MM - Managing Material Master Data

Transcription

1 MM - Managing Material Master Data The following Help Topics are available: Matedal~&lst~ For Help on Help, Press F1 Version SAP

2 Version Prepared for R/3 Release 2.2. August 1994 SAP

3 Copyrights ~1994 SAP AG. All rights reserved. Neither this documentation nor any part of it may be copied or reproduced in any form or by any means or translated into another language, without the prior consent of SAP AG. SAP AG makes no warranties or represenations with respect to the content hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. SAP AG assumes no responsibility for any errors that may appear in this document. The information contained in this document is subject to change without notice. SAP AG reserves the right to make any such changes without obligation to notify any person of such revision or changes. SAP AG makes no commitment to keep the information contained herein up to date. SAP

4 Material Master In this section you will learn about some of the basic features of the material master. The material master contains all the information on all materials in a company. This section provides an overview of the functions and use of the material master data structure in the material master It contains the following topics: Eunc.tiQn.s.and.U.s.e...Qf..the.Mate.r.iaLMa.ste.r. Dat~..~.tru.ctum..of..the.Ma.t.er.iaLM.as.t.er Click on a topic for more information SAP

5 Functions and Use of the Material Master The material master contains all the information on all materials that a company procures, produces, stores, and sells. It is the company s central source for retrieving material data. The material master is used by all components in the SAP Logistics system. The integration of all material data in a single data base object eliminates redundant data storage. Areas such as purchasing, inventory management, material requirements planning, invoice verification, and so on, can all use the same data. The data in the material master is used to perform the following functions in the SAP Logistics system: in purchasing for purchase order processing in inventory management for goods movement postings and physical inventory management in invoice verification for posting invoices in sales for order processing in production planning and control for material requirements planning, scheduling, and work scheduling SAP

6 Data Structure of the Material Master The material master has a hierarchical structure resembling the organizational structure of a company. How a Company is Organized in the SAP R/3 System The SAP R/3 System can be organized flexibly to suit individual company needs. When the system is installed, its organization is tailored as precisely as possible to your company structure. Basic Concepts of the Company Structure The SAP R/3 System represents your company structure using the following organizational units: Client A client is a legally and organizationally autonomous user of the system; a grouping and/or collaboration of legal, organizational, commercial, and/or administrative units with a common purpose. Example: group Company code A company code is a legally independent unit within a client. The balance sheet and profit and loss account are drawn up at company code level, in accordance with legal requirements. The R/3 System can manage several companies at the same time in one client. Examples: company, subsidiary Plant A plant is an operating unit or place of business within a company. Examples: production site, branch office, field office Storage location A storage location is the total of all storage bins in a plant that are managed together. Purchasing organization A purchasing organization is an organizational unit that procures materials and/or services for all organizational units situated beneath it in the company structure, and negotiates general purchasing conditions with vendors. Sales organization A sales organization is an organizational unit that sells materials or services and negotiates sales conditions. The market can be divided up on the basis of sales organizations into, for example, geographical regions or specific industries. All sales events and transactions are processed within a particular sales organization. A sales organization can be further subdivided into distribution channels and divisions. Warehouse number A warehouse number represents a complex warehouse management system consisting of different organizational and technical units (that is to say, storage types). Storage type SAP

7 Storage types subdivide a complex warehouse (that is to say, a warehouse number) into separate areas that differ with regard to their storage method, organizational form, and/or function. Examples: goods receipt, picking, and replenishment stocks How the Organizational Units Are Linked to Each Other The company structure as modeled in the SAP System is hierarchical. The client is the top level, which can include several company codes. Several plants can be allocated to a company code, and a plant can include various storage locations. The following figure illustrates these relationships graphically. I Client I 001 I I I Companycodes I ooo I Iooo I I I Plants I ~ 0004 Storage locations Plants must always be consecutively numbered across all company codes. Thus, plants belonging to different company codes cannot have the same number. By contrast, storage location numbers can be repeated as long as they are in different plants. A purchasing organization groups together any combination of plants. The allocation of plant to purchasing organization is not fixed; that is, a purchasing organization may supply to several plants and a plant may be supplied by several purchasing organizations. However, a purchasing organization is always allocated to one company code. The figure below illustrates these relationships graphically. SAP

8 Client 001 I I Companycodes g anizations \ 1 I Plants \ / \ A sales organization groups together any combination of plants. The allocation of plant to sales organization is not fixed; that is, a sales organization may sell for several plants and a plant may supply to several sales organizations. However, a sales organization is always allocated to one company code. The figure below illustrates these relationships graphically. Client 001 Companycodes I \! anizations / / \ \ Plants The warehouse number and the storage type are only relevant if you use the SAP Warehouse Management system (WM). Only one storage location per plant can be allocated to a warehouse number. However, storage locations belonging to different plants can be managed under the same warehouse number. SAP

9 One warehouse number may exist for several physical warehouses, and these are represented as storage types in the Warehouse Management system. Storage types differ according to organizational and technical criteria (for example, high rack storage area and block storage area). One storage type groups together several storage bins. A storage bin is the smallest physical unit the system can address. A plant may have storage locations that are not managed using the Warehouse Management system. How the Company Structure is Represented in the Material Master Some material data is valid at all organizational levels, while other data is valid only at certain levels. We have designed the material master so that it reflects the hierarchical structure of a company and can manage material data centrally without amassing redundant information. Client level General material data applicable to the entire company is stored at client level. This includes, for example, material group, base unit of measure, material descriptions, and conversion factors for alternative units of measure. Plant level All data that is valid for a particular plant as well as for the storage locations belonging to it is stored at plant level. This includes, for example, MRP and forecast data. Storage location level All data that refers to a particular storage location is stored at storage location level. This applies mainly to storage location stocks. Sales organization level All material data relevant to sales is stored at sales organization level. This includes, for example, grouping terms such as product hierarchy, account assignment group, and price reference material. Warehouse number level All material data specific to warehouse management and relating to a particular warehouse number is stored at warehouse number level. This includes, for example, data on palletizing, stock placement, and stock removal. Storage type level All material data specific to warehouse management and relating to a particular storage type is stored at storage type level. This includes, for example, fixed storage bins as well as maximum and minimum storage bin quantities. SAP

10 Material Master Records This section describes material master records. These are what the material master is made up of. You will learn about: the different types of data that a material master record can contain the statuses that a material master record can have how material master records are numbered Also explained is the importance of the material type, industry sector, and profiles for material master records. The final section tells you what factors determine the sequence in which screens appear and which fields are displayed when you process a material master record. It contains the following topics: Dat&in.t he..m.alter~a&mas.ter..l~e.c..o.rd. MaLt.eria&.T.yp ~s P.r.#.f.i[e.~.8.#.r.e.eA.8.e.~u~.n#.~..and..Ei.eJId..8.~.l.e ti.en Click on a topic for more information SAP

11 Data in the Material Master Record All the information your company needs to manage a material is stored in a data record in the material master, the material master record. Thus, a material master record contains all the main data on a material, sorted by various different criteria. What Type of Data Does a Material Master Record Contain? You can enter and change the majority of data in a material master record yourself. However, some information can only be updated by the system. For example, the system updates the administrative data when you process a material master record, and stock balances when goods receipts or goods issues are posted. Moreover, the data in a material master record can be divided into two categories: Data of a purely descriptive nature This is data with an information content such as name, size, or dimension. Data that the system uses to perform a control function This is data such as MRP type and price control. What Departmental Data Does a Material Master Record Contain? Since different departments in a company work with the same material but each department uses different information on that material, the data in a material master record can also be subdivided in terms of the departments to which it belongs. Every department has its own view on a material master record and is responsible for the correctness of its data. Below is a list of the different user departments or views, as they are called in the R/3 System. The information that can be stored for them is illustrated with examples: Work scheduling Data required for production scheduling. Examples: tolerance data and in-house processing times. Accounting Data relating to material valuation and automatic account determination. Examples: price control, standard or moving average price, valuation class. Material requirements planning Information on material requirements planning. Examples: MRP type, safety stock, and planned delivery or production time for a material. Purchasing Material data provided by the purchasing department. Examples: purchasing group responsible for the material, overdelivery and underdelivery tolerances, and purchase order text. Production resources/tools Information on the use of a material as production resource/tool. Examples: use in particular task list types, grouping keys, default values for task lists and production orders. Costing Data needed for costing purposes. Examples: product/unit costing indicator, costing lot size, default valuation data. SAP

12 Classification Typical material classification data. Examples: assignment to one or more classes, valuation of characteristics, standard class. Engineering/design Technical specifications for the engineering/design of a material. Examples: Document Management data, International Article Number (EAN), and dimensions. Storage Information on storage and transportation. Examples: storage conditions and packaging sizes. Warehouse management Information on stock placement and stock removal. Examples: storage type for stock placement and stock removal, and loading equipment quantities. Forecasting Information used to predict material requirements. Examples: forecast model and forecast period. Quality management Sales Data relating to quality management. Examples: technical delivery terms, certificate type requirement, quality inspection data (one type for each event). Information on sales and shipping. Examples: product hierarchy, account determination group, pricing reference material, sales text. Maintenance Status of a Material Master Record When a user department creates its data for a material, the material master record acquires a maintenance status. The maintenance status is important for finding out which data has already been maintained and which data still needs maintaining. A material master record also needs a status so that other SAP components can work with it. For example, accounting data must exist for a material before inventory management can become active. The table below shows the possible maintenance statuses of a material master record. User department Maintenance status Accounting B Classification C Costing G Engineering/design K Forecasting P Material requirements planning D Plant stocks X* Production resources/tools F Purchasing E Quality management Q Sales V SAP

13 Storage Storage location stocks Z* Warehouse management S Work scheduling A * This data is used for display purposes only; it cannot be modified manually. Interdependency of User Department and Organizational Levels/Profiles You may need to enter additional organizational levels and control parameters, depending on which department you are in. One important factor is the organizational level at which the data is managed. The table below shows you which data you must specify/can specify, and when. L Select the user department Accounting Classification and fill in the fields The entry is...: Plant mandatory (if valuation at plant level) Company code mandatory (if valuation at company code level) None Costing Plant mandatory Engineering/design none Forecasting Plant mandatory Forecast profile optional Material requirements Plant mandatory planning Storage location optional MRP profile optional Production Plant mandatory resources/tools Purchase order text none Purchasing Plant optional Quality management Plant mandatory Sales 1+2 Sales organization mandatory Distribution channel dep. on sales org. Sales text Plant optional Sales organization mandatory Distribution channel dep. on sales org. SAP

14 Sales/plant data Plant Sales organization Distribution channel mandatory mandatory dep. on sales org. Storage Plant optional Storage location optional Warehouse Plant optional management Warehouse number mandatory Storage type optional Work scheduling 1+2 Plant mandatory How Is a Material Master Record Numbered? For every material your company uses, you must create a material master record in the material master. This record is uniquely identified by a material number. You can assign mnemonic keys or non-mnemonic keys as material numbers, depending on the method your company prefers. The SAP R/3 System distinguishes between two types of number assignment: external number assignment internal number assignment If your company uses mnemonic keys (these are normally alphanumeric), you enter the character string you want to use as the material number when you create the material master record. This process is called external number assignment. If your company uses non-mnemonic keys, you do not enter a material number when creating a material master record. The system fills the field with the material number Internal when you save the material master record. The system then assigns a consecutive number automatically. This process is called internal number assignment. The type of number assignment allowed depends on the material type selected and is defined in Customizing by the systems administrator. The systems administrator can also set the material number length (in Customizing) to suit the needs of your company. A material number may contain up to 18 characters. SAP

15 KMaterial Types Materials with the same basic features are grouped together and assigned to the same material type. This allows you to manage different materials in a uniform manner that conforms to your company s requirements. Examples of material types are raw materials, semi-finished products, and finished products. When creating a material master record, you must assign a material type to the material. The material type determines certain features of the material and has important control functions. What Is the Function of a Material Type? When you create a material master record, the material type you choose determines whether the material number can be assigned internally or externally from which number range the material number comes which screens appear and in what sequence which departmental data you may enter In addition, the material type determines the material s procurement type, that is, whether a material is manufactured in-house or procured externally, or whether both are possible. The material type together with the plant also determines the material s inventory management requirement, that is: whether changes in quantity are updated in the material master record whether changes in value are also updated in the stock accounts of financial accounting Furthermore, the accounts affected by a material entering or leaving the warehouse depend on the material type. The systems administrator defines these control functions centrally in Customizing. What Material Types Are There? The following table shows you what material types exist in the standard SAP R/3 System, and what their different roles are. Material type Services Finished goods Definition Services are procured externally and cannot be stored. A material master record of this material type can always contain purchasing data. Finished goods are produced by the company itself. Since they are not ordered by purchasing, a material master record of this material type does not contain purchasing data. SAP

16 Semi-finished products Trading goods Operating supplies Non-stock material Raw materials Non-valuated materials Production resources/tools Packaging materials Semi-finished products can be procured externally and/or manufactured in-house. The company then processes them further. A material master record of this material type can contain both purchasing and work scheduling data. Trading goods are procured externally and then sold. A material master record of this material type can contain purchasing and sales data. Operating supplies are procured externally and required for the manufacture of other products. A material master record of this material type can contain purchasing data but no sales data. This is material that is not held in stock because it is consumed immediately. Raw materials are always procured externally and processed further. Since raw materials cannot be sold, a material master record of this material type contains no sales data. A material of this material type is managed on a quantity basis, not by value. These materials are procured externally and used in the production of further materials. A material master record of this material type contains purchasing data, but no sales data. It is managed on a quantity basis. Examples of production resources/tools are apparatus, equipment, and measuring and testing devices. Packaging materials are used to transport goods and are delivered with the goods free of charge. A material master record of this material type is managed both on a quantity basis and by value. SAP

17 Competitive products Materials of this type have their own material master records, created from the Engineering/Design view. The competitor s number, which is stored here, assigns the material to one particular competitor. Specifying a Material Type You specify a material s material type when you create a material master record. There are two ways of doing this: From the menu screen of the material master, select Material--> Create special --> <Material type>. This takes you to the initial screen for creating a material of the material type just selected. Use this method when you want to create several materials of the same material type in one session. From the menu screen of the material master, select Material --> Create general. This takes you to the initial screen for creating a material. Enter the material type in the Material type field. Use this method when you want to create several materials of different material types in one session. Changing a Material Type Consider your choice of material type carefully, since it is not always possible to change it. In certain circumstances, however, a change in the material type may be necessary. For example, a material that was always procured externally in the past and whose material type allows only external procurement is to be produced in-house in the future. A material type that allows in-house production must therefore be assigned to the material. Since the material type influences the way transactions are processed in the SAP R/3 System, the system checks any change to the material type to see whether it is allowed. The following cases are possible: The material type can be changed without restrictions if no stocks, reservations, or purchasing documents exist yet for the material. The following conditions must be met if the material is already in stock, or if purchasing documents or reservations exist for it: - The stock values of the material of the new material type must be updated in the same G/L account as the stock values of the material of the old material type. Quantities and values of the material of the new material type must be updated in exactly the same way in all plants as quantities and values of the material of the old material type. If the new material type does not allow purchasing to maintain the material data, but purchasing and similar documents already exist, the system displays a message to this effect. If there is a transfer request for the material and if quants of the material are available, the new material type must also allow Warehouse Management to maintain the material data. When you change from a material type that allows only in-house production to a material type that allows only external procurement, or vice versa, the system converts the procurement type SAP

18 accordingly. When you change to a material type that allows different departmental data than the old material type all fields for a user department that no longer exists are reset to their initial value - the fields of a user department that become required entry fields as a result of the new material type are displayed in a list; you can maintain these fields with Material -~ Change. Example: You want to produce a material that until now was procured externally and belonged to the material type "ROH". You now need to assign it the material type "HALB". In our example, no stocks exist yet for the material. This is what you do: 1. From the menu screen of the material master, select Material ~ Change material type. The initial screen for changing the material type appears. 2. In the Material field, enter the number of the material whose material type you want to change, and in the New material type field enter halb. When you press Enter, the system fills the Old material type field with the old material type. 3. Select Actions -~ Execute. The following message appears: You are changing material type from ROH to HALB. 4. Confirm this message by pressing Enter. If the two material types are linked with different accounts on the basis of their valuation classes, a pop-up window appears asking you to enter a valuation class that is valid for all plants or company codes with the new material type. 5. Confirm or change the valuation class and press Enter. The following message appears: Material type changed SAP

19 Industry Sectors In addition to classifying materials according to material type, you must also assign an industry sector to every material. You specify the industry sector when you create a material master record. Like material types, industry sectors have control functions in the SAP R/3 System. Once an industry sector has been assigned to a material, it can no longer be changed. Read the section Screen S~quer~ce and Ei~!~! Se!ec~i~r). What Is the Function of an Industry Sector? When you create a material master record, the industry sector you specify determines which screens appear and in what sequence which industry-specific fields appear on the screens What Industry Sectors Are There? You can see what industry sectors there are in the standard SAP R/3 System from the following table. Industry sector Plant engineering and construction Chemical industry Mechanical engineering Pharmaceuticals Industry key A C M P Setting a Default If you repeatedly assign the same industry sector to your materials, you may find it useful to predefine this in the system; that is, to set a default industry sector. This value is then proposed automatically whenever you create a material master record. You set an industry sector default as follows:. From the initial screen of the application function Create material, select Defaults --> Industry. A window appears. 2. Enter the desired industry key. If you do not want the Industry field to be displayed on the initial screen when a material master record is created, select the indicator Suppress industry sector on initial screen. The industry sector will not reappear on the initial screen until you cancel this selection. Press Enter to return to the initial screen and continue. SAP

