Generating Contract and Scheduling Agreement Documents
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Generating Contract and Scheduling Agreement Documents
Process 149
Outcomes
Presales activity frequently results in the creation of two transaction documents: the inquiry and the quotation. The inquiry document is simply a record of the customer’s inquiry in the SAP ERP system. Although creating an
inquiry is not essential, it does provide certain benefi ts. For example, the company can use the inquiry as a reference document when it creates a quotation. Further, it can analyze inquiry data to identify lost potential sales
and then devise strate- gies to prevent similar losses in the future.
Presales activity can also generate contract and scheduling agreement documents. No material documents are created because there is no movement of materials. No accounting documents (FI or CO) are created because presales activities have no impact on the company’s fi nancial position.
A fi nal outcome of presales activity is the communication of the quota- tion to the customer. The manner in which the quotation is communicated is determined by the output conditions associated with the quotation.
Recall from the discussion earlier in this chapter that the output conditions determine the following elements:
- The output medium by which the quotation is sent (e.g., print, fax, or EDI)
- The recipient, meaning the company with the appropriate partner function who receives the quotation
- The date on which the quotation is sent
In the case of Rocky Mountain Bikes, GBI receives a request for a quota- tion for 40 bikes and 100 t-shirts. In response, it creates a quotation. It chooses not to use any existing documents as a reference. Therefore, it must
either input the RMB customer number directly or search for RMB in the list of customers for its sales area. It must also provide a valid-to date for the quotation and then input the material numbers and quantities for the
materials that RMB has requested. When the customer and the materials are linked to the quotation, the system automatically imports data from the rel- evant master records—customer, material, pricing conditions, and
customer- material information records—into the quotation. When GBI has completed the quotation and is ready to send it to RMB, the output conditions indicate that RMB prefers to receive quotations immediately via e-
mail.
Demo 5.5: Create a quotation
SALES ORDER PROCESSING
One of the goals of the presales activities is to encourage customers to place orders for materials or services. These orders typically take the form of a pur- chase order (PO) sent by the customer to the company. A
customer PO triggers the sales order processing step, which results in the creation of a sales order in the SAP ERP system. A sales order is an internal document that con- tains information necessary to fi ll the customer
order in a standardized form. Figure 5-23 illustrates the key elements of the sales order processing step.
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150 CHAPTER 5 The Fulfi llment Process
Figure 5-23: Elements of a sales order
In our example, RMB has received a quotation from GBI and several other suppliers. It has decided to place the order with GBI. Accordingly, RMB prepares a purchase order using its procurement process and communicates
it to GBI via e-mail, fax, or other means. Note that had RMB selected another supplier, then the quotation that it received from GBI would have expired on the valid-to date with no impact on either GBI or RMB. The PO
represents a commitment to purchase the stated materials under the specifi ed terms and conditions. When GBI receives the purchase order, it will retrieve the quota- tion that was previously sent to RMB and create a sales
order using the data in the quotation. As part of this process it will verify that the data in the quotation match the data in the purchase order.
Data
If you compare Figure 5-21 with Figure 5-24 below, you will notice that much of the data contained in the sales order is also found in the quotation. In addition,
Figure 5-24: Data in a sales order
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Process 151
the sales order includes data related to shipping, billing, partner functions, and, if relevant, data from contracts with customers. Shipping and billing data are obtained from the customer master or the customer-material info
record. Partner functions are obtained from the customer master based on the speci- fi ed sold-to party. Recall that contracts are agreements made by customers to purchase a specifi ed quantity or value of materials over
a certain time period. Therefore, data regarding quantities, prices, and delivery dates are obtained from contracts. In addition, the delivery plant is obtained from the customer- material info record, the customer master, or
the material master, in that order.
Generating Contract and Scheduling Agreement Documents
RUBRIC
Excellent Quality
95-100%
Introduction 45-41 points
The background and significance of the problem and a clear statement of the research purpose is provided. The search history is mentioned.
Literature Support
91-84 points
The background and significance of the problem and a clear statement of the research purpose is provided. The search history is mentioned.
Methodology
58-53 points
Content is well-organized with headings for each slide and bulleted lists to group related material as needed. Use of font, color, graphics, effects, etc. to enhance readability and presentation content is excellent. Length requirements of 10 slides/pages or less is met.
Average Score
50-85%
40-38 points
More depth/detail for the background and significance is needed, or the research detail is not clear. No search history information is provided.
83-76 points
Review of relevant theoretical literature is evident, but there is little integration of studies into concepts related to problem. Review is partially focused and organized. Supporting and opposing research are included. Summary of information presented is included. Conclusion may not contain a biblical integration.
52-49 points
Content is somewhat organized, but no structure is apparent. The use of font, color, graphics, effects, etc. is occasionally detracting to the presentation content. Length requirements may not be met.
Poor Quality
0-45%
37-1 points
The background and/or significance are missing. No search history information is provided.
75-1 points
Review of relevant theoretical literature is evident, but there is no integration of studies into concepts related to problem. Review is partially focused and organized. Supporting and opposing research are not included in the summary of information presented. Conclusion does not contain a biblical integration.
48-1 points
There is no clear or logical organizational structure. No logical sequence is apparent. The use of font, color, graphics, effects etc. is often detracting to the presentation content. Length requirements may not be met
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