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Function documentationMaximum Quantity per Period

 

You can use this function on contract line items to limit the volume of goods or services that you can order within specified time periods. This is useful, for example, if the supplier has a limited production capacity or if quotas must be observed.

Note Note

You cannot use this function together with the phased delivery function.

End of the note.

The system uses the maximum quantity per period as a constraint in the sourcing function. If the maximum quantity specified for a contract item is exceeded by release orders, the system prevents the contract from being used as a source of supply.

Integration

You can use this function in the following business scenarios:

  • Public Sourcing and Tendering

  • Contract Management and Administration

  • Operational Procurement

  • Procurement Services

Prerequisites

You have activated the business function SRM, Cross-Industry Functions (SRM_CROSS_INDUSTRY_1). Note that you can only use this business function in conjunction with the business function SRM, Procurement for Public Sector (SRM_PUBLIC_SECTOR_1). In other words, you must activate both business functions.

In Customizing for SAP Supplier Relationship Management under Start of the navigation path SRM Server Next navigation step Cross-Industry Functions Next navigation step Application Settings Next navigation step Maximum Quantity per Period End of the navigation path, you have activated the corresponding fields and defined the conditions under which the constraint is active.

Features

This function includes the following features:

  • When creating a line item in a contract, you can specify maximum quantities per period. If a contract has been released and you change this data, the system creates a change version of the contract.

  • You can specify a number of days for an initial period and another number of days for all follow-on periods. You can enter only one number for all follow-on periods, meaning that the duration of all follow-on periods is the same.

  • You can specify periods of days but no specific calendar dates. The system automatically derives the start date of a period from the ordering date of the first release order within that period. This implies the following:

    • The initial period starts on the date when you order the first release order against a contract item.

    • A follow-on period starts on the date when you order the first release order against the contract item after the initial period is over. It does not automatically start when the initial period has ended. This means that the periods recorded by the system do not necessarily follow each other immediately. There can be intervals when you do not place any orders, and during those the system does not start a new follow-on period.

Example

Example 1

You create a contract line item for ordering office chairs, and you specify the following on the Maximum Quantity per Period tab:

  • For the initial period of 4 weeks, you define a maximum quantity of 20 chairs.

  • For all follow-on periods of 4 weeks, you define a maximum quantity of 50 chairs.

During the first 4 weeks, you receive three requirements for 8 chairs per requirement. The system reacts in the following way:

  • The first two requirements can be fulfilled during the initial period, and the corresponding purchase orders can be created.

  • The third requirement cannot be ordered against this contract during the initial period because the open quantity is only 4 chairs. You can only create a release order for more than 4 chairs against this contract after the initial period is over. The system takes the order date of the next release order as the start of the first follow-on period.

Example 2

You create a contract line item for ordering office chairs and, again, you specify the following on the Maximum Quantity per Period tab:

  • For the initial period of 4 weeks, you define a maximum quantity of 20 chairs.

  • For all follow-on periods of 4 weeks, you define a maximum quantity of 50 chairs.

During the first 4 weeks, between January 1st and January 28th, you receive two requirements for 8 chairs per requirement. The system reacts in the following way:

  • The requirements can be fulfilled and you can create the corresponding purchase orders.

During the following 8 weeks, between January 29th and March 26th, you receive no requirements for office chairs. On March 27th, you receive a requirement for 15 chairs and you place a corresponding release order on the same date. The system reacts in the following way:

  • March 27 is taken as the beginning of the four-week follow-on period. As a result, you can only order another 35 chairs during the following 4 weeks.