mass maintenance of procurement data in sap.pdf
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© 2009 SAP AG 1
Mass Maintenance of
Procurement Data in SAP
Applies to:
SAP ECC 5.0 & SAP ECC 6.0. For more information, visit the Enterprise Resource Planning homepage.
Summary:
This document helps the P2P consultants to understand the mass maintenance of various data objects in SAP. It is suit for those consultants who are new to this subject. How the mass maintenance is carried out for the business requirement, has been explained in a simple and understandable way. Any suggestions and improvements towards this document will be always welcome.
Author: Mohamed Hasan Rifaie.M
Company: Larsen & Toubro Infotech Ltd.,
Created on: 20th November 2009
Author Bio:
M. Mohamed Hasan Rifaie is now an associate of Larsen & Toubro Infotech Ltd. He has total 8 years of experience, out of which more than 2 years experience in the area of SAP Consulting in Procure to pay (P2P) process and Supplier Relationship Management (SRM). He has worked various industries like Electro mechanical construction, Automobile, Refrigeration industry as a Procurement Executive. He has secured University Rank in Engineering degree.
Mass Maintenance of Procurement Data in SAP
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Table of Contents
Mass maintenance ........................................................................................................................................ 3
Types of Mass maintenance ....................................................................................................................... 3 Mass changes: .............................................................................................................................................................. 3
New data addition: ...................................................................................................................................................... 3
Approach to Mass maintenance ................................................................................................................. 4 Dialog mode ................................................................................................................................................................. 4
Background mode......................................................................................................................................................... 4
Mixed mode .................................................................................................................................................................. 4
Mass changes in data ................................................................................................................................. 4
Transaction codes for Mass change........................................................................................................... 5
Variant ...................................................................................................................................................... 5
Mass Maintenance Process in Procurement.................................................................................................... 6
Mass maintenance of Procurement Master Data ........................................................................................ 6 Variant creation for Material master object ............................................................................................................... 9
Mass maintenance of purchasing documents ............................................................................................................ 30
New data addition ....................................................................................................................................... 37
Background processing ............................................................................................................................... 39
Related Content .......................................................................................................................................... 43
Copyright .................................................................................................................................................... 44
Mass Maintenance of Procurement Data in SAP
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Mass maintenance
Mass maintenance is otherwise called changing of large volume of data in the process of end to end business. The advantage of mass maintenance over unit or individual maintenance is mainly because of lesser time consuming and mass change. It can be also termed as mass data change.
Following are the list of advantages in terms of mass maintenance,
Changing large volume of business data
Fast and reliable compared with individual maintenance
Consistent in data change
Several fields for the particular business data can be changed at a time
Possible to change or add data to the existing records
Possible to automate the mass change by the way of background job.
Mass maintenance can be carried out almost all of the primary modules master data such as MM, SD, FI & PP. In this document explains about the mass maintenance of data objects related to procurement.
Types of Mass maintenance
Mass maintenance can be termed as per below depends on the business needs,
Mass changes:
In this mass change, the data shall be replaced by another data required for the business. For example, material group change in material master record, terms of payment change in vendor master record and plant change in the purchase order document. Simply, it will replace the data with new one. Technically speaking we need to maintain a variant for the mass data change. Variant maintenance will be dealt in the coming page.
Please note that, we cannot simply change the master data by using this system. Changing data is governed by certain organization setup. For example we can easily change the purchase group or material group in the material master or the purchase order. Since these elements are maintained at client level. If we found it is suitable for our business, obviously we can change it.
But, certain parameters for example purchase organization in the purchase order cannot be changed as like material master or vendor master. We need to consider the organization link also for this case.
However, it is advisable to carry out this mass changes by an experienced user or business person in order to avoid certain mistake.
New data addition:
In this mass addition of new data, a new data shall be added to the existing master data or documents depend on the requirement for the business. Like mass change, here we shall define new field value such as tolerance key value, cash management group, expedite date and other necessary data for the business.
Please note that, changing or adding organizational data should be valid and inter related with each other. (Duly configured) or else system will throw error log once the job executed.
It can be the addition of certain field value in the material master record or the vendor master record.
Please note, no configuration needed for carrying out the mass maintenance in terms of mass change or adding new value to the existing master data.
Only the required variants are to be created for carrying out a smooth and faster maintenance, while maintaining the data.
