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SAP AG 2001
Contents:
Exchange Agreement Overview
Exchange Agreement Header
Evergreen Contracts
Exchange Agreement Setup
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SAP AG 2001
At the conclusion of this unit !ou will "e a"le to:
Exchange Agreement Setup: #nit O"$ectives
Create an Exchange Agreement Header
%efine the two t!pes of evergreen contracts
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SAP AG 2001
Exchange 'eports
Exchange 'eports
(urchase Assignment
(urchase Assignment
Settlement
Settlement
)ogical *nventor!
)ogical *nventor!
%ail! +usiness ,low
%ail! +usiness ,low
+usiness
+ac-ground
+usiness
+ac-ground
Su".+ase
'elationship
Su".+ase
'elationship
Conclusion
Conclusion
Other ,eatures
Other ,eatures
Exchange
Agreement Setup
Exchange
Agreement Setup
Split Condition
(rocessing
Split Condition
(rocessing
CourseOverview
CourseOverview
#nit 0&
Course Overview %iagram
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SAP AG 2001
%eliveries
%eliveries
Exchange Agreement Header
Exchange Agreement Header
'eceipts
'eceipts
Settlement
Settlement
+alance
Exchange Agreement Setup 0*1
The basic business process flow for exchange process is shown on this slide:
The exchange agreement header is where the exchange partner is identified and where certain
controls about the exchange type are defined. Sales and purchase contracts are assigned to the
exchange agreement header and define the particulars about which products are exchanged and
which fees apply to each product movement.
Exchange receipts and exchange deliveries represent actual product movements against the
exchange. Exchange receipts are recorded in the Materials Management (MM) module. Exchange
receipts are recorded in the Sales !istribution (S!) module.
"n a borrow#loan exchange$ the system trac%s the balance of product owed or owing against the
exchange.
&inally$ settlement represents the process of paying for fees$ taxes and#or product on a periodic
basis$ usually monthly.
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SAP AG 2001
Settlement
Settlement
Sales contracts
0customer master1
)in-ed
(urchase contracts
0vendor master1
Exchange
Agreement
+alance
Exchange Agreement Setup 0**1
%eliveries
%eliveries
'eceipts
'eceipts
The standard system has been enhanced to provide exchange functionality. The MM module has
been enhanced to record exchange receipts$ while the S! module has been enhanced to record
exchange deliveries.
The MM module utili'es a vendor master record and the S! module utili'es a customer master
record. &or exchange purposes$ the vendor and customer are the same exchange partner. Therefore$
the vendor master record is cross referenced with the customer master record. (nd the customer
master record is cross referenced with the vendor master record.
This lin% is a one)time set)up and is re*uired for exchange functionality to wor%.
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SAP AG 2001
Exchange Agreement Setup 0***1
*tem
*tem
,ees
,ees
4uantit! schedule
4uantit! schedule
5aterials
5aterials
Sales
contract
(urchase
contract
Exchange header
Exchange header
(osting rules
(osting rules
Administrative data
Administrative data
Control data
Control data
The exchange header data is made up of general information for each exchange agreement as well as
the corresponding detailed information.
+ou have to choose if you want to use an evergreen type (it determines how *uantities are handled in
contracts$ e.g.the *uantity that you can call off in total$ the *uantity that you can call off per period$
or unlimited).
+ou choose internal or external posting rules: ,ith internal postings and material$ taxes and#or fees
are posted to internal accounts. ,ith external posting and material$ any taxes and#or fees are charged
to the exchange partner.
+ou also enter control data such us sub#base)$ *uantity schedule) and netting indicators.
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SAP AG 2001
Evergreen is a long7term exchange
contract with no fixed end date and
no fixed 8uantit!. 9here are two
t!pes of Evergreen Contracts:
A quantity per
period is defined -
quantity scedu!e
"ust #e used
Partners can !ift as
"uc product as
tey require - no
quantity scedu!e
is used
Evergreen Contracts
Evergreen is a long term exchange contract without a fixed end date. The agreement is ongoing and
gets renegotiated on a regular basis. The partners then decide if the evergreen is valid for another
period or if the evergreen is closed.
,e distinguish between unlimited and regular evergreens. ,ith unlimited evergreen$ there is no
*uantity defined. The exchange partners can lift as much product as they re*uire and for any period
of time. Therefore no *uantity schedule is used in that case.
