' (CRS780).
  • In 'Settings - Application messages' (CRS424) use an action F14='Create message types'. On (CRS424/B), search for message type '171' and activate on (CRS424/E).

Follow these steps

Mass update of an agreement

  1. Start 'Purchase Agreement. Open' (PPS100).
  2. Select a sorting order.
  3. Specify the supplier and agreement type (if sorting order 1 is used), and press Enter.
  4. On the B panel, highlight the selected supplier and agreement to update and use related option 15-'Mass Update'. (PPS125/E) is opened.
  5. On (PPS125/E), enable 'New Agreement' or 'Update agreement'. For 'New agreement', define the agreement group ID. The fields 'New curr code', 'Exchange rate type', 'Valid from' (mandatory), 'Valid to', 'Adjustment pct', 'Adjustment amount', 'Percentage threshold', 'Purchase organization' and 'Country of origin' constitute the changes you can do while creating a new agreement line. Specify a value which is not occupied by another agreement and it will become the agreement number of your new agreement. If you choose not to do this, you will automatically receive the next agreement number in the used agreement number series.
  6. On (PPS125/F), you can select on the fields 'OBV1-OBV4' from your selected group ID.
  7. Click 'Next' and you will get a confirmation message displayed on the screen. Once you confirm, the job PPS126CL will be submitted and displayed back on (PPS125/E).
  8. The new agreement is created with status 10-'Preliminary'.
  9. On (PPS125/E), you can enable 'Update agreement' while disabling 'New Agreement'. You can also define the 'Supplier', 'Agreement number', and 'Agreement group ID'. The updated 'Valid from' and 'Valid to' dates need to be within the 'Valid from' and 'Valid to' dates of the existing agreement. Also, the 'Valid from' date needs to be after any existing 'Valid from' date on existing agreement lines of the agreement which you intend to update. When you specify the 'Valid to' date, the program updates the existing agreement line with the value of 'Valid to' date prior to 'Valid from' date of the newly created agreement line, and two new agreement lines are created. The first new line contains the 'Valid from' date and 'Valid to' date as set in (PPS125), while the 'Valid from' date of the second new line contains the day after the 'Valid to' date of the previous line. Moreover, 'Valid to' date is blank if the agreement header 'Valid to' date is also blank. Otherwise, the value is equal to the agreement header.
  10. On (PPS125/E), you can specify value for the 'adjustment amount' along with the 'percentage threshold'. The fields are used to calculate for the new purchase price of the new or existing agreement line. If the calculated new purchase price is within the percentage threshold limit, a new agreement line is created with the original purchase price and the adjustment amount, while another new line is also generated with the original purchase price. Also, you can specify negative value for the 'adjustment amount'. If the 'adjustment amount' is set while field 'Percentage threshold' is equal to zero, the calculated new purchase price is updated with the adjustment amount and the original purchase price.
    Note: During the mass update of purchase agreement, if the calculated new purchase price does not decrease below the defined threshold limit, an error log is sent to 'Application Message. Open' (CRS420) with application message type 171 'Error exists for mass update of purchase agreement'. There are also other detailed messages, linked to this application message and recorded in 'Detailed Mail Message. Open' (CMS421). The 'Data identity reference' field in (CMS421) reflects the sequence number of the line that failed to update. Additionally, in (CMS421), related option 11-'Open' can also be selected and it leads the user on (PPS101/E), allowing a display view of the record that failed to update.
  11. On (PPS125/F), you can make selections on the fields 'OBV1-OBV4' from your selected group ID.
  12. Click 'Next' and a confirmation message will be displayed on the screen. Once you confirm, the job PPS126CL will be submitted and displayed back on (PPS125/E).
  13. The new agreement is created with status 10-'Preliminary'.
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