SAP SRM Contract Management - SAP SRM

How to manage contracts in SAP SRM?

A contract is known as a agreement between a supplier and an organization to agree for that supplying of goods and material or delivery of services between the predetermined terms and conditions in certain time period. These contracts are based at central secure location to enhance the visibility among different groups.
Contract management is defined to manage different local contracts under different terms and conditions for same kind of goods.
CCM supports various buyers across different departments of same company across locations as per the predetermined terms and conditions. The terms and conditions are transitioned into a central contract and to be distributed to local purchasing group to perform procurement process for the company.
The main features of SAP SRM are as follows:
  • SAP SRM supports the enhancement and fasten procurement process by automating and streamlining the contract management process.
  • SAP SRM helps you to automate transfer of global negotiated conditions into multiple ERP systems and into non-SAP solutions using Enterprise Services.
  • SAP SRM allows you to ensure contract compliance by providing a repository of standard contracts that can be used for creating new contracts.
  • You can easily create or change a central contract by directly negotiating with suppliers or by creating RFx.
  • Using CCM, you can control access to central contract using the assignment of authorization on central repository.
  • You can also configure system to generate alerts for the expiring contracts, etc.
  • You can customize central contract distribution as per your needs and it can be an individual contract or multiple contracts for the same category.

How to integrate with SAP ERP to Upload Contracts?

Use BBP_CONTRACT_INITIAL_UPLOAD program to upload the central contracts and to schedule agreements from SAP ERP system to SAP SRM system. Based on your configuration settings, these contracts are loaded and scheduled from ERP to SAP SRM system.
The initial process is performed in a single step process at the time of installation in the backend system.
Use TREX search engine to perform contract search. You can avail this search engine with SAP SRM but you have to install it and run a program to create indexing for all the available contracts. You should run program BBP_TREX_INDEX_ADMIN that creates a new index for existing documents. This program helps you to perform indexing for all new or changed documents when a contract is saved.
Integrate with SAP NetWeaver Business Intelligence to evaluate your contracts by creating BI reports.
To generate BI reports, go to SAP NetWeaver → BI Content → Supplier Relationship Management → Contract Management.

How to change History in Central Contract Management?

To compare history view change documents available for all the fields in Central Contract Management (CCM) which can be used for audit trial. You can compare the versions of a contract by comparing changes at item and header level between these versions.
Let us follow these steps to compare the versions −
Step 1 − To perform this, go to SRM Server → Cross Application Basic Settings → Switch on version control for purchasing documents.
Step 2 − Login to SRM system as in the following screenshot using SAP GUI.
login_to_sap_srm_system

Step 3 − Type SPRO → IMG → Navigate to SRM Server → Cross Application Basic Settings.
cross_application_basic_settings
Step 4 − You can view all business transaction categories for which version control is on/off.
version_control_for_documents
Step 5 − To display change documents and to compare versions of a central contract, click on Tracking when you display the central contract.
tracking

How to upload and Manage Central Contracts in ERP?

To upload and manage central contracts in ERP Go to SAP ERP Central Component → Logistics → Materials Management → Purchasing → Outline Purchase agreements with vendors → Contract → Central Contract → SRM Central Contract
sap_erp_system

How to manage authorization in Central Contract?

You can authorize users to assign a role to create, change or display a central contract in repository in SAP ERP. Before the release of the agreement itself the company’s law department evaluates it.
You can assign a role display/change to the legal team to view notes with no access to confidential fields like terms and conditions.
Let us follow these steps to assign a role display/change −
Step 1 − To assign the authorization for Central Contract, go to SAP SRM → Strategic Purchasing → Contract Management → Contract.
authorization_for_central_contract
Step 2 − If you are not able to call this transaction from SAP Easy access, you can go SRP portal and go to Strategic Purchasing tab.
strategic_purchasing_tab
Step 3 − You have to go to Authorization tab → To edit an existing user, select a user and edit.
You can create a new user and assign the authorization as per the requirement of the user.
authorization_tab

Performing Changes in Central Contract

In SAP SRM, you can perform same changes to one or more central contracts or to a central contract hierarchy to perform mass changes to multiple contracts as per business needs.

Example

Consider a case where you have multiple contracts with a Supplier ABC. Now with increase in order volume, you will get an additional discount of x%. Now to maintain multiple contracts with this supplier ABC, you have to change all contracts at one time.

Note

The completed contract cannot be changed in SAP SRM.
You need to search and select contracts in central repository to make mass changes for central contract.
To perform mass change, go to mass change option and it will open the wizard.
mass_change
You can see all the contracts that you have selected. To perform a mass change, select mass change parameter and specify the change and same way select other mass change parameters and specify the change.
You can see a flag next to all those fields for which parameter has been changed and this indicates that you have changed this parameter. All the contracts in Wizard remain locked when you are performing mass changes so that no other user makes changes to these projects.
It is also possible to perform the changes in background as the time required to perform changes depends on the number of central contracts and you can close the Mass Change window. Once changes are completed, you will get an email with the link of mass changes completed. You can view if changes are applied successfully or not.

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