If a contract with one of your principal vendors exists for a material, you can create purchase orders referencing this contract. Purchase orders created in this way are called contract release orders.
(Outside the SAP System, in particular, these may also be referred to as "blanket releases", "contract releases", "call-off orders" or "call-offs".) Note on the term "release": In MM Purchasing, this term is used A) as a generic term covering various kinds of order document issued against outline agreements (these may be release orders issued against contracts - as here - or scheduling agreement releases, i.e. types of rolling delivery schedule issued against scheduling agreements) and B) in connection with an internal approval or expenditure authorization process for purchasing documents. In both cases, "releasing" can be regarded as equivalent to "giving the green light" to go ahead with a certain action (e.g. to the vendor to deliver a certain quantity of materials, or to Purchasing to create a PO for items requested by a user department).
The release (order) documentation lists the ordering activities for a given contract (seeDisplaying the Release Documentation for a Contract
Before creating a contract release order, you need the following information:
- Number of the contract
- Quantity to be released (ordered)
- Delivery date
The price, vendor data, terms of payment, delivery costs, and any instructions to the vendor are adopted from the contract automatically.
When you create a release order, you can add items that are not specified in the contract.
The initial screen appears.
If you create a release order against a contract which already contains the data "plant" and "storage location", for example, and you enter default data on the initial screen, the system will apply the data from the contract and ignore your data.
If you wish to create a release order against a centrally agreed contract, for example, and enter a plant and a storage location on the initial screen, this default data will be adopted in the items of the purchase order because it does not exist in the central contract.
A dialog box appears.
The contract item overview appears.
– Order quantity and delivery date or
– Requisition number that the order references
Check the account assignment and item categories, if specified.
The data required here is listed in the section Item Category/Account Assignment Category in Contracts.
– If you wish to change the selected items before adopting them, choose Edit ® Selections ® Edit ® Adopt + details. Change the individual items on the item detail screen.
– If you wish to adopt the selected items without first changing them, choose Edit ® Selections ® Edit ® Adopt.
The item overview appears, with the items that have been adopted.
The contract release order is created in the SAP System. In order that the information in the release order can be transmitted to the vendor, the system generates a message for the order. How to transmit the message to the vendor is described underOutputting Messages.
Item/Account Assignment Categories
The entries you must make for a contract release order depend on the item category and the account assignment category:
If the account assignment category is:
the material (with or without material master record). Set the item category to " ".
Price, quantity and a material (with or without material master record) belonging to the material group specified in the contract. Set the item category to " ".
U(account assignment unknown)
a different account assignment category than U and the account assignment