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Essential Master Data in SAP MM




Prepared By
Subhrajyoti Bhattacharjee

PMP®, Certified SAP EAM/PM, Certified ITIL V3

SAP EAM/PTP/PS Systems Analyst

Perth, Australia.

E-mail: subhrajyoti.b@gmail.com
Contents

1.   MATERIAL MASTER MAINTENANCE ............................................................................................................ 3

2.   SERVICE MASTER MAINTENANCE ............................................................................................................. 14

3.   VENDOR MASTER MAINTENANCE .............................................................................................................. 17

4.   REQUEST FOR QUOTATIONS ........................................................................................................................ 29

5.   OUTLINE AGREEMENTS - CONTRACTS .................................................................................................... 35

6.   SOURCE LIST MAINTENANCE ...................................................................................................................... 42

7.   PURCHASING INFO RECORD MAINTENANCE ........................................................................................ 47

8.   PRICING CONDITION RECORD MAINTENANCE .................................................................................... 52

9.   MESSAGE CONDITION RECORD MAINTENANCE .................................................................................. 54
1. Material Master Maintenance

 Transaction codes: MM01 (Create)/ MM02 (Change)/ MM03 (Display)/MM17
 (Mass Maintenance)/ MM06 (Flag for deletion)/ MM60 (Material List Report)

 Background and some statistics:

 In SAP, materials are categorized as Material types for master data
 maintenance and for the purpose of relevant process activations.

    Production Planning/Sales:ROH (Production consumables),PROC
     (Process Material),HALB (Semifinished Products), FERT (Finished
     Products), PROD (Product Groups), INLV (ABC Non-valuated material),
     VERP (Packaging)

    Maintenance/Structuring: ERSA (Spare Parts), HIBE (Operating
     Supplies), IBAU (Maintenance Assembly), NLAG (Non stock – rarely
     used), HERS (Manufacturer parts)



 Dependencies on Material Types

    Depending on Material Types, the Screen View compositions and
     Material Number ranges will differ

    Criticality of material views coulddiffer: For example - A material type
     such as FERT which is usually meant for Sales should have sales views
     activated; most material types subject to External procurement will have
     Purchasing view available for data maintenance; Material types relevant
     for MRP should have MRP views activated with relevant data and so on.

    Organizational assignments of material would differ: For example, a
     cross company material code will be created at Company code level
     whereas, whereas Plant specific material will be created at Company
     code -> Plant level; Sales specific material should be in addition to Plant,
     assigned to a Sales area (Sales Organization + Division + Distribution
     Channel)
 MRP Planning parameters may differ: For example: Spare parts,
          Operating supplies etc. are either subject to Consumption Based
          planning using MRP Type V1 – Manual reorder point planning with
          external requirement or No planning ND; Finished products kind of
          material usually work on MRP Type PD with Lot sizing procedure PB
          (Period Lot size) or EX (Exact Lot size)

     Transaction screenshots and some key parameters:

MM01 – To create or extend Material Master Record




      Industry sector: There are 2 industry sectors that can be chosen – I:
      Mineral processing, M: MTS Product Groups. M is to be used for Material
      type PROD only. Industry sector is a field which in conjunction with
      Material Type determines Material screen views and field layouts.

      Material Type: To be chosen carefully. Details of relevant Material types
      as provided in previous section.
Views: The following are the relevant maintainable views in Material
master record along with their purpose:

Basic data 1/ Basic data 2: Header view of a material and is generally
maintained for all material types. Important fields in this view would
include Description (Mandatory), Base unit of measure (Mandatory),
Material Group (Mandatory), Product Hierarchy(To be maintained for
Product sales reporting), Division (Mandatory sales relevant material),
GenItemCatGroup (system defaulted as per material type)

Classification view: To be maintained for material those are to be assigned
to a specific material class along with characteristic value assignment.

Sales: Sales Org views:To be mandatorily maintained for material that
would be sold to customers (external or internal). Internal sales refer to
Stock sale between ABC entities. Key fields that need to be maintained in
the sales views include:

Sales: Sales Org Data 1:Sales unit (if different from Base unit with
conversion factor), Tax classification (GST relevant or Exempt), Delivering
plant(if supplied by an Internal plant)
Sales: Sales Org Data 1:Material Statistics Group (Mandatory – 1
      possible value “1- ABC SIS”), Account Assignment Group (Mandatory – is
      critical for auto determining Sales revenue account, choose from dropdown
      based on Product type), General Item cat group/Item category Group
      (auto populated based on material type, determines Item category in line
      item of sales documents where the material is used)

      Sales: General/Plant:Availability check(01- Daily requirement/02 –
      Individual requirement), Transportation Group (Mandatory – essential for
      Transportation route determination), Loading Group (Mandatory – essential
      for Shipping point determination)

      MRP Views:The following MRP views exist with some of critical fields as
      underlined

MRP 1:MRP Type (Usually PD used for Product based material, V1 for
    Spares/supplies, and ND for material not subject to MRP), MRP Group (For
    grouping material with special MRP parameters different from Plant MRP
    parameters), Lot Sizing (PB – Period Lot size, EX – Exact Lot size), MRP
    Controller (as relevant), Reorder point (to be manually set for MRP Type
    “V1”)

MRP 2:Procurement Type (Usually F – External procurement), Special
    procurement type (10 – Consignment, 30 – Subcontracting, 40 –
    procurement from alternate plant), Scheduling Margin Key (determines
    Float periods during MRP run such as Planned order -> Preq conversion
    float etc), Planned delivery time (For external procurement), GR processing
    time,Stock Determination Group (single group 0000 configured), Safety
    Stock(if relevant)

      MRP 3:Period indicator (M – Monthly planning, relevant for Forecast based
      MRP which is not used here), Strategy Group (used for Planning strategy
      identification of Planned independent requirements, not much relevant in
      ABC process perspective with no PP), Planning material/Conversion factors
      between material (Not relevant as planning is done on the material directly
      and not on alternate material)

      MRP 4:BOM explosion of dependant Requirement – Selection
      method,Individual/Collective (not in use in ABC) – used mostly when SAP
Production planning with Routings-BOM-Production versions used for
       detailed production planning – not done within SAP system SAP at ABC.

       Purchasing: This view is critical and must be maintained for all material
       subject to purchasing (external or internal). Some of the important fields
       include: Order unit (if different from Base unit, corresponding conversion
       factors may have to be maintained), Purchasing Group (identifies the
       group within purchasing team responsible for procurement), Purchasing
       value key (controls reminder deadlines, Delivery tolerance limits, shipping
       instructions), Tax indicator for material (subject to tax or Tax exempt),
       Automatic PO check box (if checked it will lead to automatic creation of PO
       during PR -> PO conversion, dependency – in vendor master of vendor
       automatic PO should have been ticked)

Work Scheduling:This view is to be maintained for materials relevant to
     Production planning, which is not within ABC SAP scope. In this view, some
     of the critical fields that can be maintained are Batch Management (if
     material subject to Batch management), Inspection stock (if material is to
     be posted to Quality Inspection stock during GR), Critical part indicator
     (this indicator is used for marking critical parts to be taken into account
     during Physical inventory sampling as well as in Reporting), Serial No
     profile (for activating serial nos. and corresponding business movements
     allowed for material – serial no.)

