Essential Master Data in SAP MM

Prepared By
Subhrajyoti Bhattacharjee
PMP, Certified SAP EAM/PM, Certified ITIL V3
SAP EAM/PTP/PS Systems Analyst
Perth, Australia.
E-mail: subhrajyoti.b@gmail.com




















Contents


1. MATERIAL MASTER MAINTENANCE ............................................................................................................ 3
2. SERVICE MASTER MAINTENANCE ............................................................................................................. 14
3. VENDOR MASTER MAINTENANCE .............................................................................................................. 17
4. REQUEST FOR QUOTATIONS ........................................................................................................................ 29
5. OUTLINE AGREEMENTS - CONTRACTS .................................................................................................... 35
6. SOURCE LIST MAINTENANCE ...................................................................................................................... 42
7. PURCHASING INFO RECORD MAINTENANCE ........................................................................................ 47
8. PRICING CONDITION RECORD MAINTENANCE .................................................................................... 52
9. MESSAGE CONDITION RECORD MAINTENANCE .................................................................................. 54







































1. Material Master Maintenance

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

Background and some statistics:

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

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

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


Dependencies on Material Types

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

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

Organizational assignments of material would differ: For example, a
cross company material code will be created at Company code level
whereas, whereas Plant specific material will be created at Company
code -> Plant level; Sales specific material should be in addition to Plant,
assigned to a Sales area (Sales Organization + Division + Distribution
Channel)

MRP Planning parameters may differ: For example: Spare parts,
Operating supplies etc. are either subject to Consumption Based
planning using MRP Type V1 Manual reorder point planning with
external requirement or No planning ND; Finished products kind of
material usually work on MRP Type PD with Lot sizing procedure PB
(Period Lot size) or EX (Exact Lot size)

Transaction screenshots and some key parameters:

MM01 To create or extend Material Master Record



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

Material Type: To be chosen carefully. Details of relevant Material types
as provided in previous section.



Views: The following are the relevant maintainable views in Material
master record along with their purpose:

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

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

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

Sales: Sales Org Data 1: Sales unit (if different from Base unit with
conversion factor), Tax classification (GST relevant or Exempt), Delivering
plant (if supplied by an Internal plant)

Sales: Sales Org Data 1: Material Statistics Group (Mandatory 1
possible value 1- ABC SIS), Account Assignment Group (Mandatory is
critical for auto determining Sales revenue account, choose from dropdown
based on Product type), General Item cat group/Item category Group
(auto populated based on material type, determines Item category in line
item of sales documents where the material is used)

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

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

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

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

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

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

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

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

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

Plant data/stor2: Important fields under this view include Negative stock in
Plants (In ABC Sales process perspective, issue to Sales order of Finished
goods are from Negative stock, hence in FERT materials particularly, this
would be ticked), Ser. No profile (not in use at ABC in general), Stock
determination group (for MRP material, stock determination group 0000 set
up)

Accounting 1: This is a critical view for all valuated materials which are
valuated in books of accounts. Important fields include Valuation class
(critical in automatic determination of stock account based on material
movement posting keys, specific for material types, ex. FERT usually
valuated to Finished Products valuation class), Price control (Defaulted as
per material type setting; S- Standard price control with variations posted
to Price difference - PRD account or V Moving average price with price
variations directly posted to stock account), Standard/Moving average price
(as relevant)

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

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



Costing 2: Contains details of Previous, Current and Future cost estimates.

MM02/MM03 To change/display material master records


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



In Display transaction, no changes can be made.

MM17 To change/display material master records

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

In the first screen select the Table group in which field (s) are to be mass
maintained and execute.



Then enter specific selection criteria for material to be changed such as
Material No/ Plant/ Sales Org etc. as relevant to choose the material where
changes are to be done. Select the field to be changed from field catalog.



Make relevant changes and save.



MM06 Flagging Material for deletion

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




MM60 Material List Report

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








2. Service Master Maintenance

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

Background and some statistics

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

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

AC03 (Service Master Central Maintenance)

This is a central transaction for creation of New service activities,
changing/displaying existing service activities. By default, the transaction
opens up in Display mode.



Data in a Service Master is grouped under Header Data, Basic Data, Standard
Service Cat., Time Management, Purchasing Data, Internal Work, and Long
Text

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

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

Standard Service Cat: Fields relevant if the service is to be used as a part of a
standard service catalog, which are in general not being used here.

