Combined spend contract workspaces - SAP Ariba · 1 Combined spend contract workspaces 1.1 About combined spend contract workspaces This feature is available in: SAP Ariba Contracts

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2017-03-10

Combined spend contract workspaces

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1 Combined spend contract workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31.1 About combined spend contract workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31.2 Workflow for combined spend contract workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41.3 Changes to existing functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

User interface changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Backward compatibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Notification changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

1.4 Information for administrators. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12Controlling the visibility of the Select link. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

1.5 Site configuration options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Site configuration options in Ariba Contract Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Site configuration options in Ariba Procurement and Invoicing Solutions. . . . . . . . . . . . . . . . . . . . . 13

2 P U B L I CCombined spend contract workspaces

Content

1 Combined spend contract workspaces

1.1 About combined spend contract workspaces

This feature is available in:

● SAP Ariba Contracts● SAP Ariba Procurement solutions

The Combined spend contract workspaces feature is an integration feature between SAP Ariba Contracts and SAP Ariba Procurement solutions. It introduces the concept of combined spend, which permits businesses more visibility into, and greater flexibility in procurement spend. A combined spend contract workspace can have an overall amount approved for procurement spend, which can be used for various procurement requirements without the need for individual approvals for each. Release approvers created in the contract workspace in SAP Ariba Contracts will be added to the approval flows of requisitions created in SAP Ariba Procurement solutions. Accrued spend information, as well as receipt and invoice details, from SAP Ariba Procurement solutions, is available to release approvers and project owners in SAP Ariba Contracts. The number of orders, invoices, or receipts that will be sent from SAP Ariba Procurement solutions is restricted to a hundred. To see more procurement and fulfilment details, users can search for them in their Ariba Procurement and Invoicing Solution.

The Combined spend contract workspaces feature also introduces the concept of ad hoc spend, which permits authorized procurement users to create ad hoc requisitions, which can be associated with a contract workspace during requisition and non-PO invoice creation. It makes use of contract workspace ID information to make a list of contract workspaces available for selection. The spend information from ad hoc procurement spend is also rolled up to the associated contract workspace. Procurement line items that have the Contract Workspace ID set (that is, an ad hoc item for a contract workspace), will not be auto-matched to a Contract Line Item. So if that item is in a Contract with that same supplier, the pricing terms will not be applied to it as that item is tagged to the Contract Workspace already. In the same way, users cannot set the Contract Workspace ID for an item matched to a Contract Line Item. If an ad hoc user is not set, any user with authorization can create a requisition or invoice against an ad hoc contract workspace.

This feature also introduces linked contract documents, which enhances the Contract Workspace (Procurement) to allow users to reuse documents available in a contract workspace of the combined spend type, by linking to them from within another contract workspace. This allows users to leverage documents in another contract workspace, where possible, and reduce redundancies. Linking can be done from regular contract workspaces or contract spend workspaces. Regular contract workspaces are converted to the combined spend type when they are linked. Linking can be bidirectional, provided both contract workspaces are of the combined spend type. In one direction, the link will be from the second contract workspace to documents available only in the first contract workspace, while in the other direction, it will be from the first contract workspace to documents available only in the second contract workspace.

Linking to documents in another contract workspace is possible only when the current Contract Workspace (Procurement) is not published. The document search filter has been enhanced to allow users to search for documents to link to. The linked documents are available for use in the linked contract workspace as long as they

Combined spend contract workspacesCombined spend contract workspaces P U B L I C 3

remain unchanged in the source contract workspace. Any changes to the original versions in the source contract workspace will not automatically update the linked documents in the linked contract workspace. Users will be notified about such changes and will need to link to the changed documents.

Support for integration with multi-ERP editions

Combined spend workspaces can be used in an integration scenario involving an SAP Ariba Contracts site and SAP Ariba Buying and Invoicing, multi-ERP edition, or SAP Ariba Buying, multi-ERP edition sites. In this scenario, the SAP Ariba Contracts site is linked to the parent site in the multi-ERP configuration. The parent site in turn is linked to a number of child sites. All of the details sent from a combined spend workspace created in an SAP Ariba Contracts site to the multi-ERP configuration is sent to the child site to which the user punches out. The corresponding contract requests and approvables are created in the child site, from where the spend details from the accumulators are sent back to the SAP Ariba Contracts site .