20 Profiles A profile is a collection of information used to configure certain objects. It stores standard information that you need repeatedly in almost identical combinations when maintaining different objects. Thus a profile simplifies data entry and data management. In a profile you specify which fields are filled with values when data on an object is entered which values these fields contain which of these values can be overwritten (default values) and which cannot be overwritten (fixed values) In the material master, the objects are the material master records and the object data is the MRP or forecast data. There are two kinds of profile: MRP profile forecast profile You can assign a profile to a material master record when you create it. This has the effect that fixed values that are copied from the profile into a data screen cannot be changed in the material master record. By contrast, you may overwrite default values. The values are written to the material master record when you save it. The following functions are available for profiles: create profile display profile change profile delete profile In the following section you will learn how to create, display, change, and delete profiles in the material master. MRP and forecast profiles are processed according to identical principles. The following section describes this procedure for both profiles. Creating a Profile This is how you create a profile in the material master: 1. From the menu screen of the material master, select Profile ~ MRP profile or Forecast profile ~Create. The initial Create Profile screen appears. 2. Enter the key you want to assign to the profile. If you want to use an existing profile as a reference, enter the name of this profile in the Reference field so that the system can copy its values to the new profile. 3. Select Goto ~ Selection screen. The selection screen appears. It shows all the fields that can be copied to the MRP or forecasting screen of the material master record. 4. Enter a profile description and select the fields you want the profile to contain. SAP

21 You must also decide whether each field will be copied to the material master record as a fixed value or a default value. 5. Select Goto --~ Data screen. The data screen appears. Only the fields you marked on the selection screen are presented for you to fill in. The fixed and default values are displayed in different colors. All fixed values are required entry fields except where the field can also accept the value Blank. 6. Enter your data and save the profile with Profile --> Save. Note You now return to the initial screen where you can create another profile. The MRP profile data is spread over two screens. You can switch from one screen to the other with Goto --> Screen 1 or --> Screen 2. The system runs a number of checks when you create a new profile: When you go from the selection screen to the data screen, the system checks whether the selected fields form a reasonable combination and are allowed to appear in the same profile. Example: The Fixed lot size and Maximum stock level fields may not be combined in one MRP profile. When you save the data on the data screen, the system checks - whether the values you have entered are valid, for example, whether they are defined in the appropriate table - whether the values you have entered are compatible with each other Example: If the Maximum stock level field appears in the profile, you must also specify a Lot size that can give the highest stock level. If the system detects inconsistencies or errors, it asks you to change the fields selected on the selection screen and/or correct the values. Displaying a Profile This is how you display a profile in the material master: 1. From the menu screen of the material master, select Profile -~ MRP profile or Forecast profile --> Display. The initial Display Profile screen appears. 2. Enter the name of the profile. 3. Select Goto --~ Selection screen. The selection screen appears. In display mode, only the fields that are defined in the profile are displayed. 4. Select Goto --~ Data screen. The data screen appears. You see the values that are defined in the profile. Select Goto --~ Back to return to the initial screen and continue. Changing a Profile SAP

22 When you change a profile, the system not only updates the changed values in the profile; it also generates a batch job which updates all material master records that have this profile assigned to them. However, this applies only to changes that affect fixed values. A change document is created automatically for all materials where such changes have occurred. This is how you change a profile in the material master. 1. From the menu screen of the material master, select Profile -~ MRP profile or Forecast profile --~ Change. The initial Change Profile screen appears. 2. Enter the name of the profile and select Goto --~Selection screen. The selection screen appears. All the fields already included in the profile are selected. 3. Make the desired changes: - Select new fixed values or default values. - Change fixed values to default values or vice versa. - Cancel selections that are no longer needed.. Select Goto -~ Data screen 1 or 2 (in an MRP profile) or Goto -~ Data screen (in a forecast profile). The data screen appears. 5. Enter the changed values and save the profile with Profile --~ Save. You now return to the initial screen and can continue. The same checks are run as when you create a profile. See "Creating a Profile" in.?rofi!es In addition, the system automatically creates the batch job PROFILE to update the material master records, and runs it overnight. It generates one batch job only, even if you change several profiles on the same day. If errors occur as a result of data incompatibility, the details are recorded in a log. The next day, you can check the log to see which material master records were affected by these errors, and then edit them manually. If the batch job terminates for any reason, you must request an update of the material master records for the coming night manually. You do this by creating a batch job for program RMMM0001. You can use PROFILE again as your job name or job group; no variant is necessary. Deleting a Profile The system also generates the batch job PROFILE when you delete a profile. The job is run automatically in the evening. It cancels the profile in every material master record with that profile assigned to it; that is, the profile assignment disappears, but the values themselves remain stored in the material master record. If errors occur while the job is being run, they are recorded in a log. The next day, you can check the log to see which material master records were affected by these errors, and then edit them manually. This is how you delete a profile in the material master: 1. From the menu screen of the material master, select Profile --~ MRP profile or Forecast profiles --~ Delete. SAP

23 The initial Delete Profile screen appears. 2. Enter the name of the profile you want to delete and press Enter. A pop-up window appears. 3. Position the cursor on Yes and press Enter. You now return to the initial screen and can continue. SAP

24 Screen Sequence and Field Selection When processing a material master record, you work through its screens in a set sequence (the screen sequence). Certain fields on these screens are needed for some processes, but not for others (field selection). Screen sequence and field selection in a material master record depend among other things on the following questions: Which SAP components does your company use? If, for example, your company does not use the SAP Warehouse Management system, the warehouse management screens do not appear. Which industry sector does your company, and therefore your materials, belong to? If your company belongs to the chemical industry, for example, the fields that appear on the screens will not be the same as for a mechanical engineering company. Which material type do you assign to a material? If the material is a raw material, for example, the sales screens are not displayed in the standard R/3 System because raw materials cannot be sold. Which organizational level(s) do you want to enter data for? If you enter data at plant level only, fields specific to storage location are suppressed. Standard Screen Sequence You work through the material master data screens in a set sequence. The initial screen takes you to a first and then to a second pop-up window. In the first one, you select the views you want on the material master record; in the second, you specify the organizational levels. This then takes you to the data screens. Material (Industry) ~ aterialtype) eference) VielNS - Engineering/ desngn - Purchasing i Organizational levels -Plant -Storagelocation i Datascreen(s) I i : Standard screen sequence (without default settings) I SAP

25 The data screens in a material master record can be divided into two types: main screens These are the screens of the individual user departments such as engineering/design, material requirements planning, and so on. They also include the purchase order text, the sales text, and the stock views. secondary screens These are the screens containing additional information such as units of measure, material descriptions, consumption values, forecast values, and administrative data. A standard processing sequence is defined for the main screens. It is followed provided that all requirements such as material type, user department(s) authorization, view selection, and so on, are met. To go from one main screen to the next, press Enter. Direct Screen Access It is also possible to access any screen direct as long as the following conditions are met: you have an authorization for the user department concerned the user department is allowed for the material type selected From any main screen, you can switch to another main screen of your choice using Goto --> <User department>. You access secondary screens from a main or secondary screen with Details --> <Secondary screen>. SAP

26 Creating Material Master Records This section tells you how material master records are created. The initial sections describe the different ways to do this: This section also explains which data is important to each user department and what you need to bear in mind when entering this data. It contains the following topics:... : i... ~ i...~...~ : i... ~...i... i... M a.te.r.ial..d.a[ta;.t b.e...c.lats.sjf.i.c.ati.on..v.ie.w Click on a topic for more information SAP

27 Basics The following section tells you what you need to know before you create a material master record. When to Create a Material Master Record You must create a material master record in the following cases: If the material you need is not defined in the material master; in other words, if there is no material master record for that material. In this case, you create the material master record. If the material you need is already defined in the master record but the master data for your user department is missing. In this case, you extend the material master record by selecting the create function. If your user department data has already been entered for the material you need but not at the appropriate organizational level (for example, a different plant). In this case, you extend the material master record by selecting the create function. Points to Consider Before you create a material master record, consult the following checklist: Are you sure there is no material master record in the system for this material? You can check this using a matchcode or by calling up the materials list. Is there already a similar material in the system that you can use to enter data? What material number do you want to give the material? What is the material s material type? Which industry sector does the material belong to? What description do you want to give the material? In what unit of measure do you want to manage the material? If you enter engineering/design or purchasing data: to which material group do you want to allocate the material? If you use the SAP R/3 Classification System: to which class do you want to assign the material? If you enter MRP data:which procedure will be used to plan the material and, if applicable, what is the name of the MRP profile? If you enter forecasting data: which model do you want to use to forecast material requirements and, if applicable, what is the name of the forecast profile? SAP

28 Different Ways of Creating a Material Master Record There are three different approaches to creating material data in the system: creating a material master record creating a material master record with a reference extending a material master record The approach you adopt depends on what data is already in the system. In all cases, you use the Create function. Creating a Material Master Record Your company may be organized in such a way that all material master records are created centrally. In this case, the minimum of departmental data is entered centrally, and users in individual departments then add to this information using the Change function. The central body must be authorized to enter data for all departments. Alternatively, however, your company may be organized decentrally, with each department creating its own material master records. Users are authorized to process data for one, or possibly several, departments. In both cases, this is how you create a material master record:. From the menu screen of the material master, select Material --~ Create special --~ <Material type>, The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: m Note Enter a material number if your company uses external number assignment and if the material type allows external number assignment. Otherwise, leave the field empty. Assign the material to an industry sector. If you select Material--~ Create general from the initial material master screen, the screen for creating a material appears. Here, you must specify the material type to which you want to assign the material. You reach the Select View(s) pop-up window by pressing Enter. What views appear at this point depends on the way the material type has been set up in Customizing. 3. Select the views, that is, the user departments, for which you want to enter data and press Enter. The Organizational Levels/Profiles pop-up window now appears. 4. Specify the organizational levels necessary for your departments and, if applicable, enter the profiles. Organizational levels and profiles are explained in detail later in this section (see "Individual user departments"). You reach the data screen of the first user department by pressing Enter. 5. Enter the material description and the base unit of measure for the material in the appropriate fields. This information is mandatory and identical for all user departments. Talk to the other users to SAP

29 decide what you are going to enter here. Caution Once you have entered the material description and pressed Enter, the only way to change it is using Details -~ Texts --~ Descriptions, 6. Enter your departmental data. You must fill in the required fields. The other fields are optional. Specific points to note are described later in this section You reach the next departmental data screen by pressing Enter. 7. Repeat the procedure described under point 6 until you have entered the data for all user departments. When you reach the data screen of the last department that you selected in the Select View(s) window, the system displays a message to this effect. If you want to enter data for a department that you did not select in the pop-up window, select Goto --~ <User department> from the data screen of any department. The system either goes direct to the next data screen or asks you to enter the organizational levels needed for the new department. However, you can only switch to another department if you are authorized to process its data and if the material type allows this department. 8. Save the data with Material -~ Save. You now return to the initial Create Material screen and can start creating the next material master record. Creating a Material Master Record with a Reference When you create a material master record using a reference, you refer to a similar material that is already defined in the data base. The system copies the "reference material" data into the new material master record where you can overwrite it if necessary. This is what you do:. From the menu screen of the material master, select Material -~ Create special -~ <Material type>. The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: Note If your company uses external number assignment and if the material type allows external number assignment, enter a number. Otherwise, leave the field empty. - Assign the material to an industry sector. In the Material field under Reference, enter the number of the material whose data you want to copy as a reference into the new master record. If you select Material-~ Create general from the initial material master screen, the screen for creating a material appears. Here, you must in addition specify the material type to which you want to assign your material. The Select View(s) pop-up window appears when you press Enter. 3. Select the departments for which you want to create data and press Enter. The Organizational Levels/Profiles pop-up window appears. 4. Specify the organizational levels you want and, if applicable, the profiles. SAP

30 . In the Reference column, enter the organizational levels of the desired reference material (see also "Setting Default Organizational Levels and Profiles" in ~ctio0,s ). If you do not enter an organizational level in the reference column, the system proposes the client values from the reference material. Press Enter. The reference material data is now copied to the new data screens. These values can be overwritten.. Save the data with Material -~ Save. You now return to the initial screen, where you can start creating the next material master record. Extending a Material Master Record If a department creates data for a material, the material master record exists in the data base as from this date. If you work in another department and want to enter data on the same material, you do not have to create another material master record. Instead, you just extend it to include the information relevant to your own user department. You also extend a material master record if you want to store data on a particular user department at further organizational levels. The following section describes how you extend a material master record to include the data needed by your own department. Follow the same steps to extend a material master record to include new organizational levels. You extend an existing material master record using the Create function. 1. From the menu screen of the material master, select Material --~ Create special --~ <Material type>. The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: Enter a material number. This number is mandatory, even if only internal number assignment is allowed in your company, because you are adding data to an existing material master record. If you do not enter a number, you will create a new material master record. - You do not need to enter an industry sector. The system will copy this value from the existing material master record. Moreover, if you have selected Material -~ Create general from the initial material master screen, you do not need to enter a material type. This value, too, is copied from the existing material master record. 3. Press Enter. If you have entered an industry sector and a material type that differ from those already entered by another user department, the system issues a warning that you confirm with Enter. If you have not entered any values, you confirm the message that appears with Enter. The Select View(s) pop-up window appears. 4. Select the user department whose data you want to add to the material master record and press Enter. The Organizational Levels/Profiles pop-up window appears. 5. Specify the organizational levels and, if applicable, the profile you need for your user department and press Enter. SAP

31 . The data screen of your user department now appears with the message Material exists and is being extended. The data that has already been entered and is valid for all user departments has been copied to your data screen. This includes, for example, the material description and the base unit of measure. You cannot change such data. You can only make entries in fields that have not already been filled by other departments. Enter the data for your user department and save it with Material -~ Save. You now return automatically to the initial screen. SAP

32 Material Data" the Engineering/Design View The following section deals in detail with material master records from the Engineering/Design view. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since engineering or design data is valid for the entire group, you cannot specify organizational levels for this department. The Organizational Levels pop-up window does not appear. Engineering/Design Data On the Engineering/Design screen, you enter data that is also used by other user departments or views: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Material group A material group allows materials with common features to be classifed under one heading. Product hierarchy Key that groups together materials for analytical and pricing purposes through the combination of various features. The most important data in the General data box is: Gross weight and unit of weight The gross weight and its unit are always stored in relation to the material s base unit of measure. Volume and unit of volume The volume and its unit are always stored in relation to the material s base unit of measure. EAN/UPC This field contains the International Article Number (EAN) or Universal Product Code (UPC), which is always stored in the system in relation to the material s base unit of measure. The system determines the EAN/UPC automatically if you enter a suitable number category in the EAN category field. EAN category You specify an EAN category if you want the system to assign the EAN (International Article Number) or UPC (Universal Product Code) internally. The EAN category you choose also determines the EAN s test digit algorithm. Like the EAN itself, the EAN category refers to one packed or wrapped base unit of the material. For more detailed information on EAN management, please see the section "EAN Management" in ~..I=yn t!.o.n.. If your company does not use the SAP Document Management System, you can enter data on drawings directly on the EngineeringlDesign screen. If your company does use the SAP Document Management System and there is no link to a drawing, the No link field is active; if several drawings exist for the material, the Several documents field is active. SAP

33 To create links to documents, select Details -~ Further details --~ Document data. For more information on document management, please see _S_#ecial Functions. SAP

34 Material Data: the Purchasing View The following section tells you about material master records from the Purchasing view. It is assumed that no data has yet been created for any other view or user department. Organizational Levels You can enter a plant here, but this entry is optional since not all purchasing data is plant-specific. Note, however, that what you enter here will determine which purchasing data is displayed. Purchasing Data You can enter the following data on the Purchasing screen: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Order unit You only need to make an entry if the unit in which the material was purchased differs from the base unit of measure. Purchasing group In this field, enter a key for a buyer or group of buyers responsible for procuring the material. Purchasing analyses can later be selected on the basis of this entry. Material group A material group allows materials with common features to be classifed under one heading. MM/PP status Specify the material status from the materials management/production planning view to limit the usability of the material for certain activities. The material status determines: - the neighboring application areas such as material requirements planning and bills of materials, where the material may be used. - the type of error message the system issues when the material is used in these application areas. Variable order unit Set this indicator to activate variable order unit processing. This means that the order unit you specify in a purchase order may be different from the one given in the purchasing info record. Purchasing value key You specify reminder and tolerance data, shipping instructions, and order acknowledgement requirement using the purchasing value key. After you have entered a key, the system fills the fields with the values defined in Customizing. The lower box on the screen contains general data fields that can also be accessed by other departments. Talk to the other users before you enter values here. Goods receipt processing time Enter the number of days required for the acceptance, further processing, and placement of the material into stock. Batch management SAP