The other tabs like Internal Work/Time Management not relevant in ABC
process perspective. Purchasing tab can be used to maintain Purchasing Status
field (can denote if service item is Obsolete, Hazardous etc.). Long text tab is
used to maintain Long texts.

AC06 (Service List)

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




3. Vendor Master Maintenance

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

Background and some statistics

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

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

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

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

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

XK01 Vendor creation (Central)

In initial screen, select the appropriate values of Company code, Purchase
organization, Account Group






Vendor master has 3 main Groups of data General, Accounting, Purchasing
data which are further sub-grouped and can be accessed through page scroll
down or Next/Previous page keys:

General Data: Address data including Name, Postal Address, Communication
methods (Fax/E-mail address etc),



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



Payment Transaction details: Bank Account details, Alternative Payee (if payer
is a separate vendor account)



Contact Person Details: Details of contact person from vendor side.



Accounting Information: Reconciliation Account (Mandatory- G/L account
grouping vendors in Accounts payable), Cash Management Group (Mandatory -
Grouping vendors for planning based on business relationship etc.) are relevant
fields filled for ABC vendors.



Payment Transactions - Accounting: Most important fields include Payment
terms (as configured in system, usually used to control when to pay and
Discounts if any if paid within a certain defined number of days Payment
terms defined at ABC also segregate case to case invoices, ERS payments,
Payroll payment etc.), Check double invoice (if checked system will check
during invoice processing if the invoice is a duplicate invoice based on certain
parameters such as invoiced amount, reference document no. etc.) , Payment
methods (allowed payment methods for vendor such as BPAY, Cash, Cheque,
Transfer, Payroll EFT etc.)



Correspondence Accounting: Fields grouped under Dunning data (to be
maintained if Dunning/reminders for payments are to be set, Correspondence
(correspondence details such as Name of Accounting clerk, Telephone No of
accounting clerk, Fax No of Accounting clerk, E-mail of Accounting clerk)

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



Partner Functions: Basic partner functions activated as configured per Account
Group of vendor the most essential ones being OA Ordering address, VN
Vendor, PI Invoice presented by


XK02 Vendor change

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



XK03 Vendor display

In the initial screen the views that are to be displayed are first selected for
display and then proceed to display the data.


XK05 Block or Unblock Vendor

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

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



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



XK06 Flag for Deletion

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



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

Deletion blocks can also be set for General data and/or Company code specific
data.



XK99 Vendor Mass Maintenance

The views which are to be maintained are first selected, and transaction executed




Enter the selection criteria for selection of the vendors for mass maintenance
Further selection fields can be chosen for selection value entry (if required)



Select the fields that are to be changed



Perform changes as relevant and save data. All vendors with new data will be
updated.


4. Request For Quotations

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

Background and some statistics:

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

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

Till date there are 27,728 RFQs in the SAP Production system.





ME41 (Create RFQ)

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



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

In the Header Data section of the RFQ, details for fields such as Validity start,
Validity end, Collective No (for grouping multiple RFQs), Target value,
Quotation Deadline etc. are entered



Item details including Item category, Material No/Textual description, Quantity,
Unit of supply, Delivery Date, Material Group, Plant, Storage Location are
entered in the Item screen



Delivery schedule can be assigned if Goods/services are expected to be delivered
in partial quantities spread over the validity period by certain dates






Vendor addresses (including communication details such as E-mail, Fax No.
depending on SAP output message type set for AN, mostly observed as Fax
output) are to be maintained for Vendors to whom the RFQ would be dispatched.
If vendors are already created within the SAP system, entering the Vendor No.
would pull up all the details.



ME42 (Change RFQ)

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


ME43 (Display RFQ)

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

ME44 (Maintain Supplement)

Enter RFQ No in initial screen of transaction, and execute



Maintain Supplements (primarily additional Texts Header Text, Header Note,
Pricing Type, Deadline) and save.