Plant data/stor1:Important Fields under this view includeUnit of issue (if different
       from Base unit, conversion factors may have to be maintained), Storage
       Bin (Fixed storage bins – 10 char, not dynamic WM storage bins), Cycle
       counting (CC) indicator (for parts to be used for ABC cycle counting,
       leading to auto Physical Inventory document generation based on CC
       parameter settings), Batch Management checkbox (if Batch management is
       to be activated), Shelf Life data fields (Not relevant in ABC process
       perspective)

       Plant data/stor2:Important fields under this view include Negative stock in
       Plants (In ABC Sales process perspective, issue to Sales order of Finished
       goods are from Negative stock, hence in FERT materials particularly, this
       would be ticked), Ser. No profile (not in use at ABC in general), Stock
       determination group (for MRP material, stock determination group 0000 set
       up)
Accounting 1:This is a critical view for all valuated materials which are
      valuated in books of accounts. Important fields include Valuation class
      (critical in automatic determination of stock account based on material
      movement posting keys, specific for material types, ex. FERT usually
      valuated to Finished Products valuation class), Price control (Defaulted as
      per material type setting; S- Standard price control with variations posted
      to Price difference - PRD account or V – Moving average price with price
      variations directly posted to stock account), Standard/Moving average price
      (as relevant)

      Accounting 2:Fields pertaining to Determination of Lowest Value – Tax
      price 1/2/3 (prices at which material is valuated for Tax), Commercial price
      1/2/3 (price at which material is valuated for commercial purpose),
      Devaluation indicator(identifies number of years a material has been
      identified as a Slow moving/non-moving, in Lowest value identification
      process, materials are devaluated on a configured % basis for each +1
      count of being identified as slow/non-moving) – May not be currently
      within ABC PTP scope

Costing 1: This view is particularly relevant for Finished/Semifinished products.
       Costing using Material Origin has been found to be used with Material costs
       being updated against primary cost elements in Controlling module.
       Relevant Origin Group(for subdividing material and overhead costs) as
       configured are set.
Costing 2: Contains details of Previous, Current and Future cost estimates.

MM02/MM03 – To change/display material master records




    Changes can be made to fields of all/selected views and of data specific to
      Organizational level (For example- changing plant specific data views of
the material against a certain plant while leaving the plant specific data of
  material in another plant unaltered).




  In Display transaction, no changes can be made.

MM17 – To change/display material master records

This transaction is used for making mass changes to a material or a set of
material. Changes can be made to a single field of a specific view or multiple
fields of multiple views.

In the first screen select the Table group in which field (s) are to be mass
maintained and execute.
Then enter specific selection criteria for material to be changed such as
Material No/ Plant/ Sales Org etc. as relevant to choose the material where
changes are to be done. Select the field to be changed from field catalog.




 Make relevant changes and save.
MM06 – Flagging Material for deletion

     In this transaction users can specifically select if the Material is to be
     flagged for deletion at Client level (across all organization levels) or at
     specific Organizational level – say Plant/Storage Location/Sales
     Org/Distribution channel etc.
MM60 – Material List Report

  It is a List report on Materials in the system. Users need to enter the selection
  criteria in the selection screen and execute the report to get the list of selected
  Material and their details.
2. Service Master Maintenance


 Transaction codes:AC03 (Service Master – Central Maintenance), AC06
 (Service List)


 Background and some statistics


 Services are critical in ABC’s business process perspective as a wide range of
 services are procured across the various business units in the company.
 Services are categorized using Service categories and given below are the
 relevant service categories available in ABC SAP Production system, along with
 no. of activities defined – data taken from SAP table ASMD.


 ALL – ABC Services - 1,356 Service activities
 EQPT – Equipments – 95 Service activities
 LAB – Labour – 541 Service activities
 MAT – Material – 13 Service activities
 SERV – Miscellaneous Services – 84 Service activities
 TASK – Specified Tasks - None


 AC03 (Service Master – Central Maintenance)


 This is a central transaction for creation of New service activities,
 changing/displaying existing service activities. By default, the transaction
 opens up in Display mode.
Data in a Service Master is grouped under Header Data, Basic Data, Standard
Service Cat., Time Management, Purchasing Data, Internal Work, and Long
Text

Header Data: Header data in a Service activity would include Description of
Activity (short text), Service Category, Base Unit of Measure, Short Text
change allowed (to be ticked if future changes in short text is to be allowed),
Deletion indicator (to mark activity as deleted0

Basic Data: The key fields under Basic Data includeMat/Srv. Group(critical to
maintain correctly for reporting and Account determination), Valuation
Class(Mandatory – to be very carefully maintained as a set of valuation classes
are defined in MM – valuation for every nature of service – valuation class
leads to G/L account determination for services during creation of Service PO),
Tax Indicator (Optional – can be maintained, defines Liable to Tax, exempt,
non deductable etc. which would flow over to PO -> IR for the activity),
Formula (not seen to be used much here, usually used to associate service
activity quantity calculation to a formula, for example, Digging of a pit ->
volume of pit dug could be the measure using Volume formula)

Standard Service Cat: Fields relevant if the service is to be used as a part of a
standard service catalog, which are in general not being used here.
The other tabs like Internal Work/Time Management not relevant in ABC
process perspective. Purchasing tab can be used to maintain Purchasing
Statusfield (can denote if service item is Obsolete, Hazardous etc.). Long
texttab is used to maintain Long texts.

AC06 (Service List)

It is a report on Service activities in the system. Users need to enter the
selection criteria in the selection screen and execute the report to get the list
of selected service activities and their details.
3. Vendor Master Maintenance


 Transaction codes: XK01 (Create – central maintenance)/XK02 (Change–
 central)/XK03 (Display– central)/ XK05 (Block or Unblock)/ XK06 (Flag for
 deletion)/ XK99 (Mass Maintenance)

 Background and some statistics

 Vendors are usually managed centrally by the Accounts Payable team in close
 collaboration with Contracting and Purchasing team.

 Vendors can be external vendors or internal plants supplying stock. They can
 be further classified into Long term vendors or one time vendors. Vendors
 usually supply Goods – including Products, Stock and Non stock/consumable
 items, Consignments; Services–Freight & Logistics, Consulting, Contract
 Labour/Manpower.

 Vendors are categorized using Account Groups in SAP which also determines
 the screen/field layouts of vendor master record, Partner functions and
 number ranges for internally numbered vendors.

 As per LFA1 table in SAP, there are around 9,495 vendors in the ABC
 Production system of which:

 Account   Group   0001 – Vendor - 6,879
 Account   Group   0004 – Invoice presented by – 1
 Account   Group   0005 – Forwarding agents – 1
 Account   Group   0006 – Ordering address – 250
 Account   Group   CPDL – One time vendor – 5
 Account   Group   MNFR – Manufacturer - 2,230

 XK01 – Vendor creation (Central)

 In initial screen, select the appropriate values of Company code, Purchase
 organization, Account Group
Vendor master has 3 main Groups of data – General, Accounting, Purchasing
data which are further sub-grouped and can be accessed through page scroll
down or Next/Previous page keys:

General Data: Address data including Name, Postal Address, Communication
methods (Fax/E-mail address etc),
Control Data:Screen further sub divided into relevant sections for Account
Control(Can set if vendor is also a Customer/Trading Partner), Tax information
(most fields are relevant for vendors of European/South American
countries);Reference data(only certain fields as Industry, Proof of Delivery
relevant – mostly unchecked, ServiceAgentProcGroup (for shipment cost
calculation) may be relevant); Person Subject to withholding tax(if relevant)




Payment Transaction details:Bank Account details, Alternative Payee (if payer is
a separate vendor account)
Contact Person Details:Details of contact person from vendor side.




