VA42 - Change Sales Contract for Single Sponsor or Consortium

Use these steps to maintain a sales contract (that schedules billing for a sponsored project). A sales contract is linked to the sponsor project and allows for billing of specific amounts on specific billing dates.

The task of maintaining sales contracts consists of these steps:

1. Get started (SAP menu path, fast path)
2. Change contract: initial screen
3. Change contract: overview
4. Change contract: item data: pricing (enter periodic payments or authorized total)
5. Change contract: item data: billing plan (including billing blocks)
6. Change contract: account assignment
7. Mark for special handling or hide PI, if necessary
8. Change contract: header (enter reference no.)
9. Save contract

1. Get Started

• SAP menu path

  Role ZSBM=>Advance Scheduled=>Sales Contracts => VA42 - Change Contract

• SAP Fast Path

  At the Command Line, enter: /nVA42

2. Change Contract: initial screen

• Enter contract number:
  

  Contract (Enter 8-digit contract number)
  

• or ENTER
  The Change Contract: Overview screen displays.

3. Change Contract: overview

You can change PO#, Description, and Contract start and end dates on the Change Contract: overview screen (shown above).

4. Change Contract: Item Data - Pricing (periodic payments or authorized total)

1. On Change Contract: Overview,
   • select Project line item (click on box to left of Item field or put cursor in anywhere in record; see above),
   • click on Pricing button (F7)
     The Pricing tab of Change Contract: Item Data screen displays.

2. To enter periodic payments or authorized total,
   • Type "EK01" in CnTy field:
     
   • In Rate field, type periodic payments (for Periodic Billing) or project authorized total (for Milestone Billing).
     
   • Click on (or ENTER) to display additional system defaults.
3. Click on (F3) to return to Change Contract: Overview screen.

5. Change Contract: Item Data (Billing Plan)

To enter the billing schedule,

1. To display the Contract Move: Dates for Billing Plan screen,

   

   • on Change Contract: Overview screen, select Project line item (click on box to left of Item field or put cursor on line item; see above),
   • click on Bill plan button (at bottom of screen).
     The Billing Plan tab on Change Contract: Item Data screen displays, as shown below.

   
   

2. For Periodic Billing, the billing plans are all automatically Changed using the default quarterly payments one month in advance.
   

   
   

   You can change the periodicity, for example, monthly, Y1; semi-annually, Y3; yearly, Y4. You can also indicate that it should not be billed in advance or that it should be billed 2 or 3 months in advance (Z2 or Z3). You can also indicate that there was an advanced payment by entering the block ZA, as described below.
   

Billing blocks (Block field) are used to block creation of invoices. There are 5 billing blocks for sponsor billing:

• ZA - Advanced Payment
• ZH - Historical Data
• ZM - manually billed (should never happen)
• ZP - pending
• ZT - account terminated
  To apply a billing block, press or type ZA, ZH, ZP, or ZT into the Block field, shown above.
3. Click on (F3) to return to Change Contract: Overview.

6. Change Contract: Item - Account Assignment

1. To display the Change Contract: Item - Account Assignment screen,

   

   • on Change Contract: Overview, select Project line item (click on box to left of Item field or put cursor on line item; see above),
   • from menu bar, select GoTo >> Item >> account assignment.
     The Account Assignment window opens.

   

2. Type the 7-digit WBS element, and click
   The Profit center has been entered by SAP.
3. Click on (F3) to return to Change Contract: Overview screen.

7. Mark for Special Handling or Hide PI, if necessary

1. If bills should be sent to the department, lab or center prior to sending to the customer, mark the contract for Special Handling:
   • Goto->Header->Additional data A
     
   • 

   Note: To mark the sponsor record for special handling (including all bills and dunning letters for the sponsor), see XDO2 - Change Sponsor Research Customer Master Records.

2. If the PI should not appear on the bill, Type of Billing Doc is "Hide PI":
   
   • Goto->Header->Additional data A

   

8. Change Contract: header (enter reference number)

1. From GoTo menu on menu bar, select Header > Financial Accounting.

   The Change Contract: Header screen displays; the Accounting tab is open.

2. Type the new contract number (10 digits) in the Reference No. field, as shown below.

   

3. From GoTo menu on menu bar, select Overview.
   The Change Contract: Overview screen redisplays.

9. Save Contract

• (F11) to SAVE from Change Contract: overview screen.
  A message appears stating Contract XXXXXXXX has been saved.

Copyright © 2002, Massachusetts Institute of Technology. All rights reserved.