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CREATING MASTER DATA PREPARING THE SYSTEM It is essential to define common distribution channel and common division this

step is done to avoid redundancy of master data creation. By this definition the master data shared by several distribution channels applies to conditions and customer and material master data. Menu path: IMG Sales and Distribution Master Data Define Common Distribution Channel

Ensure to provide the Common Distribution channel. For eg. Provide your own distribution channel in both places. Similarly Define Common Divisions: Menu path: IMG Sales and Distribution Master Data Define Common Division

Create common Divisions assignment and save entries.

INTRODUCTION TO CUSTOMER MASTER

The customer master groups data into 3 different categories: General data, Sales area data, and Company code data.
The general

data is relevant for sales and distribution and for accounting. It is stored centrally (client specific), in order to avoid data redundancy. It is valid for all organizational units within a client. The sales area data is relevant for sales and distribution. It is valid for the respective sales area (sales organization, distribution channel, division). The company code data is relevant for accounting. It is valid for the respective company code. Creating Customer master:
Menu Path: SAP Easy Access SAP Menu Logistics Sales and Distribution Business partner Customer Create Complete T Code XD01

Account Group: An Account group controls the data that needs to be entered at the time of creation of a master record. Account groups exist for the definition of a GL account, Vendor and Customer master. It controls Number ranges and Fields that appears while creation of customer. (Creation Account group will be discussed in detail later) Select standard account group Sold-to party R/3 CRM Enter your company code for eg ZZ01 Enter the defined Sales area Eg Sales Orgn ZZ01 Distributin Channel Z6 & Divinsin Z7 Click

Enter the general data specific to your customer. This data will be created at Client level. Data will be shared by all company code under that client. Click enter or Then click on The data stored will be specific to a Company Code.

Enter Reconciliation account (Standard 140000). Also Click on tab Payment Transactions and enter relevant details. After entering relevant details in every tab click. Click code. Sales area data is specific for a sales area created under the company

SALES AREA DATA

Customer Pricing Procedure (CuPP): This is a key element for Pricing. Please enter a input in this field.
Sales Tab: Enter your Sales Office. Save your entries. Click on tab Shipping

Enter data relevant for shipping. Delivery Priority, Shipping Conditions & Delivering plant are the fields which will be referenced at various levels of sales order processing. Please ensure input for these fields. Click tab Billing Documents

Enter billing relevant details for the customer. Incoterms, Terms of payment and Tax condition are the necessary data. Enter Tax condition as 0. Partner functions Tab:

Enter and save the customer. The created customer no will be displayed at the bottom of the screen MATERIAL MASTER INTRODUCTION TO MATERIAL MASTER All the information to manage a material is stored in a data record in the material master, sorted by various different criteria.

Different departments in a company, work with the same material, but uses different information on the material.

CREATING MATERIAL MASTER Menu Path: SAP Easy Access SAP Menu Logistics Sales and Distribution Master Data Material Other material Create

TCode: MM01

Click enter or press A view screen will pop up on this screen we need to select the tabs that are necessary for creation of a material. Select the views by clicking on it and after selection Click enter. Please Note to create a standard material the following tabs are to be selected, Basic Data 1 , Basic Data 2, Classification, Sales: Sales Org. Data 1, Sales Sales Org. Data 2, Sales General/Plant Data, MRP 1, General Plant Data / Storage 1, General Plant Data / Storage 2, Accounting 1 & Accounting 2.

Click enter or press A Material is created under Organisation levels Plant, Storage location, Sales Organisation & Distribution Channel.

Provide input for Plant, Storage Location, Sales Organization & Distribution Channel and enter. Understanding material creation screen:

Entering basic data for Material creation:

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Basic Data1: Enter Material Description, Base Unit of Measure, Gross weight and Net weight of the material..

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Goto Tab Sales : Sales Org1 This tab ensures that all sales relevant informations for a material are stored.It is important to enter if the material is taxable.

Tax classification of material defines if the material is Taxable or not. Please use 0 No tax for standard creation of material.