Ad hoc spend information can also be shared between SAP Ariba Buying and Invoicing, multi-ERP edition, or SAP Ariba Buying, multi-ERP edition, and an SAP Ariba Contracts site. The Contract ID is sent from the SAP Ariba Contracts site to the SAP Ariba Buying and Invoicing, multi-ERP edition, or SAP Ariba Buying, multi-ERP edition sites. The ad hoc approvable is created in a child site with this information, and linked to the appropriate contract workspace in the SAP Ariba Contracts site.

NoteThe parent site and all the child sites must belong to the same variant (single variant) of the ERP system.

Enabling this feature

This feature is disabled by default. To enable this feature, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

For information about the site configuration options used to enable this feature, see topic for this feature>

Prerequisites

To use this feature, your site must have integration enabled between your SAP Ariba Contracts site and your SAP Ariba Procurement solutions site.

1.2 Workflow for combined spend contract workspaces

The following sections show a high level workflow of combined spend and ad hoc spend.



Combined spend workflow


Ad hoc spend workflow

1.3 Changes to existing functionality

1.3.1 User interface changes



1.3.1.1 Changes to the Ariba Contract Management user interface

1.3.1.1.1 Common changes to the Contract Workspace (Procurement) user interface

If the Combined spend contract workspace feature is enabled, the Contract Workspace (Procurement) has the following new fields:

Field Description

Combined Spend This field indicates that the contract workspace is a combined spend workspace.

Release Approvers The release approver for this contract workspace.

Release Creators The release creator for this contract workspace.

Allow Ad hoc Spend Indicates whether ad hoc spend is allowed or not. This is displayed only if the corresponding functionality is enabled.

Ad hoc Spend Users The users authorized for ad hoc spend. This is displayed only if the corresponding functionality is enabled.

In addition, the Contract Workspace (Procurement) will have a new Spend tab. This tab displays the transaction information from SAP Ariba Procurement solutions. It has four sections: Summary, Transactions against Contract, Ad hoc Transactions, and Linked Contracts. Initially, only Summary is displayed, and the other sections are displayed only when the respective functionality is enabled.

The Summary section displays summary spend-related information in the following fields:

Field Description

Approved The total approved amount in the Contract Workspace.

Available The available amount in the Contract Workspace.

Contract Max The maximum contract amount set in the contract in SAP Ariba Procurement solutions.

Spend The total spend against this contract workspace, including spend against contracts, and ad hoc spend. Click the Details link next to this field to display the following spend details fields:


Field Description

● Contract Spend○ Ordered Amount: The amount already ordered

against the contract.○ Received Amount: The amount received against the

contract orders.○ Invoiced Amount: The amount invoiced against

contract orders.● Ad Hoc Spend

○ Ordered Amount: The amount already ordered under ad hoc spend.

○ Invoiced Amount: This is the amount invoiced against ad hoc orders.

Total Spend The total spend for this contract workspace, including spend against contracts, ad hoc spend, and spend against linked contract workspaces. Click the Details link next to this field to display the following spend details fields:

● Contract Spend: The total spend against the combined spend contract for this contract workspace.

● Ad Hoc Spend: The total ad hoc spend against this contract workspace.

● Linked Contract Spend: The total contracted spend against contract workspaces linked to this contract workspace.

● Linked Ad Hoc Spend: The total ad hoc spend against contract workspaces linked to this contract workspace.

NoteThe Available Amount is calculated using the following formula: Available Amount = Approved Amount – MaxAmount.

The Transactions against Contract section displays the transaction details such as Orders, Receipts, and Invoices created on the SAP Ariba Procurement solutions contract corresponding to the Contract Workspace. Each table displays a list of the corresponding transactions subject to a limit of 100 rows.