Accounting Information:Reconciliation Account (Mandatory- G/L account
grouping vendors in Accounts payable), Cash Management Group(Mandatory -
Grouping vendors for planning based on business relationship etc.) are relevant
fields filled for ABC vendors.
Payment Transactions - Accounting:Most important fields include Payment
terms (as configured in system, usually used to control when to pay and
Discounts if any if paid within a certain defined number of days – Payment
terms defined at ABC also segregate case to case invoices, ERS payments,
Payroll payment etc.), Check double invoice (if checked system will check
during invoice processing if the invoice is a duplicate invoice based on certain
parameters such as invoiced amount, reference document no. etc.) , Payment
methods (allowed payment methods for vendor such as BPAY, Cash, Cheque,
Transfer, Payroll EFT etc.)
Correspondence Accounting:Fields grouped under Dunning data (to be
maintained if Dunning/reminders for payments are to be set,
Correspondence(correspondence details such as Name of Accounting clerk,
Telephone No of accounting clerk, Fax No of Accounting clerk,E-mail of
Accounting clerk)


Purchasing Data:Fields grouped into Conditions(Order Currency, Vendor
payment terms, Incoterms– Internationally accepted terms defining ownership
of Carriage/Insurance/Freight costs, Schema Group – vendor (for vendor
specific pricing procedure in Purchasing documents);Sales Data;Control
Data(Parameters that can be set under Control data include whether vendor is
subject to GR-Based IR, Automatic PO – during PR -> PO conversion,ERS
settlement indicator – periodic settlement based on Invoice Plan or ERS,
Acknowledgement required – on vendor receiving a PO, Service Based IR –
Invoicing based on Service entries and acceptance, Return vendor - if returns
are sent to vendor, ABC Indicator - for vendor grouping as per importance);
Default Material Data (Purchasing Group for vendor, Planned Delivery
time,Rounding profile (for rounding deliverable quantity as per rounding rule)
Partner Functions:Basic partner functions activated as configured per Account
Group of vendor – the most essential ones being OA – Ordering address, VN –
Vendor, PI – Invoice presented by
XK02 – Vendor change

In the initial screen the views are first selected in which the changes are to be
done. If all data is to be changed all views are selected, changes done and
vendor master saved.




   XK03 – Vendor display

In the initial screen the views that are to be displayed are first selectedfor display
and then proceed to display the data.
XK05 – Block or Unblock Vendor


Vendors can be Blocked or Unblocked at Company code (all/selected ones)
and/or Purchasing Organization (all/selected ones) or for Quality reasons or
Completely Blocked. Vendors can be blocked for Posting (accounts related
postings at a company code level) or for Purchasing (creation of Purchasing
documents)

In initial screen enter Vendor No, Company Code (if to be blocked on a particular
Company code), Purchasing organization(if to be blocked on a particular
Purchasing Organization)




  Enter more specific details like Block on specific Company code or all, Block on
  all Purchasing Org. Quality Block reasons (if applicable) in the main screen and
  save
XK06 – Flag for Deletion

In the initial screen, Vendor, Company code, Purchase organization is at first
chosen.




Then users need to choose if all data or specific area data such as Purchasing
and/or accounting data is to be deleted. By selecting Company code specific
deletion or purchasing organization specific deletion, vendor is marked for
deletion in only those selected areas.
Deletion blocks can also be set for General data and/or Company code specific
data.




  XK99 – Vendor Mass Maintenance

The views which are to be maintained are first selected, and transaction executed
Enter the selection criteria for selection of the vendors for mass maintenance
Further selection fields can be chosen for selection value entry (if required)




  Select the fields that are to be changed




  Perform changes as relevant and save data. All vendors with new data will be
  updated.
4. Request For Quotations

Transaction codes: ME41 (Create), ME42 (Change), ME43 (Display), ME44
   (Maintain supplement), ME4L/ME4M/ME4S/ME4B/ME4C/MELB – List Reports

  Background and some statistics:

  RFQ’s are requests for quotations for Goods or service requirement from
  potential vendors. Post creation, RFQ’s are sent out as SAP messages to
  identified vendors. Relevant message settings are done in system which is
  documented later as Message Condition records.

  RFQ’s can be created directly or with reference to a Purchase requisition if the
  Purchase requisition is the original documented point of requirement
  identification.

  Till date there are 27,728 RFQ’s in the SAP Production system.
ME41 (Create RFQ)


  In Initial screen, some important entries include document type “AN”, RFQ
  Creation Date, Quotation Deadline Date, Purchasing Organization. Purchasing
  Group, Item category (Standard item or Service), Delivery Date, Plant, Storage
  Location, Material Group, and Requirement Tracking No.




  For RFQ’s created with reference to a Purchase Requisition, most of data as
  above comes from Purchase requisition details.

  In the Header Data section of the RFQ, details for fields such as Validity start,
  Validity end, Collective No(for grouping multiple RFQ’s), Target value,
  Quotation Deadline etc. are entered
Item detailsincluding Item category, Material No/Textual description, Quantity,
Unit of supply, Delivery Date, Material Group, Plant, Storage Locationare entered
in the Item screen




Delivery schedulecan be assigned if Goods/services are expected to be delivered
in partial quantities spread over the validity period by certain dates
Vendor addresses(including communication details such as E-mail, Fax No.
depending on SAP output message type set for “AN”, mostly observed as Fax
output) are to be maintained for Vendors to whom the RFQ would be dispatched.
If vendors are already created within the SAP system, entering the Vendor No.
would pull up all the details.
ME42 (Change RFQ)

   Enter the RFQ No, make necessary changes if required and save.




   ME43 (Display RFQ)

   Enter RFQ No in initial screen of transaction, and execute to display RFQ details


ME44 (Maintain Supplement)

Enter RFQ No in initial screen of transaction, and execute
Maintain Supplements (primarily additional Texts – Header Text, Header Note,
Pricing Type, Deadline) and save.
5. Outline Agreements - Contracts

  Transaction codes: ME31K (Create), ME32K (Change), ME33K (Display), ME9K
  (Transmit to vendor)/ ZM01 – ZM15: Customized transactions for ABC
  Contracts

  Background and some statistics

In SAP, Outline Agreements can be of 2 types – Contracts or Scheduling
Agreements. Contracts can further be classified into Value Contracts (WK Type)
or Quantity contracts (MK type).

Outline agreements are legally binding agreements with Vendors for delivery of
Goods or services within a span of time called the Validity period of the
agreement. In case of Contracts, deliveries of Goods/services can be done at any
point of time within the validity period, whereas, in case of Scheduling
agreements, a mutually agreed delivery schedule covering the validity period
drives when and how much of the Goods/Services will be delivered.


As observed, Value Contracts are primarily being setup in ABC SAP system. It is
to be noted that a complete Quotation evaluation -> Contract finalization cycle
takes place in a separate Contract Management System, which is outside
SAP and not within the scope of this document. Final contracts are uploaded into
SAP for execution. In this document, only manual creation of contracts in SAP
has been documented. Automated upload (if any) has not been detailed.

Currently there are 475 Value Contracts and 5 Quantity Contracts in SAP
Production system as per EKKO table. There are no scheduling agreements
currently in Production system and hence it will not be elaborated further.

  ME31K (Create Contracts)

Contracts can be created directly or with reference to an RFQ or Purchase
requisition. In this section, direct creation method has been detailed.

In the initial screen, select the Vendor, Agreement type, Agreement Date,
Purchasing Organization, Purchasing Group, Item category (“ “ for Standard, K
for Consignment items, D for Service), Account Assignment category (F-
Order, K – Cost Centre, P – Project, U – Unknown, Z – Balance sheet), Plant,
Storage Location, Material Group, as relevant.




Header Details are entered including Validity Start/End, Payment terms,
Incoterms, Target value, Supplying vendor (if different from contracting vendor),
Invoicing party (if different from contracting vendor) and other details as
relevant
Header Conditions (if any) are entered. Header conditions are binding for the
entire Contract and would usually be applied on Gross value or Net value of
contract. It can be a form of Discount, as being offered by vendor within the
validity period of contract or it can be a Surchargeapplicable, as per condition
type selected. These conditions are usually Time/Period based conditions.




  Item details including Material No. /Short Text, Target Quantity, Order Unit,
  Net price, etc. as relevant
Detailed Item conditions can also be maintained which could include Freight,
Item level Discounts or Surcharges, Customs duty etc. as relevant at item
level.




In Item – Details section, further details including Reminder/Expedite dates,
Info record update (auto update at Plant level or no update etc), Under
delivery/Over delivery Tolerances, Default Tax code, Receiving stock type
(Unrestricted/Quality inspection/Blocked), GR/IR Control parameters (GR/Non
val. GR/IR/GR Based IV) can be set, which would regulate the further process
of PR-> PO -> GR -> IR based on the contract.
In Item – Additional Data section, details such as Planned Delivery Time, GR
 Processing Time, Incoterms, Weight/Volume fields for order unit etc. can be
 maintained




If the Contract Item category is “D – Services”, Service details can also be
entered in a Service section by clicking on Services icon.




