3. • Types of SAP users
• Master Data
• Why we need Master Data
• Vendor Master Data
• Material Master Data
• Configuration
Topics
4. • End Users
• Supper user, they are 1st level support
• SAP consultant, they look after for 1st, 2nd, and 3rd level support
Types of SAP users
5. Master Data
Master Data represents the business objects that contain most valuable, agreed upon information
shared across an organization. In SAP R/3 system Data stored can be categorized in three types
1. Master Data
2. Transaction Data
3. Configuration Data
1. Master Data:
Master Data is the core data that is used as a base for any transaction to perform
any business activity like, Production, transferring stocks, physical inventory,
Whatever activity may be, it required certain master data to be maintained.
Example Vendor, and Material Master.
2. Transaction Data
Any business transaction for example Production Order, Purchase Order, Invoice etc are the
Example of transaction data.
3. Customizing Data
Customizing the system as per business need is termed as customizing data
6. Why we need Master Data?
We required Master Data because if we not maintained it we need to enter the data again and again
when we are making any business transaction. It will save our time performance of execution any
business transaction faster.
7. Example when we create purchase
order T-Code: ME21 N as you enter
vendor number, organizational data in
the PO header. The system
automatically pick the vendor name
and other relevant of vendor because
of we have maintain vendor master
data , if we not maintain we need to
enter all data manually when create a
purchase order for a vendor. It will
consume lot of time and performance
will be slow down. Same way when
we enter Material number in Item
overview enter PO quantity plant and
storage location as we press enter the
system pick data automatically
because of material master record,
other wise here also need to enter all
data manually every time if not
maintain any material master record.
This the reason of having master data
record is essential to make any
business transaction smooth and
faster with less efforts.
8. Vendor Master Data
Vendor Master Data is a record of information
about a particular vendor. Vendor master record
having three views:
1. General Data:
Name, address and contact details of a
vendor, bank details.
2. Company Code Data:
Here we enter the finance related data, like
account person, reconciliation account no,
Account management and payment
transactions correspondence with holding
taxes.
3. Purchasing Organization Data:
Purchasing data, currency partner roles
9. T-Code: XK01-Create,XK02-
Change,XK03-Display
Menu Path
SAP Easy access screen SAP
Menu Logistics Material
Management Purchasing Vendor
Master Data Central Create
Example
Enter Company code-2019
Purchasing Organization-2011
Account Group press enter –KRED
Enter Reconciliation A/c 160000
Create Vendor Master Data
10. T-Code: XK01-Create,XK02-
Change,XK03-Display
Menu Path
SAP Easy access screen SAP
Menu Logistics Material
Management Purchasing Vendor
Master Data Central Create
Example
Enter Company code-2019
Purchasing Organization-2011
Account Group press enter –KRED
Enter Reconciliation A/c 160000
Enter Order currency
Click on GR Based Invoice verification
Acknowledgement required
Click on save Vendor number 100658
Created message display by the
system.
11. T-Code: XK02- Change if you wish to
make any changes,
XK03- If you wish to display vendor
data
If you not know the vendor number click
on right side square on vendor field you
can search vendor
12. Vendor Master Data we have three
types of data
1. General Data
2. Company Code Data
3. Purchasing Data
In small company that can be maintain
by one person it is possible. But in a
big company MM Procurement
Purchasing Department can only
generate General Data and
Purchasing Data.
Organization Level in Vendor Master
Data
13. Account GroupAccount Group:
Account group is a grouping of the
similar accounts in to a single group.
Each account group is assigned to a
chart of accounts, we can use only the
account group if the controlling areas
use the same chart of accounts. In SAP
Account group specifies following:
• The account number range interval
from which the account number is
selected when creating General Ledger
master record.
• Its determine the status of vendor it is
regular vendor or one-time vendor.
• Determine the field selection.
