Material Management - SAP - Presentation - ASE

SAP MM
Materials Management
Date: 01 September 2011
Introduction
q Role of the MM Module

To provide the right material and quantity at the right time and
location at the most competitive price
PP
q Three important flows in MM
FI
Material flow
Information flow
Financial flow
MM
q Integration with other core modules

PP via MRP, WM, SD, FI, CO
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SD
WM
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Introduction
q Basic structure of the MM Module
Purchasing
Inventory Management
Logistics Invoice Verification
Physical Inventory
MRP
Service/Material Master
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Organizational Levels in Procurement
q Organizational Levels
Are structures that represent the legal or organizational views of a
company
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q
Client
From the business point of view represents a corporate group
Company Code
An independent accounting unit within a client
Plant
An organizational unit where materials are produced or goods and
services are provided
Storage location
An organizational unit allowing the differentiation of material
stocks within a plant
Purchasing organization
An organizational unit subdividing an enterprise according to the
purchasing requirements
Purchasing group
A key for a buyer or group of buyers who is/are responsible for
certain purchasing activities and act as contact for vendors
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Within a client you can define several company codes
A company code may contain several plants and a plant can only
belong to a company code
Several storage locations may be assigned to a plant, but certain
storage location can only belong to one plant
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q The form of procurement
is defined by the assignment of purchasing organizations to
company codes and plants.
q Forms of purchasing
Corporate-group-wide (cross-company-code)
Company-specific (cross-plant)
Plant-specific
q Reference Purchasing Organizations
Mixed forms are possible, which can be replicated in the system
by the use of reference purchasing organizations
A purchasing organization can utilize the more favorable
conditions and contracts of the reference purchasing organization
that has been assigned to it.
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q Plant-Specific Purchasing Organization
A purchasing organization is assigned to each plant within a
company code
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q Cross-Plant Purchasing Organization
A purchasing organization is assigned to more than one plant
within a company code
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q Cross-Company-Code Purchasing Organization
The purchasing organization is valid to all company codes
within a client. In customizing a purchasing organization must
not be assigned to a company code
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MM Master Data
MM Master Data
q Master Data
Information that remains unchanged in the system for a long
period of time
Ex: description of a material, unit of measure, dimensions
q Master Record
A data record containing data that remains unchanged in the
system for a long period of time
Ex: material master record, vendor master record, user master
record
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MM Master Data
Material Master Data

q Material Specific Data
Data stored in the material
master record is required
for many purposes:
Purchasing
Inventory management
Accounting data
MRP
Sales
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q Data Screens in Material Master Record
Main data
Screens which are relevant for individual user departments
Ex: basic data, sales, purchasing, MRP
Additional data
Screens which contains additional information
Ex: material short descriptions, alternative units of measure
and consumption values
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q Organizational Levels
General material data valid for whole the enterprise:
description, units of measure, material group, ...
Specific data valid for a plant and whole the storage

locations belonging to it: purchasing data, MRP data...
Specific data valid for one storage location: storage

bin, picking area,
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q Material Type:
Groups materials with similar attributes
Together with the plant specifies:
If changes in quantity are updated in material master record
If changes in value are updated in the stock accounts
Has control function
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q Industry sector:
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q Creating a material record
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q Transactions:
Create material MM01
Create material with reference MM01
Extend the material MM01
Change material MM02
You can only change data that has already been created
Display material MM03
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q Entry Aids
Settings
Preset the views & Organizational Levels
Reference material
Adopt data from an existing master record
Profiles
Set default MRP data and forecast data
Collective entry of storage loc. Data
Manually MMSC transaction rapid entry of specific data
Automatically the system extends the material master with
the storage location data at the time of the first receipt
Mass maintenance
MM17 transaction to change several material master
records data at the same time
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MM Master Data
Vendor Master Data
Vendor Master Data
General Data
valid for the whole client
Accounting Data
maintained at company
code level (reconciliation
account, payment
method for automatic
payments)
Purchasing Data
maintained for each
purchasing organization
(purchase order currency,
incoterms, control data)
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Vendor Master Data
Create/ Change/ Display:

XK01/ XK02/ XK03 Maintain all data
MK01/ MK02/ MK03 Purchasing specific data
FK01/ FK02/ FK03
Accounting specific data