"t differs from a regular evergreen because for regular evergreens$ a *uantity schedule is used to
define the *uantity of the product for exchange.
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SAP AG 2001
Evergreen Contracts 7 %ates
9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S
<anuar! ,e"ruar! 5arch April
9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S
5a! <une <ul! August
9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S 9 5 9 ; , S S
Septem"er Octo"er =ovem"er %ecem"er
Start date
Cop! into sales >
purchase contracts
'eview date
5andator! for regular
end date 8uantit!
schedule
Closing date
% Cop! into contracts
% =o further call7offs
% ,urther movements
&or both the regular and the unlimited evergreen$ you can specify:
( start date. This mar%s the start date of the agreement and is copied into the related sales and
purchase contracts.
( review date. &or regular evergreens$ this date is copied into the *uantity schedules of the related
sales and purchase contracts. ,henever this date is changed$ the related *uantity schedules are
ad-usted automatically.
( closing date. ,hen filled$ this date is copied into the related sales and purchase contracts and
prevents any call)offs or movements being posted under this agreement.
,hile the start date is mandatory for both evergreen types$ the review date is only re*uired for the
regular evergreens. The closing date is optional.
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SAP AG 2001
Evergreen Contracts 7 'egular
Contract item
@000 )
@000 )
4uantit! schedule
(eriod @
@000 ) (eriod 2
@000 ) (eriod &
@000 ) (eriod n
'eview date
Exchange
agreement
4uantit!
per period
"n contrast to unlimited evergreens$ regular evergreen contracts contain a *uantity schedule.
"n this *uantity schedule$ you control the *uantity which is allowed to be delivered or received per
period.
+ou specify the period on the agreement header. This period can be a day$ a wee%$ ./ days or a
month.
+ou specify the *uantities on the related sales and purchase contracts.
( flexible message handling system enables you to specify if deliveries or receipts exceeding the
*uantity schedule should be allowed or not.
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SAP AG 2001
Cross reference customer and vendor master
records
Create exchange contract header
Assign purchase and sale contracts
Exchange Agreement Setup 7 Exercise
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SAP AG 2001
Aou are now a"le to:
Agreement Setup: #nit Summar!
Create an Exchange Agreement Header
%efine the two t!pes of evergreen contracts
SAP AG IOG320 3-11
SAP AG IOG320 3-12
0.12Exercises
Unit: Exchanges
Topic: Exchange Agreement Setup
(t the conclusion of this exercise$ you will be able to:
0reate exchange agreements
Explain posting rules$ administrative control data
(ssign purchase and sales contracts to the exchange agreement
(1"2 uses exchange agreements with an oil industry partner in order to
exchange product. (1"2 uses exchange contracts to buy product from the
oil industry partner and to sell product to the partner. (1"2 uses *uantity
schedules for the planning and monitoring of material *uantities.
3). Set up an exchange agreement with your oil industry partner.
3).). "n order to create an exchange agreement$ you will want to chec% whether a
lin% between the vendor and the customer master record exists. 0hec% the
master data for CUST02-## and VEN02-##.
444444444444444444444444444444444444444444444444444444444444
3).)5 0reate an exchange agreement (the 6regular evergreen type7) with your
partner.
Exchange type: !orro"#$oan regu%ar
Exchange partner no.: VEN02-##
Exchange number: 8 9 (internal number range)
:artner reference: 8 9
SAP AG IOG320 3-13
3).)3 ,hat purpose do the following default values in the Posting Rules screen
area have;
Material: 4444444444444444444444444444444444444444444
&ees: 4444444444444444444444444444444444444444444
Taxes: 4444444444444444444444444444444444444444444
,hat purpose do the following values in the Control data screen area have;
<uantity schedule brea%down: 44444444444444444444444444444444
<uantity schedule split: 4444444444444444444444444444444444
(pply fee chec%: 4444444444444444444444444444444444
=etting active: 4444444444444444444444444444444444
Enter the following data for your exchange agreement.:
=etting cycle: Nette& exchange
0losing date or review date: 'En& o( the )ear*
Save the exchange agreement and ma%e a note of the document number.