• Partner schema
• Vendor sub-ranges or plant specific
data
•Type of number range assignment
For example We are using account
group is KRED According to NR when I
create Vendor Number will be in
between Number interval 100000 –
199999
14. One-time VendorOne-Time Vendor
One-time vendor from whom we are
purchasing single time or very rarely we
purchase from him termed as One-time
vendor. One Standard vendor number
can be used for any new purchase
order. For example
1. Electrician
2. Plumber
3. Order a stationary
To create One -time Vendor T-
codeXK01
Enter Company Code 2019
Purchase Org 2011
Account Group- CPD NR is 02 Vendor
Number will be in NR Interval
1000000 – 199999
Enter the relevant data then click on
save system display message one
time vendor no 100659 is created for
company code 2019, purchase org
2011
15. How create PO by
using One-time
Vendor
One-Time Vendor
no 100660
T-code: ME21N
Enter
Vendor No 100660
ORG DATA
Purchase Org 2011
Purchase Group R20
Company Code 2019
Item No
Quantity, order unit of measure,
price and currency, plant
storage location condition in
condition after enter all data
when click on check system
display the message to enter
vendor address, this is because
of we are using One-time
vendor that’s the reason when
we will create purchase order at
that time we will enter the
vendor address. Because
system know address will be
the different
16. One-Time Vendor
no 100660
As we enter address of vendor
in address tab then go to check
button system display the
message
Click on save
Message display the created
PO Number
17. One-Time Vendor
So if we are using regular vendor to create a purchase order the system will copy the
address and other relevant data from vendor master record. But when we are using One-
time vendor the system knows the vendor will be different for each transaction so its
address tab is blank so it is clear whenever using one time vendor master record you need
to enter the vendor address and contact details manually, We are only making one time
purchasing only from this vendor.
18. Reconciliation Account
Reconciliation Account is a General ledger
account assigned to the business partner
master record to record all transactions in the
sub ledger, Posting to the sub ledgers are get
posted to the assigned reconciliation account
in SAP by which the General Ledger will
always be updated.
Reconciliation account creation is a
prerequisite for creation of vendor master.
Every transaction in an account of a sub-
ledger is automatically posted to the General
Ledger. This integration guaranteed by the
reconciliation account in SAP.
Reconciliation account ensures that the total
all General account balances is always zero.
This is a prerequisite for creating balance
sheet at any time.
Reconciliation Account for Vendor Master
19. Common reconciliation account can be
assigned to several customers. It is
display on the balance sheet under item
Sundry Debtors.
Several reconciliation account is
required if you want to have different
account balance s separately in balance
sheet for example domestic receivable,
or foreign receivable.
When crate a vendor master in
accounting information tab to assign
Reconciliation account to vendor is
mandatory if we left blank the system
will give the error we can not create
vendor master record without it.
The Reconciliation account number is
provided by the Finance Department.
20. Partner Role
Partner Functions/ Roles
The following partner roles are used in
Material Management
• Vendor (VN)
• Ordering Address (OA)
• Goods Supplier (WL)
• Invoicing Party (IP)
Vendor (VN): Name and address of
vendor address of vendor (role LF) .
Ordering Address: If you define
another partner for the partner role
Ordering address BA, a standard
Purchase Order or release order will not
be sent to the address of vendor(role
LF) but to the ordering address of the
partner.
Goods Supplier: In the case of
Intrastate:
If you define a partner from another
member state of EU for partner of
goods supplier (WL).
21. standard PO or release order will be taken into account when Intrastate declaration are created. In the
case of return delivery: if you define another partner role goods supplier (WL) the addresses of the
Goods supplier will be determined for return deliveries in inventory management.
Invoicing Party (IP : If you define another partner for Invoicing Partner (role IP), the invoicing account
will be charged instead of the vendor account.
These all Partner functions/roles can be by same vendor having their business activity at different
geographical locations, and a business can have different business partner for each partner roles.
There are more Partners Functions/Roles are as follows
Order Recipient (OR)Different Payee (AZ), Contact person (CP), Employee responsible (ER), Intrastate
declaration GS)
Partner determination :
Partner determination can be used for price determination, message determination, address
determination, statistics. If you define a lot of partner roles, you can select one of them like a default.
When some one creates a purchasing document, default value is seen in the lists.
To use partner determination will need to define partner schema for purchasing document . When
define schemas, the previously created partner roles are assigned to the schema. If account group is
assigned a partner schema, SAP checks whether a role you enter in schema or not. You will get an
error message, if SAP does not find related role.
22. Define Partner Schema
T-Code: SPRO Material Management Purchasing Partner Determination Partner
settings in purchasing documents/Define Partner schemas
To save our time for same account group we can create new vendor by copying from
existing vendor system copy most of the data from the existing one accept the name
address that we need to enter the address of desire vendor which master record we need
to create this will take less time create new vendor master record for new vendor.
23. Blocked a Vendor
If we are not happy from the
service of a particular vendor for
that we need to delete the
vendor master record there is an
other option SAP has given we
can use blocked function to
prevent no one can create any
purchasing transaction with that
blocked vendor if some to create
purchasing order for that vendor
system will give the error
message and transaction can not
be completed.