 ME32K (Change Contracts)

Enter Agreement (Contract) No. and press enter to proceed to make changes
ME33K (Display Contracts)

Enter Agreement (Contract) No. and press enter to display the record




ZM01 – ZM15: Customized transactions for ABC Contracts
Given below is the List of Z – Transactions forABC Contracts. Brief details, as
quoted in Z- Program’s information section are quoted as complete details on
these custom transactions are currently not available.

ZM01 – Download Contracts – Download details of materials in a contract to
allow vendors to quote on items. The upload program will then be used to put
data into the system.

ZM02 – Upload Contracts –To Upload details of materials in a contract to
allow vendors to quote on items.

ZM04         –      Price       Determination        for      Contracts       -
This report changes the net price of the contract EKPO-
NETPRwith the value calculated from the actual price condition of the
contract position.

ZM05 – Contract Header Report –No purpose maintained in Program
information section

ZM08 – Contract Document – ERS/GR-IV change – To change ERS/GR-IV
checkbox parameters as set within GR-IR control section in contract. Program
calls ME32K transaction to update ERS/GR-IV parameter values.
ZM09 – PTP: Info-record – ERS/GR-IV/Planned Del Time Change – Calls ME12
 (Purchasing Info record Change transaction to update the ERS/GR-IV
 checkboxes, Planned Del Time set.

 ZM13 – Vendor Classification Report Contracts –No purpose maintained in
 Program information section – Possibly generates an output report with detaiols
 from Vendor classification data on Contracts

 ZM14 – Vendor Classification Report – Insurances – No purpose maintained in
 Program information section – Possibly generates an output report with details
 from Vendor Classification data on Insurance details

 ZM15 – Vendor Classification Report – Bank guarantees – No purpose
 maintained in Program information section – Possibly generates an output
 report with details from Vendor Classification data on Bank Guarantee related
 field details


6. Source List Maintenance


 Transaction codes: ME01 (Create), ME03 (Display Source List), ME04 (Changes
 to Source List), ME05 (Auto Generate Source List), ME06 (Analyse Source List),
 ME07 (Delete Source List), ME0M (List Display – By material)

 Background and some statistics

 Source List is a record of possible sources of supply for a particular Material of a
 specific Plant. Source Lists are usually points of Source determination during the
 creation of Purchase requisition during MRP run (if marked as MRP relevant), or
 during PR -> PO source assignment. Items in agreements which are Account
 assigned (to Cost Centre, Projects etc.) cannot be set as MRP relevant. Items
 with individual requirements can be MRP relevant.

 If there are outline agreements (ex. Contracts) for a particular Material in a
 Plant within a certain validity period, we can generate source list records with
 association to the existing Agreement for the relevant validity period.
With reference to EORD (Purchasing Source List) table in SAP, currently there
are 32,398 Source List records (Not relevant to MRP) and 15,397 MRP relevant
Source List records in the Production system.


ME01 (Create Source List)

In initial screen, Material Number and Plant is entered




 In the entry screen either Source List record can be manually entered with
 details of Valid From, Valid To, Vendor, Purchasing Org, Order Unit,
 Agreement No, Item No (of agreement), Fixed Vendor, MRP relevance,
 Manufacturer Part No. (if any)


 Alternatively by clicking on Generate records icon        system can be asked to
 generate auto record lines if there are existing outline agreements. While
 doing so, the Validity period is to be specified and it is to be specified whether
 system will delete/retain/invalidate existing records if any within the validity
 period.
New record line(s) would be generated. Retain the appropriate line and save
 the Source List.




ME03 (Display Source List)

 Enter Material No and Plant in the initial screen and press enter to display
 source list pertaining to a Material for a plant
ME05 (Auto Generate Source List)

This transaction is specifically for auto generation of Source List using a
selection List format. Using this transaction Source List can be generated for e
or multiple materials in a single or multiple plants. The selection parameters
and execution process is similar to the auto Generation functionality detailed in
ME01 Create Source List in a section above.

Selection variant as set in initial screen can also be used.
ME07 (Delete Source List)

Using this transaction Source List/Source Lists for Material/Materials upto a
certain validity period can be deleted.




It should be initially run on a Test run mode and then run with Change
document generation activated.

ME0M (List Display – By material)

In initial screen enter Material No (s) and/or Plant ID and execute
7. Purchasing Info record Maintenance


    Transaction codes: ME11 (Create PIR), ME12 (Change PIR), ME13 (Display
    PIR), ME15 (Flag PIR for deletion)

    Background and some statistics


    Purchasing Info recordsare source of information for the procurement of a
    certain material from a certain vendor.


    Purchasing Info records can be created for either a Standard item,
    Subcontracting item, Pipeline or Consignment item. These are referred to as
    Info category of PIR.


Analysis of EINA and EINE table has revealed that, currently there are 36,123
    Purchasing Info records with 45,318 Purchasing data records in SAP Production
    system. Most of the Purchasing Info records in Production are set against
    Standard items with very few Consignment and Subcontracting Purchasing Info
    records.
ME11 (Create PIR)

   In initial screen Vendor, Material ID, Purchasing Org, Plant and Info category
   selection (Standard item or Consignment etc.) needs to be entered.




     Data is maintained under General Data, Purchasing Data, Conditions, Texts
     tabs

     General Data tab would include further subsections like Vendor Data, Origin
     Data, Supply Options, Purchase Order Unit of Measure.

     Some key fields maintained under above sub sections include 1/2/2
     Reminder/Expediters, Salesperson, Telephone, Order Unit, Conversion factor
     (if any), Country of origin, Region, Available from, Available to, Fixed vendor
     etc.

     Purchasing Org Data1 tab would include further subsections Control data (with
     some main fields being Planned Delivery Time, Purchasing Grp., Standard Qty,
     Overdelivery Tolerance, Underdelivery Tolerance),Conditions section
Conditions tab (for setting condition types like Base Price, Freight,
Discounts/Surcharges, Customs duty – if any etc. as applicable)




Texts section with 2 Text types – Info record Notes and Purchase Order Text
(will automatically flow to Purchase Order created with source assignment
from Material Info record)
ME12 (Change PIR)

In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No
(if known), Info category and press enter




Make relevant changes and save the Purchasing Info record.

ME13 (Change PIR)

In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No
(if known), Info category and press enter to display details
ME15 (Flag PIR for deletion)

In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No
(if known), Info category and press enter to display details




Select whether the Complete Info record and/or Purchasing Org. data is to be
marked for deletion and save the record.
8. Pricing Condition Record Maintenance


 Transaction codes:MEK1/MEK2/MEK3 (Create/Change/Display)

 Background and some statistics

 Pricing Condition Records are usually created against pricing conditions such
 as Discounts, Surcharges, Taxes etc. and are driven on the Access sequence
 pertaining to the Condition type. Pricing conditions are critical components of
 Pricing Procedures. Maintaining Condition records ensures that driven on the
 Pricing procedure of a Purchase Order, condition types get selected and based
 on Access sequence condition value match-ups with relevant field values at
 Purchase Order level, condition record values are picked up from condition
 tables.

 Conditions can be standard conditions or Custom defined conditions in MM
 configuration.


 Access sequence against Condition types are defined in MM configuration and
 are referred to as Key Combination in Condition Records transactions.
MEK1/MEK2/MEK3 (Create/Change/Display Condition Records)




Enter relevant details as driven by access sequence and save
9. MessageCondition Record Maintenance

  Transaction codes:MN01/MN02/MN03 (Create/Change/Display for RFQ),
  MN04/MN05/MN06       (Create/Change/Display   for    Purchase    Order),
  MN07/MN08/MN09      (Create/Change/Display  for   Outline   Agreement),
  MN13/MN14/MN15 (Create/Change/Display for Service Entry Sheet)

 Background and some statistics

  Condition records for messages are maintained. Maintenance of message
  conditions (like other condition types) is based on a defined access sequence.
  Access sequence is the set of rule or sequence in which SAP searches
  condition records of a certain condition type from condition tables.