The Ad hoc Transactions section displays details of ad hoc transactions in SAP Ariba Procurement solutions that were associated with the Contract Workspace directly when they were created. This section shows the ad hoc orders and non-PO invoices created in the SAP Ariba Procurement solutions and associated with this Contract Workspace.

The Linked Contracts section displays linked contract workspaces, which have links to documents in this Contract Workspace. This section also has the Total Approved Amount field, which shows the cumulative approved amount for all linked contract workspaces, and the Total Spend Amount field, which shows the total spend for all linked contract workspaces. The linked contracts table shows the list of linked contract workspaces, along with the spend details for each.



1.3.1.1.2 Changes to the Contract Request (Procurement) user interface

If the combined spend contract workspace feature is enabled, the Contract Request (Procurement) has the following new fields:

Field Description

Combined Spend This field indicates that the contract request is a combined spend project.

Release Approvers The release approver for this contract request.

Release Creators The release creator for this contract request.

Allow Ad hoc Spend Indicates whether ad hoc spend is allowed or not. This is displayed only if the corresponding functionality is enabled.

Ad hoc Spend Users The users authorized for ad hoc spend. This is displayed only if the corresponding functionality is enabled.

When you create a follow on Contract Workspace (Procurement) from a Contract Request (Procurement) with these fields set, the fields will be copied from the contract request to the contract workspace.

1.3.1.1.3 Changes to the Contract Workspace (Procurement) for linked contract workspaces

If the linked contract documents functionality is enabled along with the Combined spend contract workspace feature, the Contract Workspace (Procurement) will have a new Link Contract Document option in the Actions menu on the Documents tab to link documents.

Clicking the Link Contract Document option displays a search page to search for documents to link to. Only published documents are displayed. A document cannot be linked to itself. A new Document Type column is added to show the type of the document (the type can be main agreement, contract addendum, or a regular document).

When creating a subproject, if the user chooses to copy documents from parent project, when the parent contract workspace contains linked documents, the system will not copy the linked document from the parent contract workspace to the subproject.

The search page filters out the following types documents:

● Main Agreement documents, if the current contract workspace already has a Main Agreement.● Documents that are already linked to from the current contract workspace.● Documents that are not from a combined spend contract workspace.● Documents from a contract workspace that is closed, or expired, or on hold.

New warning messages are displayed in the following scenarios:


● On the source contract workspace page, when it is being amended.● On the source contract workspace page, when any document that is linked to from other contract workspaces

is being edited or replaced.● On the source contract workspace page, when any linked document is being deleted.● On the source contract workspace page, when users click Finalized, Make Draft, or Publish for a linked

document.

New audit log entries are added on the History tab in the following scenarios:

● On the source contract workspace and the linked contract workspace, when a new linked contract document is created in the linked contract workspace.

● On the source contract workspace and the linked contract workspace, when the linked contract document in the source contract workspace is edited, replaced, deleted, published, finalized, or made a draft.

● On the source contract workspace and the linked contract workspace, when the linked contract document in the linked contract workspace is deleted.

1.3.1.2 Changes to the Ariba Procurement and Invoicing Solutions user interface

1.3.1.2.1 Changes to the Contract Request page for combined spend contract workspaces

If the Combined spend contract workspaces feature is enabled, the Contract Request page will have the following new fields, which are inherited from the associated contract workspace in Ariba Contract Management. The values for these fields are not set in the contract request page, but sent from the contract workspace during punch-in.

Field Description

Is Combined Spend Identifies the contract request as a combined spend contract request.

Release Approvers Shows the release approvers for the combined spend contracts.

Project Owners Shows the project owners for the combined spend contracts.

NoteThe Is Combined Spend, Release Approvers, and Project Owners values are used in configuring the approval flow for the procurement or invoicing approvables.

The contract requests Maximum Limit field is set to the value of the Amount field in the contract workspace.



The Access Control page of the contract request creation wizard shows the Release Creators in the Release Access section. This value is used to set the Restrict Release Access Users by Name field.