35 Select this field if you want to manage the material in batches. Critical part Select this field if you want to indicate that the material in question is essential to production. Creating a Purchase Order Text The purchase order text is a text that describes the material in detail. It is automatically copied into purchasing documents, such as purchase requisitions or purchase orders, where you can change it if necessary. You can store it in the material master record in as many languages as you like, although only one text is possible per language. It is stored at client level, that is, it is valid at all organizational levels below the client level. You can use SAP s SAPscript word processing functions to enter the purchase order text. This is how you enter a purchase order text for a material:... From the purchasing data screen, select Views --~ Purchasing --~ Purchase order text. The Purchase Order Text data screen appears. Enter a key in the Language field. This stands for the language in which you want to store the purchase order text. In the Long text area, enter a text specific to the material. This text will later be used as a purchase order text when a purchasing document is created and printed. You can obtain additional space to enter text by accessing the SAP word processing functions with Edit --> Long text --> Long text screen. When you have finished, select Back to return to the purchase order text data screen. Part or all of your text is visible in the text entry area. If the More long text field is selected, this indicates that the purchase order text includes more lines than displayed here, or that the lines extend further. If the text fits into the area, the field is empty. 4. To enter a purchase order text in another language, select Edit -~ Long text --> Create text. You will be presented with another (at present, empty) text area that you can edit as described above. 5. Select any menu option or press Enter to continue. Otherwise, save the purchase order text with Material -->Save. For more detailed information on the use of SAPscript, please see Introduction to SAPscript. SAP

36 Material Data: the Material Requirements Planning View The following section explains material master records from the point of view of material requirements planning (MRP). It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since a material is planned at plant level, you must enter the appropriate plant in the Organizational Levels/Profiles pop-up window. If you want to enter material data specific to a storage location, you must specify the storage location. You must specify a storage location if you intend a material to be included in storage location MRP. Storage locations are considered as independent units for the purposes of material requirements planning. Thirdly, you enter an MRP profile on this window if you want to create MRP data using a profile. Further information on this subject can be found in the section "MRP profile" and in Material Master Records. MRP Data MRP data is distributed over three screens. On the first screen, you will find cross-departmental information as well as data relating to the material s MRP procedure. Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Procurement type This information is defined automatically, on the basis of the material type you have chosen. If a material s material type makes it suitable for both in-house production and external procurement, but you want to opt for just one of them, enter the appropriate indicator here. Special procurement This allows you to store further information on the procurement types "in-house production" or "external procurement". For example, you can specify that the material is externally procured by means of a consignment order. If you do not use an MRP profile when creating a material master record, certain entries are mandatory. In our example, these are: MRP type This determines how a material is planned. In this case, choose forecast-based planning. MRP controller In this field, enter a key for the MRP controller or group of MRP controllers responsible for planning the material. MRP analyses can later be selected on the basis of this entry. Scheduling margin The system uses this key to calculate order scheduling times. Lot size key This determines which lot-sizing procedure the system uses to calculate the lot size (that is, the order quantity) for material requirements planning. SAP

37 Note Depending on how requirements of the material are planned and which values you enter in which fields, you may find it useful or necessary to fill in other fields. Examples: You must enter the Reorder level and the Safety stock for a material that is planned using the reorder point procedure. If you enter an optimum lot-size indicator in the Lot size key field, you must also fill in the Lot size independent costs and Storage costs fields. The second MRP data screen also contains data of a general nature: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Availability check This indicator controls among other things - whether the system generates individual or summarized requirements if you enter sales orders for this material which MRP items (such as purchase orders or reservations) the system includes in the availability check whether availability checks are run only until the end of the replenishment lead time, or for as long as the MRP items exist Use the from the materials management/production planning view to limit the usability of the material for certain activities. The material status determines: - the neighboring application areas such as purchasing, bills of materials, and so on, where the material may be used. - the type of error message issued by the system when the material is used in these application areas. The screen also contains other basic data as well as information on forecast processing and requirements explosion. Note In the case of automatic reorder level procedures and forecast-based planning, you must enter a service level for the material, so that the system will be able to calculate safety stock when it carries out material requirements planning. The third MRP screen contains further basic data: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Repetitive manufacturing Set this indicator if you want to allow repetitive manufacturing for the material. Version indicator The system sets this indicator automatically if production versions of the material exist. For detailed information on production versions, please see,sj#ecial Functions. In the Consumption box, you specify the data that will be used to consume planned requirement SAP

38 quantities with actual customer requirements. If you create the material master record for a specific storage location, you can specify in the Storage location MRP box whether you want the material to be planned at storage location level (storage location MRP). MRP indicator This indicator determines how stock at this storage location is handled during a planning run. Reorder level and replenishment quantity These values are valid at storage location level and must be defined for storage location MRP. MRP Profile The MRP data of a material can be entered with or without reference to an MRP profile. An MRP profile contains typical MRP data for a particular procedure. When you create a material master record, you enter an MRP profile on the Organizational Levels/Profiles window to ensure that certain fields on the MRP screens are filled with values. There are two kinds of values: fixed values, which cannot be overwritten, and default values, which can be overwritten. The MRP profile simplifies data entry and data management in the material master record. Before you can use a MRP profile, it must be defined in the system. Further information on profiles, how they are created, and what advantages they offer, is given in the section "Profiles" in Material Master Records.... Resetting or Changing a Profile Assign your material master record to an MRP profile by entering an MRP profile in the Organizational Levels/Profiles pop-up window. When you create - and when you change - a material master record, you can reset, that is cancel, a profile if you want to overwrite the fixed values copied from it assign the material to a different profile This is what you do: 1. From one of the MRP data screens, select Edit-~ MRP profile... A window appears. 2. To reset, or cancel, the profile, enter a blank on the line It will be assigned now. To assign the material to a different profile, enter the new profile on this line. SAP

39 Material Data: the Forecasting View The following section explains the Forecasting view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since material requirements are forecasted at plant level, you must enter a plant in the Organizational Levels/Profiles pop-up window. You can also enter a forecast profile on this window if you want to enter forecast data using a profile. Further information on this subject can be found in "Forecast Profile" in.m..a..te.r.i.a.!...d..a.ta...tb.e.. Forecastinq...Vj.ew and also in Ma.te.r.i.aJ.M.a.s..te..r...R.e..c.o.r.d.s.. Forecasting Data You can enter the following data on the Forecasting screen. Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Forecast Model or Automatic Model Selection If you did not specify a profile, you must specify which forecast model the system is to take as a basis for its calculations. If you want the system to choose the forecast model, fill in the Model selection field. Period indicator The period indicator specifies what time periods the consumption and forecast values are managed in. If you do not specify a value, a monthly period is assumed; that is, the system updates the consumption and forecast values on a monthly basis. From the Forecasting data screen, you can access the screens on which you enter the consumption and forecast values that form the basis for the initial calculation. To do this you must enter a Period indicator and select Details -~ Consumption or Details --~ Forecast details -~Forecast values. For further information, see the sections "Entering Consumption Values" and "Entering Forecast Values" in Material Data: the Forecastinq..y!eyv. Forecast Profiles You can enter forecast data for a material with or without reference to a forecast profile. A forecast profile determines how material requirements are forecasted. It contains all the forecast data typical for a particular method. When you create a material master record, you enter a forecast profile on the Organizational Levels/Profiles pop-up window to ensure that specific fields on the Forecasting screen are filled with values. There are fixed values, which cannot be overwritten, and default values, which can be overwritten. The forecast profile simplifies data entry and data management in the material master record. Before you can use a forecast profile, you must define it in the system. Information on how to create and use profiles, and what advantages they offer, is given in the section "Profiles" in Material M_a_st e [ R_e cor_d_s. Resetting or Changing a Profile SAP

40 You assign a material master record to a forecast profile by entering a profile on the Organizational Levels/Profiles pop-up window. When you create - and also when you change - a material master record, you can reset, that is cancel, the profile if you want to overwrite the fixed values copied from it assign the material to a different profile This is what you do: 1. From the Forecasting data screen, select Edit--> Forecast profile... A window appears. 2. To reset, that is cancel, the profile assignment, enter a blank in the line It will be assigned now. To assign the material to a different profile, enter the new profile on this line. Consumption Consumption values are generally updated automatically in the material master record when stock is withdrawn from the warehouse. However, it is also possible to enter past consumption values manually, which then form the basis for the initial forecast. There are two sorts of in the material master record: total consumption and unplanned consumption values. Total consumption is the total of planned and unplanned consumption. With the consumption-based planning of materials, it is always the total consumption that is updated. Unplanned consumption is updated if materials are planned using MRP provided that: goods are withdrawn from the warehouse without a reservation, or goods are withdrawn on the basis of a reservation, but the quantity actually withdrawn exceeds the reservation. Total consumption only is updated if materials are planned using MRP and withdrawn on the basis of a reservation. Planned consumption is not displayed in the material master record. However, you can calculate it yourself by subtracting unplanned consumption from total consumption. Entering Consumption Values This is how you enter consumption values: 1. On the Forecasting or Material Requirements Planning screen that you have already filled in, specify whether the consumption values are managed in days, weeks, or months by filling in the Period indicator field. 2. Check the proposed values in the area Number of periods required, and change or add to them as necessary. 3. Select Details -~ Consumption. The consumption values entry screen appears. 4. Enter your consumption values, starting from the current period and working backwards. You can enter as many values as you want, both for total consumption and for unplanned consumption. Switch between the total consumption and unplanned consumption entry screens with Edit --> Total consumption or Unplanned consumption. If you want to enter more values than there is room for on the first screen, select F23 to obtain further empty lines. SAP

41 5. Store the data in the system with Material--> Save. Forecast Values Forecast values are generally calculated by the system as part of the forecasting process, and then updated in the material master record. However, it is also possible to enter forecast values manually, which then form the basis for the planning run. Entering This is how you enter forecast values: 1. Once you have specified the required entries on the Forecasting data screen, define whether forecast values are managed in days, weeks, or months by filling in the Period indicator field. 2. Select Details -~ Forecast details --> Forecast values. The forecast values entry screen appears. 3. Enter your forecast values. You can enter as many forecast values as you want. If you want to enter more values than there is room for on the first screen, select F23 to obtain further empty lines. 4. Store the data in the system with Material--> Save. SAP

42 KMaterial Data" the Work Scheduling View The following section gives details on material master records from the Work Scheduling view. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since work scheduling data is managed at plant level, you must enter a plant in the Organizational Levels pop-up window. Work Scheduling Data Work scheduling data is spread over two screens. The first screen contains the following data: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. In the Basic data box, you can also enter a unit of issue and a production unit that differ from the base unit of measure as well as a production scheduler and an. In the Tolerance data box, you can enter percentage values for underdeliveries and overdeliveries in production. In the General data box, you can specify a production storage location, indicate that the material must be managed in batches, and define it as a critical part. On the second Work Scheduling screen, you enter your work scheduling times. You can do this in one of two ways: either enter the,, and times, together with the base quantity to which the processing time relates. You do this in the Lot size-dependent in-house processing time box or enter the entire In-house production time which is the sum of processing, interoperation, and setup times. You do this in the Lot size independent in-house processing box. SAP

43 Material Data: the Quality Management View The following section explains the Quality Management view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since quality management data is managed at plant level, you must enter a plant in the Organizational Levels pop-up window. Data The most important data on the Quality Management screen is: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Quality inspection Set this indicator if the material is subject to quality inspection. If QM data exists for the material, this field is suppressed. If this field is selected, quality management inspection data exists for the material. This indicator is set automatically if you have created inspection data with Details --> Further details -~ QM inspection data. Documentation This indicator causes changes to inspection lots of the material to be recorded in change documents. In the Procurement data box, you define the quality management data of the material in procurement. QM procurement Select this field if you want quality management in procurement to be active for the material. You must always select this field if you are going to enter other data in the Procurement data box. Control key This determines the conditions for quality management in procurement; for example, whether technical delivery terms or certificates are required. If the SAP Document Management System is active and you choose a key that requires techical delivery terms, the documents link window appears when you press Enter and you must add the necessary technical delivery terms data. Certificate type You enter a certificate type if you have chosen a control key that requires one. Creating QM Inspection Data You must have QM inspection data in order to be able to create inspection lots for the material in Quality Management. Inspection lots are created for all goods movements that are relevant to QM. You determine the types of movement relevant to quality management in the material master record. SAP

44 This is how you create QM inspection data for a material: 1. From the Quality Management screen, select Details -->Further details --> QM inspection data. A popup window containing all possible QM inspection data appears. 2. Specify the QM inspections to which the material is subject for each movement. Select one or more inspection types in column X to define how the check is carried out. To activate the combination of inspection type and material for quality management - only then is it possible to create inspection lots - you must also select column Act. The fields you fill here determine which data is a required entry. 3. To save the QM inspection data, return to the Quality Management data screen with Continue and select Material --> Save. For further information on quality management and QM inspection data, please refer to QM Inspection Process Guide. SAP

45 Material Data: the Storage View The following section explains the storage and transportation view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels If you want to manage storage data at plant and storage location level, enter a plant and a storage location. Storage Data The Storage screen contains the following data: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Unit of issue Specify a unit of issue only if the unit in which the material is issued from the warehouse differs from the base unit of measure. This information is used by other departments as well, so make sure they agree with your entry. Batch management Select this field if you want the material to be managed in batches. In the Weight/volume box, you can store information on the weight, volume, size, and dimensions of the material. In the General data box, you enter information on storage and transportation, for example the temperature conditions in which a material is stored the storage conditions in which it is stored whether it is a hazardous material that requires special precautions to be taken for its storage and shipment SAP

46 KMaterial Data" the Warehouse Management View The following section explains the Warehouse Management view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Warehouse management data is managed at its own special organizational levels. You must therefore specify a warehouse number for every material with warehouse management data. You must specify a storage type if you want to define storage-type data. Specification of a plant is optional. Warehouse Management Data The top box on the Warehouse Management screen shows the material s basic data: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. WM unit of measure If the unit in which the material is managed in the Warehouse Management system differs from the base unit of measure and the alternative units defined for the material, enter an WM unit of measure. Unit of issue Specify a unit of issue only if the unit in which the material is issued from the warehouse differs from the base unit of measure. Gross weight If you enter a gross weight, it can later be used by the system to check storage bin capacity, depending on the type of capacity check you run. Batch management Select this field if you want the material to be managed in batches. In the boxes in the middle of the screen, you enter palletization, stock placement, and stock removal data. The fields in the lower box relate to storage type. The most important fields are described below: Storage bin This specifies the fixed storage bin in which material of this storage type is stored. Maximum bin quantity Highest quantity of the material that may be stored in a storage bin of this storage type. The system uses it to check storage bin capacity. Minimum bin quantity Lowest quantity of the material that may be stored in a storage bin of this storage type. The system uses it to replenish the material in this storage bin. Control quantity A deviation limit expressed as a percent. The system decides on the basis of this value whether it will propose a removal from stock of the material from this storage type. This is necessary in SAP

47 the case of a quantity-dependent stock removal strategy or large and small quantity picking. Replenishment quantity Quantity of the material to be replenished in the storage bin for this storage type. For further information on warehouse management, please refer to WM Warehouse Management. SAP

48 Material Data: the Sales View The following section explains the Sales view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Sales data on a material is managed at the sales organizational level. You must always enter a valid combination of sales organization and distribution channel. The allocation of a material to a number of different distribution channels allows you to sell the same material at different prices or in different quantities. This means, for example, that the quantity you sell to retailers can differ from the quantity you sell to wholesalers. You only have to enter a plant if you want to use the Sales/Plant Data screen. However, you can maintain certain data such as gross weight, net weight, or transport group without specifying a plant. Sales Data Sales data is distributed over four data screens. The most important data on the first screen is: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Division The use of divisions lets you organize your sales structure around groups of similar products or product lines. This allows the people in a division who process orders and service customers to specialize in a manageable area of expertise. Material group This key allows you to group together materials with common features. Sales unit Unit of measure in which the material is sold. The system proposes a default value in the sales order, but you can overwrite this. Only enter a sales unit if it differs from the base unit of measure. Sales status You can limit the usability of the material by allocating a sales status to it. For example, the material may be a test part or still in the process of development. Valid from If you enter a sales status, you must also specify the date as from which you want the status to be valid. Delivering plant Enter here the number of the plant from which the material will be delivered to the customer. A value is proposed automatically when a sales order is processed. Minimum order quantity Smallest quantity that the customer is allowed to order. It is measured in a base unit of measure. Minimum delivery quantity SAP

49 Lowest quantity that may be delivered to a customer. Delivery unit Note Only exact multiples may be supplied. The delivery unit is made up of a number and a unit of measure. In the case of a delivery unit of 30 pieces, only 30, 60, 90, and so on pieces can be delivered, but not, however, 100 pieces. Enter the sales prices of a material with Details --> Sales price. The most important data on the second sales screen is: Material description This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Division The use of divisions lets you organize your sales structure around groups of similar products or product lines. This allows the people in a division who process orders and service customers to specialize in a manageable area of expertise. Cash discount This indicator determines whether a material qualifies for a cash discount. The second box on the screen contains the following grouping terms: Rebate group The rebate group determines whether a volume-based rebate can be granted for a material. Commission group You can allocate two materials to the same commission group if each representative who sells these materials receives the same commission percentages for both materials. It is quite possible that different representatives within the group receive different commission percentages. Pricing reference material The key allows you to group together products for which the same pricing procedure is used. Material pricing group Group of materials to which the same pricing conditions apply. Product hierarchy Group of materials used by the system for pricing purposes and sales analyses. Account determination group The system refers to this group of materials when it creates an accounting document from a billing document to determine the revenue and sales deduction accounts. Item category group The system uses this value in sales documents to determine the item category. The contents of the lower box depend on the settings that have been made in Customizing using the Sales and Distribution Configuration menu Tax by country. These determine which taxes are relevant for different countries. If only one tax category is valid per country, the second Sales screen shows the material s tax category and tax classification. SAP