Mass Maintenance of Procurement Data in SAP
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Approach to Mass maintenance
Mass maintenance can be carried out based on the following mode
Dialog mode
Background mode
Mixed mode
Dialog mode
Dialog mode is meant for changing small volume of data with respect to certain field value. It is common for both mass data change as well as mass data addition. In this dialog mode, we need to enter the data manually and execute the script. In dialog mode there is an option for test execute. We can check the result in the test mode also. Depends on the frequent of change or add data, one can define the variant for the data group.
Background mode
Background mode is meant for handling really mass data with respect to almost most field value. Like dialog mode, it is common for both mass data change as well as mass data addition. In this background mode, we need to set the background process with respect to the object to be changed and the variant related to the object. Here, there is no method of test mode execution. All execution will taking place in the background in order to avoid the system load. Here, we need to define the variant for the data group. Variant can be defined during dialog mode process or separately. Background mode can be defined immediately or during certain time or during certain event.
Mixed mode
It is a mixed of both dialog mode as well as background mode. One needs to start with dialog or manual mode and need to switch over to the background mode for the real changes.
Mass changes in data
The following are the list of master data and documents possible to carry out the mass change.
Mass maintenance of Procurement data:
Material master
Materials (Industry)
Materials (Retail)
Vendor master
Purchasing info record
Purchase requisition
Purchase order
Purchasing scheduling agreement
Purchasing contract
Mass maintenance of Sales data:
Customer master
Sales order
Customer quotation
Customer contract
Mass Maintenance of Procurement Data in SAP
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Mass maintenance of Production planning data:
MRP data
Mass maintenance of Financial and controlling data:
G/L account
Profit center
Apart from that, we can also change Business partner data in a mass way.
In this document explains how the mass data changes are happening in procurement environment.
Transaction codes for Mass change
MASS – Mass maintenance of object data (common for all the business)
MSJ1 – Mass maintenance in the background
MEMASSPO – Mass maintenance of Purchase order
MEMASSRQ – Mass maintenance of Purchase requisition
MEMASSCONTRACT – Mass maintenance of Contract
MEMASSSA – Mass maintenance of scheduling agreement
MEMASSIN – Mass maintenance of Material info record
MM17 – Mass maintenance of material master
XK99 – Mass maintenance of vendor master
There is no need of memorizing all the transaction codes mentioned above. You can find all the T codes in the SAP Easy access menu under respective business area. For example, if you want to maintain data for material master, you can go to the SAP Easy access menu and found the mass maintenance under Material master.
Variant
SAP has given one provision for frequently data change / additions with the help of certain parameter. This is called Variant. We have to club the particular data field as a group and save as a variant. This will save the time.
The following data can be saved as a variant
Fields available for selection
Selection criteria entered in these fields
Fields to be changed
New values for the fields to be changed
Please note, it is not possible to define a variant in background mode
When you save your variant, a dialog box appears asking you to specify a name and description for the variant. This dialog box also offers you the option of excluding information from the variant. You do this by choosing further options and by deselecting or selecting the information accordingly.
Here too, only the criteria are saved according to which the new records are created. If, for example, the reference record is changed, the new record will also differ.
Variant creation is explained detailed in material master mass data maintenance.
Mass Maintenance of Procurement Data in SAP
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Mass Maintenance Process in Procurement
Under this mass maintenance process of procurement data, the following will be covered,
Mass maintenance of Procurement Master data
Mass maintenance of Purchasing documents
Mass maintenance of Procurement Master Data
The following are the master data in procurement point of view,
Material master
Vendor master
Purchasing info record
Material master maintenance
Transaction code: MM17
Menu path:
SAP Easy accessLogisticsMaterials management Material master Mass maintenance
Select it,
Mass Maintenance of Procurement Data in SAP
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Execute it,
Here, the following material, we are changing the data (Material number: MM100 to MM107), the following screenshot showing the field values which are to be changed by another field values. Base unit of measure, material group, division, X-pant material status, purchasing group and valuation class
Please note that, valuation class can be changed only if no stock is existing for the material. Here, we are taking into account of valuation class change only for reference.
Mass Maintenance of Procurement Data in SAP
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By using transaction code MM17 or by using SAP Easy access menu, we can go to the mass change of material master.
Mass Maintenance of Procurement Data in SAP
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Variant creation for Material master object
Please note that, we can change the data with or without the help / using variant. But background mode of mass change variant is mandatory.
Mass Maintenance of Procurement Data in SAP
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Here, it is showing table and field value of all the data related to material master. From all these data we need to create variant for our mass change requirement. Following steps show how to create variant for the following (Base unit of measure, Material group, Division, X-pant material status, purchasing group and valuation class.)