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Vendor Master Data

q Accounting Group
Type of number assignment and the number area from which the
account number that the system uses to identify the vendor is to
be assigned
Field selection which fields are ready for user input, which
fields must be maintained, and which fields are hidden
Which partner schemas are valid
The status whether the vendor is a one-time vendor
q Customizing:
Logistics-General -> Business Partner -> Vendor -> Control ->
Define Account Groups and Field Selection (Vendor)
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Vendor Master Data

q Blocking Vendors
Vendors can be blocked for all or only selected purchasing
organizations
Block indicator set or not set
Transaction MK05
Block for quality reasons (QM active)
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Purchasing master data

Purchasing Info Record
Purchase Info Record

q Use
Stores information about a vendor and a material as master data at
purchasing organization and purchasing organization/plant level
q Information stored in info records
Prices and conditions (discounts, taxes, surcharges, etc.)
Delivery data (planned delivery time, delivery tolerances)
Vendor data (contact person, description of material at vendor)
Number of the last purchase order
Texts
Internal info memo record internal comment (not printed)
PO text in the purchase info record describes the PO item
(Printed)
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q Procurement Types in Info Records
Standard
Contains information for standard purchase orders
Subcontracting
Ordering information for subcontract orders
Pipeline
Contains information on a vendors commodity that is supplied
through a pipeline or pipes(oil or water) or similar means
(electricity through the mains)
Consignment
Contains information on a material that vendors keep available at
their own cost on the orderers premises
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q Levels of maintenance
Client level
General data vendor data, order unit, info record memo,
Purchasing organization data
Delivery time, minimum quantity, prices and conditions,
statistics(price history, PO statistics), Texts
Purchasing organization / plant data
Delivery time, minimum quantity, prices and conditions, statistics
(price history, PO statistics), Texts
q Transaction
ME11
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q Maintaining Info Records
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q Updates of Info Update indicator
Depending on the document type the following updates are triggered
Quotation time dependent conditions
PO/Contract release order/Scheduling agreement - last
document number
Contract if info record exists:
o No updates
if no info record
o An info record is created with the conditions from the
contract
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q Price determination
The system searches from specific to general
Info record at purchasing organization/plant level
Info record at purchasing organization level
Manually entry of price
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Procurement of stock material
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q Determination of requirements
Purchase requisition ME51N
Are internal documents
Created manually or automatically
Can be converted into
v RFQ
v PO
v Outline agreement
Document format
v Header
v Item overview
v Item detail
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q Determination of source of supply

