Automatically Renewing 845 SPA Contracts

If you frequently have special pricing agreements that do not change and just need to be renewed, you can set up the system to automatically renew the contract and create the new matrix cell. You can use the SPA Matrix Review Queue to review any updates or pricing changes, as needed. The system handles errors, such as when products are not found, but universal product codes (UPCs) are located. You can fix errors and adjust pricing as needed. The system also leverages your product data warehouse (PDW) to locate product and the corresponding UPCs.

Note: You can create a widget for both the SPA Matrix Review Queue and the 845 Contract Upload Queue, if you monitor either of them on a regular basis.

To automatically renew a SPA agreement, setup a trading partner with the correct parameters. Then you can use the SPA Matrix Review Queue to renew at a glance, the contracts that come through EDI to your system.

When contracts are automatically renewed, the system expires the old matrix, copies the sell information to a new matrix and populates the information accordingly.

Click here to see the automatic renewal workflow.

To setup a trading partner to automatically renew a special pricing agreements:

1. Display a trading partner profile on the EDI Trading Partner Profile Maintenance screen.

Note: If prompted, log on to the character-based system.

2. Select a group ID and use the Group Profile Maintenance hot key to display the EDI Group Profile Maintenance screen.

3. Select the 845 document number and use the Add'l Doc Info hot key to display the EDI Add'l Doc Info screen.

4. In the Auto Create 845 Renewal SPA field, enter Y to activate the automatic renewals.

5. In the Default Global SPA COGS Basis field, enter the cost-of-good-sold (COGS) basis you want the system to use when automatically processing SPA agreement renewals.

6. In the Default Global SPA Direct COGS Basis, enter the direct cost-of-good-sold (COGS) basis you want the system to use when automatically processing SPA agreement renewals.

7. Press Esc to save your changes and exit the screen.

8. From the Purchase > Queues menu, select EDI 845 Review Queue to display the contract upload queue.

9. Review 845 Contract Upload Queue.

The system creates an 04 document and checks the Trading Partner Connect file to see if the auto-renewal is flagged. If the auto-renewal is not flagged, the system places the file into the standard 845 Contract Upload Queue.

To review pricing agreements:

1. From the Purchase > Queues menu, select SPA Matrix Review Queue. You can also double-click the contract matrix from Quick Sell Matrix Maintenance.

Note: This queue is only available in the Solar application.

2. Use the header fields to filter the information you need to display and click Update.

   Field	Description
   Branch/Tr/All	Enter the pricing branch for which you want to view the SPA matrix.
   Inside Sales	Enter the sales person responsible for inside sales if you want to view only those contracts for a particular salesperson. Leave blank to run for all sales people.
   Outside Sales	Enter the sales person responsible for outside sales if you want to view only those contracts for a particular salesperson. Leave blank to run for all outside sales personnel.
   Vendor	Enter the vendor responsible for fulfilling the contract agreement. Leave blank to run for all vendors.

The system displays the current matrix information for each branch by branch.

3. Review the matrix queue columns.

   Field	Description
   Branch*	The branch to which the SPA applies.
   Vendor*	The vendor with whom the SPA has been made.
   Customer/Contract*	The auto-assigned contract number or the customer number as found in Customer Maintenance.
   SPA Number*	The auto-assigned SPA number.
   Effective Date	The date on which the SPA takes effect.
   Expire Date	The date on which the SPA no longer applies.
   Source	The location from which the information has come to place the SPA in the queue.
   Receive Date*	The date the SPA renewal request has been received.

   * View Only

   Note: Use the View menu to display other columns.

4. Use the check boxes to select which contracts you want to remove from the queue, if any.

5. From the Edit menu, select Remove.

This action permanently removes that contract information from the queue. The contract is still accessible through the EDI 845 Contract Upload Queue.

6. Use the Matrix Review Queue to review and make changes, as needed.

7. Save your changes and exit the window.

See Also:

Entering Additional 845 Document Information

Receiving EDI 845 Price Authorization Acknowledgments Overview