Managing Condition Records for Sales Prices

So far, we have configured the structure and logic of our pricing with condition tables, access sequences, condition types, and pricing procedures. Now, we must provide the actual data that drives the calculations. This is the role of Condition Records. They are the master data of the pricing world.

A condition record is a data entry that stores a specific price, discount, or surcharge for a specific set of criteria and for a specific period. For example, a condition record answers the question, "What is the price for Material A, for Customer B, this month?" Correctly creating and maintaining these records is critical for the day-to-day accuracy of your company's sales pricing.

When you create a condition record, you are providing several key pieces of information:

• Condition Type: You must first specify which condition type this record is for (e.g., PPR0 for a base price, or DM01 for a material discount).

• Key Combination: You will select a specific key combination (defined by a condition table) for which to create the record. For example, 'Material with Release Status' or 'Customer/Material'. The system will then prompt you to enter the specific values for these keys (e.g., Material Number = 'TS-LaptopPro').

• Amount/Rate and Unit: This is the core value of the record. You enter the price (e.g., 1200), the discount percentage (e.g., 5%), or the surcharge amount. You also specify the currency (e.g., USD) and the pricing unit (e.g., per 1 piece).

• Validity Period: This is a crucial part of the record. You must define a 'Valid From' and 'Valid To' date. The condition record will only be considered by the system during pricing determination if the pricing date of the sales document falls within this period. This allows you to plan future price changes or run limited-time promotions.

• Scales (Optional): For a single condition record, you can define scales to offer different rates based on factors like quantity, value, or weight. For example, a quantity scale could specify a 5% discount for 1-9 pieces and a 10% discount for 10 or more pieces.

It is critical to distinguish between configuration (defining the pricing framework) and master data maintenance (creating the pricing data). While configuration is often done in SAP Central Business Configuration (CBC) or the "Implementation Activities" app, condition records are created and managed by business users through dedicated SAP Fiori applications.

The primary Fiori app for this purpose is often called "Manage Prices - Sales". Other related apps may also be available for specific tasks.

This app provides a user-friendly interface to:

• Select the condition type and key combination for which you want to create or change records.
• View existing condition records with their validity and values.
• Create new condition records, including setting validity dates and scales.
• Change or delete existing records.

• Condition Records are pricing master data, not configuration. They contain the actual values (prices, discounts, surcharges) used in calculations.
• Each record is created for a specific Condition Type and a specific Key Combination (e.g., for a particular customer and material).
• The Validity Period is a mandatory and critical part of a condition record, enabling time-based pricing.
• Scales can be used within a condition record to offer variable rates based on quantity, value, or other criteria.
• Condition records are created and maintained by business users via dedicated SAP Fiori apps, such as "Manage Prices - Sales", not through configuration tools like CBC or the "Implementation Activities" app.

• Maintain Data Proactively: Set up new prices and discounts before they become active. Use validity periods to manage future changes smoothly.

• Ensure Data Accuracy: Double-check amounts, currencies, units, and validity dates before saving. Inaccurate records lead directly to incorrect pricing.

• Manage Overlaps Carefully: Be cautious when creating records with overlapping validity periods for the same key combination, as this can lead to unexpected results depending on system settings.

• Use Clear Naming Conventions (if applicable): For records that might need descriptions, use clear text.

• Regularly Review and Cleanse Data: Periodically review existing condition records to delete or archive obsolete pricing data, which improves system performance and reduces user error.