Request for Quotation/Quotation:
Maintenance:
v Manually
v With reference to Preq
Quotation comparison
v To choose the most
favorable items
Info record indicator
v Option to save as info
record the conditions of a
quotation
Collective number
v To link several RFQs
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q Creating RFQs
ME41
1. Initial screen
Quotation deadline
Organizational data
2. Header detail screen
Collective number
3. Item overview screen
Material
RFQ quantity
Delivery date
Deadline
4. Header: Vendor address
Assign vendor numbers or one
time vendors to RFQ
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q Quotation Processing
ME47
RFQ and Quotation are a single
document (in ECC 6.0 system)
Compare quotation using
quotation price comparison list
Quotation data can be saved in
info records (manually or
automatically info record
indicator update indicator set)
The mean value of the quotation
can be saved as market price
(can be used for vendor
evaluation)
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q Conditions
Stipulation agreed with vendors concerning prices, discounts,
surcharges,
Can be maintained for: quotations, info records, outline agreements
and purchase orders. In purchasing documents:
Item conditions: apply to the item only
Header conditions: apply to all the items in a document
Time dependent conditions: in info records, contracts, extended
conditions and in quotations and scheduling agreements if time
dependent conditions indicator is set for the document type in
customization
Time independent conditions: specified in purchase orders
Extended conditions: option of specifying time-dependent
conditions independently of outline agreements and info records
Prices can be entered in the form of a price/quantity scale
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q Condition types in Purchasing
Conditions in a contract valid for all contract release orders
Conditions in purchasing info records valid to all purchase
orders that contain a vendor and material contained in a purchasing
info record
Extended conditions are only included if they met certain criteria
q Calculation schema
Provides a framework for price determination
Which conditions type are permitted
The order in which conditions types are taken into account
The condition types for which subtotals are calculated
q Access sequence
Is a search strategy defines the structure in which condition
records for a condition type are read
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q Purchase Order
Request to a vendor to provide certain goods under the stated
conditions
Can be created
Without reference
With reference:
v Purchase requisition
v Request for quotation
v Another purchase order
Forms
Purchase order sent to a vendor
Carry out a stock transport order
to another plant
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q Purchase Order Format
Header contains information valid for all the purchase order
document: currency, vendor, terms of payment, etc.
Item material, delivery date, plant, storage location, etc.
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q Purchase order transactions: ME21N, ME22N, ME23N
Enjoy transactions single-screen transaction divided in four
screen areas:
Personal settings
Document overview
Header
Item overview
Item detail
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q Purchase order issuing messages
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q Goods receipt
A formal acceptance that materials or services were received from
a vendor against a purchase order.
You can check whether:
The right material has been
delivered
The right quantity has been
delivered
Perishable goods are within
their minimum shelf life.
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q Goods receipt against a purchase order
The system propose data from the PO during entry of the GR.
The delivery is marked in the PO history.
The GR is valuated on the basis of the PO price or the invoice price.
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q Movement Type
Three digit-key used to differentiate between goods movements
Types of goods movements:
Goods Receipt to the warehouse 101
Return delivery to vendor 122
Initial stock 561
Consumption 201
Has an important role in automatic account determination
Determines the format of the screen and how the quantity fields
are updated
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q Goods receipt transaction: MIGO
Enjoy transactions single-screen transaction divided in four
screen areas:
Goods movement
Document overview
Header
Item overview
Item detail
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q Goods receipt Effects
GR forms the basis for updating the AC modules and Inventory
Management, and can trigger WM and QM processes.
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q Valuation area
Organizational level at which material is valuated
Materials can be valuated at:
Company code level valuation price of a material is the
same in all the plants of the company code
Plant level material can be valuated in different plants at
different prices (SAP recommends valuation at plant level and is
mandatory if you use PP or Retail System)
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q Valuation class
Used to combine several materials for assigning G/L accounts
It is specified in the material type
Automatic accounts determination works with valuation classes
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q Material Valuation Procedures
Valuation of goods receipts depends on the price control procedures
Standard price all stock postings are made at the price
defined in the material master
Moving average price the system valuates the goods
receipts at with purchase order price and goods issues with the
current moving average price
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q Valuation of goods receipts
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q Transfer posting
Movement type + Stock type
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q Logistics Invoice Verification
Checks incoming invoices for accuracy with regards to content,
prices and accounting
Can process also invoices that do not originate in materials
procurement
Two documents are created
MM invoice document
FI invoice document
Can be posted with reference to a:
Purchase order
Goods receipt
Service
It updates:
Purchase order history
Material master if necessary
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q Logistics Invoice Verification
Manually the employee enters and posts it
If the invoice is received via electronic transfer the system
posts them automatically
At regular time the system can post invoices using settlement
programs
Evaluated receipt settlement
Invoicing plan
Consignment settlement
Depending on the transaction type different kind of invoices can be
posted:
Vendor invoice
Credit memo
Subsequent debit
Subsequent credit
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q Posting a vendor invoice MIRO
Transaction
Header data
Allocation
Item data
Balance
Vendor data
Layout
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q Delivery costs
Planned delivery costs entered in purchase order
Are part of the valuation of a material at goods receipt
Are not binding to one specific vendor
Divided into: freight costs and customs
Can be invoiced:
v Fixed amount
v Quantity dependent amount
v Percentage of the value of goods
Unplanned delivery costs entered upon invoice receipt
Automatically posted to
v Individual items
v Separate G/L accounts
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q Taxes, Cash discounts and Foreign Currency
Taxes
Each tax-relevant item is allocated a tax code the tax code
specifies how the system is to post the tax
Terms of payment
Contains terms agreed with the vendor regarding financial
compensations due for deliveries and services rendered
Can have three levels ex. 5 days(3%discount)-within 10
days(2%discount)-within 20 days you pay the net price
Two way of posting cash discount
v Gross posting is posted at the time of payment (FI)
v Net posting the system posts the amount reduced to stock
account/costs account
Foreign Currency exchange rate fixed or not in the header of
PO
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q Invoices for Blanket Purchase Orders
Blanket Purchase Order used for the procurement of
consumable materials or services that are required during the
course of the year. Contains a:
Validity period (instead of delivery date)
Value limit
Document type FO and item category B must be selected
It doesnt contain materials or servicesonly short text is permitted
You cannot enter goods receipt, services or accept services based on
blanked purchase order
Tolerance limits can be set in Customizing for validity period and
value limit
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Procurement of Consumable Material