50 If several tax categories are defined for a country, you maintain the tax classifications with Details --> Sales details --~ Taxes. The most important data on the Sales/Plant Data screen is: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. You can also specify a profit center, a gross and a net weight, a unit of weight, and an availability check indicator in the Basic data box. If the material is a packaging material (material type VERP), you can also enter an allowed packaging weight, an allowed packaging volume, a weight tolerance limit, and a volume tolerance limit. In the Shipping data box, you store data that relates to the shipping of the material such as the transport and loading groups, and the setup and processing times. In the Foreign trade data box, you can specify a commodity code and information on the origin of the material. Creating a Sales Text A sales text is a text that describes the material in detail. It is automatically copied into sales documents, such as requests for quotations or sales orders, where you can change it if necessary. You can store it in the material master record in as many languages as you like, although only one text is possible per language. It is stored at the sales organization and distribution channel level. You can use SAP s SAPscriptword processing functions to enter the sales text. This is how you enter a sales text for a material: 1. From a sales data screen, select Views --~ Sales --~ Sales text. The Sales Text data screen appears. 2. Enter a key in the Language field. This stands for the language in which you want to store the sales text.... In the Long text field, enter a text specific to the material. This text will later be used when a sales document is created and printed. You can obtain additional space to enter your text by accessing the SAP word processing functions with Edit -~ Long text -~ Long text screen. When you have finished, go back to the sales text data screen. Part or all of your text is visible in the text entry area. An x in the More long text column indicates that the sales text includes more lines than displayed here, or that the lines extend further. If the text is shorter, the field is empty. To enter a sales text in another language, select Edit --> Long text -~ Create text. This gives you another (at present, empty) text area that you can edit as described above. Select another menu option or press Enter to continue. Otherwise, save the sales text with Material --> Save. For further information on the use of SAPscript, please refer to Introduction to SAPscript. SAP

51 KMaterial Data" the Accounting View The following section explains the accounting view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels The system administrator determines centrally whether accounting data on a material is managed at company code or plant level. When creating accounting data you must therefore enter either a company code or a plant. Valuation Type You can also specify a valuation type for the material on the Organizational Levels/Profiles pop-up window. By allocating a material to several valuation types, you can manage different stocks separately and therefore valuate them differently. However, this field is only relevant if you have already defined split valuation for the material. If you want to valuate stocks separately, please read the section on "Inventory Valuation" in ~ecial Functions. Accounting Data The most important data on the Accounting screen is: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Currency The currency in which the valuation price is quoted is predefined in the system. Unlike most default values, this one cannot be overwritten. Valuation category The valuation category controls whether stocks of material are valuated together or separately. Details on this subject can be found in the "Inventory Valuation" section in ~.eclal.fu.nctj.ons. LIFO-relevant You set this indicator if the material is subject to valuation by the LIFO method. LIFO pool The LIFO pool number defines the other materials with which this material is valuated using the LIFO method. In the Current valuation box, you enter accounting data that relates to the current period. This data is normally created on the Accounting screen and then used on the Costing screen as well. In this case, the data cannot be changed on the Costing screen. However, if the Costing data is created first, the valuation data is proposed as a default on the Accounting screen, where it can be overwritten. Valuation class The valuation class allows you to allocate the material to a group of G/L accounts. Together with other factors, it determines which G/L accounts are updated as the result of a valuation-related event such as a goods movement. In other words, it is used for automatic account determination. SAP

52 The material type determines which valuation class is allowed: - Several valuation classes may be possible for one material type. - One valuation category may be possible for several material types. Price control This indicator controls whether stock of a material is valuated at standard price or at moving average price. Price unit The price unit indicates the number of units to which the valuation price refers. Moving average price If you have chosen Vfor price control, enter the moving average price of the material here. You can also enter a price if you have chosen S for price control. This has the effect that the moving average price is updated automatically but does not have a control function. It is used merely for information purposes. Standard price If you have chosen S for price control, enter the standard price of the material here. Future price If the standard price of the material is going to change in the near future, enter the future price here. In the Valid from field enter the date as from which this price will apply. However, the price will not come into effect until you have activated it; to do this, select Logistics -~ Materials management ~ Valuation, Price determination -~ Future price ~ Activate from the main SAP menu. Tax price and commercial price Price by which the material is valuated for tax or commercial purposes. It is derived using the lowest value determination method. (A distinction between tax valuation and commercial valuation is observed in some European countries.) For more information on the meaning and use of these prices, please see the Material Valuation Guide. You cannot enter values in the Total stock and Total value fields, since these are updated automatically each time a goods receipt, a goods issue, or an invoice receipt is posted. If you want to enter accounting data as basic values for valuation in the previous period or the previous year, select Details ~ Previous period -~ Prev.pd valuation or Prey. year valuation, and enter the data. SAP

53 Material Data: the Costing View The following section explains the Costing view on material master records. It is assumed that no data has yet been created for any other view or user department. Organizational Levels If your company wants to use the Costing screen, the system must be set up in Customizing in such a way that valuation is carried out at plant level. You must therefore enter a plant in order to be able to create Costing data. Costing Data The most important data on the Costing screen is: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Product costing The material is subject to product costing if this field is selected. The Basic data box contains other costing data such as costing lot size and overhead group. The Valuation data box shows the valuation data that also appears on the Accounting screen. In most cases, valuation data already exists when the Costing screen is created, because it has been entered on the Accounting screen. However, if the Costing screen is created first, the valuation data entered on it will appear on the Accounting screen as default data that can be overwritten. Please see also the section Material Data: the Accounting. SAP

54 Material Data: the Classification View A class allows you to classify materials with the same characteristics. A material can be assigned to one or more classes. You assign a material to a class either using the Create function in the material master record or by means of a separate function in the Classification System. For a more detailed description of classification, please refer to the MM-BD Classification Guide. The following section outlines the classification data that you can create in the Classification view on a material master record. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since classification data is valid for the whole group, you cannot enter any organizational levels. The Organizational Levels popup window is not displayed. Classification Data Classification data is distributed over several screens which the system runs through consecutively when you create the Classification view on a material master record. The first screen contains: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. For the first material whose classification data you create, the system will ask you to to choose a class type. This class type will be valid until you change it using the Details menu in the second Classification screen. In the Class column on the second Classification screen, you enter all the classes to which the material will be assigned. The system supplies the entries for the Class text and Status columns automatically on the basis of the classes you have chosen. If the material is assigned to more than one class, you must specify which class is to be the standard class in the Std.class column. To define values for the chosen classes, select Edit --~ Assign values. On the Characteristic Value Assignment screen, enter the appropriate values. SAP

55 Maintaining Material Master Records This section describes the maintenance of material master records where maintain means to display, change, or delete. You will learn how to display departmental data that has been entered manually or updated automatically, and how to find information of an administrative nature on material master records. The section also explains how to change material master records and how to display changes to material master records. The final section describes how to flag material master records for deletion and how to reorganize material master records. It contains the following topics: D J.s~ M.a.te. r.i.al Ma~s.te. r.. R.e. ~.o. rds..o.ban ]g~ag.mate.r.iai.maste.r..re.c.o.rd.s. D.e.l.e.t ing.mat.e.r[aj.mas.t.e.r..re.c..ord.s Re..o.r.~.Mate.r.iaI.Maste.r..R~.c.o.rds Click on a topic for more information SAP

56 Displaying Material Master Records In addition to departmental data, the material master record contains information that is automatically updated as the result of certain events such as consumption values forecast values stocks The material master record also contains information of a more administrative nature such as edited views status information administrative data In the following section you will learn how to search for this information in the material master record. Displaying Departmental Data This is how you display the departmental information that is stored in a material master record: 1. From the menu screen of the material master, select Material--> Display. The initial screen appears. 2. Enter a material number and select Enter. The Select View(s) pop-up window appears. 3. Select the user departments whose material data you want to see and select Enter. The Organizational Levels pop-up window appears. 4. Specify the organizational levels whose data you want to see, and select Enter. The first relevant data screen appears. 5. You have two ways of calling up other departmental data screens: By selecting Enter you go from one data screen to another according to the standard sequence defined in the program. With Goto -~ <User department> you can access any data screen direct. 6. Select another menu option to continue. Displaying Consumption Values When a material master record is created, the consumption values of past periods can be entered manually as the basic values for the initial forecast (see the section "Entering Consumption Values" in Material Data: the Forecasting). The system then updates the period values automatically every time stocks are withdrawn from the warehouse. Consumption values can only be called up from the data screens of a user department that is able to have data at plant level. This is how you display consumption values: 1. From the menu bar, select Details --> Consumption. The total consumption screen appears. 2. You can switch between total consumption and unplanned consumption values with Edit-~ SAP

57 Unplanned consumption or Total consumption. 3. Select another menu option to continue. Displaying Forecast Values When a material master record is created, forecast values can be entered manually as the basic values for material requirements planning (see section "Entering forecast values" in.ly].atf~.r.i.a.!..l~a.t.a;.. ~. Subsequently, it is the system that calculates the forecast values, which it then updates in the material master record. You can display forecast values from the Forecasting data screen with Details -~ Forecast details -~ Forecast values. Stocks Stock balances of a material are material master data that cannot be entered or changed manually. The system updates this data whenever goods are received or issued. There are two kinds of stocks, plant stocks and storage location stocks. The plant stocks data screen gives an overview of the different stocks in all storage locations at a particular plant as well as of stock in transfer between plants. The storage location stocks data screen displays all the stocks at a particular storage location. You can also display stocks for the current period and for the previous period. In addition to displaying stocks via material maintenance functions, the stock overview function allows you to call up an overview of the existing stocks of a material for all organizational levels. More information on this function can be found in ~..Funct!ons. Stock Types in a Material Master Record The different stock types that can be displayed in a material master record are listed below: Total valuated stock Sum of all valuated stocks of a material. It consists of all the types of stock your company owns. Unrestricted-use stock Company s own stock that is physically located in the warehouse, valuated, and not subject to any usage restrictions. Stock in quality inspection Company s own stock that is in quality inspection. Stock in quality inspection is valuated but does not count as unrestricted-use stock. Whether or not it is available for MRP depends on the system configuration. Blocked stock Company s own stock that should not be used. Inventory Management does not treat it as unrestricted-use stock, nor is it available for MRP. Blocked stock returns Stock that has been returned by the customer and conditionally accepted. It is neither valuated, nor does it count as unrestricted-use stock. Stock in transfer Quantity that has already been withdrawn from stock at the issuing location (plant/storage location) as part of a two-step stock transfer but that has not yet arrived at the receiving location (plant/storage location). Stock in transfer is managed in the valuated stock of the receiving location, SAP

58 but it does not yet count as unrestricted-use stock. Stock in transit Quantity of a material that has already been withdrawn from the issuing plant as the result of a stock transport order but that has not yet arrived at the receiving plant. Stock in transit is managed in the valuated stock of the receiving location, but it does not yet count as unrestricted-use stock. Displaying Stocks for the Current Period You can display stocks for the current period at a specific plant or storage location in one of two ways: From the initial display mode screen of the material master record: 1. Enter the material number and select Goto --> View selection. The Select View(s) pop-up window appears. 2. Select the stocks you want to see and select Enter. The Organizational Levels pop-up window appears. 3. Enter the organizational levels and select Enter. The plant stocks or storage location stocks screen appears. 4. Select another menu option to continue. From any display mode data screen in the material master record: 1. Select Goto -~ <Stock>. The plant stocks or storage location stocks screen appears. 2. Select another menu option to continue. Displaying Stocks for the Previous Period This is how you display stocks for the previous period at a particular plant or storage location: 1. From any display mode data screen in the material master record, select Details --> Previous period --~ <Stock>. The screen for plant or storage location stocks in the previous period appears. 2. You can now select the next task you want to carry out from the menu bar. Displaying Edited Views When processing material master records, you can display the user departments that you have already edited in the current create, display, or change mode. This is what you do:.. From any data screen, select Details --> Overviews --> Edited views. A window appears listing the user departments you have created, displayed, or changed for that material master record. To return to the data screen, select Enter. The data screen appears and you can continue. Displaying Status Information The usability of a material can be limited in a number of ways: SAP

59 It can be flagged for deletion. (See the section Deletinq M..ater!a!...M..aster R.ecords..) It can be blocked from use in certain business activities using the MM/PP status. You set this indicator on the Engineering/Design, Purchasing, or MRP data screen. It can be blocked from use in certain sales activities. You set this indicator on the first Sales screen. Use the status information function to find out whether a material is subject to restrictions, and if so what these are. This is how you call up this function when creating, displaying, or changing a material master record: 1. From any data screen, select Details --> Overviews --> Status information. A window appears containing the status information. 2. To return to the data screen, select Enter. Displaying Administrative Data Administrative data on a material master record tells you to which material type and sector of industry the material belongs who created and/or last changed the departmental data at the different organizational levels, and when this happened who flagged the material master record for deletion, and when Administrative data is not as detailed as the information in change documents: it does not show the changes to fields in every detail, but only the first and last change made by a particular user department. You can display administrative data when you extend, display or change a material master record. To do so, select Details --> Overviews --> Administrative data from any screen in the material master record. The Administrative Data screen now appears. SAP

60 KChanging Material Master Records A material master record must, of course, exist in order to be changed. However, it may happen that the record exists, but that you cannot access it using the change function. This is because another department has already created data for the material but no data has been entered for your user department. Thus you must first extend the material master record to include your department s data before you can call up the data using the change transaction (see the section "Extending a Material Master Record" in D.iffe.r.e.r~t.W~.v.s..ot..C[e.a~i.r~q..a..M~t.e~i~!..lYl.~s~e.[.!~e.c.Q[d.). Changing Departmental Data This is how you change departmental information that is stored in a material master record: 1. From the menu screen of the material master, select Material--> Change and then Enter. The initial screen for changing material master records appears. 2. Enter a material number and select Enter. The Select View(s) pop-up window appears. 3. Select the user departments whose material data you want to change and select Enter. The Organizational Levels pop-up window appears. 4. Specify your data as necessary and select Enter. The data screen appears. 5. Make your changes and save them with Material-~ Save. Changing Consumption Values Consumption statistics are updated automatically whenever goods are withdrawn from the warehouse. You can change the updated consumption values manually by entering corrected values. These are then used to calculate the forecast instead of the actual consumption values. This way you prevent the next forecast from being falsified by atypical consumption figures. This is how you change the consumption values:.. From the Forecasting data screen, select Details --~ Consumption. This takes you to the total consumption screen that shows the consumption values updated by the system. You change the consumption values by entering in the Corrected value field the values per period that you want to form the basis for a later forecast run. After you select Enter, the system divides the corrected value by the original value and displays the result in the Qutnt (Quotient) field. This shows the relationship between the two values. 3. If you also want to change the unplanned consumption values, select Edit--> Unplanned consumption and correct the values as described under point Store the data in the system with Material--> Save. Changing Forecast Values You can change the forecast values calculated by the system manually by entering corrected values. This is necessary, for example, SAP

61 if less will be produced than calculated by the forecast module because of the run-up to the company holidays if higher consumption is expected than calculated by the forecast module because of an imminent advertising campaign This is how you change forecast values: 1. From the change mode forecasting data screen, select Details --> Forecast details --~ Forecast values.. The screen showing the forecast values appears. Make your changes to the forecast values that have been calculated by the system. You do this by entering in the Corrected value field the period values that are to form the basis for the next planning run. After you select Enter, the system divides the corrected value by the original value, and displays the result in the Qutnt (Quotient) field. In addition it puts an indicator in the field Fx to show that the forecast values are fixed and can no longer be changed by the system when the next forecast is run. If you want to fix forecast values without entering corrected values, select them in the Fx column. The values will no longer change when a forecast is run. 3. Select another menu option to continue, or save the data with Material--> Save. Changes As a general rule, all the changes that you make to a material master record are recorded automatically in change documents. Unlike administrative data, change documents refer to individual fields. They contain the following information: when the change was made who made the change what value the field contained before, and what value the field contained after, the change All material master record changes that are made in one step are stored in the same change document. Changes that are carried out at different times are recorded in different documents. The total of all change documents for a material is known as its change history. Change documents generally contain changes that are carried out using material master record functions. However, price changes are an exception. Since these changes affect not only the material master record but also financial accounting, they are made using an invoice verification function. These changes are also recorded in change documents. Displaying Changes You can call up change documents on a material in two ways: From the menu screen of the material master, you can obtain a list of all change documents for a particular material in the material master, selected by the criteria you enter on the initial screen. From any data screen in a material master record, you can obtain a list of all the change documents that exist for that material, selected by the data you specified in the Organizational Levels/Profiles pop-up window. This is how you call up changes from the menu screen of the material master: 1. Select Material --> Display changes. SAP