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Click on Sales Org 2 Tab:Ensure that the entries for Item category gropu exists at this page. Item category group is an important field to determine respective Item category for a sales order. Goto Sales: General/Plant

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Important fields are: Availability check, Transporation group & Loading Group. Transportation group is a key element in determining the Route & Loading Groups for determination of Shipping point at Sales order processing stage.(This will be discussed in detail at later stages) On the MRP1 tab: MRP tab entries will be used to determine the method system uses to work on materials requirement planning Enter value ND No planning in MRP Type field.

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Click on Tab Plant data / stor.1 Inorder to create standard material no entry is necessary at this tab.Base Unit of Measure field will get automatically filled up as we already have provided the input.

Click on Tab Plant data/stor2: No data is necessary to be entered at this tab. The Warehouse management and Quality management tabs stores data that are needs for these departments of a business. A standard material can be created without entering this information Click tab Accounting 1: Provide inputs for fields Valuation class(standard entry is 7920) & Standard price(any price). Valuation class is an entry with which the inventory posting for a material at stock level are controlled. Standard price defined under a material helps for valuation of stocks.

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After entering all necessary information click

and save

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PRICING CONFIGURATION

IMG --- Sales and Distribution --- Basic Functions --- Pricing --- Pricing Control --Define And Assign Pricing Procedures

Click on

and Click on

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Use existing pricing procedure IMG --- Sales and Distribution --- Basic Functions --- Pricing --- Pricing Control --Define pricing Procedure Determination

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Click on

and Click on

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Maintain Sales Area + Document Pricing Procedure + Customer Pricing Procedure and Pricing Procedure Sales Area = Sales Organization + Distribution Channel + Division
CONDITION MASTER Another important Master data for Sales order processing is the Condition Master. Condition Master has data related to a condition for a specific customer or a Material. For eg, Pricing, Surcharge, Freight & Taxes are examples of a Condition master. We can define condition master data (condition records) to be dependent on various data. For example, maintain a material price customer-specifically or define a discount to be dependent on the customer and the material pricing group.

PRICING FOR MATERIAL: Pricing involves condition technique. (This will be explained in detail in later chapter). This part of the course explains the basic steps involved to create a condition record (Condition master) so to proceed with creation of sales order. Condition records are stored against a specific condition type.

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STEP 15: CREATING CONDITION MASTER Menu Path: Logistics Sales and Distribution Master Data Conditions Select using condition type Create T Code VK11

Condition Type against which a record created has to be entered in this field. Eg; PR00 Price

Enter Enter on the Key combination screen pop up please select Material as we are creating a record against a material.

Enter Sales Orgn, Distribution Channel, Material No and desired Price. All other fields will get automatically assigned.

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SALES ORDER CREATION


Definition: A Sales order is an agreement between company and customer for delivery of goods or services at certain time and on agreed terms. Eg: Standard sales order OR The Sales area is responsible for execution of sales order on the terms agreed. All Sales documents are created under a sales area. Prerequisite: Following master data are required 1. Customer master data. 2. Material master data. 3. Pricing condition records.
SALES ORDER CREATION

Menu Path: Logistics Sales and Distribution Sales Order Create Transaction Code: VA01

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click on Create

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Here enter the Order Type, Your Sales Organization, Distribution Channel & Division.

Enter Sold-to party and PO number as customer reference and Press enter or click determines Ship to party automatically.

System

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Enter Material no and Order quantity and press enter or click

System automatically determines Plant and pricing from the system settings and condition master.Item category also gets determined.

The Plant and Pricing is determined automatically as seen above. Delivering plant is proposed in order if it is maintained in master data and the preference is as follows: 1. From Customer-Material info record if maintained there 2. From Customer master record of Ship-to party if maintained there. 3. From Sales view of Material master if maintained there. ** If records are not maintained Delivering plant can be entered manually. Sold to party, Material & Quantity are the inputs that need to be provided for a sales order. Any other details can be derived from the data already stored in various master data. Now, Click to save the sales order.