q Consumable materials:
Are materials that are procured directly for an account assignment
object
They are not managed on a value basis in Inventory Management
(material accounts are not debited)
q Account assignment object
Specifies the cost unit on which
a goods movement is to be posted
Account assignment category
specifies whether the account
assignment object involves a
cost center, order, asset, project
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q Consumable material items in purchase documents
With material master record an account assignment must
exist
Without material master record the following entries must
exist in purchasing documents:
v
v
v
v
Account assignment category

Short text
Material group
Order unit
Standard material types: UNBW (non-valuated material) and

NLAG (non-stock material)
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q Stock material vs. Consumable material
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q Creating a purchase requisition
Purchase requisition item with account assignment category U
(unknown) no further account assignments required
Purchase requisition item with material master record if material
is valuated, the valuation price is taken from the material master
Purchase requisition item without material master record
manually entry of valuation price
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q Multiple Account Assignments
Distributes the costs for one purchase order item among several
account assignment objects (cost centers, etc.)
The value of the item is distributed:
On quantity basis
As a percentage
For items with multiple account assignments, the system
automatically sets the indicator for non-valuated goods receipt
If partial invoice exists, the invoice amount is distributed between
the account assignments in order (on a progressive fill-up basis)
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q Creating a purchase order with reference to a PReq
If the account assignment category is U a valid account
assignment object must be selected
For the purchase order item with material master record the price
is suggested from the info record or must be entered manually
For the purchase order item without material master record the
valuation price is copied from the purchase requisition and if
needed can be changed manually
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q Goods receipt and invoice verification
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Procurement of External Services

q Purchase order for Services
Item category D (service) must be maintained at item level
Account assignment category U is allowed for item category D
Only the short text must be completed for the brief description of
the work
Individual services to be performed are specified in the service
specifications (SS) at item detail level
Value limit for unplanned services can be specified
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q SS Outline
To structure the services into a hierarchy of outline levels
A maximum of four hierarchy levels is possible
To each outline level you can assigned
unlimited service lines
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q Service entry
Two steps must be done:
Service entry sheet entry of the material actually
performed (work actually done) no accounting document
Service Acceptance The service entry must be accepted in
order to make the relevant postings to Financial Accounting
v Can be entered and accepted in one or two steps
Release procedures can be set up for service entry sheets
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q Service entry sheet: ML81N
Header
Service data
Accept collectively: ML85
Accept from entry sheet:
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q Invoice verification for Entry Sheet
Carried out with reference to the purchase order
The prices from the invoice received are compared with the prices
from the entry sheets
If discrepancies are found the system blocks the invoice for
payment
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Goods Receipt without reference
Goods Receipt without Reference

q Initial entry of stock balances
Material stocks that are migrated from a legacy system to the new
SAP system as initial stock. Three movement type exists:
561 Unrestricted-use stock
563 Stock in quality inspection
565 Blocked stock
Valuation:
At the external amount if Ext.Amt. LocCurr field is completed
At the valuation price from the material master if Ext.Amt.
LocCurr field is not completed
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q Goods Receipt without Purchase Order or Production Order
Stock types and movement types for these goods receipt:
Unrestricted-use stock
v Without Purchase Order movement type 501
v Without Production Order movement type 521
Stock in quality inspection
Blocked stock
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q Delivery free of charge
Post free delivery from the vendor as a goods receipt
Movement type: 511
Valuation depending on the price control:
Moving average price:
v Updated only on a quantity basis not on a value basis
v Reduction in the moving average price
Standard price
v Updated on a quantity and value basis
v Receipt valuated at standard price
v Offsetting posting made o a revenue account for price diff.
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Goods Receipt to Quality Inspection or