62 . Note The initial screen appears. Enter the number of the material whose changes you want to display. You can also define further selection criteria; for example, if you want to see all the changes made at a particular organizational level or by a particular person. Just fill in the appropriate fields. If you enter a plant and a sales organization, you are shown all the documents containing changes that affect either the plant or the sales organization. If you enter a sales organization only, you are shown all the documents containing changes that affect this sales organization in all plants. 3. Select Actions -~ Proceed. An overview now appears showing all the change documents that match your selection criteria. 4. Position the cursor on the change document you want to look at more closely and select Actions --> Choose. The change document showing all changes appears. This is how you call up changes from any data screen in a material master record: 1. Select Environment --> Display changes. This takes you to an overview of all change documents for that material, selected by the data you specified on the Organizational Levels/Profiles pop-up window. 2. Position the cursor on the change document you want to look at more closely and select Actions --> Choose. The change document showing all changes appears. SAP

63 KDeleting Material Master Records The only way to delete a material master record is by using the reorganization program. In most companies, this is run at regular intervals by the systems administrator. For further information, please see ~..ly!.ate.ri.a[.ly!.ast~[..re.c.q.rds.. However, before a material master record can be deleted by the reorganization program, you need to flag it for deletion. "Delete flags" can be set at different hierarchical levels. By setting a delete flag at a particular level, you cause the material master record to be deleted at this level by the reorganization program, and also at all levels underneath. This means: If you set a delete flag at client level, the material master record is deleted completely at all existing levels. If you set a delete flag, for example, at plant or sales organization level, the material master record is deleted at the level indicated and at all levels underneath. By contrast, data at higher or adjacent levels remains intact. Setting Delete Flags This is how you set delete flags in a material master record: 1. From the menu screen of the material master, select Material --> Flag for deletion. The initial screen appears. 2. Enter the number of the material you want to flag for deletion and specify the organizational levels at which it should be deleted. 3. Select Enter.. A hierarchically structured data screen appears. Entry fields for the delete flags are displayed on the left; on the right is the organizational level to which each delete flag refers. Entry fields are only displayed for the levels that you entered on the initial screen. Select the appropriate entry fields and save the data with Material --~ Save. You now return to the initial screen and can continue. Either the levels of the material flagged for deletion or the complete material are/is deleted the next time the reorganization program is run. Deleting with a Proposal List You can also flag material master records for deletion using a list of proposed deletions. This list contains all materials that do not have stocks. This is what you do: 1. From the menu screen of the material master, select Material --> Flag for deletion. The initial screen appears. 2. Select Details -~ Proposal list... This gives you an overview of all materials that have no stocks. You can scroll up and down this proposed deletions list. If you want to start at a particular material, enter the material number in the empty line in the lower part of the window. 3. Position the cursor on the material number you want to flag for deletion and double-click with the mouse to choose it. The system copies the material number to the initial screen. Specify the levels you want to be SAP

64 . deleted and select Enter. Set a delete flag in the appropriate fields, and save the data with Material --> Save. You return to the initial screen and can continue. The next time the reorganization program is run, the system checks to see whether only certain levels of material are flagged for deletion or whether the entire material can be deleted, and deletes the data from the data base accordingly. Resetting Delete Flags This is how you reset, that is cancel, delete flags in a material master record: 1. From the menu screen of the material master, select Material --> Flag for deletion. The initial screen for resetting delete flags appears. 2. Enter the number of the material whose delete flags you want to reset, and specify the levels at which you want this to happen. Select Enter. This takes you to a hierarchically laid out data screen. All existing delete flags are displayed on the left, whilst the organizational level to which each delete flag refers is shown on the right. 3. Reset the delete flag(s) by deselecting the levels you do not want to be deleted. 4. To save the data, select Material --> Save. You return to the data screen and can continue. SAP

65 Reorganizing Material Master Records To reorganize your material master records, that is, to delete material master records that are no longer needed from the data base, you must run two programs: "Selection of materials flagged for deletion" (program MMREO001) "Reorganization of materials" (MMREO010) A third program allows you to display the records that were archived during the reorganization: "Display of material archive" (MMREO100) Before these programs can be run, the material master records that you want to delete must first be flagged for deletion. This step is described in the section Deleting Material Master Records. The second step is to run the selection and reorganization programs. Running the Selection Program Program MMREO001, "Selection of materials flagged for deletion", selects all materials that have been flagged for deletion and displays each one as a record with a client and a material number. These records will later be processed by the reorganization program (MMREO010). You can execute the program in one of two modes: If the parameter Create output file is selected on the selection screen (this is the default setting), the program issues a set of statistics and prepares the files for reorganization. If the parameter Create output file is not selected, a test run only takes place: the program generates the statistics but does not prepare the files for reorganization. In most companies, the systems administrator runs this program in batch at regular intervals. For further details on batch processing, please refer to the manual BC-BD ABAP/4 Generating and Printing Reports. It is also possible to execute the program online. This is useful if, for example, you want to delete only a limited number of materials. This is what you do: From the main screen of the material master, select Other--~ Reorganization --> Selection. Running the Reorganization Program Program MMREO010, "Reorganization of materials", carries out the actual reorganization of the materials. The program reads the materials to be processed from the file created by program MMREO001, and performs the necessary checks on the material master tables. If the result of these checks is that deletion is allowed, each relevant entry together with all entries in dependent tables is deleted and archived. You can execute this program, too, in one of two modes: If the parameter Testmode is selected on the selection screen (this is the default setting), the system performs the checks but does not update the data base. If the parameter Test mode is not selected, the system performs the checks and updates the data base. In most companies, the systems administrator runs this program in batch at regular intervals. For more details on batch processing, please refer to the manual BC-BD ABAP/4 Generating and Printing Reports. It is also possible to run the program online. This is useful if, for example, you want to check which materials need further processing before they can be deleted. This is what you do: SAP

66 From the main menu of the material master, select Other--> Reorganization --> Reorganization. Running the Archive Display Program This program allows you to display all the records that have been deleted and archived with the reorganization program. This is what you do: 1. From the main menu screen of the material mster, select Other--> Reorganization --> Display archive. The Select Archive Key window appears. 2. Select one or more archive keys, and then select Continue. This takes you to the screen Display of Material Archive (Table Key/Texts). SAP

67 Special Functions This section describes special functions in material master data management. It contains the following topics: De.faults...o.l[e.c.t [y.e.en.t r,i.e.xt.ma#.agem~.r~t ~ejltoq~aluat~.g omp.e.tit i.v..e P..r..oduct s P..r..od u.c..t i.o.n.re.s..o.u r.~.e.slt.o.o.ls Click on a topic for more information SAP

68 Additional Extend Functions If one user department has already stored data on a material in a record and another user department enters further data, the material master record is extended. The maintenance status of a material master record is very important. It is set in the material master record as soon as a user department has created its data for a material. You can therefore see which departmental data has already been entered. See the section "Maintenance Status of a Material Master Record" in M aterja!master RecQrds for an overview of all the maintenance statuses defined in the system. In order to maintain all material master records as fully as possible, users need to know: which departments have not yet entered their data in any given material master record which material master records a particular department needs to extend Which User Departments Need to Extend a Material Master Record? This is how to find out which departments still need to enter data in a material master record. 1. Select Other-->Extend mat.view(s) from the menu screen of the material master. The initial screen appears. 2. Leave the Maint. status field empty (Blank) and enter the material number. 3. Select Actions -> Execute. An overview appears telling you which departmental data still needs to be entered for the material. 4. Select the department(s) for which you want to add data. 5. You access the first departmental screen with Actions -> Maintain materials, where you can add your data. 6. Save the data with Material -> Save. The initial material master data maintenance screen appears because you have not finished maintaining the material master record. 7. To reach the next screen you specified, select Enter. You can now add your data. 8. Repeat the steps described under points 6 and 7 until you have added all the data for a material and have returned to the overview. Which Material Master Records Does a User Department Need to Extend? This is how to find out which material master records need extending by a particular department: 1. From the menu screen of the material master, select Other-> Extend mat.view(s). The initial screen appears. 2. Enter the indicator of the department concerned in the Maint. status field. You can also define other selection criteria, such as date created, material type, organizational level, and so on. 3. Select Actions -> Execute. An overview appears containing all the materials that your user department must extend. SAP

69 4. Select the materials whose data you want to add. 5. Select Actions --> Maintain materials to access the departmental data screen of the first material you selected. 6. Add your data and save it with Material --> Save. The data screen of the next material appears. 7. Repeat the steps described under point 6 until you have added data for all the materials. You now return to the overview. SAP

70 KDefaults The Defaults option allows fields to be automatically preset with values that you would otherwise have to enter again and again. You can also suppress the screens on which these fields appear. The data is only displayed again if you reset, or cancel, the indicator or call up the screen direct. Thus, defaults are useful if you want to avoid repeating steps for which the same data is always needed. You can set defaults for the following fields: industry sector views (your user departments) organizational levels/profiles Setting a Default Industry Sector If materials are always assigned to the same industry sector, it is a good idea to predefine this in the system, that is, to set a default industry sector. This value is then copied automatically to the appropriate field whenever a material master record is created. This is how you set a default industry sector: 1. Select Defaults --> Industry from the initial screen of the application function "Create material". A window appears 2. Enter the key of the desired industry sector. If you do not want the Industry field to be displayed on the initial screen when creating a material master record, select the field Suppress industry on initial screen. The industry sector will only appear on the initial screen again if you cancel this selection. Press Enter to return to the initial screen and continue. Setting Default Views or User Departments A material master record contains a range of different departmental data and can be considered from different points of view. The data that is relevant from the point of view of purchasing is different than the data relevant to material requirements planning, so the data displayed for these views is different as well. The system administrator determines centrally which views are allowed for each material type which views a user has authorizations for In addition, you can determine individually which views you want to work with when processing material master records. This is useful if you always need the same views on a material. This default is only valid for the views for which you have authorizations. This is how you set default views:. From the menu screen of the material master, select Material -~ Create special or Display or Change. The initial screen for creating, displaying, or changing a material appears. SAP

71 2. Select Defaults --> Views. A window appears. 3. Select your views. If you want the Select View(s) window to be suppressed whenever you process a material master record, select the field View selection only on request. The Select View(s) window will not reappear until you cancel this selection or call up the window direct using the appropriate pushbutton. 4. Press Enter to return to the initial screen and continue. Setting Default Organizational Levels and Profiles If you always process materials at the same organizational levels and assign them to the same profiles, you can predefine this information in the system. This is how you set default organizational levels and profiles:. From the menu screen of the material master, select Material-~ Create special or Display or Change. The initial screen for creating, displaying, or changing a material appears... Select Defaults --> Org.levels. A window appears. Enter the default values you want in the organizational level and profile fields. If you use a reference material, enter its organizational levels in the Reference column. The system will then copy these values into the material master record, where you can overwrite them if necessary. If you do not enter any organizational levels, the system proposes the client values of the reference material. If you want the window for entering organizational levels and profiles to be suppressed when you process a material master record, select the field Org.levels/profiles only on request. The window will only appear again if you cancel this selection or call up the window direct using the appropriate pushbutton. 4. Press Enter to return to the initial screen and continue. SAP

72 Collective Entry A material can be stored in many different storage locations. If data specific to each storage location is to be stored in the system, a material master record must be created at the individual storage location levels. This can be done automatically or manually, depending on which method you company prefers. In the case of automatic creation, the system administrator sets up the system in such a way that a material master record is created for the relevant storage location the first time a goods receipt is posted for that material. All material master data specific to that storage location is then stored in this record. In the case of manual creation, you can create storage locations for a material master record collectively. This is much less time-consuming than entering the data for all storage locations individually. Entering Storage Locations Collectively This is how you enter storage locations collectively for a material master record: 1. From the menu screen of the material master, select Other--> Create storage Ioc. The initial Collective Entry screen appears. 2. Enter the material and the plant for which you want to enter storage locations. If you want the list to contain all storage locations that have already been created for the material, select the field List all available storage locations. If you want the list to contain all the storage locations that still need to be maintained for a material, select the field List extendable storage locations only. 3. Press Enter. An overview appears. 4. Enter the desired storage locations. If you want the stock to be included in material requirements planning at storage location level, enter the MRP indicator in the MRP column against that storage location, and also specify a reorder level and a fixed lot size. 5. Save the data with Storage locations --> Save. SAP

73 Text Management You can create several different kinds of text in a material master record. These are: material description inspection text basic data text internal comment In addition, you can create a purchase order text and a sales text. For further information on these text types, please see G[~a.ti.nq..M~te[i~!..M.~sJ;e.r..!Re.c.o[d.s. Material Descriptions A material description is a short text on a material. You may have only one description for each material, but it may exist in as many different languages as you want. Once the material description has been entered by one department, it should not be changed. It is therefore important that you agree on a suitable description with the other departments when the material master record is first created. As a general rule, the material description is entered on the data screen of the first department in the Iogon language. Once you have entered the description and pressed Enter, you can no longer change it on the departmental data screen. Instead, you must use another function. Changing a Material Description This is how you change the material description that was specified on the data screen of the first department: 1. From the Change mode data screen of any user department, select Details --> Texts --> Descriptions. The material description screen appears. 2. Overwrite the text in the appropriate language with the new material description. 3. If you want to continue maintaining the material master record, select the appropriate menu option. Otherwise, store your data with Material --> Save. Entering Material Descriptions in Other Languages As well as entering a description in your Iogon language, you can enter as many descriptions as you like in other languages. This is what you do: 1. From Create or Change mode in any departmental data screen, select Details --> Texts --> Descriptions. The material description screen appears. 2. Enter the key of the language in which you want to enter the description and enter the text. 3. If you want to continue maintaining the material master record, select the appropriate menu option. Otherwise, store the data with Material --> Save. Inspection Texts In an inspection text you can store instructions on the material inspection process. Only one SAP

74 description is allowed for each material, but it may exist in as many different languages as you want. The text is stored at client level, that is, it is valid for all organizational levels underneath. Use the SAP word processing program SAPscript to enter your inspection text. Basic Data Text You can use the basic data text to store user-specific information on a material. Only one basic data text is allowed for each material, but it may exist in as many different languages as you want. The text is stored at client level, that is, it is valid for all organizational levels underneath. Use the SAP word processing program SAPscriptto enter your basic data text. Internal Comments You can use an internal comment to store user-specific information on a material. Only one internal comment is allowed for each material, but it may exist in as many different languages as you want. The text is stored at client level, that is, it is valid for all organizational levels underneath. Use the SAP word processing program SAPscriptto enter your basic data text. Creating Texts Since inspection texts, basic data texts, and internal comments are all created according to the same principles, the following description applies to all three text types. This is how you create a text: 1. From any data screen, select Details --> Texts --~ <Text type>. The data screen of the selected text type appears. 2. Enter a key in the Language field. This stands for the language in which you want to store the text. 3. In the Long text area, enter a text specific to the material. You can obtain additional space to enter text by accessing the SAP word processing functions with Edit --> Long text --> Long text screen. For further information on the use of SAPscript, please refer to Introduction to SAPscript. 4. When you have finished, select Back to return to the text type s data screen. Part or all of your text is visible in the text entry area. If the More long text field is selected, this indicates that the text includes more lines than displayed here, or that the lines extend further. If the text fits into the area, the field is empty. 5. To enter a text in another language, select Edit -~ Long text -~ Create text. You will be presented with another (at present, empty) text area that you can edit as described above. 6. To continue processing the material, select the appropriate function or Enter. Otherwise, store your text with Material --> Save. Deleting Text Since inspection texts, basic data texts, and internal comments are all deleted according to the same principles, the following description applies to all three text types. This is how you delete a text: 1. From any data screen, select Details --> Texts -~ <Text type>. The text type data screen appears. 2. Select the texts that you want to delete in the boxes on the left of the screen. If you only want to SAP

75 delete one text, simply position the cursor on it. 3. Select Edit. A popup window appears containing the message: Are you sure you want to delete the selected texts? 4. Confirm the question with Yes, and save the data with Material--~ Save. SAP

76 Managing Units of Measure The system manages stocks using the base unit of measure. Individual departments may have their own units of measure. For example, purchasing may use a different unit of measure than sales or warehouse management. All units of measure available in the SAP R/3 System other than the base unit are grouped together under the generic term alternative unit of measure. The following alternative units are possible: Order unit Unit of measure in which the material is ordered. It is proposed automatically in purchasing functions and can be changed there. Sales unit Unit of measure in which the material is sold. It is proposed automatically in the customer order and can be changed there. Unit of issue Unit of measure in which the material is issued from the warehouse. You can enter goods issues and physical inventory transactions in this unit. WM unit Unit of measure used by warehouse management. Entering Alternative Units of Measure All quantities that you enter in units other than the base unit of measure are automatically converted by the system into the base unit of measure. This is possible thanks to a central conversion table. If you use units that are not in this table, you must state in what relationship the alternative units of measure stands to the base unit of measure (conversion factors) in the material master record. You normally enter this information online when you enter the alternative unit of measure. However, you may want to store several alternative units of measure for a particular material. If so, this is what you do: 1. Select Details --> Units of measure from the data screen of any department. The screen for entering material-specific alternative units of measure appears. 2. Either enter the alternative unit of measure and the relationship to the base unit of measure direct, or enter a units of measure group. If you specify a units of measure group and select Enter, the fields are filled with the values that belong to that group. 3. To save the data, select Enter, which returns you to the departmental data screen, and then select Material --> Save. Units of Measure Groups Depending on your company, you can either define units of measure groups yourself or, if you are not authorized to do this, ask your system administrator to define them for you. Units of measure groups simplify data entry. The different groups are defined in a table and several alternative units of measure are assigned to each group. Also defined here is the relationship between the alternative unit of measure and the base unit of measure (the conversion factor). SAP