Click any one of the table value and execute it,
Mass Maintenance of Procurement Data in SAP
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Choose the selection field; we will end up with the selection field screen where we can compile for variant creation.
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Here, we need to move the data from the Pool to the selection criteria section.
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Once all the field value moved from the Pool data, it is ready for creating the variant.
Then Goto, Variants and save the variant,
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Give the name for the variant, description and save it.
Thus, the variant for material master object has been created. We need to follow the same method for the creation of variant for other object type also.
Mass Maintenance of Procurement Data in SAP
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Execute it,
Here, you will see three tabs pertaining to difference data level. (like general data, material valuation and plant level data).
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Enter the new value to be changed for all the fields.
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Before actually processing, one need to execute in test mode. The option available in terms of Test changes.
Execute the test changes and will get the following result.
Mass Maintenance of Procurement Data in SAP
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Once the test changes are found o.k. then you can execute in real time mode by applying the changes as per below.
Apply the same for all the three tabs.
Mass Maintenance of Procurement Data in SAP
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Then finally save it. By checking the material master again for the changes happened. The following screenshot showing the changed values for the materials.
Mass Maintenance of Procurement Data in SAP
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Vendor master maintenance:
SAP Easy accessLogisticsMaterials management Purchasing Master data Vendor Mass maintenance
Transaction code: XK99
Mass Maintenance of Procurement Data in SAP
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In this section, we will see another method of maintaining mass data in vendor master. Here, we are not defining any variant and we are changing data without variant. Here you need to go,
Select it,
Mass Maintenance of Procurement Data in SAP
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Enter the vendor number and company code details,
Choose field,
Mass Maintenance of Procurement Data in SAP
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Here, we need to move the data from the Pool to the selection criteria section. Enter the new value in the respective field.
Mass Maintenance of Procurement Data in SAP
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Apply changes,
Execute it,
Mass Maintenance of Procurement Data in SAP
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Then finally save it. By checking the vendor master again for the changes happened. The following screenshot showing the changed values for the vendors.
Mass Maintenance of Procurement Data in SAP
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Info record
Info record maintenance:
SAP Easy accessLogisticsMaterials management Purchasing Master data Info record Mass maintenance
Transaction code: MEMASSIN
Select it,
Mass Maintenance of Procurement Data in SAP
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Select any one of the data and execute it,
Give the info record numbers and execute it,
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Select changed value,
Choose the field value to be changed,
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Then apply changes and save it.
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Mass maintenance of purchasing documents
Under this, the following will be covered,
Purchase order:
SAP Easy accessLogisticsMaterials management Purchasing Purchase order Mass maintenance
Transaction code: MEMASSPO
Mass Maintenance of Procurement Data in SAP
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Select the purchase order item and execute it,
Enter the purchase document number and execute it,
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Choose the fields,
Apply changes and save it.
Mass Maintenance of Procurement Data in SAP
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Mass change contract / Scheduling agreement:
Transaction code: MEMASSCONTRACT / MEMASSSA
Mass Maintenance of Procurement Data in SAP
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SAP Easy accessLogisticsMaterials management Purchasing Outline agreement Contract Mass maintenance
Mass Maintenance of Procurement Data in SAP
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Like purchase order we need to give the contract or scheduling agreement document number and execute the same operation. Here only difference is object type (Purchase contract object type)
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You can change data in a number of different purchase orders quickly and straightforwardly, in a single step. It is possible to change header and item data such as the plant, the terms of payment, or the purchasing group in all the selected POs simultaneously.
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New data addition
Adding mass value:
Transaction code: MASS
SAP Easy accessLogisticsCentral functions Mass maintenance Mass maintenance Dialog processing
Execute it,
Mass Maintenance of Procurement Data in SAP
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Execute it,
Select the Do not change existing data indicator on the tab “Data records to be changed”. Choose the tab page Data records to be created.
Enter the selection criteria for creating the new records & determining the reference record if required.
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Background processing
Transaction code: MSJ1
SAP Easy accessLogisticsCentral functions Mass maintenance Mass maintenance Contract Background processing
Select it,
Enter the object type and variant name and execute it,
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Choose Execute background mode.
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Mass Maintenance of Procurement Data in SAP
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Mass Maintenance of Procurement Data in SAP
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For more information, visit the Enterprise Resource Planning homepage.
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