5. Outline Agreements - Contracts

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

Background and some statistics

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

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

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

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

ME31K (Create Contracts)

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

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




Header Details are entered including Validity Start/End, Payment terms,
Incoterms, Target value, Supplying vendor (if different from contracting vendor),
Invoicing party (if different from contracting vendor) and other details as
relevant



Header Conditions (if any) are entered. Header conditions are binding for the
entire Contract and would usually be applied on Gross value or Net value of
contract. It can be a form of Discount, as being offered by vendor within the
validity period of contract or it can be a Surcharge applicable, as per condition
type selected. These conditions are usually Time/Period based conditions.



Item details including Material No. /Short Text, Target Quantity, Order Unit,
Net price, etc. as relevant



Detailed Item conditions can also be maintained which could include Freight,
Item level Discounts or Surcharges, Customs duty etc. as relevant at item
level.



In Item Details section, further details including Reminder/Expedite dates,
Info record update (auto update at Plant level or no update etc), Under
delivery/Over delivery Tolerances, Default Tax code, Receiving stock type
(Unrestricted/Quality inspection/Blocked), GR/IR Control parameters (GR/Non
val. GR/IR/GR Based IV) can be set, which would regulate the further process
of PR-> PO -> GR -> IR based on the contract.




In Item Additional Data section, details such as Planned Delivery Time, GR
Processing Time, Incoterms, Weight/Volume fields for order unit etc. can be
maintained



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


ME32K (Change Contracts)

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


ME33K (Display Contracts)

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



ZM01 ZM15: Customized transactions for ABC Contracts



Given below is the List of Z Transactions for ABC Contracts. Brief details, as
quoted in Z- Programs information section are quoted as complete details on
these custom transactions are currently not available.

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

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

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

ZM05 Contract Header Report No purpose maintained in Program
information section

ZM08 Contract Document ERS/GR-IV change To change ERS/GR-IV
checkbox parameters as set within GR-IR control section in contract. Program
calls ME32K transaction to update ERS/GR-IV parameter values.

ZM09 PTP: Info-record ERS/GR-IV/Planned Del Time Change Calls ME12
(Purchasing Info record Change transaction to update the ERS/GR-IV
checkboxes, Planned Del Time set.

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

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

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

6. Source List Maintenance

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

Background and some statistics

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

If there are outline agreements (ex. Contracts) for a particular Material in a
Plant within a certain validity period, we can generate source list records with
association to the existing Agreement for the relevant validity period.

With reference to EORD (Purchasing Source List) table in SAP, currently there
are 32,398 Source List records (Not relevant to MRP) and 15,397 MRP relevant
Source List records in the Production system.

ME01 (Create Source List)

In initial screen, Material Number and Plant is entered



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

Alternatively by clicking on Generate records icon system can be asked to
generate auto record lines if there are existing outline agreements. While
doing so, the Validity period is to be specified and it is to be specified whether
system will delete/retain/invalidate existing records if any within the validity
period.



New record line(s) would be generated. Retain the appropriate line and save
the Source List.



ME03 (Display Source List)

Enter Material No and Plant in the initial screen and press enter to display
source list pertaining to a Material for a plant



ME05 (Auto Generate Source List)

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

Selection variant as set in initial screen can also be used.



ME07 (Delete Source List)

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



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

ME0M (List Display By material)

In initial screen enter Material No (s) and/or Plant ID and execute





7. Purchasing Info record Maintenance

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

Background and some statistics

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

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

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


ME11 (Create PIR)

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



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

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

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

Purchasing Org Data1 tab would include further subsections Control data (with
some main fields being Planned Delivery Time, Purchasing Grp., Standard Qty,
Overdelivery Tolerance, Underdelivery Tolerance), Conditions section



Conditions tab (for setting condition types like Base Price, Freight,
Discounts/Surcharges, Customs duty if any etc. as applicable)



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



ME12 (Change PIR)

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



Make relevant changes and save the Purchasing Info record.

ME13 (Change PIR)

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



ME15 (Flag PIR for deletion)

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



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



8. Pricing Condition Record Maintenance

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

Background and some statistics

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

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

Access sequence against Condition types are defined in MM configuration and
are referred to as Key Combination in Condition Records transactions.



MEK1/MEK2/MEK3 (Create/Change/Display Condition Records)



Enter relevant details as driven by access sequence and save



9. Message Condition Record Maintenance

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

Background and some statistics

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

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

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

Select Output type and Key combination or Access sequence




Enter relevant details as driven by access sequence and save




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

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