77 If you specify a units of measure group on the Units of Measure entry screen and select Enter, the fields are filled with the values from the table. Defining the Base Unit of Measure Since all material data is updated in the base unit of measure, it is particularly important that you bear in mind the conversion to alternative units of measure when defining the base unit. It is only possible to represent an exact quantity in an alternative unit if its value can be shown using the places after the decimal point. You should therefore make sure of two things when defining the base unit of measure: The base unit of measure is the unit used to meet the maximum demand for accuracy. Conversions from alternative units to base units should not result in infinite numbers (for example, not 1/3 = ). Changing the Base Unit of Measure It may occasionally be necessary to change the base unit of measure. This is only possible if the system does not yet contain any stocks of the material if there are no purchase requisitions, no purchase orders, and no scheduling agreements for the material If requests for quotations, purchasing info records, or contracts exist for a material, the base unit of measure can be changed. The system merely issues a warning message when changing the unit. If a request for quotation, a purchasing info record, or a contract later becomes a purchase order, all you need to do is specify the conversion factor of the order unit to the new base unit of measure in a pop-up window. The purchasing info record is then updated if necessary. This is how you change the base unit of measure in a material master record: 1. Call up the material master record in Change mode. 2. You can overwrite the old base unit of measure with a new one on any departmental data screen. 3. Save the change with Material --~ Save. When saving, the system checks whether the base unit of measure can be changed or not. If the base unit of measure cannot be changed, a message appears to this effect. Select List to display the reason. SAP

78 Materials List Your company may have so many materials that you will not always know whether a specific material already exists in the material master. You can find this out with the help of the materials list. This function allows you to create materials lists according to specific, combinable selection criteria: material number all materials that exist in particular plants all materials of a particular material type all materials in a particular material group all materials that have been entered in the material master by a particular person This is how you create a materials list: 1. From the menu screen of the material master, select Other--> Materials list. The selection screen appears. 2. Enter the criteria by which you want the materials list to be generated. 3. If you want to see the list on the screen, select Program --> Execute. You obtain a materials list based on the criteria you specified. If you want to print the list, select Program -~ Execute andprint. A screen appears on which you must specify the print paramters. Now send the list to the printer with Output --> Print. In addition to the data you entered on the selection screen, the list contains the following data: - material description - base unit of measure - price control indicator - price unit - valuation price Warning The materials list selection screen also contains the field "Valuated materials only". This indicator is already selected when you call up the materials list (this is the default setting). This means that accounting data as well as data at plant level will exist for all the materials selected.if you reset (cancel) this indicator, all existing materials will be listed in accordance with your selection criteria, including materials with accounting data that are not yet assigned to a plant. For technical reasons, however, the system will display only the general data of such materials and no accounting data. SAP

79 KStock Overview Unlike the material maintenance functions, which allow merely an overview of the stocks at a particular plant or storage location, the stock overview function gives you an overview of the stocks of a material at all organizational levels. There are different display versions of the stock overview that correspond to different stock types and the sequence in which these appear. The systems administrator normally determines which stock appears in which columns, and the sequence in which columns are displayed. Calling up a Stock Overview This is how you obtain a stock overview: 1. From the menu screen of the material master, select Other--> Stock overview. The Stock Overview selection screen appears. 2. Specify the material for which you want to create the overview and select a display version. You can influence the results by specifying selection criteria: - You can limit the scope of the selection to single values or ranges. For example, if you enter values in the Plant or Storage location field, the selection is made for these values only. - You can suppress lines with zero stocks by selecting the No zero stock lines field... In the area Select display levels, you can limit the display to specific organizational levels. For example, if you want to display plants and storage locations but no batches, select only the Plant and Storage location fields. However, organizational levels above those selected in the hierarchy are always displayed in the results. For example, if you select the Batch field only, all the levels above it are selected and displayed automatically. Select Program --~ Execute. This takes you to the stock overview s basic list. It provides an overview of the stocks at all existing organizational levels (according to your selection criteria). If you want to see only stocks for a particular organizational level, position the cursor in the basic list on the appropriate line and select Goto --> Breakdown next level. You now reach the breakdown list of the stock overview. This provides an overview of the stocks (in accordance with your selection criteria) at the selected organizational level and the next level down. Scrolling in Lists To scroll to the right in the basic or breakdown list, select List -~ Right colums. To scroll to the left, select List --> Left columns. Displaying Details If you want to see details of a particular level (example 1) or stock type (example 2) in either of these lists, position the cursor on the appropriate level or stock type and select Edit --> Choose. Example 1 SAP

80 You want to see all the existing stocks of a material in plant From the basic or breakdown list of the stock overview, position the cursor on the stock line for plant 0001 and select Edit --> Choose. A window appears in which all the stocks in plant 0001 are listed. Example 2 You want to see all vendors of a consignment material. From the basic or breakdown list of the stock overview, position the cursor on the Vendor consignment line and select Edit --> Choose. A window appears in which individual consignment stocks of the material are listed by vendor. Switching to a Different Unit of Measure The field Unit of measure is ready for entry in the stock overview header. If you enter a different unit of measure here and select the function New selection, the stocks of this material will then be displayed in the alternative unit of measure. To view the units of measure that are allowed for the current material, select Details --> Valid units. Switching to a Different Material The Materia/field in the stock overview is ready for entry. If you enter another material here and select the function New selection, the stocks of the new material are then displayed. SAP

81 Inventory Valuation The SAP R/3 System allows you to valuate stocks of a material either together or separately, that is, according to different valuation criteria. Split valuation is necessary if, for example: Stock of the material from in-house production has a different valuation price than externally procured stock of the material. The stock of the material that is obtained from manufacturer A in Boston is valuated at a different price than the stock obtained from manufacturer B in Miami. Different batch stocks of a material have different valuation prices. When the system is installed, your systems administrator defines centrally whether valuation in your company is carried out at company code or plant level and whether split valuation is allowed. The valuation category and the valuation type determine how stocks of a material are valuated. This data is stored in the material master record. The valuation category defines whether stocks of a material are valuated together or separately. If split (that is, separate) valuation is used, the valuation category defines the criterion by which stocks are differentiated. For example, it determines whether split valuation is carried out on the basis of origin, in-house production or external procurement, or individual batches. The valuation type is a further subdivision of the valuation category. For example, a company can manage two different valuation types under the valuation category "origin": stock from Boston and stock from Miami. Specifying Joint Valuation If you want to valuate all stocks of a material at the same price, you specify neither a valuation category nor a valuation type. The fields stay empty (Blank). Specifying Split Valuation If you want to valuate stocks of a material separately, you must create a material master record with the appropriate valuation category for the valuation criterion you want to allow for the material. This record is called the valuation header record. Each material only ever has one such record per company code or plant, depending on the level at which valuation is carried out. Once you have specified the valuation category, you can create a material master record for every quantity of the material you want to valuate separately, with the appropriate valuation type and accounting data. Example: You want to valuate stock of the material XY that you obtain from manufacturer A in Boston at a different price than the stock you obtain from manufacturer B in Miami. In this case, the valuation category is H; let the valuation types be BOSTON and MIAMI. This is how you store this data in the system: 1. In the initial "Create material" screen, enter the material number, select the department Accounting from the Select View(s) pop-up window, and fill in the Organizational Levels/Profiles pop-up window. In this case, leave the Valuation type field empty. The accounting data screen appears after you select Enter. 2. Enter the Valuation category h. This valuation category allows you to valuate stocks of material separately according to origin. SAP

82 Note You must also enter a material description, the price control indicator v, and a moving average price. If split valuation is used for a material, you can create only one valuation header record with price control V (= moving average price), because the individual stock values are cumulated, and this total value is written to the valuation header record.. 4. Store the data in your system with Material -~ Save. You now extend the Accounting view on the material master record twice using the Create function. The first time, enter the valuation type Boston on the Organizational Levels/Profiles pop-up window and the Accounting data for this valuation type on the data screen. The second time, you follow the same procedure but specify the valuation type Miami. SAP

83 Production Versions A material may have several bills of material (BOMs) that determine the components which make it up. The production process can also be described in different task lists such as routings. You can combine data on the different methods or techniques used to produce the material in "production versions" which you then assign to the material. Thus, a production version may encompass the following data: alternative BOM and BOM usage for BOM explosion task list type, group, and group counter for the assignment to task lists lot size restrictions and area of validity A material can have one or more production versions. Data relating to individual production versions is located at plant level. You are free to define production version numbers as you see fit; however, each number must be uniquely identifiable. Creating a Production Version You can create production versions for any material that allows in-house production. Since this data relates to MRP and work scheduling data, you can maintain it in the material master record. You can create production versions when creating or changing a material master record. This is what you do: 1. From an MRP or Work Scheduling data screen, select Details -~ Further details -~Production versions or push the button Production versions. The Overview of Production Versions window appears. 2. Enter a version number and a text that describes the production version. To define the period for which the production version will be valid, enter dates in the Valid from and Valid to fields. Moreover, you must specify the alternative BOM or BOM usage for which the production version will be valid. Fill in the AIt or U field accordingly. This assumes, of course, that an alternative BOM or BOM usage already exists for the material. If a run schedule can be created for this production version, select the RS field. 3. To specify further details on the production version, select Details. The Production Version Details window appears. Enter here any additional data on this production version. 4. To return to the overview, select Continue. 5. To return to the MRP or Work Scheduling screen, select Continue again and save your data with Material --~ Save. Tips on the "Create" Function You can adopt a number of different approaches to creating a production version. The following section gives you some tips that will help make the task easier: Enter the version numbers and their descriptive texts in the Overview window. Now position the cursor on the first production version and select Details. This takes you to the Details window of the first production version, where you can enter detailed data on it. Select Next version to access the Details window of the next production version. However, if you know from the start that you will need to enter more data than offered on the SAP

84 overview screen, select New details. An empty Production Version Details screen then appears. When you have finished entering your data, return to the overview with Continue. Creating a Production Version with a Reference When you create a material master record using a reference material, the system proposes the reference material s production version data from the appropriate plant. To copy data to the new material, select Details --> Further details -~ Production versions from an MRP or Work Scheduling data screen. The Production Versions Overview appears; you can now overwrite this data if necessary. Note that this procedure applies only if Customizing has been set up accordingly. The standard SAP R/3 material master contains these settings. SAP

85 Competitive Products Observing and evaluating the activities of your competitors is essential to optimum market analysis. During their day-to-day activities, your sales personnel have the opportunity to gather data about competitors. The R/3 System now comes with a facility for maintaining master data on rival companies. You can store information about competitive products in special material master records. If you create or change information about competitive products, you can enter basic data such as material description, material group, weight, and volume. You can also enter a product hierarchy, and assign the product to a specific competitor (for whom you already maintain master data). The product hierarchy lets you analyze a competitor s range of products and compare it with your own. For each competitive product, you can maintain detailed information in texts. For further information on competitors and competitive products, please refer to the SD Sales Guide. Creating a Competitive Product To create a competitive product, you must create a material master record of the material type WETT. This is what you do: 1. From the menu screen of the material master, select Material--> Create general. The initial Create Material screen appears. 2. Enter a material number and an industry sector, and specify wett as the material type. Now select Continue. The Select View(s) window appears. 3. Select the Engineering/Design view and Continue. The Engineering/Design data screen appears. 4. Here, you specify the material description and assign the material to a specific competitor in the Competitor field. If necessary, you can also enter a material group, product hierarchy, weight, and volume. 5. Save the data with Material -~ Save. SAP

86 Production Resources/Tools These are resources or tools needed to carry out operations at work centers. A production resource/tool can be a set of manufactuing instructions, the tools used to manufacture something, measurement or calibration instruments, NC programs, drawings, or jigs and fixtures. You can maintain a material master record for a material that is a production resource/tool. This data will be used by PRT management. The creation of data on production resources/tools is controlled by the material type. The standard SAP R/3 System comes with a special material type FHMI. This allows you to create the Production Resources/Tools view on a material master record. None of the other SAP-defined material types contain this view, but your company can change this configuration in Customizing if required. When you create the Production Resources/Tools view on a material master record of the material type FHIVlI, you can use an existing material master record as a basis by specifying a reference material. The system then copies the production resouces/tools data of this material to the new material master record, where you can overwrite if it necessary. For further information on PRT management, please refer to the PP Routing Guide. SAP

87 KDocument Management A material may have various kinds of document that belong with it, such as drawings and photographs. The system differentiates these by means of the document type. If your company has the SAP Document Management System, you can use it to manage documents and to assign existing documents to a material in the material master record. The standard R/3 material master comes with the document type "Drawing". This means that if you have the SAP Document Management System and a drawing exists for a material, the link is displayed directly on the Engineering/Design data screen in the Drawing box. If a material has more than one drawing, the Engineering/Design data screen contains merely the appropriate selection. If documents of other document types are assigned to the material, the Engineering/Design screen gives no indication of this; to display such links, select Details. For more detailed information on SAP Document Management, please refer to MM Document Management System. Assigning Documents Document data is managed at client level and falls within the scope of engineering and design. This is how you assign documents to a material master record: 1. When calling up a material master record in Create or Change mode, select the Engineering/Design view. The Engineering/Design data screen appears. Since no drawings are yet assigned to the material, the No link field in the Drawing box is selected. 2. To create links with documents, select Details --~ Further details --~ Document data. The popup window Link to Documents appears. 3. Assign one or more documents to the material. If you do not know what the document number is, you can search for it using a matchcode or with Find document. You can now position the cursor and - with the pushbutton Display, view the chosen document - with the pushbutton Display originals, view any originals of the document 4. To return to the Engineering/Design screen, select Continue. If one drawing is linked, this is shown in thedrawing box. If several drawings have been assigned to the material, only the field Several documents is displayed. If one or more documents other than drawings have been assigned to the material, you can view these links with Details -~ Further details --~ Document data. 5. Save the link with Material --~ Save. Copying Document Data from a Reference Material If you specify a reference material when creating a material master record, the standard R/3 material master is configured to copy the reference material s document data. However, the system will not display the document data in the material master record unless you have copied it with SAP

88 Details -~ Further details -~ Document data. The link to drawings is shown when you return to the Engineering/Design data screen. SAP

89 EAN Management The SAP R/3 System allows you to assign, and therefore manage, EANs (International Article Numbers) as part of material master data maintenance. An EAN (International Article Number) is an internationally standardized number that uniquely identifies a material. This number always refers to a specific unit of measure or packaging. Examples of packaging in the SAP R/3 System are a pack of ten pieces or a box. An EAN is normally assigned by the manufacturer of the material. A company can also assign EANs using different instore numbering techniques. Instore-EANs are known to the company only. The equivalent of the EAN in the United States of America is the Universal Product Code (UPC). EAN Structure An EAN generally contains 13 digits and consists of the EAN prefix, the article number, and the test digit. The EAN prefix may stand for a particular country, that is, it identifies the country from which the material comes; in the case of instore-eans the prefix is company-specific. The purpose of the test digit is to ensure that no incorrect EANs are entered manually or scanned. Position Meaning EAN prefix Article number (the EAN prefix is a part of this) Test digit Number Assignment EANs can be assigned either by the system (internally) or by the user (externally). Internal number assignment is preferable, because there are a number of criteria that an EAN must fulfil. For example, it must belong to valid number range interval, contain a valid EAN prefix (this is usually, if not always, a requirement), and satisfy a predefined test digit algorithm. You should only assign an EAN externally if the number is predefined by your vendor or if you are familiar with the configuration of EANs in Customizing. Number assignment is defined by the number category. Every EAN is assigned a number category that determines the method of number assignment as well as the EAN test algorithm. Assigning one EAN per Unit of Measure You can assign an EAN and define packaging data for every unit of measure defined in a material master record. This is how you assign an EAN: 1. Call up a material master record in Create or Change mode, and select the Engineering/Design view. The Engineering/Design data screen appears. 2. Specify an EAN or a number category in the General data box: If numbers are internally assigned, you specify a number category but no EAN; the system determines the EAN automatically when you select Enter. If numbers are externally assigned, you specify an EAN but no number category; the system determines the number category automatically when you select Enter. The EAN entered here refers always to the base unit of measure, as do any Gross weight and SAP

90 Volume that you enter. 3. To enter packaging data for the base unit s EAN, select Details --> Units of measure. Then, on the Units of Measure screen, position your cursor on a unit and select Edit--~ EAN/Packaging. The International Article Number (EAN) popup window appears. You can here define dimensions, gross weight, and volume in the appropriate units; any values that you have already entered for gross weight and volume on the Engineering/Design screen are displayed here. 4. If the material already has other units of measure to which you want to assign EAN data, select Next unit or Previous unit.. A new popup window appears in which you can specify a number category (or an EAN) and packaging data. You can carry on repeating this step until you have entered EAN data for all the units managed for this material. You return to the Units of Measure screen with Continue, where you save the data with Material -~ Save. Assigning Several EANs per Unit of Measure You may need to maintain several EANs for one unit of measure. To do this, you first specify a main EAN and second the additional EANs, as follows: 1. Call up the Units of Measure screen, position the cursor on the unit to which you want to assign several EANs, and select Edit--~ EAN/packaging. The popup window IntemationalArticle Number (EAN) appears. 2. Enter a number category (or, in the case of external number assignment, an EAN) and your packaging data. You have now defined the main EAN for the selected unit of measure. 3. Since you want to enter further EAN data for this unit of measure, select the function Additional EANs (to access the function key menu, click with the right mouse button).. In the case of internal number assignment, the system issues the warning EAN established internally on the basis of EAN category, Select Continue to access the popup window Additional EANs. Enter a number category (or, in the case of external number assignment, an EAN). The system determines the EAN (or number category) automatically when you select Continue. The popup window International Article Number (EAN) appears. The Additional EANs field is now selected to indicate that there are further EANs in addition to the one displayed here. 5. You return to the Units of Measure screen with Continue. To save your data, select Material --~ Save. Copying an EAN from a Reference Material Since an EAN (International Article Number) is used to identify a material uniquely, it is unusual to assign it more than once, that is, to different materials and packaging. Under certain circumstances, however, you may decide that multiple assignment is appropriate. For this reason, it is possible to use an existing material master record with EAN data as a reference when creating the Engineering/Design view on a new material master record. The system proposes the data with a warning that the EAN is already used by another material. To copy the EAN data to the other units of measure as defined in the reference material, branch to the Units of Measure screen with Details -~ Units of measure, position the cursor on the desired SAP