  Currently message conditions pertaining to RFQ, Purchase Order, Outline
  Agreements have been found to be defined in Production

  MN01/MN02/MN03 (Create/Change/Display Message cond. for RFQ)

  Select Output type and Key combination or Access sequence
Enter relevant details as driven by access sequence and save




For Change and Display of Message condition, the process is similar just the
     Transaction codes differ

Also, same process is followed using relevant transaction codes for other Output
      types like Purchase Order, Outline Agreements.

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SAP MM Essential Master Data

  • 1. Essential Master Data in SAP MM Prepared By Subhrajyoti Bhattacharjee PMP®, Certified SAP EAM/PM, Certified ITIL V3 SAP EAM/PTP/PS Systems Analyst Perth, Australia. E-mail: subhrajyoti.b@gmail.com
  • 2. Contents 1. MATERIAL MASTER MAINTENANCE ............................................................................................................ 3 2. SERVICE MASTER MAINTENANCE ............................................................................................................. 14 3. VENDOR MASTER MAINTENANCE .............................................................................................................. 17 4. REQUEST FOR QUOTATIONS ........................................................................................................................ 29 5. OUTLINE AGREEMENTS - CONTRACTS .................................................................................................... 35 6. SOURCE LIST MAINTENANCE ...................................................................................................................... 42 7. PURCHASING INFO RECORD MAINTENANCE ........................................................................................ 47 8. PRICING CONDITION RECORD MAINTENANCE .................................................................................... 52 9. MESSAGE CONDITION RECORD MAINTENANCE .................................................................................. 54
  • 3. 1. Material Master Maintenance Transaction codes: MM01 (Create)/ MM02 (Change)/ MM03 (Display)/MM17 (Mass Maintenance)/ MM06 (Flag for deletion)/ MM60 (Material List Report) Background and some statistics: In SAP, materials are categorized as Material types for master data maintenance and for the purpose of relevant process activations.  Production Planning/Sales:ROH (Production consumables),PROC (Process Material),HALB (Semifinished Products), FERT (Finished Products), PROD (Product Groups), INLV (ABC Non-valuated material), VERP (Packaging)  Maintenance/Structuring: ERSA (Spare Parts), HIBE (Operating Supplies), IBAU (Maintenance Assembly), NLAG (Non stock – rarely used), HERS (Manufacturer parts) Dependencies on Material Types  Depending on Material Types, the Screen View compositions and Material Number ranges will differ  Criticality of material views coulddiffer: For example - A material type such as FERT which is usually meant for Sales should have sales views activated; most material types subject to External procurement will have Purchasing view available for data maintenance; Material types relevant for MRP should have MRP views activated with relevant data and so on.  Organizational assignments of material would differ: For example, a cross company material code will be created at Company code level whereas, whereas Plant specific material will be created at Company code -> Plant level; Sales specific material should be in addition to Plant, assigned to a Sales area (Sales Organization + Division + Distribution Channel)
  • 4.  MRP Planning parameters may differ: For example: Spare parts, Operating supplies etc. are either subject to Consumption Based planning using MRP Type V1 – Manual reorder point planning with external requirement or No planning ND; Finished products kind of material usually work on MRP Type PD with Lot sizing procedure PB (Period Lot size) or EX (Exact Lot size) Transaction screenshots and some key parameters: MM01 – To create or extend Material Master Record Industry sector: There are 2 industry sectors that can be chosen – I: Mineral processing, M: MTS Product Groups. M is to be used for Material type PROD only. Industry sector is a field which in conjunction with Material Type determines Material screen views and field layouts. Material Type: To be chosen carefully. Details of relevant Material types as provided in previous section.
  • 5. Views: The following are the relevant maintainable views in Material master record along with their purpose: Basic data 1/ Basic data 2: Header view of a material and is generally maintained for all material types. Important fields in this view would include Description (Mandatory), Base unit of measure (Mandatory), Material Group (Mandatory), Product Hierarchy(To be maintained for Product sales reporting), Division (Mandatory sales relevant material), GenItemCatGroup (system defaulted as per material type) Classification view: To be maintained for material those are to be assigned to a specific material class along with characteristic value assignment. Sales: Sales Org views:To be mandatorily maintained for material that would be sold to customers (external or internal). Internal sales refer to Stock sale between ABC entities. Key fields that need to be maintained in the sales views include: Sales: Sales Org Data 1:Sales unit (if different from Base unit with conversion factor), Tax classification (GST relevant or Exempt), Delivering plant(if supplied by an Internal plant)
  • 6. Sales: Sales Org Data 1:Material Statistics Group (Mandatory – 1 possible value “1- ABC SIS”), Account Assignment Group (Mandatory – is critical for auto determining Sales revenue account, choose from dropdown based on Product type), General Item cat group/Item category Group (auto populated based on material type, determines Item category in line item of sales documents where the material is used) Sales: General/Plant:Availability check(01- Daily requirement/02 – Individual requirement), Transportation Group (Mandatory – essential for Transportation route determination), Loading Group (Mandatory – essential for Shipping point determination) MRP Views:The following MRP views exist with some of critical fields as underlined MRP 1:MRP Type (Usually PD used for Product based material, V1 for Spares/supplies, and ND for material not subject to MRP), MRP Group (For grouping material with special MRP parameters different from Plant MRP parameters), Lot Sizing (PB – Period Lot size, EX – Exact Lot size), MRP Controller (as relevant), Reorder point (to be manually set for MRP Type “V1”) MRP 2:Procurement Type (Usually F – External procurement), Special procurement type (10 – Consignment, 30 – Subcontracting, 40 – procurement from alternate plant), Scheduling Margin Key (determines Float periods during MRP run such as Planned order -> Preq conversion float etc), Planned delivery time (For external procurement), GR processing time,Stock Determination Group (single group 0000 configured), Safety Stock(if relevant) MRP 3:Period indicator (M – Monthly planning, relevant for Forecast based MRP which is not used here), Strategy Group (used for Planning strategy identification of Planned independent requirements, not much relevant in ABC process perspective with no PP), Planning material/Conversion factors between material (Not relevant as planning is done on the material directly and not on alternate material) MRP 4:BOM explosion of dependant Requirement – Selection method,Individual/Collective (not in use in ABC) – used mostly when SAP
  • 7. Production planning with Routings-BOM-Production versions used for detailed production planning – not done within SAP system SAP at ABC. Purchasing: This view is critical and must be maintained for all material subject to purchasing (external or internal). Some of the important fields include: Order unit (if different from Base unit, corresponding conversion factors may have to be maintained), Purchasing Group (identifies the group within purchasing team responsible for procurement), Purchasing value key (controls reminder deadlines, Delivery tolerance limits, shipping instructions), Tax indicator for material (subject to tax or Tax exempt), Automatic PO check box (if checked it will lead to automatic creation of PO during PR -> PO conversion, dependency – in vendor master of vendor automatic PO should have been ticked) Work Scheduling:This view is to be maintained for materials relevant to Production planning, which is not within ABC SAP scope. In this view, some of the critical fields that can be maintained are Batch Management (if material subject to Batch management), Inspection stock (if material is to be posted to Quality Inspection stock during GR), Critical part indicator (this indicator is used for marking critical parts to be taken into account during Physical inventory sampling as well as in Reporting), Serial No profile (for activating serial nos. and corresponding business movements allowed for material – serial no.) Plant data/stor1:Important Fields under this view includeUnit of issue (if different from Base unit, conversion factors may have to be maintained), Storage Bin (Fixed storage bins – 10 char, not dynamic WM storage bins), Cycle counting (CC) indicator (for parts to be used for ABC cycle counting, leading to auto Physical Inventory document generation based on CC parameter settings), Batch Management checkbox (if Batch management is to be activated), Shelf Life data fields (Not relevant in ABC process perspective) Plant data/stor2:Important fields under this view include Negative stock in Plants (In ABC Sales process perspective, issue to Sales order of Finished goods are from Negative stock, hence in FERT materials particularly, this would be ticked), Ser. No profile (not in use at ABC in general), Stock determination group (for MRP material, stock determination group 0000 set up)