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UNDERSTANDING THE SALES DOCUMENT:

Sales Document consist Header level data, Item level data & Schedule lines. HEADER LEVEL: The data in the document header is valid for the entire document. e.g. Sold to party; PO Number; Order date ITEM LEVEL : Each item in the sales document contains its own data. e.g. Material, Quantity. - Each sales document can have several items. - Individual items can be controlled differently.e.g. Free of charge Items; Delivery Items SCHEDULE LINE: Schedule lines contain delivery quantities and delivery dates. - Specific to an Item in the order. - Delivery item must have schedule line - One item can have multiple schedule lines.
VIEWING HEADER DATA

In main menu follow Menu path: Goto Header Sales or click on icon Check Header data on all the tabs.

Check Sales area data, Document currency and Pricing date Next click on tab Shipping

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Check Shipping Condition and total Weight/Volume Click on tab Billing Document

Check Incoterms, Terms of Payment terms These data are copied from Customer master. Billing Block if active will be visible over here.

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Click on tab Conditions

The header level conditions will be displayed on this tab.The Net price of the document will be displayed against the Net field. Click on tab Partners

Check the Partners and details are correct. Similarly other relevant tabs of Header data to be checked and changed if required.

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VIEWING ITEM DATA

In main menu follow Menu path: Goto Overview Next to check on Item data select item and follow Menu path: Goto Item Sales A or click on icon

Item data screen will be displayed as under:

Order quantity entered in overview screen is displayed here. Click on Sales B tab Product Hierarchy and sales relevant material data is copied from material master by system.

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Click on tab Shipping

Check Plant, Shipping point and Weight/Vol of item. Click on tab Billing Document

Here Header data is copied on to items. Click on tab Conditions The Pricing data maintained as Condition records for the specific product will be displayed on this tab. The Pricing procedure controls the way the prices are calculated. Pricing conditions are determined here and some records can be entered manually if required. Check if pricing amount is correct.

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Understanding Schedule Lines:

Click on tab Schedule Lines

Check if schedule lines have been created and quantity confirmed on dates required. To open schedule line detail for a particular item Select the entire line item and double click it (or) click on Schedule line. Every delivery required by the customer form as a single schedule line in sales order. Detailed view of a schedule line can be seen by Double clicking on the item row or by clicking on

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Once the Schedule line details are open please verify the sales, shipping and Procurement details for the specific Item.

Similarly data can be checked and maintained on other tabs like Text and Partners as required. Next In Next follow Menu path: Edit Incompletion Log to check completeness of document Complete the incomplete data if any. Then press Following message is displayed at bottom left corner of screen

Click

to save.

Sales order creation is complete. The Sales order no will be displayed at the bottom of the screen. Posting Material Configuration Steps Quantity and Value Updation of Material Transaction Code OMS2

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Select Material Type FERT and Double Click Quantityvalue updating

Select Plant, Material Type update Qty and Value

Menu path IMG Material Management Valuation and Account Assignment Account

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determination

Account Determination Wizard

Do all the steps as per configuration

Finish this configuration

Create Plant Parameter Menu path IMG Material Management Inventory Management and Physical Inventory

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Plant parameters

Copy

1000 plant and rename it

Save it POSTING STOCKS FOR CREATED MATERIAL

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It is important to have stocks for the created material in order to proceed with Sales order processing. Without having stocks a sales order cannot be processed. This step explains the posting of stock without purchase order. Remember: Posting of stocks is an exercise made by MM consultants. T Code: MB1C

Enter

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Provide Material No and desired quantity on the respective fields. Enter and Save . Confirmation of posting will appear on the bottom of the screen.

STOCK OVERVIEW One can view the total stock of a particular material by viewing the Stock Overview Screen T Code: MMBE

Enter the Material No, Plant and Storage Location data & Execute

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Look into the values under Column Unrestricted Use. This confirms that the stocks are posted and are available for further processing.

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