444444444444444444444444444444444444444444444444444444444444
3).)> ,here do you specify the default values for the fields above;
444444444444444444444444444444444444444444444444444444444444
444444444444444444444444444444444444444444444444444444444444
3).)? ,hat is the difference between @unlimited@ and @regular@ exchange
agreements;
444444444444444444444444444444444444444444444444444444444444
444444444444444444444444444444444444444444444444444444444444
444444444444444444444444444444444444444444444444444444444444
SAP AG IOG320 3-14
3)5 "n order to be able to enter material$ *uantity and fee details$ assign sales and
purchase contracts to the exchange agreement.
3)5). 0reate a sales contract for the exchange agreement (from the Exchanges
Operations menu).
0ontract type: C+ '+uantit) contract*
Sales area: AES,#A1#A1
Material: -E.U$A--##
Target *uantity: 100000 .A$
!o not save the data yet.
3)5)5 &or location and handling costs$ you will have to assign location ($,CN)
and handling fees (/AN) to the sales contract.
,hat are the default values for;
$,CN: 4444444444444444444444444444444444
/AN: 4444444444444444444444444444444444
(ssign the fees$ but do not save the data yet.
3)5)3 0hec% the *uantity schedule. ,hat is the *uantity assigned per month;
444444444444444444444444444444444444444444444444444444444444
444444444444444444444444444444444444444444444444444444444444
Save the contract and ma%e a note of the document number.
444444444444444444444444444444444444444444444444444444444444
3)5)> 0reate a purchase contract for the exchange agreement.
(greement type: 01 '+uantit) contract*
(greement date: 'To&a)2s &ate*
:urchasing organi'ation: A3U-
:urchasing group: A3U
:lant: A302
Storage location: A2$1
Material: -E.U$A--##
Target *uantity: 100000 .A$
3)5)? Maintain handling and location fees. ,hat are the default values for the
appropriate conditions;
$,CN:4444444444444444444444444444444444
/AN:4444444444444444444444444444444444
Save the contract and ma%e a note of the document number.
44444444444444444444444444444444444444444444444444444444444
SAP AG IOG320 3-15
SAP AG IOG320 3-16
0.14So%utions
Unit: Exchanges
Topic: Exchange Agreement Set-up
3). Set up an exchange agreement with your oil industry partner.
3).). "n order to create an exchange agreement$ chec% whether a lin% between the
vendor and the customer master record exists.
0hoose Logistics Exchanges Master Data Customer Display
Enter your customer.
0ustomer: CUST02-##
Select the Control data tab. "n the Control data view$ you can see the lin% to
VEN02-##.
0hoose Logistics Exchanges Master Data Vendor Display
Enter your vendor.
Aendor: VEN02-##
Select the Control view and choose Enter. "n the Control view$ you can see
the lin% to CUST02-##.
3).)5 0reate an exchange agreement (the 6regular evergreen7 type) with your
partner.
0hoose Logistics ExchangesExchange operations Create exchange
agreement
Exchange type: !orro"#$oan regu%ar
Exchange partner =o.: VEN02-##
Exchange number: 8 9 (internal number range)
:artner reference: 8 9
0hoose Header (&?) to go to the Create Exchange Agreement Header
screen.
3).)3 "n the Posting rules area of the screen$ the following values are already
selected:
Material - internal$ which means the material is posted to internal accounts
and not invoiced to the exchange partner.
Fees and taxes external, which means with external posting$ any taxes
and#or fees are charged to the exchange partner.
The following values are defaulted in the Control data area of the screen:
The quantit schedule !rea"do#n indicator is 0onth%)$ which means the
duration of a brea%down period is a month.
SAP AG IOG320 3-1$
The quantit schedule split indicator is Assign "ho%e 5uantit) to e6er)
perio&$ which means the whole *uantity from the corresponding contract(s)
is assigned to every period (in this case$ per month).
Appl $ee chec" is selected$ which means at least one fee has to be assigned
for each sales contract and for each purchase contract. This is chec%ed when
a contract is created.
%etting acti&e is selected$ which means that external postings are carried out
but the open amounts are bloc%ed for collection purposes or for payment. (t
the end of a period$ the receivables and payables are compared and only the
differential amount is calculated for billing purposes.
This also means you have to enter the %etting ccle as Nette& Exchange$
which is copied to assigned contracts.
Enter a Closing date for the exchange agreement 'the en& o( the )ear*.