Blocked stock
Goods Receipt to Quality Inspection or Blocked

Stock
q Goods receipt into stock in Quality Inspection
Post to inspection stock indicator material master record
(Purchasing or Work Scheduling data) stock type Quality
inspection adopted in PO or production order
Select stock type Stock in Quality Inspection in purchasing
documents
q Goods receipt to GR Blocked Stock
Conditional acceptance (ex: certificate is missing) post to non
valuated goods receipt blocked stock - movement type 103
Doesnt yet form part of the regular inventory
Is update in the PO history the open PO quantity is not reduced
When conditions accepted the blocked stocked can be transferred
to unrestricted-use, quality inspection or blocked stock
Valuation and updating of stock data movement type 105
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GR with Automatic PO Generation
GR with Automatic PO Generation

q Automatic PO generation at goods receipt
Prerequisites:
Automatic PO Generation activated for the movement type
Plant must be assigned to a standard purchasing
organization
Default document type for the PO must be specified for the
goods receipt (for transaction MB01 in Customizing)
The material must be valuated
Purchasing info record must exist for the material, vendor and
standard purchasing organization of the plant
Cannot be used for:
For direct consumption purchasing
Posting goods receipt in GR Blocked Stock
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Return delivery, Returns and

Cancellations
Return Delivery, Returns and Cancellations
q Return delivery
Return can take place from unrestricted-use stock, quality inspection
stock, blocked stock or non-valuated blocked stock
PO or material documents can be referred
Functions of Shipping
can be used
Reason for movement
can be entered
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q Subsequent delivery
When the vendor sends a substitute delivery after the return
delivery
The original reference is copied to the new material document
the system will propose the exact material and quantities from the
return delivery
Particularly useful in gr-based invoice verification the new entry
will be a subsequent delivery for gr-based invoice verification
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q Returns for Purchase Order

A reference to an existing purchase order or goods receipt it is not
created
Returns items
indicator)
are
created
in
purchase
orders
(Returns
Movement type 161
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q Cancellation
The material document can be cancelled if entry errors have been
made
It is recommended to cancel material documents with reference to
the original material document
MBSM Cancelled Material Documents
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Stock Transfers/Transfer Postings
q Transfer postings
For changes in the stock category of a material or in the stock ID
number
Stock to Stock
Material to Material
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q Stock transfer
A physical movement of goods always exists
Stock transfer Between Storage Locations in a plant
One step procedures
v One transfer posting
v Single transaction
Two step procedures
v Two transfer postings
v Once the goods issue is posted
the stock is regarded as
in transfer at the receiving point
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q Stock transfer
Stock transfer Between Plants
The plants can belong to the same company code or to different
ones
Affects Financial Accounting(only if two plants are assigned to
different valuation areas) and MRP
v One step procedures
v Two step procedures valuation always takes place at
the time of the first step
v Stock transport order with delivery via shipping (also
possible with billing document)
v Stock transport order without delivery
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q Plant to Plant: One step/ Two step procedures
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q Stock transport order Without delivery

Advantages:
Integrated with MRP
Receipt can be planned at
receiving plant
Delivery costs and carrier
can be specified
GR can be posted directly to
consumption
Post material to stock in
qual. or blocked stock
Entire process can be
monitored via the PO history
Display stock in transit: MB5T
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Goods Issues
Goods Issues
q Unplanned goods issue

For materials that are withdrawn for consumption, to carry out
random samples or for scrapping
A withdraw for consumption also updates the consumption figures
in the material master record
Are posted without reference to another document
The movement type determines which additional account
assignment data must be specified
You can reference the BOM when entering goods issue for materials
that appear as components
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Goods Issues
q Planned Goods Issues

For goods issues with reference to a reservation, production order,
Goods issue with Reference to a Reservation
Reservation number can be found using Search Function
It is not possible to reverse with MIGO
Goods issue with Reference to a Production Order
If a production order is created in SAP, the required quantities
are reserved automatically
Backflush with this type of withdrawal, the components are
already located at the place of production their consumption
is not reported until the quantity consumed is known
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MRP Materials Requirement Planning
Automated Procurement: MRP
q MRP Material Requirements Planning