  • 8. Accounting 1:This is a critical view for all valuated materials which are valuated in books of accounts. Important fields include Valuation class (critical in automatic determination of stock account based on material movement posting keys, specific for material types, ex. FERT usually valuated to Finished Products valuation class), Price control (Defaulted as per material type setting; S- Standard price control with variations posted to Price difference - PRD account or V – Moving average price with price variations directly posted to stock account), Standard/Moving average price (as relevant) Accounting 2:Fields pertaining to Determination of Lowest Value – Tax price 1/2/3 (prices at which material is valuated for Tax), Commercial price 1/2/3 (price at which material is valuated for commercial purpose), Devaluation indicator(identifies number of years a material has been identified as a Slow moving/non-moving, in Lowest value identification process, materials are devaluated on a configured % basis for each +1 count of being identified as slow/non-moving) – May not be currently within ABC PTP scope Costing 1: This view is particularly relevant for Finished/Semifinished products. Costing using Material Origin has been found to be used with Material costs being updated against primary cost elements in Controlling module. Relevant Origin Group(for subdividing material and overhead costs) as configured are set.
  • 9. Costing 2: Contains details of Previous, Current and Future cost estimates. MM02/MM03 – To change/display material master records Changes can be made to fields of all/selected views and of data specific to Organizational level (For example- changing plant specific data views of
  • 10. the material against a certain plant while leaving the plant specific data of material in another plant unaltered). In Display transaction, no changes can be made. MM17 – To change/display material master records This transaction is used for making mass changes to a material or a set of material. Changes can be made to a single field of a specific view or multiple fields of multiple views. In the first screen select the Table group in which field (s) are to be mass maintained and execute.
  • 11. Then enter specific selection criteria for material to be changed such as Material No/ Plant/ Sales Org etc. as relevant to choose the material where changes are to be done. Select the field to be changed from field catalog. Make relevant changes and save.
  • 12. MM06 – Flagging Material for deletion In this transaction users can specifically select if the Material is to be flagged for deletion at Client level (across all organization levels) or at specific Organizational level – say Plant/Storage Location/Sales Org/Distribution channel etc.
  • 13. MM60 – Material List Report It is a List report on Materials in the system. Users need to enter the selection criteria in the selection screen and execute the report to get the list of selected Material and their details.
  • 14. 2. Service Master Maintenance Transaction codes:AC03 (Service Master – Central Maintenance), AC06 (Service List) Background and some statistics Services are critical in ABC’s business process perspective as a wide range of services are procured across the various business units in the company. Services are categorized using Service categories and given below are the relevant service categories available in ABC SAP Production system, along with no. of activities defined – data taken from SAP table ASMD. ALL – ABC Services - 1,356 Service activities EQPT – Equipments – 95 Service activities LAB – Labour – 541 Service activities MAT – Material – 13 Service activities SERV – Miscellaneous Services – 84 Service activities TASK – Specified Tasks - None AC03 (Service Master – Central Maintenance) This is a central transaction for creation of New service activities, changing/displaying existing service activities. By default, the transaction opens up in Display mode.
  • 15. Data in a Service Master is grouped under Header Data, Basic Data, Standard Service Cat., Time Management, Purchasing Data, Internal Work, and Long Text Header Data: Header data in a Service activity would include Description of Activity (short text), Service Category, Base Unit of Measure, Short Text change allowed (to be ticked if future changes in short text is to be allowed), Deletion indicator (to mark activity as deleted0 Basic Data: The key fields under Basic Data includeMat/Srv. Group(critical to maintain correctly for reporting and Account determination), Valuation Class(Mandatory – to be very carefully maintained as a set of valuation classes are defined in MM – valuation for every nature of service – valuation class leads to G/L account determination for services during creation of Service PO), Tax Indicator (Optional – can be maintained, defines Liable to Tax, exempt, non deductable etc. which would flow over to PO -> IR for the activity), Formula (not seen to be used much here, usually used to associate service activity quantity calculation to a formula, for example, Digging of a pit -> volume of pit dug could be the measure using Volume formula) Standard Service Cat: Fields relevant if the service is to be used as a part of a standard service catalog, which are in general not being used here.
  • 16. The other tabs like Internal Work/Time Management not relevant in ABC process perspective. Purchasing tab can be used to maintain Purchasing Statusfield (can denote if service item is Obsolete, Hazardous etc.). Long texttab is used to maintain Long texts. AC06 (Service List) It is a report on Service activities in the system. Users need to enter the selection criteria in the selection screen and execute the report to get the list of selected service activities and their details.
  • 17. 3. Vendor Master Maintenance Transaction codes: XK01 (Create – central maintenance)/XK02 (Change– central)/XK03 (Display– central)/ XK05 (Block or Unblock)/ XK06 (Flag for deletion)/ XK99 (Mass Maintenance) Background and some statistics Vendors are usually managed centrally by the Accounts Payable team in close collaboration with Contracting and Purchasing team. Vendors can be external vendors or internal plants supplying stock. They can be further classified into Long term vendors or one time vendors. Vendors usually supply Goods – including Products, Stock and Non stock/consumable items, Consignments; Services–Freight & Logistics, Consulting, Contract Labour/Manpower. Vendors are categorized using Account Groups in SAP which also determines the screen/field layouts of vendor master record, Partner functions and number ranges for internally numbered vendors. As per LFA1 table in SAP, there are around 9,495 vendors in the ABC Production system of which: Account Group 0001 – Vendor - 6,879 Account Group 0004 – Invoice presented by – 1 Account Group 0005 – Forwarding agents – 1 Account Group 0006 – Ordering address – 250 Account Group CPDL – One time vendor – 5 Account Group MNFR – Manufacturer - 2,230 XK01 – Vendor creation (Central) In initial screen, select the appropriate values of Company code, Purchase organization, Account Group
  • 18. Vendor master has 3 main Groups of data – General, Accounting, Purchasing data which are further sub-grouped and can be accessed through page scroll down or Next/Previous page keys: General Data: Address data including Name, Postal Address, Communication methods (Fax/E-mail address etc),
  • 19. Control Data:Screen further sub divided into relevant sections for Account Control(Can set if vendor is also a Customer/Trading Partner), Tax information (most fields are relevant for vendors of European/South American countries);Reference data(only certain fields as Industry, Proof of Delivery relevant – mostly unchecked, ServiceAgentProcGroup (for shipment cost calculation) may be relevant); Person Subject to withholding tax(if relevant) Payment Transaction details:Bank Account details, Alternative Payee (if payer is a separate vendor account)
  • 20. Contact Person Details:Details of contact person from vendor side. Accounting Information:Reconciliation Account (Mandatory- G/L account grouping vendors in Accounts payable), Cash Management Group(Mandatory - Grouping vendors for planning based on business relationship etc.) are relevant fields filled for ABC vendors.
  • 21. Payment Transactions - Accounting:Most important fields include Payment terms (as configured in system, usually used to control when to pay and Discounts if any if paid within a certain defined number of days – Payment terms defined at ABC also segregate case to case invoices, ERS payments, Payroll payment etc.), Check double invoice (if checked system will check during invoice processing if the invoice is a duplicate invoice based on certain parameters such as invoiced amount, reference document no. etc.) , Payment methods (allowed payment methods for vendor such as BPAY, Cash, Cheque, Transfer, Payroll EFT etc.)