+ou could also enter a Re&ie# date$ which means that a review of the
exchange agreement should be considered after that date. "f it is a @regular@
evergreen exchange$ the review date is used as the end date for the *uantity
schedule$ as long as no closing date is %nown.
Save the exchange agreement.
3).)> "n 0ustomi'ing$ you specify the default values for each exchange type under
the following path:
0hoose Tools Accelerated SAP Customizing Edit Project oto
SAP !e"erence #M #ndustry Solution $il % as &Do'nstream(
E) &Exchanges( Transactions De"ine exchange types
3).)? The exchange type Borrow#2oan unlimited has no *uantity brea%down$ no
*uantity schedule$ and therefore no *uantity split. Cnlimited delivery is
possible$ you do not need to enter a closing or review date.
( Borrow#2oan regular only allows assignment of the whole *uantity per
period. The brea%down period is variable$ and you have to enter a review or
closing date.
SAP AG IOG320 3-1&
3)5 "n order to enter material$ *uantity and fee details$ assign sales and purchase
contracts to the exchange agreement.
3)5). 0reate a sales contract for the exchange agreement .(+ou can immediately
create a contract from the Change exchange agreement' Contract
assignments screen on which you stay when you have saved your exchange
agreement):
0hoose Logistics Exchanges Exchange operations Exchange
Agreements Change exchange agreement
=ote: "t is necessary to use this path to assign the contract to the exchange
agreement
Exchange number: 'Exchange num7er (rom 4-1-4*
0hoose: (ales Contracts tab.
,ith the (ales contracts tab selected$ choose: Edit Create ne# document
or choose )ocument Create in the lower part of the (ales contracts tab*
Enter the following data:
0ontract type: C+ '+uantit) contract*
Sales organi'ation: AES,
!istribution channel: A1
!ivision: A1
0hoose Enter. CUST02-## is defaulted from the exchange agreement
header.
Material: -E.U$A--##
Target *uantity: 100000
The unit of measure$ .A$8 will be defaulted when you choose Enter.
!o not save your data yet.
3)5)5 To capture location and handling costs you assign location ($,CN) and
handling fees (/AN) to the sales contract by selecting the item and
choosing oto #tem Additional *unctions *ee processing or press
the Fees button at the bottom of the screen.
Enter the condition types /AN and $,CN in the Cn+ field$ and choose
Enter. The system displays the default values.
Deturn to the overview screen. !o not save your data yet.
3)5)3 0hec% the *uantity schedule by selecting the item again and choosing
,uantit schedule.
The entire *uantity of .///// E(2$ or approximately 3FG?// 2.?$ which is
the *uantity in the base unit of measure$ is assigned to each period as a
scheduled *uantity.
0alled)off *uantities are 'ero.
Eo bac% to the overview screen and save your *uantity contract.
SAP AG IOG320 3-1'
3)5)> To create a purchase contract for the exchange agreement$ choose the
Purchase contracts tab on the Contract (ssignments screen.
=ote: "t is necessary to use this path to assign the contract to the exchange
agreement.
0hoose Edit Create ne' document
1r choose )ocument Create in the lower part of the Purchase Contracts tab.
The vendor is defaulted and cannot be changed manually$ because of the
assignment to the exchange agreement. Enter the following data:
(greement type: 01 '+uantit) contract*
(greement date: 'To&a)2s &ate*
:urchasing organi'ation: A3U-
:urchasing group: A3U
:lant: A302
Storage location: A2$1
0hoose Enter. 1n the screen that follows$ enter your material and the target
*uantity:
Material: -E.U$A--##
Target *uantity: 100000 .A$
The unit of measure$ .A$8 will be defaulted when you choose Enter.
!o not save your data yet.
Select the item and choose:
#tem Additional "unctions *ee processing
1r select Fees) (0trlHShiftH&..). Enter the condition types /AN and
$,CN and choose Enter. The system displays the default values.
Deturn (&3) to the overview screen.
3)5)? 0hec% the *uantity schedule by selecting the item again and choosing
,uantit schedule (M-).
The entire *uantity of 100000 .A$$ or approximately 49:;00 $1;$ which
is the *uantity in the base unit of measure$ is assigned to each period as the
scheduled *uantity.
0alled)off and intended *uantities are 'ero.
Eo bac% (&3) to the overview screen and save your *uantity contract.
SAP AG IOG320 3-20