To Blocked a vendor T-Code is
XK05 (Block) and delete Vendor
Master record completely from
the system T-Code is XK06
(Delete)
24. Block A Vendor T-
Code: XK05
Enter Vendor No
Company code,
Purchase Org click on
which posting and
purchasing block you
want to make if then
select reason of block
then click on same
vendor will be blocked
by the system.
If you create the PO
for same vendor it will
give error
25. Delete a vendor
T=Code XK06
System not delete the
vendor record
completely from the
system flag mark for
deletion is highlight
when you will be
create PO for that
vendor system will
display an error
message
26. Exercise Create Vendor
Master Centrally
Create a vendor master T-Code: XK01
screen sequences will be as follows
1. Enter Company code
2. Purchasing Organization
3. Account group
You can create Vendor
1. Direct press enter
2. In second option create vendor
master record with reference to
existing one you need to enter
Reference Vendor number
Company code
Purchasing Organization
1, We will create Vendor Master without
reference
Vendor no will be blank it will assign by
the system NR interval will assign to
the Account group in configuration it
will create the number between that
NR 02 Interval 100000 – 199999 It
is Internal no
Here Vendor No Internal system will
generate the vendor number with in
the NR which assign to account
group KRED Address screen enter
all details contact number
Click for next
29. Exercise Create Vendor
Master Centrally
2nd Option in Create New
Vendor with reference
T-Code XK01 – Most of the
control data system will copy
from reference vendor master
record address screen will be
blank system knows address
and name of vendor will be
different enter name and
address
Next screen enter,
reconciliation account and
purchasing data system has
pick from reference record
click on save system display
the message
30. Create Vendor Master By
using T-Code MK01
In this you will find not all
screen will be display like
when we create a Vendor
Master by using T-Code:
MK01Main difference is
Company code field
disappear
37. Material Master Record
A material is used by different
departments in a business. For example
if we are producing a product name
XYZ. That same product data is used by
following departments
1. Sales and distribution
2. Material Management
3. Production
4. Accounting
5. Warehouse Management
6. Forecasting and others
department………
The name of product is same for all
department there for we maintain
different views in Material Master
record.
38. Material in SAP is a logical representation of certain Goods, Semi-Finished Goods, Raw Materials or
services that is an object of production, sales and purchasing, inventory management etc.
All the information for all materials on there on their potential use an characteristics in SAP are called
Material Master. Material Master Data is most important master data in SAP. There are also customer
master data, vendor master data, conditions/pricing master data etc. All the processing of the material is
influenced by material master. This the reason need well maintain and updated material master record.
For that we need to understand about material master views and implications on processes in other
modules., business transactions and few more helpful information like tables that store material master
data., transactions for mass material maintenance
To create Material
T-Code: MM01-Create, MM02-Change, MM03-
Display
Menu Path:
SAP Easy Access SAP Menu Logistic
Material Management Material Master
Create General Immediately
39. Material Number Range
Material
In SAP material is identified by a unique number. It can be defined a
• Internal Number range which system generate a number for material automatically when we create
a any material master record.
• External Number Range which we need to enter external number before creating material.
We can choose above single option and we can choose both option for material number.
To define a Number Range
T-Code: MMNR
Internal Number Range: We have Material Group RJMM following Material Type is assign NR 06
Internal NR Interval is 10000000-200000000 material Number will be between this range.
40. Material Number External
If we create a material by choose material type FERT we
can give external number and system can generate the
internal number because for this material type we have
assign NR 01 which is Internal and assign NR 02 which
is alpha batic is external we can give external our own
alphanumeric no when create material by using material
type FERT
41. Material Type Material Type
Description
FERT Finished Product
HALB Semi-Finished
Product
HAWA Trading Goods
ROH Raw Material
VERP Packaging Material
Material Type:
In SAP ERP, every material has a characteristics called “material
type” which is used throughout the system for various purposes.
1. Material type represents a type of origin and usage. It can
be Finished Product (ready to use), Semi-Finished (can be
as a part to produce finished product), Trading goods (for
resale), raw material (to produce semi-finished or finished
product). It can be packaging material to pack the finished ,
semi-finished or a raw material. Packaging material can be
returnable or non-returnable.
2. SAP has given standard material types we can customize and
can create our own material type. We can use standard material
type also.
What can configured on Material Type level?
1. Material master view: It defines the view associated with
a material type. Example material type FERT assigned to
our product 0000 we don’t need to have purchasing based
views for that material we don’t need to purchase our
product, it can be configure on material type level.
2. Default Price Control: we can set this control to standard
or moving average price. This can be change in material
master level to override default setting,
3. Default Item Category Group: It is used to determine item
category in sales document. It can be change in material
master to override the default settings.