1.3.1.2.2 Changes to the approvable creation page for ad hoc spend

If the ad hoc spend functionality is enabled, along with the Combined spend contract workspaces feature, the approvable creation page will have the new Contract Workspace ID field, along with the Select link, which can be used to select the contract workspace ID of the contract workspace to which the approvable line item is to be associated. This field is available in the following pages:

● In the requisition line item creation pages, for both catalog and non-catalog line items, the Contract Workspace ID field and the Select link are shown along with other line item details like the Price and Amount.

● In the invoice request creation page for non-PO invoices, the Contract Workspace ID field and the Select link are shown along with other line item details and can be specified. For PO-invoices, this field cannot be set and the value is set from the corresponding purchase order.

NoteThe Contract Workspace ID field cannot be set for Contract invoices, as these invoices are already associated with contracts.

The Contract Workspace ID field can be modified so users can specify a contract workspace ID manually, instead of selecting a value from a pre-populated list, through customization. For more information, see Controlling the visibility of the Select link [page 12].

1.3.2 Backward compatibility

The Combined spend contract workspaces feature is compatible with previous versions of Ariba solutions.

1.3.3 Notification changes

A new notification email is sent to all the owners of the source contract workspace when a linked contract document is created in a linked contract workspace. Similarly, a new notification email is sent to all the owners of the linked contract workspace, when a linked contract document is edited, replaced, deleted, published, finalized, or made a draft in the source contract workspace.


1.4 Information for administrators

1.4.1 Controlling the visibility of the Select link

The Contract Workspace ID can be changed from a field in which users specify a value by clicking Select and selecting from a pre-populated list, to one in which users can specify a value manually, through customization to control the visibility of the Select link. To customize this field, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Related Information

How to customize the visibility of the Select link [page 12]

1.4.1.1 How to customize the visibility of the Select link

This topic is for Ariba internal use only.

Procedure

1. Login to the Service Manager, administer a realm, and go to Advanced mode.

2. Go to Customization Manager AML Upload .3. Download the safe customization AML file, and edit the file to add the following standard customization code:

Sample Code

<inClass name="ariba.purchasing.core.ReqLineItem"> <inField name="ContractWorkspaceID"> <templates> <template name="DisableCWIDChooser" operator="add"/> </templates> </inField> </inClass> <inClass name="ariba.statement.core.StatementCoreApprovableLineItem"> <inField name="ContractWorkspaceID"> <templates> <template name="DisableCWIDChooser" operator="add"/> </templates> </inField> </inClass>



4. Upload the edited file.

1.5 Site configuration options

Some of the functionality for this feature is controlled by site configuration options, which SAP Ariba sets for you.

1.5.1 Site configuration options in Ariba Contract Management

The following site configuration options must be set in your SAP Ariba Contracts site to enable the corresponding functionalities.

Application.ACM.AllowCombinedSpendThis parameter specifies whether the combined spend feature is enabled or not. If this parameter is enabled, newly created contract workspaces can be created as combined spend workspaces. If it is disabled, the Is Combined Spend field is not displayed and contract workspaces will behave as they used to. This parameter is disabled by default.

Application.ACM.AllowAdhocSpendThis parameter specifies whether the ad hoc spend functionality is enabled in SAP Ariba Contracts. If this parameter is enabled, contract workspaces will be enabled for use with ad hoc spends. This parameter is disabled by default.

Application.ACM.EnableDocumentLinkInContractWorkspaceThis parameter specifies whether the linked contract document functionality is enabled or not. If this parameter is enabled, links can be created in linked contract workspaces to documents in source contract workspaces. This parameter is disabled by default.

1.5.2 Site configuration options in Ariba Procurement and Invoicing Solutions

The following site configuration options must be set in your SAP Ariba Procurement solutions site to enable the corresponding functionality.

Application.Procure.AllowContractWorkspaceAdhocSpendThis parameter specifies whether the ad hoc spend functionality is enabled in SAP Ariba Procurement solutions. If this parameter is enabled, approvable line item creation pages will be enable for use with ad hoc spends. This parameter is disabled by default.


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