For a Purchase Requisition (PR) tied to a contract (also known as a release requisition), at what point does the PR count against the contract's Amount Spent total?

The contract spend accumulates after a different PR status compared to when I expect it to accumulate. What controls this behavior?

1. Ensure parameter Application.Contract.MasterAgreement.ReleaseAvailableBalanceState is set to it's default value of Ordered.
2. Create a contract with max limit $400 and no preload.
3. Create a requisition PR1 worth $300 and submit it so that it stays in Submitted status. At this moment backend fields AmountSubmitted = $300 and AmountOrdered = $0. You will not be able to see the values of the backend fields. All you see is Amount Spent on the contract is $0 as it derives its value from AmountOrdered.
4. Create another requisition PR2 worth $150 and submit it so that is stays in Submitted status. At this moment backend fields AmountSubmitted = $450 and AmountOrdered = $0. Amount Spent on the contract is $0 as it derives its value from AmountOrdered.
5. Approve PR1 and move it to Ordered status. At this point in the backend AmountOrdered = $300 AmountSubmitted = $450. Amount Spent on the contract in the UI would show $300.
6. Change the parameter to Submitted. At this point Amount Spent on the contract will show $450 (greater than Max Limit of $400) as it starts pointing to backend field AmountSubmitted. The contract however will remain Open as there is no trigger in the system to close the contract when the parameter's value is changed.
7. Support runs task Open Or Close Contracts if business requires that inflight contracts that exceed contract max limit (based on AmountSubmitted) be closed. This should result in closing the contract.

The inverse of these steps would apply if the parameter's value is changed from Submitted to Ordered. Support can run task Open Or Close Contracts if business requires that inflight contracts that do not exceed contract max limit (based on AmountOrdered) be reopened.

For sites that use SAP Ariba Buying and Invoicing only, the parameter Application.Contract.MasterAgreement.ReleaseAvailableBalanceState indicates the state that the PR must reach before the contract is accumulated. If the PR is denied or canceled later on, then the relevant amount is subtracted from the contract. The possible values are:

• Ordered
• Submitted
• Approved
• Received
• Reconciled
• Paid

By default, this parameter is set to Ordered.

Most customers either have the parameter set to Ordered or Submitted. Amount Spent on a contract is dynamic and points to different backend fields based on the value of the parameter.

Contracts in the backend have fields AmountOrdered and AmountSubmitted. AmountSubmitted gets updated whenever a PR is submitted. AmountOrdered gets updated whenever a PR is ordered post approval. In the default configuration of the system, Amount Spent on the contract is equal to AmountOrdered (plus Preload Amount). If the parameter is set to Submitted, Amount Spent on the contract is equal to AmountSubmitted (plus Preload Amount) and so on.

For SAP Ariba Catalog sites that are merged with SAP Ariba Buying and Invoicing, the parameter Application.Contract.MasterAgreement.ReleaseAvailableProcurementState may be set to:

• Purchased, meaning the contract is accumulated when you check out a cart from SAP Ariba Catalog
• Released, meaning the contract is accumulated according to the parameter Application.Contract.MasterAgreement.ReleaseAvailableBalanceState instead, and the behavior is the same as an SAP Ariba Buying and Invoicing-only site

By default, this parameter is set to Released.

If you want to make a change to these parameters, have your Designated Support Contact (DSC) file a case for SAP Support accordingly.

Catalog Management
Purchasing > Contract Compliance