91 unit, and select Edit --> EAN/Packaging. Only after you have performed this step will the reference material s EAN data be copied to the appropriate unit of the new material. The standard R/3 material master is set up so that only EAN data on a main EAN is copied, and not data on additional EANs. If you require multiple assignment for additional EANs, your systems administrator will need to change the configuration in Customizing. SAP

92 Batches and Special Stocks This section explains how batches and special stocks are managed in the SAP R/3 System. In the first section, you will learn about batches and the management of separate batch stocks below storage location level. The second section describes the management of consignment material from the vendor. It contains the following topics: Click on a topic for more information SAP

93 Batch Management Stocks of a material are generally managed at storage location level. However, they can also be managed in batches, in which case each batch is managed separately at a level below that of the storage location. This is shown below. Plant data I Storage location data I Batch stocks I Master batches A batch is generally a production unit, that is, a subset of a material that is obtained from a particular operation or vendor and needs to be managed separately. Typical examples of materials that are managed in batches are paints and medicines. If a material is subject to batch management, you need to mark it as such in the material master record at plant level. If a material is subject to batch management, every quantity of it must be allocated to a batch. Every batch of a material is uniquely identified by a batch number. The user assigns this number (external number assignment) when creating the batch. What Batch Stock Types Are There? The types of stock that you can manage individually at batch level are: unrestricted-use stock stock in quality inspection blocked stock stock in transfer blocked stock returns Creating Batches Batches can be created either automatically, whenever a goods receipt is posted, or manually, using an independent Create function. You may need to create a batch manually if you want to define special data on it. The following section describes how batches are created using the independent Create function. SAP

94 In order to manage a material in batches, you must 1. create one master batch per plant for the material 2. create a batch stock record for every storage location in which you want the material to be stored Creating Master Batches Master batches are usually created automatically at the time of the first goods receipt. However, they can also be created manually if, for example, you want to specify shelf-life expriy. There are two ways to create a master batch manually: You create a master batch separately from the batch stock record. In this case, enter a plant on the initial screen but no storage location. When you save, a master batch only is created (see example 1 in this section). You create a master batch and a batch stock record together. In this case, enter both a plant and a storage location on the initial screen. When you save, both a master batch and a batch stock record are created (see example 3 in this section). Example 1 This is how you create a master batch separately from the batch stock record: 1. Before you can create a master batch, you must mark the material as subject to batch management in the material master record at plant level. You do this in the Batch management field on, for example, the Purchasing or Storage data screen. 2. Then select Batch --> Create from the menu screen of the material master. The initial Create Batch screen appears. 3. Fill in the following fields: Material Enter here the number of the material for which you want to create the batch. Plant and Storage location Since you want to create a master batch only for the material, enter a plant and leave the storage location field empty. Batch Since external number assignment is always used when a batch is created manually, you must enter here the number under which you want to manage the batch. 4. Select Enter. The batch data screen appears. 5. Enter all the information you want to record for this master batch, such as vendor or shelf-life expiry. If it is a material for which split valuation is specified (see!.ny.e.rltq.rv...v~!u.a.tj.q.n), the Valuation type field is displayed and requires you to make an entry. 6. Save the data with Batch --~ Save. You return to the initial screen; the master batch is now created. Creating Batch Stock Records For every storage location with batch management, you must create a batch stock record. Usually, SAP

95 a batch stock record is created automatically at the time of the first goods receipt. However, it can also be created manually if, for example, you want to specify a batch s country of origin. There are two scenarios for creating a batch stock record manually: The master batch has already been created for the material. In this case, you create the batch stock record only (see example 2 in this section). The master batch has not yet been created for the material. In this case Example 2 either create the master batch first (see example 1 in the previous section) and then the batch stock record (see example 2 in this section), or create the master batch and the batch stock record at the same time (see example 3 in this section). This is how you create a batch stock record for a material whose master batch already exists: 1. From the menu screen of the material master, select Batch --> Create. The initial Create Batch screen appears. 2. Fill in the following fields: Material Plant Enter here the number of the material for which you want to create a batch stock record. Enter the plant for which the master batch is already defined. Storage location Batch Since you are creating a batch stock record, you must enter a storage location. Since external number assignment is used when batches are created manually, you must enter here the number under which you want to manage the batch. 3. Select Enter. The batch data screen appears. 4. Enter any further data. 5. Save the data with Batch --> Save. You return to the initial screen; the batch stock record is now created. Example 3 This is how you create a master batch and a batch stock record at the same time: 1. Before you can create a batch, you must mark the material as subject to batch management in the material master record at plant level. You do this in the Batch management field on, for example, the Purchasing or Storage data screen. 2. Then select Batch --> Create from the menu screen of the material master. The initial Create Batch screen appears. 3. Fill in the following fields: Material Enter the number of the material for which you want to create a batch. SAP

96 .. Plant and Storage location Since you are creating the master batch and the batch stock record at the same time, enter both a Plant and a Storage location. Batch Since external number assignment is used when you create a batch manually, you must enter here the number under which you want the batch to be managed. Select Enter. The batch data screen appears. Enter all plant- and storage location-specific information. If split valuation has been specified for the material (see InventorK.VaJuat!gn ), the Valuation type field is displayed and requires you to make an entry.. Save the data with Batch --> Save. You return to the initial screen; both the master batch and the batch stock record are now created. Displaying/Changing Batches This is how you display or change batch data that is stored in the system: 1. Select Batch -~ Display or Change from the menu screen of the material master. The initial Display/Change Batch screen appears. 2. If you want to display the master batch only, enter the number, plant, and batch number of the material concerned. If you also want to see the storage location-specific data as well, enter the storage location. 3. Select Enter. The batch data screen appears. If you have specified a storage location on the initial screen, you can obtain an overview of all batch stocks of the plant from here with Environment --~ Plant stock overview. If you are in Change mode, you can now modify the batch data. Save your corrected data in the system with Batch --~ Save. Displaying Changes to Batches This is how you display all the changes that have been made to a particular batch s data: 1. From the menu screen of the material master, select Batch --> Display changes. The initial screen appears. 2. Specify the material number, plant, batch number, and if necessary storage location, and select Actions --~ Proceed. An overview appears listing all the changes that have been made to the batch. Classifying Batches The system allows you to classify the batches that you create or change. To do this, select the function Details --~ Classification from the general data screen while you are in Create or Change SAP

97 mode. You classify batches in the same way as you classify material master records. SAP

98 Special Stocks Management Special stocks can also be managed separately, at a level below that of the storage location. If both batches and special stocks exist for a material, then the special stocks come below the batch level in the system management hierarchy. This is illustrated below. Plant data I I I I I Storage location data I Batch stocks I Consignment stocks I I IMaster batch es I Con sign ment price segments Special stocks are normally either vendor special stocks or customer special stocks. Vendor special stocks include: consignment material from the vendor returnable packaging from the vendor material provided for subcontracting with the vendor Customer special stocks include: consignment material with the customer returnable packaging with the customer material provided for subcontracting from the customer individual customer stocks Other special stocks include, for example, stocks in the production bin. Consignment Material from the Vendor Consignment materials are goods that are supplied to a company by one or more vendors, and either used for production purposes or sold on a commission basis. The consignment material is stored in the warehouse of the receiving company, but it is not posted to consumption and does not become valuated stock of that company until it is withdrawn from the warehouse. SAP

99 This is how you manage the consignment stocks of a material from different vendors separately: 1. At plant level, create one consignment price segment per vendor. 2. Create a consignment stock record for every storage location at which the consignment material from a vendor will be stored. (This record can also be created automatically at the time of the first goods receipt.) Creating Consignment Price Segments The consignment price segment contains the material price that was agreed with the vendor. When a withdrawal from consignment stores is posted, it is this price that the system uses to calculate the value of the material withdrawn. The consignment price segment is created at plant level, so the price defined here applies to the plant and to all the storage locations that belong to it. There are two ways to create a consignment price segment: You create the consignment price segment separately from the consignment stock record. In this case, enter a plant on the initial screen but no storage location. When you save, a consignment price segment only is created (see example 1 in this section). You create a consignment price segment and a consignment stock record together. In this case, enter both a plant and a storage location on the initial screen and specify the consignment price on the general data screen. When you save, both a consignment price segment and a consignment stock record are created (see example 3 in the following section). Example 1 Vendor 1 and vendor 2 have supplied goods to you for you to sell as their agent. Since the goods of both vendors are identical, you manage them as a consignment material in plant 0001 under the same material number but as separate consignment stocks. The material is not managed in batches. You must create a separate consignment price segment with a valuation price for each vendor: 1. Create a master record for the material in plant Now select Special stock --> Vendor consignment --> Create from the menu screen of the material master. The initial screen appears. 3. Fill in the following fields: Material Enter the number of the material for which you want to create a consignment price segment. Vendor Plant Enter the number of the first vendor who supplied you with the material. Enter the plant to which you want the consignment price segment to apply. Storage location Since you are creating a consignment price segment that is valid at plant level, do not enter a storage location. Batch Leave this field empty as well. 4. Select Enter. SAP

100 .. The data screen appears Enter the consignment price that you agreed with vendor 1. This price is used for the automatic valuation of the material when a withdrawal from stocks is posted. Store the consignment price segment with Special stock --> Save. You now return to the initial screen and can create a consignment price segment in the same way for vendor 2. Creating Consignment Stock Records A consignment stock record must exist for every storage location at which consignment material from a vendor is stored. This record is created either manually or automatically, at the time of the first goods receipt for the material. There are two initial scenarios for creating a consignment stock record manually: The consignment price segment for the material has already been created. In this case, you create the consignment stock record only and do not need to specify a consignment price (example 2). The consignment price segment for the material has not yet been created. In this case Example 2 either create the consignment price segment first (example 1) and then the consignment stock record (example 2) or create the consignment price segment and the consignment stock record at the same time (example 3) A material from vendor 1 is stored in plant 0001 in storage locations 0001 and The material is not managed in batches. The consignment price segment has already been created (see example 1). You store this information in the system as follows: 1. Create a master record for the material in plant 0001 and storage locations 0001 and From the menu screen of the material master, select Special stock --> Vendor consignment --> Create. The initial screen appears. 3. Fill in the following fields: Material Enter the number of the material for which you want to create a consignment stock record at storage location level. Vendor Plant Enter the number of the vendor who supplied you with the material under the commission arrangement. Enter the plant. Storage location Enter the storage location in which the consignment material from vendor 1 will be stored. In this case Batch SAP

101 You only need to enter a batch number if the material is managed in batches. Since this material is not subject to batch management, leave the field empty. 4. Select Enter. The data screen appears. Since the consignment price segment for vendor 1 has already been created, the consignment price is displayed in the appropriate field. 5. If necessary, specify further data for this consignment stock record, and save the information with Special stock --> Save. You return to the initial screen. 6. Repeat steps 3 to 5 and enter 0002 as the storage location. Example 3 A material from vendor 2 is stored in plant 0001 in storage location The material is not managed in batches. The consignment price segment has not yet been created. You enter this information in the system as follows: 1. Create a master record for the material in plant From the menu screen of the material master, select Special stock --> Vendor consignment --> Create. The initial screen appears. 3. Fill in the following fields: Material Enter the number of the material for which you want to create a consignment stock record at storage location level. Vendor Plant Enter the number of the vendor who has supplied you with the material under the sales commission arrangement. Enter the plant. Storage location Enter the storage location in which the consignment stock record for the material from vendor 2 will be stored. Batch The field stays empty because the material is not subject to batch management. 4. Select Enter. The data screen appears. Since the consignment price segment for vendor 2 has not yet been created, the Consignment price field requires you to make an entry. Enter here the price that you agreed with the vendor. 5. If necessary, specify further data for this consignment material and store the information in the system with Special stock --> Save. The system then creates both a consignment price segment and a consignment stock record. You now return to the initial screen and can continue. Displaying/Changing Consignment Material SAP

102 This is how you display or change the information stored in a consignment stock record: 1. From the menu screen of the material master, select Special stock ~ Vendor consignment -~ Display or Change. The initial screen appears. 2. If you want to call up the consignment price segment only, enter the material number, vendor, and plant. If you want to call up the consignment stock record, enter the material number, vendor, plant, and storage location. 3. Select Enter. The consignment stock record s general data screen appears. If you specified a storage location on the initial screen, you can now obtain an overview of all consignment stocks at the plant with Environment ~ Plant stock overview. If you are in change mode, you can make changes to the special stock s general data. Save the corrected data with Special stock ~ Save. Displaying Changes to Consignment Material This is how you display all changes to the data in a consignment stock record: 1. From the menu screen of the material master, select Special stock ~ Vendor consignment -~ Display changes. The initial screen appears. 2. Enter the number of the material, the plant, and if necessary the storage location and batch number, and select Actions ~ Proceed. A list of all changes to the consignment stock record appears. SAP

103 Period Closing Some data on a material is managed both in the current period and in the previous period. This applies to stocks and to certain valuation data such as total value, total stock, valuation class, price control indicator, and price unit. To ensure that values and goods movements are always posted to the correct period, the period must be set whenever a new period starts, and the values of the previously current period then transferred to the same fields in the previous period. All this is done by the period closing program. This section explains how to use the period closing program. It contains the following topics: Click on a topic for more information SAP

104 KCIosing Periods You normally run the period closing program once a month at the beginning of a new period. You do this when the system is in operation. If the beginning of a new month coincides with the beginning of a new fiscal year, it is not only the values in the month fields that change but also those in the previous year s fields. The period closing program may be run either online or in batch. You normally run it in batch mode once the system is in operation. Before the System Goes into Operation To run the period closing program as part of the installation process or after a new company code has been created, you must carry out the Customizing function Initialization. This will ensure that material master records can be created the current period is set the control record is created The control record contains the current period, the previous period, and the last period of the previous year. It also specifies whether posting to the previous period is allowed. This indicator is set automatically when initialization is carried out. This is how you carry out initialization: 1. From the SAP Configuration menu, select Logistics -~ Materials management -~ Master data and then Material --~ Control data --~ Initialization. The screen Company Codes from Materials Management View appears. 2. For each company code that you want to initialize, specify the following data: fiscal year of the current period current month or number of the current period with the fiscal year 3. Select Table view--~save. The current period and the indicator allowing posting to the previous period are set, and the control record is created. When the System Is in Operation Once the system is in operation, you normally run the period closing program in batch, since this ensures that no material master record is blocked by, for example, a goods movement. Otherwise, the program might terminate and the necessary changes would not be made. If you are already using the system, the period closing program ensures that the new period is set the values from the previously current period are carried over as values into the new current period the values from the previously current period are stored as the values of the previous period In addition, at the beginning of a new fiscal year, the fields of the previous year are filled with new values. Before you can run the period closing program in batch, you need to create a selection variant for it. SAP

105 What Is a Selection Variant? A selection variant allows you to group together the selection criteria that are offered on the selection screen when a program is called up. For every program, you can create as many different selection sets as you want, that is, as many variants as you want. These are uniquely allocated to the program. Thus, if you specify a variant name when calling up a program, the values grouped together in the variant are offered to you as default values for the selection criteria. It is a good idea to use a selection variant if you run the same program at regular intervals with the same selection set. In the case of period closing, it is sufficient to use a selection variant whose default values you can change as you wish before calling up the program. For more information on the maintenance of variants, see BC-BD Generating and Printing Reports. SAP

106 Creating a Batch Request If you want to run the period closing program in batch, you must prepare for it by creating a batch request. This is what you do: 1. From the SAP menu, select System -~ Services --~ Batch processing -~ Batch request. The initial Batch Request screen appears. 2. Enter here the parameters: Job name Define a name consisting of letters and digits, with a maximum length of 32 characters. Program Enter the name of the period closing program, RMMMPERI. Variant Enter the selection variant that you created for the period closing program. Batch user name The system takes your Iogon name for this field, and checks your user authorizations as the batch job is running. 3. To set the time that you want your batch job to run, select Edit -~ Start date. A window appears in which you can select a date. 4. In this case, select the Date field and select Enter. The Date and Time of day fields are ready for input. 5. Fill in these fields and select Enter. The window disappears. 6. Save the request with Batch job --~ Save request. The program will now run on the specified date. Further details on batch processing can be found in BC-BD Generating and Printing Reports. Allowing Posting to a Previous Period Posting to a previous period is only allowed if the appropriate indicator has been set in the control record. This indicator is set automatically when initialization is carried out. It can sometimes be necessary to set this indicator manually. This is what you do: 1. From the menu screen of the material master, select Other--~ Post to previous period. The initial screen appears. 2. Enter the company code for which you want to allow posting to a previous period. You then reach the screen of the control record. 3. Select the field Allow previous period posting. 4. Save the data with Post to previous period --~ Save. SAP

