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Navigating & editing an existing special pricing agreement

This article will walk you through creating and updating an existing special pricing agreement (SPA). New SPAs are created by enrolling a distributor support contract (DSC) with a customer pricing contract (CPC). You can learn how to update and manage DSC customer enrollment here; learn how to update and manage CPC distributor enrollment here.

This article will cover the following:

The details of a DSC are contained in a number of tabs outlined below. In addition to these tabs, you will find actions and period navigation outlined below.

While within a SPA you will always see the three parties of the agreement, manufacturer, distributor, and customer, whether this is a specific customer or any customer, as shown below. For each of these parts, you will be able to review the DSC and CPC using the view links in the header area.

SPA tabs

  • Details: This tab allows you to update the core information, define calculation methods, etc. See How to update SPA details here for further guidance.
  • Products: Manage the specific products the SPA applies to. Please note these will be a subset of those specified on the base contract(s) used when creating the SPA. You can learn more about how to update SPA products here.
  • Branches: You can manage which distributor's branches you wish to support here. These can be selected individually, or you can select all.
  • Rebate interactions: this tab allows you to specify the behavior of your rebate and SPA claims if you are managing rebates within Enable. You can learn more about rebate interactions here.
  • History: Review and manage contract versions. You can learn more about contract versioning here.
  • Notes & documents: These are notes or key terms you must include on your SPA. You can also upload relevant documents which will be referenced. Learn more about adding notes and documents to a SPA here.
  • PDF: View and download the PDF of your SPA.

SPA actions

Under the 3 dot menu in the top right of a SPA, you can:

  • Delete enrollment; this action is only available for a draft SPA, and it will permanently delete it. Once deleted, the SPA will need to be set up manually again.
  • Download PDF; this is the same as the PDF available under the PDF tab.

SPA period navigation

When a contract has multiple periods, you will be able to step through each one to the latest version. This navigation will appear at the bottom right of the page.

You can learn more about versioning (and how to create new periods and versions) here and about navigating periods and versions here.

How to update SPA details

The details tab within the SPA has three sections, a special pricing agreement contract section that contains basic information and settings (learn more below), a pricing mechanism section, and a support mechanism section which will change depending on which mechanism is specified in the contracts being enrolled.

Updating and managing special pricing agreement contract fields

You can edit the following fields unless stated otherwise, default values will be inherited from the DSC and CPC (if used):

  • ID: System generated, not editable, SPAS are prefixed with the letter S this will then be followed by version and period information if the contract has a new version, renewal, or split applied. Learn more about versioning here.
  • Reference: A user-defined text field; you should make this descriptive to identify it amongst other SPAs.
  • Start date: defines the day the special pricing agreement begins.
  • End date: defines the day the special pricing agreement begins.
  • Visibility: set to either shared or internal - where shared allows the SPA to be viewed by the partner organization (your collaborators), while internal can not.
  • Approval status: can be set to approved or draft. Only an approved SPA can have contract versioning actions taken.
  • Support claim period method: determines which date the support claim period should be calculated. This can be either the (last) transaction date or the SPA end date formed from this DSC. The field will read Not set if the template used does not have a value.
  • Support claim period (days): this is set on the template. If the template used does not have a value set, the field will read Not set, and claims can only be made up to and include the DSC end date.
  • Order reference: optional; user-defined text field.
  • External reference: a unique reference you define and can run reports on. This is not case-sensitive; for example, an external reference of SPA123 is the same as spa123.
  • Tag: a configurable free text field that allows you to group and report against multiple SPA agreements. It is up to your organization to define a tagging strategy.
  • Quantity limits: Allows you to set a limit to support on a per product, product group or product category basis. See updating SPA products here.
  • Deal type: this is inherited from your base template(s).

How to update pricing and support mechanism sections

Both the Pricing mechanism and Support mechanism sections require only a simple amount of configuration depending on the delivery type settings of the contract(s) used to create the SPA. The pricing mechanism information will inherit from the CPS; learn about setting CPC details here. Similarly, the Support mechanism will inherit its configuration based on the DSC; learn about setting DSC details here.

If the distributor support contract template did not specify the end customer pricing (see creating a new template to learn more), you would not have a pricing mechanism section. The below information will only apply to the support mechanism information.

If both DSC and CPC have direct and distributor delivery selected under delivery type, then for each mechanism, you can:

  1. (Optional) Adjust the distributor delivery default value.
  2. (Optional) Adjust the direct default value.

The values set in steps 1 and 2 will persist in the products tab; learn about updating SPA product settings here.

How to update and manage SPA products

The products available for selection in the SPA will be those included within the parent template(s). If your SPA requires products not included in the parent contract(s), you must create a SPA from other contracts.

Products can be selected using product groups or product categories but not both; this is the same as when selecting products on other contracts and templates. Please see this template product selection guide for more information on selecting products.

Once you have made your SPA product selection, you will see additional columns to set pricing and support values for distributor delivery (Column name: distributor deliver) and direct delivery (column name: direct). The delivery type values will be grouped by pricing and support mechanism labels. Below you can see the pricing and support mechanisms which you can edit the values for:

Customer pricing mechanisms

  • Percentage discount off of a price list, %; for percentage discount off of a price list, see calculation details here.
  • Specified contract price, currency; for the specified contract price, see details here.

Distributor support mechanisms

  • Margin maintenance, %; for margin maintenance, see calculation details here.
  • Fixed amount per unit, currency; for fixed per unit rate, see calculation details here.
  • Percent of price list, %; for Percent of price list, see calculation details here.