  • 22. Correspondence Accounting:Fields grouped under Dunning data (to be maintained if Dunning/reminders for payments are to be set, Correspondence(correspondence details such as Name of Accounting clerk, Telephone No of accounting clerk, Fax No of Accounting clerk,E-mail of Accounting clerk) Purchasing Data:Fields grouped into Conditions(Order Currency, Vendor payment terms, Incoterms– Internationally accepted terms defining ownership of Carriage/Insurance/Freight costs, Schema Group – vendor (for vendor specific pricing procedure in Purchasing documents);Sales Data;Control Data(Parameters that can be set under Control data include whether vendor is subject to GR-Based IR, Automatic PO – during PR -> PO conversion,ERS settlement indicator – periodic settlement based on Invoice Plan or ERS, Acknowledgement required – on vendor receiving a PO, Service Based IR – Invoicing based on Service entries and acceptance, Return vendor - if returns are sent to vendor, ABC Indicator - for vendor grouping as per importance); Default Material Data (Purchasing Group for vendor, Planned Delivery time,Rounding profile (for rounding deliverable quantity as per rounding rule)
  • 23. Partner Functions:Basic partner functions activated as configured per Account Group of vendor – the most essential ones being OA – Ordering address, VN – Vendor, PI – Invoice presented by
  • 24. XK02 – Vendor change In the initial screen the views are first selected in which the changes are to be done. If all data is to be changed all views are selected, changes done and vendor master saved. XK03 – Vendor display In the initial screen the views that are to be displayed are first selectedfor display and then proceed to display the data.
  • 25. XK05 – Block or Unblock Vendor Vendors can be Blocked or Unblocked at Company code (all/selected ones) and/or Purchasing Organization (all/selected ones) or for Quality reasons or Completely Blocked. Vendors can be blocked for Posting (accounts related postings at a company code level) or for Purchasing (creation of Purchasing documents) In initial screen enter Vendor No, Company Code (if to be blocked on a particular Company code), Purchasing organization(if to be blocked on a particular Purchasing Organization) Enter more specific details like Block on specific Company code or all, Block on all Purchasing Org. Quality Block reasons (if applicable) in the main screen and save
  • 26. XK06 – Flag for Deletion In the initial screen, Vendor, Company code, Purchase organization is at first chosen. Then users need to choose if all data or specific area data such as Purchasing and/or accounting data is to be deleted. By selecting Company code specific deletion or purchasing organization specific deletion, vendor is marked for deletion in only those selected areas.
  • 27. Deletion blocks can also be set for General data and/or Company code specific data. XK99 – Vendor Mass Maintenance The views which are to be maintained are first selected, and transaction executed
  • 28. Enter the selection criteria for selection of the vendors for mass maintenance Further selection fields can be chosen for selection value entry (if required) Select the fields that are to be changed Perform changes as relevant and save data. All vendors with new data will be updated.
  • 29. 4. Request For Quotations Transaction codes: ME41 (Create), ME42 (Change), ME43 (Display), ME44 (Maintain supplement), ME4L/ME4M/ME4S/ME4B/ME4C/MELB – List Reports Background and some statistics: RFQ’s are requests for quotations for Goods or service requirement from potential vendors. Post creation, RFQ’s are sent out as SAP messages to identified vendors. Relevant message settings are done in system which is documented later as Message Condition records. RFQ’s can be created directly or with reference to a Purchase requisition if the Purchase requisition is the original documented point of requirement identification. Till date there are 27,728 RFQ’s in the SAP Production system.
  • 30. ME41 (Create RFQ) In Initial screen, some important entries include document type “AN”, RFQ Creation Date, Quotation Deadline Date, Purchasing Organization. Purchasing Group, Item category (Standard item or Service), Delivery Date, Plant, Storage Location, Material Group, and Requirement Tracking No. For RFQ’s created with reference to a Purchase Requisition, most of data as above comes from Purchase requisition details. In the Header Data section of the RFQ, details for fields such as Validity start, Validity end, Collective No(for grouping multiple RFQ’s), Target value, Quotation Deadline etc. are entered
  • 31. Item detailsincluding Item category, Material No/Textual description, Quantity, Unit of supply, Delivery Date, Material Group, Plant, Storage Locationare entered in the Item screen Delivery schedulecan be assigned if Goods/services are expected to be delivered in partial quantities spread over the validity period by certain dates
  • 32. Vendor addresses(including communication details such as E-mail, Fax No. depending on SAP output message type set for “AN”, mostly observed as Fax output) are to be maintained for Vendors to whom the RFQ would be dispatched. If vendors are already created within the SAP system, entering the Vendor No. would pull up all the details.
  • 33. ME42 (Change RFQ) Enter the RFQ No, make necessary changes if required and save. ME43 (Display RFQ) Enter RFQ No in initial screen of transaction, and execute to display RFQ details ME44 (Maintain Supplement) Enter RFQ No in initial screen of transaction, and execute
  • 34. Maintain Supplements (primarily additional Texts – Header Text, Header Note, Pricing Type, Deadline) and save.
  • 35. 5. Outline Agreements - Contracts Transaction codes: ME31K (Create), ME32K (Change), ME33K (Display), ME9K (Transmit to vendor)/ ZM01 – ZM15: Customized transactions for ABC Contracts Background and some statistics In SAP, Outline Agreements can be of 2 types – Contracts or Scheduling Agreements. Contracts can further be classified into Value Contracts (WK Type) or Quantity contracts (MK type). Outline agreements are legally binding agreements with Vendors for delivery of Goods or services within a span of time called the Validity period of the agreement. In case of Contracts, deliveries of Goods/services can be done at any point of time within the validity period, whereas, in case of Scheduling agreements, a mutually agreed delivery schedule covering the validity period drives when and how much of the Goods/Services will be delivered. As observed, Value Contracts are primarily being setup in ABC SAP system. It is to be noted that a complete Quotation evaluation -> Contract finalization cycle takes place in a separate Contract Management System, which is outside SAP and not within the scope of this document. Final contracts are uploaded into SAP for execution. In this document, only manual creation of contracts in SAP has been documented. Automated upload (if any) has not been detailed. Currently there are 475 Value Contracts and 5 Quantity Contracts in SAP Production system as per EKKO table. There are no scheduling agreements currently in Production system and hence it will not be elaborated further. ME31K (Create Contracts) Contracts can be created directly or with reference to an RFQ or Purchase requisition. In this section, direct creation method has been detailed. In the initial screen, select the Vendor, Agreement type, Agreement Date, Purchasing Organization, Purchasing Group, Item category (“ “ for Standard, K for Consignment items, D for Service), Account Assignment category (F-
  • 36. Order, K – Cost Centre, P – Project, U – Unknown, Z – Balance sheet), Plant, Storage Location, Material Group, as relevant. Header Details are entered including Validity Start/End, Payment terms, Incoterms, Target value, Supplying vendor (if different from contracting vendor), Invoicing party (if different from contracting vendor) and other details as relevant
  • 37. Header Conditions (if any) are entered. Header conditions are binding for the entire Contract and would usually be applied on Gross value or Net value of contract. It can be a form of Discount, as being offered by vendor within the validity period of contract or it can be a Surchargeapplicable, as per condition type selected. These conditions are usually Time/Period based conditions. Item details including Material No. /Short Text, Target Quantity, Order Unit, Net price, etc. as relevant
  • 38. Detailed Item conditions can also be maintained which could include Freight, Item level Discounts or Surcharges, Customs duty etc. as relevant at item level. In Item – Details section, further details including Reminder/Expedite dates, Info record update (auto update at Plant level or no update etc), Under delivery/Over delivery Tolerances, Default Tax code, Receiving stock type (Unrestricted/Quality inspection/Blocked), GR/IR Control parameters (GR/Non val. GR/IR/GR Based IV) can be set, which would regulate the further process of PR-> PO -> GR -> IR based on the contract.
  • 39. In Item – Additional Data section, details such as Planned Delivery Time, GR Processing Time, Incoterms, Weight/Volume fields for order unit etc. can be maintained If the Contract Item category is “D – Services”, Service details can also be entered in a Service section by clicking on Services icon. ME32K (Change Contracts) Enter Agreement (Contract) No. and press enter to proceed to make changes