107 Batch Input Batch input is the standard method for transferring large volumes of data to the SAP R/3 System without the need for online processing. You can transfer data both at the time of installation (from a non-sap system) and subsequently (changes). This section describes how to use batch input for material master records what precautions you must take and what special features you should note It contains the following topics Wha.t.[s..Bat~h.ln~.ut?. D~t~.I~an.~fe.r.$AP...Bat~h.~p.uL$.tr.u~.t~e.s Click on a topic for more information For more information on the principles of batch input, please refer to the Basis documentation on this subject. SAP

108 KWhat Is Batch Input? Batch input is the standard method for automatically transferring large volumes of data into the SAP R/3 System. Example You have previously used a different materials management system, and you now want to transfer your material data from this system to the SAP R/3 Materials Management System. You avoid having to transfer this data manually by using batch input. You can carry out batch input at different times for different purposes: to transfer your existing data when installing the R/3 System to change current data when R/3 System is in operation However, the procedure is the same in both cases. To guarantee data consistency, the automatically transferred data must undergo the same checks as manually entered data. Therefore, the system simulates manual data entry and puts the data into the same screens as before. That is, the system responds in the same way as if the data was being entered manually: The same checks are made. The same error messages and warning messages are issued. The data is posted and updated in the data base in the same way. The batch input program you use for material master records is RMMMBIM0. It performs the following functions: creating material master records MM01 changing material master records MM02 Note You transfer stock data from Inventory Management to your material master records using the batch input program RM07MMBL. Steps in the Data Transfer Process The process of data transfer consists of the following three steps: 1) Transferring external data to R/3 Note You extract the data that you want to be transferred from the source system into the SAP R/3 System using a program written by your own company. You write this data to a sequential file in the sequence required by the SAP structure. You place not only the data you want to be transferred into this file, but also SAP-specific data such as transaction codes. You can enter data for different transactions in a sequential file. To create the sequential file for batch input, you must compare the structures of the R/3 System with those of your existing system. In some cases, you may need to add to your data or change the formats or lengths of field contents. You can use the SAP program RMMMBIME as a reference for the program that you write to extract data. SAP

109 2) Creating sessions using the batch input programs From the sequential file, the batch input program creates what is known as a session. Sessions are groups of data put together by the batch input program. A session can contain several transactions. Similar transactions are normally grouped together in one session since they cover similar functions (such as creating material master records). Your data is checked for the first time when the session is created. If incorrect data is detected, the system responds in one of three ways depending on how serious the error is. The program terminates and no session is created. The program skips the transaction concerned. The program merely issues a warning. You study the job log to see whether a session has been created or whether errors have occurred. The log notes the transaction which caused the problem together with the reason. 3) Processing batch input sessions and updating your data When processing batch input sessions, the system places the data in the SAP R/3 transaction screens and checks it as if it had been entered manually. Incorrect records are indicated and not updated. All other records are updated by the update program. A session can be processed "visibly" or "invisibly". Visibly means that the screens are displayed online and you can intervene manually. You process a batch input session in this way for test purposes. Invisibly means that the screens are not displayed. You can check and change the incorrect sessions at a later stage. For further information on the batch input program such as its data structures and formats, please refer to "SAP Batch Input Structures" later in this section. For further information on the scheduling of batch input jobs, the processing of batch input sessions, the analysis of batch job logs, and the correction of batch input sessions, please refer to the SAP Basis documentation. Authorizations The authorizations for processing batch input sessions - particularly those of the views - are checked in the same way as the authorizations for online maintenance of material master records. Certain users may be authorized to maintain more views, or different views, than other users. If a batch input session is processed "visibly", the user processing it must be authorized to maintain the same views as the user who created the session. If a session is processed "invisibly", the user who appears in the session record under USER ID must be authorized to maintain the same views as the user who created the batch input session. Otherwise, in either case, the program will terminate. SAP

110 KData Transfer You must note certain special features when transferring existing data to the R/3 System. These are explained in the following sections. Control Parameters A number of control parameters are used in material master data maintenance: some of these parameters are compulsory others facilitate data entry and are optional yet others are useful for the separate storage of data on organizational units. Before you extract the data (step 1), you should therefore go through the SAP transactions to determine which parameters are needed for which function. You should consider the following questions for each material whose data you want to transfer: Of what material type is the material? (when the material is first created) To which industry sector does the material belong? (when the material is first created) Which views on the material do you want to maintain? What organizational levels do you need for the material? To which MRP profile and forecast profile do you want to assign the material? (when MRP and forecasting data is created) Please read also the section "Interdependency of User Department and Organizational Levels/Profiles" in D..a..t..a..j.n..th.e...M.a..te.r.La.!..M.a..s..te.r..F~..e..c..o.r.d... When creating batch input sessions, the system performs certain checks to see whether the required parameters have been specified in the sequential file. If not, errors occur and are recorded in a log. Certain selected views are reset with a warning, in particular, views - for which the necessary organizational levels have not been specified - for which no authorizations exist Note which do not match the material type An industry sector and a material type must always be specified when a material master record is created; default values from the reference material are not valid. User-specific settings for views and organizational levels are not taken into account when a batch input session is created. In addition to the above control parameters, you must also decide before you create the material master record what description you are going to give it, in what unit of measure you want to manage it, and to which material group it belongs. However, this information is not checked when the batch input session is created. Number Assignment Every master record is stored under a unique number. You use this number to call up the master record or to store business transactions and events for that material (see the section "How is a Material Master Record Numbered" in Data in the Material Master Record). When you transfer data from a non-sap system to the R/3 System, you have the option of either keeping the same numbers as before or creating master records under new numbers assigned by SAP

111 the R/3 System. If you want to keep the old numbers, you must specify them when you prepare for batch input. You must also ensure that the number matches the material type. For more details on this subject, please refer to the Customizing documentation. Note You must always specify the number of a material master record that you want to extend or change. To extend a material master record that has been created in the same session, you must specify the material number 0. Existing master records cannot be used as a reference. Predefined settings are not valid. Field Selection The data entry screens in the SAP R/3 System are built around the transactions and events. This means that the status of a field is influenced by certain factors and combinations of data and depends on certain functions. The following statuses are possible: entry optional entry required displayed but not ready for input suppressed The factors that determine field selection, as it is known, for material master data are material type, industry sector, views, and organizational levels. Example 1 The field Planned delivery time is only ready for input for materials whose material type allows external procurement. Example 2 The Purchasing group field on the Purchasing screen is only ready for input if a plant has been specified as the organizational level. Example 3 The Base unit of measure field is no longer ready for input when you extend the material master record. Example 4 When you extend a material master record by creating the Storage view, the weight and volume data fields are no longer ready for input if the Engineering/Design view on the material master record has already been created. This is the case even if the fields contain no values. Example 5 The Procurement type field is only ready for input if it has not already been clearly predefined by the material type. Before you extract the data, check which fields require entries by going through the SAP R/3 transactions. If, when creating the batch input session, you define values for fields that are not ready for input when the batch input session is processed, this is what happens: - Fields that contain values but do not belong to a selected view are skipped without the system issuing a message. - Fields that contain values, belong to a selected view, but are not ready for input as the result of transaction-based field selection are skipped, and the system issues a warning message to this effect. This is the case with Field selection_l (see example 1). SAP

112 Note Fields that belong to an organizational level that is not relevant to the transaction or event in question are reset with an appropriate warning message.this is the case with Field selection_2 (see example 2). Fields that belong to a maintenance status that is not relevant to the transaction or event are reset with an appropriate warning message. This is the case with Field selection_3. Fields that have not yet been maintained and are not therefore ready for input in Change mode are reset with an appropriate warning message. This is the case with Field selection_4. Fields that belong to a view that has already been maintained and are therefore not ready for input when the material master record is extended are reset with an appropriate warning message. This is the case with Field selection_5 (see examples 3 and 4). Fields that are subject to special field selection and are not therefore ready for input are reset with an appropriate warning. This is the case with Field selection_6 (see example 5). When using MRP or forecast profiles, ensure that you do not specify the profile s fixed values (that is, write-protected values) separately as well. Otherwise, an error will occur when the batch input session is processed. Transfer Procedure This is how you transfer your data: 1. Compare the batch input structures with the structures in your present system and, if necessary, adjust the data. For this purpose, you will usually go through the transactions in the SAP R/3 System to find out which fields are used in the standard system. 2. Check the layout of the screens. In particular, determine which fields require an entry and ensure that you transfer data for these fields. 3. Check whether all the control parameters you need are defined in the system. Define any missing ones. Check whether any control parameters must be converted. 4. Carry out individual tests on some material master data. 5. Then carry out a mass test by transferring all master data. 6. On successful completion of the mass test, transfer the data for the final time. Note As long as your company code is not already in production, you can reset your your test data at any time. SAP

113 SAP Batch Input Structures You group together the data you want to transfer in a file. The batch input program creates a batch input session from this file. There are three types of structure in each file: Session record This structure contains the data that apply to the batch input session as a whole. You enter here the session name, the client ID, and a user name. You can schedule the processing of the batch input session using a lock date. Header data These structures contain data that applies to a transaction. You enter here the data that you would normally enter manually to call up a transaction and fill in the fields on the initial screens. This includes the transaction code and, for example, the material number, material type, industry sector, views, and organizational levels. Follow-on data These structures contain master record data such as departmental data (MRP data, accounting data, and so on), material descriptions, and alternative units of measure. The structures used for batch input are defined in the Data Dictionary. You can use the Data Dictionary Information System to view the individual structures. Structures and Record Types The different structures are identified by record types. The following table gives you an overview of the existing structures and record types. Structure name Session record: BGR00 Header data: BMM00 Record type 0 Description valid for the entire session valid for one transaction header data for material Follow-on data: BMMH1 2 main screen data BMMH2 3 tax data BMMH3 4 forecast data BMMH4 5 consumption data BMMH5 6 description (short text) data BMMH6 7 units of measure data BMMH7 8 long text data Data Sequence The sequential file is set up to expect the data in the following sequence: SAP

114 one session record per session All subsequent records until the next session record is reached are assigned to the last batch input session to be read. one header record with header data per transaction All subsequent records until the next header record is reached are assigned to the last transaction to be read. In addition to the transaction code, the header record contains all the data on the initial screens and in the Select View(s) and Organizational Levels/Profiles windows. one main record with main screen data per transaction as well as - the conversion factors for converting the different units of measure to the base unit of measure - the additional forecast parameters (basic value, trend value, and so on) - the tax classifications for the sales organization country The following records apply only if additional data is required on the Details screens of the transaction: one tax record with the tax classifications for each additional country (for example, if a sales organization sells from a plant that belongs to a country other than the country of the sales organization) one forecast record for each forecast period one consumption record for each consumption period one description (short text) record for each additional language of the description one units of measure record for each alternative unit of measure one for each line in a long text and for each language (the lines for one text type and one language must follow on from each other) The following text types are possible: purchase order text - sales text - inspection text - basic data text - internal comment Additional Information on Data Transfer Please take the following points into consideration when transferring data using batch input: Always observe the sequence (i) session record (ii) header data (iii) follow-on data. Tax data on a country must be specified in full; at the first blank in a tax category/tax classification combination, the system carries out a completeness check on the country concerned. Ensure that the fixed values defined in a profile are not specified twice. Otherwise, an error will occur when the system processes the batch input session. Changes to profile assignment on the MRP and Forecasting screens are not supported. SAP

115 User-defined settings are not effective. No reference materials may be used. If you want to create a material master record at several organizational levels of the same type (for example, several storage locations in one plant), you must create each organizational level individually. To add further organizational levels to a masterial master record that you have created in the current session, specify the value 0 (zero and und 17 blanks) as your material number. The program then automatically uses the number of the previously created master record as the material number. Selected views that are not active as a result of status, authorization, activity, or material type are reset. Views without the necessary, predefined organizational level values are reset. If the Perform preliminary checks field is selected, the system issues warning messages accordingly. Please note the following points with regard to long texts: If you want to change a long text, you must specify the entire text in its new form. You cannot delete long texts using batch input. If no text format is set for a line, that is, if NODATA is set, the format "New paragraph" is set. If you use the format "New line", NODATA must be defined differently. For performance reasons, we recommend that you use the separate tool SAPscript to transfer long texts. The following data is not supported: - units of measure group - classification - sales price Data Format Data that you transfer from a non-sap system to the R/3 System must be compatible with the fields in the SAP R/3 System: The data must exist in the character or date format required by the batch input program. The fields in the non-sap system must not be longer than the equivalent R/3 fields. As a general rule, you enter the data in the same format as you would enter it online. Exception: you specify the period fields necessary for the maintenance of consumption and forecast values in the format YYYYPPDD, where the characters stand for the following: yyyy 4-digit year (for example, 1994) pp dd 2-digit period that depends on the period indicator and fiscal year variant in the structure BMMH1 : month for monthly periods; in accordance with the defined fiscal year variant for daily periods or posting periods; week for weekly periods 2-digit day for daily periods SAP

116 Initialization and Identification of Blank Fields An entry is predefined for every field in a batch input sturcture. This can be an explicitly entered field value (for example, when you transfer a material description) a blank field (for example, when you want to delete the contents of a field when the material master record is changed) a special character that tells the batch input program not to transfer any value You identify fields for which you do not want values to be transferred, for example, because you do not use the field, with a special character. This special character is interpreted in such a way that the current field value remains intact in the SAP R/3 System. The current value can be the initial value, an explicitly entered value, or a value determined or calculated by the SAP R/3 System. The special character must be defined in the session record in the field BGROO-NODATA. Example The price control indicator is proposed automatically via the material type when you create a material master record. If you include data for this field in the batch input structure, the default values are overwritten. However, if you want to accept the default value given by the material type, you enter the special character for this field in the batch input structure. / is used as the special character in the batch input program. If you want to use a different special character, enter the new character in the session record in the field BGROO-NODATA. The routine INIT_STRUKTUREN_ERZEUGEN in program RMMMBIMI is provided for the initialization of internal batch input structures with the special character.if you use this special character for initialization in your own internal structures, you later enter only the field values that you want to transfer. 1) You initialize your internal transfer structure with the special character. To do this, you can either enter the special character at the beginning of the field or fill the entire field with the special character. You then fill your internal structure with the explicit field values, for example, record type 1 and transaction code MM01. 2) The batch input program uses the transaction code to determine the program, initial screen, and field name when the batch input session is created. Your explicitly entered field values are then transferred. 3) When the batch input session is processed, your explicitly entered values are taken over into the screens. Any fields that you have not filled remain blank or are filled with default values or automatically determined values. Example of Batch Input The data transfer of a material master record could look something like this: 1) Session record You transfer record type 0, user ID BATCH, client ID 001, and batch input session Session-1 in the session record. 2) Header data You transfer the following header data: record type 1, transaction code MM01 for creating a material master record. In the material number field, you enter for example BTCl01, since you SAP

117 want to assign the number externally. You must also specify a material type (for example, ROH). The system uses this to determine the number range for number assignment and specific data for the screens. Upon specification of record type 2 and the appropriate structure, you transfer the base unit of measure PC, the material description bolt 5x10, the material group Screws and bolts, and so on. When creating a material master record, you must transfer the structures for which you have field values. You can omit all the other structures for the purposes of data transfer. Fields for which you do not transfer a value must contain the special character for NODATA. Displaying Data Structures In order to put together the data required by the batch input program, you need to know how data in the SAP R/3 System is structured. You can call up this structure using the Data Dictionary Information System. You do this starting from the general Customizing menu: 1. Select Tools -->Case. The Case menu screen appears. 2. Select Development ->Data Dictionary ->Display. The initial Data Dictionary screen appears. 3. Enter one of the named structures as the object name and select the radio button Tables and Enter. The fields in the structure are displayed. K Material type:the different types defined in the SAP R/3 System;Material Types; Specifying: material type K Material status:work Scheduling view;mm/pp status:work Scheduling;Organizational levels:work Scheduling; Processing time; production scheduler; production storage location;setup time;status, material:work Scheduling view;unit of issue;work Scheduling data K Stock placement;stock removal; Storage bin quantity:maximum;storage bin quantity:minimum;warehouse Management data K Organizational levels:accounting; price control; price unit; Price:future; Price: moving average;price:standard;standard price;tax price:based on tax law;valuation class;valuation: previous period;valuation: previous year K Corrected values:forecast;extending:as opposed to changing;fixing:forecast values; Forecast values:changing; Forecast values:fixing;quotient;values:corrected K Material master record:flagging for deletion;resetting:delete flags K Setting a default:view or user department;user departments:setting a default;view selection:calling up direct;views:setting a default K Stock overview:switching to a different unit of measure K Photograph:managed as document type;reference:copying document data K Variant:see selection variant K Processing:batch input sessions (authorization);session, batch input:processing; Session, batch input: processing (authorization);session:batch input;what Is Batch Input? K Control parameters:data transfer;data transfer;data transfer;data transfer SAP

118 procedure;feld selection:batch input;material master record:numbering (batch input);material number:batch input;number assignment:batch input;numbering of materials:in batch input SAP