Central function: to secure the material availability by generating
procurement proposals when shortages are determined
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Automated Procurement: Procurement

Proposals
q For in-house production
Planned orders
to plan production quantities
if planning is complete are converted into production orders
q For external procurement
Planned orders
Purchase requisitions
Scheduling agreement schedule lines
only if a scheduling agreement exists for the material
v Planned orders and purchase requisitions can be changed,
rescheduled or deleted.
v Scheduling agreement schedule lines are fixed elements.
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Automated Procurement: Overview
q MRP area
Organizational unit for which the material requirements planning
takes place independently
Requirements planning takes place at plant level for each MRP area
q Planning run can be executed in two ways
Total planning for all MRP relevant materials for a particular

plant and includes BOM explosion for materials with BOMs. Can
be executed online or in background (once or periodically).
Single-item planning for an individual material and can be

executed for materials with BOMs at:
Single-level only BOM level of the material
Multi-level BOM level and all BOM levels beneath it
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Executing Material Requirements Planning

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q Planning file entry

Contains the materials relevant to the planning run
Specific MRP master data must be maintained for a material in
order to be included in the planning file
Entries in planning file are automatically included in MRP relevant
transactions
Manually entries in planning file can be performed
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q For planning a material automatically you must determine
MRP procedure
Consumption based oriented to the past consumption of
the material
MRP useful for finished products and important assemblies
and components. Sales orders, planned independent
requirements, reservations, dependent requirements that are
created by BOM explosion are relevant.
Lot sizes procedures
Static lot-sizing
Periodic lot-sizing
Optimum lot-sizing
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q Consumption based planning
Reorder point planning
The system checks if the sum of plant stock and fixed
receipts (fixed planned orders+fixed PReq+POs) falls short of
the reorder point
The reorder point can be determined manually(VB MRP
indicator) or automatically (with forecasting)
Forecast based planning
Future requirements are calculated using the forecast on the
basis of consumption values
Is executed at regular time intervals
Time phased material requirements planning
Same as forecast planning with the difference that MRP is
executed only at determined points in time in a particular
rhythm
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q Consumption based planning
Reorder point planning
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q Lot-Sizing Procedures
Static lot-sizing procedures
Fixed lot-sizing
Fill up to maximum stock level
Exact lot size
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q Calculation of dates
The system must calculate the date on which the purchase
must be sent and the date on which the vendor is to deliver
the corresponding quantities.
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q Time components
Purchasing processing time
Time period necessary for converting the Preq to PO and the
issuing it (defined in the plant parameters )
Planned delivery time
Time period from the issue of purchase order to the receipt of
goods from vendor (defined in material master, info-record or
contract)
GR processing time
the time required from the time of goods receipt until the
material is available (defined in material master and/or
contract)
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q Current stock/Requirements List
Transaction code: MD04
Dynamic list: current availability of the material
Divided in three screen area
Header material number, plant, MRP parameters
MRP elements planned orders, POs, reservations
Material tree shows the MRP Controller worklist
q MRP list
Static list - shows the result of last planning run
Is created or not after the planning run
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Material Management - SAP - Presentation - ASE

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Material Management - SAP - Presentation - ASE

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SAP MM

q Role of the MM Module

q Three important flows in MM

q Integration with other core modules

q Basic structure of the MM Module

Logistics Invoice Verification

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Organizational Levels in Procurement

Material Master Data

Material Master Data

Material Master Data

Specific data valid for a plant and whole the storage

Specific data valid for one storage location: storage

Material Master Data

Material Master Data

Material Master Data

Material Master Data

Material Master Data

Vendor Master Data

Vendor Master Data

Create/ Change/ Display:

Accounting specific data

Vendor Master Data

Vendor Master Data

Purchasing master data

Purchase Info Record

Purchase Info Record

Purchase Info Record

Purchase Info Record

Purchase Info Record

Purchase Info Record

Info record at purchasing organization/plant level

Info record at purchasing organization level

Manually entry of price

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

q Determination of source of supply

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material

Procurement of stock material