  • 40. ME33K (Display Contracts) Enter Agreement (Contract) No. and press enter to display the record ZM01 – ZM15: Customized transactions for ABC Contracts
  • 41. Given below is the List of Z – Transactions forABC Contracts. Brief details, as quoted in Z- Program’s information section are quoted as complete details on these custom transactions are currently not available. ZM01 – Download Contracts – Download details of materials in a contract to allow vendors to quote on items. The upload program will then be used to put data into the system. ZM02 – Upload Contracts –To Upload details of materials in a contract to allow vendors to quote on items. ZM04 – Price Determination for Contracts - This report changes the net price of the contract EKPO- NETPRwith the value calculated from the actual price condition of the contract position. ZM05 – Contract Header Report –No purpose maintained in Program information section ZM08 – Contract Document – ERS/GR-IV change – To change ERS/GR-IV checkbox parameters as set within GR-IR control section in contract. Program calls ME32K transaction to update ERS/GR-IV parameter values.
  • 42. ZM09 – PTP: Info-record – ERS/GR-IV/Planned Del Time Change – Calls ME12 (Purchasing Info record Change transaction to update the ERS/GR-IV checkboxes, Planned Del Time set. ZM13 – Vendor Classification Report Contracts –No purpose maintained in Program information section – Possibly generates an output report with detaiols from Vendor classification data on Contracts ZM14 – Vendor Classification Report – Insurances – No purpose maintained in Program information section – Possibly generates an output report with details from Vendor Classification data on Insurance details ZM15 – Vendor Classification Report – Bank guarantees – No purpose maintained in Program information section – Possibly generates an output report with details from Vendor Classification data on Bank Guarantee related field details 6. Source List Maintenance Transaction codes: ME01 (Create), ME03 (Display Source List), ME04 (Changes to Source List), ME05 (Auto Generate Source List), ME06 (Analyse Source List), ME07 (Delete Source List), ME0M (List Display – By material) Background and some statistics Source List is a record of possible sources of supply for a particular Material of a specific Plant. Source Lists are usually points of Source determination during the creation of Purchase requisition during MRP run (if marked as MRP relevant), or during PR -> PO source assignment. Items in agreements which are Account assigned (to Cost Centre, Projects etc.) cannot be set as MRP relevant. Items with individual requirements can be MRP relevant. If there are outline agreements (ex. Contracts) for a particular Material in a Plant within a certain validity period, we can generate source list records with association to the existing Agreement for the relevant validity period.
  • 43. With reference to EORD (Purchasing Source List) table in SAP, currently there are 32,398 Source List records (Not relevant to MRP) and 15,397 MRP relevant Source List records in the Production system. ME01 (Create Source List) In initial screen, Material Number and Plant is entered In the entry screen either Source List record can be manually entered with details of Valid From, Valid To, Vendor, Purchasing Org, Order Unit, Agreement No, Item No (of agreement), Fixed Vendor, MRP relevance, Manufacturer Part No. (if any) Alternatively by clicking on Generate records icon system can be asked to generate auto record lines if there are existing outline agreements. While doing so, the Validity period is to be specified and it is to be specified whether system will delete/retain/invalidate existing records if any within the validity period.
  • 44. New record line(s) would be generated. Retain the appropriate line and save the Source List. ME03 (Display Source List) Enter Material No and Plant in the initial screen and press enter to display source list pertaining to a Material for a plant
  • 45. ME05 (Auto Generate Source List) This transaction is specifically for auto generation of Source List using a selection List format. Using this transaction Source List can be generated for e or multiple materials in a single or multiple plants. The selection parameters and execution process is similar to the auto Generation functionality detailed in ME01 Create Source List in a section above. Selection variant as set in initial screen can also be used.
  • 46. ME07 (Delete Source List) Using this transaction Source List/Source Lists for Material/Materials upto a certain validity period can be deleted. It should be initially run on a Test run mode and then run with Change document generation activated. ME0M (List Display – By material) In initial screen enter Material No (s) and/or Plant ID and execute
  • 47. 7. Purchasing Info record Maintenance Transaction codes: ME11 (Create PIR), ME12 (Change PIR), ME13 (Display PIR), ME15 (Flag PIR for deletion) Background and some statistics Purchasing Info recordsare source of information for the procurement of a certain material from a certain vendor. Purchasing Info records can be created for either a Standard item, Subcontracting item, Pipeline or Consignment item. These are referred to as Info category of PIR. Analysis of EINA and EINE table has revealed that, currently there are 36,123 Purchasing Info records with 45,318 Purchasing data records in SAP Production system. Most of the Purchasing Info records in Production are set against Standard items with very few Consignment and Subcontracting Purchasing Info records.
  • 48. ME11 (Create PIR) In initial screen Vendor, Material ID, Purchasing Org, Plant and Info category selection (Standard item or Consignment etc.) needs to be entered. Data is maintained under General Data, Purchasing Data, Conditions, Texts tabs General Data tab would include further subsections like Vendor Data, Origin Data, Supply Options, Purchase Order Unit of Measure. Some key fields maintained under above sub sections include 1/2/2 Reminder/Expediters, Salesperson, Telephone, Order Unit, Conversion factor (if any), Country of origin, Region, Available from, Available to, Fixed vendor etc. Purchasing Org Data1 tab would include further subsections Control data (with some main fields being Planned Delivery Time, Purchasing Grp., Standard Qty, Overdelivery Tolerance, Underdelivery Tolerance),Conditions section
  • 49. Conditions tab (for setting condition types like Base Price, Freight, Discounts/Surcharges, Customs duty – if any etc. as applicable) Texts section with 2 Text types – Info record Notes and Purchase Order Text (will automatically flow to Purchase Order created with source assignment from Material Info record)
  • 50. ME12 (Change PIR) In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No (if known), Info category and press enter Make relevant changes and save the Purchasing Info record. ME13 (Change PIR) In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No (if known), Info category and press enter to display details
  • 51. ME15 (Flag PIR for deletion) In initial screen enter Vendor, Material, Purchasing Org, Plant, Info record No (if known), Info category and press enter to display details Select whether the Complete Info record and/or Purchasing Org. data is to be marked for deletion and save the record.
  • 52. 8. Pricing Condition Record Maintenance Transaction codes:MEK1/MEK2/MEK3 (Create/Change/Display) Background and some statistics Pricing Condition Records are usually created against pricing conditions such as Discounts, Surcharges, Taxes etc. and are driven on the Access sequence pertaining to the Condition type. Pricing conditions are critical components of Pricing Procedures. Maintaining Condition records ensures that driven on the Pricing procedure of a Purchase Order, condition types get selected and based on Access sequence condition value match-ups with relevant field values at Purchase Order level, condition record values are picked up from condition tables. Conditions can be standard conditions or Custom defined conditions in MM configuration. Access sequence against Condition types are defined in MM configuration and are referred to as Key Combination in Condition Records transactions.
  • 53. MEK1/MEK2/MEK3 (Create/Change/Display Condition Records) Enter relevant details as driven by access sequence and save
  • 54. 9. MessageCondition Record Maintenance Transaction codes:MN01/MN02/MN03 (Create/Change/Display for RFQ), MN04/MN05/MN06 (Create/Change/Display for Purchase Order), MN07/MN08/MN09 (Create/Change/Display for Outline Agreement), MN13/MN14/MN15 (Create/Change/Display for Service Entry Sheet) Background and some statistics Condition records for messages are maintained. Maintenance of message conditions (like other condition types) is based on a defined access sequence. Access sequence is the set of rule or sequence in which SAP searches condition records of a certain condition type from condition tables. Currently message conditions pertaining to RFQ, Purchase Order, Outline Agreements have been found to be defined in Production MN01/MN02/MN03 (Create/Change/Display Message cond. for RFQ) Select Output type and Key combination or Access sequence
  • 55. Enter relevant details as driven by access sequence and save For Change and Display of Message condition, the process is similar just the Transaction codes differ Also, same process is followed using relevant transaction codes for other Output types like Purchase Order, Outline Agreements.