For each of the delivery type columns and quantity limit (if selected in the details tab), you will be able to type directly onto the row the values for distributor and direct delivery.

  1. Identify the row to edit. Editing values can be done for an entire product category, entire product group, or individual product level. Individual edits will be in the direct and indirect sections, depending on how the product has been included.
  2. Click the value on the row you want to adjust and type the new value in.
  3. Click anywhere outside of the cell you edited will automatically save your adjustment.
  4. Review your edits. It is recommended you check the effect edits to product groups and categories have had across the indirectly selected products.

Any adjusted values will be darker than any defaults inherited from the details tab. Furthermore, all edits always overwrite the default defined on the details tab. Edits to indirectly selected products always overwrite an edit made to the product group or category.

How to update and manage SPA branches

A SPA is either all branches included in the distributor support contract, or you can limit the SPA to only a subset. You can manage these via the Branches tab. The selection of branches is similar to directly selecting products on a template; see here. This includes:

  • Single branch selection by clicking on each branch included, simultaneous search is supported, making adding specific branches in a large list easier.
  • Select all selections in the menu bar on the branches listing; you can use the select all button to include all branches.

If the distributor has new branches added during the course of the DSC, these will be in the DSC if the select all option was used. If you encounter any issues, please reach out to our support team here.

How to update and manage SPA rebate interactions

The rebate interactions functionality allows you to connect program lines, from Trading programs. This requires you to track your rebate programs within Enable. If you wish to learn more, please reach out to our support team here.

How to update and manage SPA history

This section will demonstrate how you update and manage a SPA. During the lifetime of the contract, you may encounter errors in setup, contract renewals, and renegotiations. Enable allows you to manage all these scenarios and more with versioning by creating new versions, renewing contracts, and splitting contracts. You can learn about these different actions here. This article will walk you through each versioning action.

The process is the same whether you want to review a different period or change the version.

From the history tab, you can review all periods and versions within the period section of the page (on the left-hand side). Clicking on a different period or version will change the details shown on the right-hand side of the page but will not switch the SPA in other tabs to this version or period (i.e., to review details, products, branches, etc.). To switch all SPA data to a different version or period, allowing you to review the details, approval, products, branches, etc., you will need to:

  1. Click on the period or version you wish to view; this will change to green to indicate it is selected.
  2. Click on the icon within the details area. This can be found under the details heading next to the Name field.

tip: before clicking on the icon in step 2, take note of the period and version number in the name for step 4.

  1. Wait while you are navigated to the details page.
  2. Check that the ID field has the correct period number and version number you expected.

Creating a new version

New versions are used to fix erroneous setups, adjust terms, etc. A new version will apply changes retrospectively which will update calculations already made. Learn more about contract versioning concepts here. To create a new version from the history tab:

  1. Click the create new heading under the periods heading.
  2. Click the new version tile.
  3. Click confirm on the popup.
  4. Wait for the new version to be created.

Once the new version is created, you will be navigated to the details tab of the new version. You can review the version on the ID field. This new period will be in a Draft approval status and can be edited.

  1. Make any updates to the SPA; learn about editing a SPA here.
  2. Approve the new period SPA; learn about SPA approval here.

Your new period SPA will now be ready to use. If you encounter issues with any of the steps above, please reach out to our support team here.

Creating a renewal

Renewals are the best way to extend the active time of your SPA.  Learn more about contract versioning concepts here. When you renew, you can make adjustments without affecting the previous period's claims.

  1. Click the create new heading under the periods heading.
  2. Click the Renewal tile.
  3. Add an end date to the renewal. If the end date is left blank, you can set this at a later date.
  4. Click confirm on the popup.
  5. Wait for the new period to be created.

Once the new period is created, you will be navigated to the details tab of the new period. You can review the version on the ID field. This new period will be in a Draft approval status and can be edited.

  1. Make any updates to the SPA; learn about editing a SPA here.
  2. Approve the new period SPA; learn about SPA approval here.

Your new period SPA will be ready to use; learn to navigate contract history here. If you encounter issues with any of the steps above, please reach out to our support team here.

Creating a split

Splits allow you to create non-retrospective changes part-way through a SPA’s active period. You may wish to use a split in reaction to a renegotiation, sudden pricing change, etc. Learn more about contract versioning concepts here. To create a split from the history tab:

  1. Click the create new heading under the periods heading.
  2. Click on the box for split date and select the date you wish to split on.
  3. Click confirm on the popup.
  4. Wait for the system to:
    a. Create the new version for the period you are splitting on.
    b. Create the new period, which will occur from the split date (inclusive).

You will be automatically navigated to the details page of the version created in 4a. At this point, it is recommended you return to the history page and review your latest two periods. Both of these will need to be updated and approved. From the history page:

  1. Navigate to the period and version you wish to update; you can learn about navigating history here.
  2. Make updates to the SPA; learn about editing a SPA here.
  3. Approve the SPA; learn about SPA approval here.

If you encounter issues with any of the steps above, please reach out to our support team here.

How to update and manage SPA notes and documents

Under the notes and documents tab, you can add notes as well as supporting documents and files.

To create a new note, type in your text and press the save button in the left-hand corner. When a note has been created, you can see who it was created by and when it was created. After a note has been created, it is not editable.

Documents and files can be uploaded in the documents section.

The Notes you add appear on the PDF under a notes heading in chronological order with a name stamp next to them.

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