4. Internal/External Purchase Orders: Special material
types indictors, and few more can see in MM01-Create
Material Master Transaction.
Material Type
43. Industry SectorIndustry Sector:
It is control the screen selection
and field selection.
The industry sector determines :
which screens appear and in
which order. Which industry
specific fields appear on each
screen. The industry sector you
assign a material can not
subsequently be changed.
44. Implication of MM Views on standard SAP System
Material Management Views
1. Basic Views
2. Classification View
3. Sales Organization Data 1
4. Sales Organization Data 2
5. Sales General/ Plant View
6. Purchasing
7. Purchase Order Text
8. Foreign Trade /Export View
9. MRP 1
10. MRP2
11. MRP3
12. MRP4
13. Plant Storage Data 1
14. Plant Storage Data2
15. Warehouse Management 1
16. Warehouse Management 2
17. Quality Management
18. Accounting1
19. Accounting2
20. Additional Data
Material Management View
45. Material Master Organizational level
Organizational level
Material – Note book
Plant – 2019
Storage Location – 0001
Sales Organization – 2019
Distribution Channel – RJ
• This data is valid for whole company:
Example, material number, material short text, material
description, material group, base and alternative unit of
measure…
• Data is valid with in one plant:
For example, purchasing data, MRP data, Forecasting
data, work scheduling data, ….
• Data that is valid for one storage location:
For example storage bin description, picking area,…
46. T-Code: MM01
Enter Material Number External
Note Book
View selection depends upon
Material Type it is FERT- Semi
finished Goods View selection will be
as under:
Select View (S)
• Basic Data 1
• Basic data2
• Sales Org 1
• Sales Org2
• Sales: General/ Plant Data
• MRP1
• MRP2
• MRP3
• MRP4
• Accounting1
• Accounting2
• Costing1
• Costing2
Organizational Data
Plant-2019
Storage Location-0001
Sales Org-2019
Distribution Channel RJ
Create a Material
47. • Basic Data 1
Basic Unit measure PC,
Material Group
Gross Weight--- , Net Weight
Weight unit – Kg
Basic Data -2
Tex Data – 1 (Full tax for Germany)
48. • Sales Org 1
Basic Unit measure PC,
Material Group
Tex Data – 1 (Full tax for Germany)
49. • Sales Org/ General Plant Data
Transport Group -0001
Loading group - 0002
• Purchasing
Purchasing Value Key -1
50. • MRP 1
MRP Controller 003
MRP Type – PD
Lot size-ZX
• MRP2:
•Procurement type- X
Scheduling In-house Production 2 d
GR Processing 3 Scheduling key 001
51. • MRP 3
Period Indicator M Availability Check -
01
• MRP4
54. Click on save Material NOTE BOOK created
Additional Data Tab:
55. Extending a Material Master
To extend the material to another plant T-
Code- MM01
1. Same Material Number from Plant 2019
to 2020
2. Same Material Number different storage
location in same plant
3. Different Plant and location with
different number
Click on save
Material Master be extended
58. Settings
T-code: MM01
Go to Default Settings on Menu
Bar Industrial Sector
Which Industrial Sector you choose
that will be open by default when you
go on t-code MM01
Material Type which material
type will you choose that will be
come by default on mm screen
Views which View you will select
that will be high lighted when go on
MM 01 screen
Organizational Data which you
maintain that will be appear by
default when you go transaction
MM01
Copy from data also you can
maintain as default
59. Create Material with Reference
MaterialT-code: MM01
We can create a material by the
reference from which is existing in
the system.
61. Profile
Profile is created if we are using
same MRP every time for our plant
we can create a MRP Profile
T-code: MMD1-Create, MMD2-
Change,MMD3-Display
Menu Path
SAP Easy Access SAP Menu
Logistics Material Management
Material Master
Profile MRP Profile Create
63. T-Code: MMSC –Extend storage
Location of material
Enter Material
Plant Press Enter
Enter Desired Location s then click
on save
We can extends a material
collectively for different locations it
consume less time.
MM02
Material Note Book
Select View
Org Level
Plant
Click on Storage Location you will
find Material has extended to two
storage location 0001, 0002
Collective entry for Storage Location
64. Mass Maintenance
T-Code: MASS we can change of
same value in a field one time in
multiple numbers of materials ledger
by using this transaction
if you have 1000 of data you can
copy it
Copy here all data
65. Click on execute
Click Here
Search the Required field
Right hand side
Enter the Number of days you
want to put select the column
and click on
All entry now change to 20
Click on Continue
Click on save
