goods issue process guide in sap mm

IM-08 Reservations Goods Issue Process Materials Management

Project i-SMARTS

Training Guide

Goods Issue Process

Course

Document Control

Release Record

VersionDate Released for QAPages AffectedRemarks

1AllDraft QA

2AllReview of the 1st QA

3AllReview of the 2nd QA

4AllReview of the 3rd QA

5AllReview of the 4th QA

6AllReview of the 5th QA

Preparation

ActionNameDate

Quality Checked Training QA ManagerMasike Malatji

Quality Checked Training ManagerJames Asante

Quality Checked Business Process OwnerSizwe Mayaba

Quality Checked Business Project ManagerRajesh Thampy

Quality Checked MIIB ConsultantPieter Van Der Merwe

Quality Checked MIIB Program ManagerOckert Van Schalkwyk

Sign-off

VersionApproved ByOrganisation & ResponsibilitySignature & DateRemarks / Qualifications

Table of Contents

71.Process Overview

71.2Terms and Concepts

82.Goods Issue to a Reservation

82.1Perform a Goods Issue to a Reservation

172.2Issue to Scrap Process

242.3Picking List

292.4Display Material Document

342.5Learner Exercises

342.5.1Perform Goods Issue to a Cost Center.

342.5.2Picking List.

342.5.3Display Material Document.

353Final Course Review

353.1Review of Learning Outcomes

Conventions Used in this Guide

The information in this guide follows certain conventions that help you locate and identify information.

ConventionDescription

Identifies a Note

Identifies Tips and Tricks

Identifies a Learning Aid

Identifies a SAP transaction code and system Menu path to follow

Identifies a Business Rule

Identifies a Learner Exercise to execute

Target Audience

This course has been designed for Employees who will be responsible for Goods Issue on the SAP System.

Pre-requisites

Computer Literacy Course SAP Navigation Basic knowledge of the current processes relevant to the Goods Issue & Materials

Course Duration

The duration of this course is 1 day.Learning Outcomes

Upon completing this course you will be able to:

Execute a Goods Issue for a Reservation on the SAP System Perform Issue to Scrap ProcessOld and New TerminologyPRASA TerminologySAP Terminology

Stock Issue RequestGoods Issue to Reservation

Goods/ ItemsMaterials

RemoveScrap

1.Process Overview

Material have been Reserved for a cost centre with a Reservation. You now want to Issue the Reservation Items and enter this Goods Issue with Reference to the relevant Reservation.

The following section covers terms and concepts relevant to this course.

1.2Terms and Concepts

SAP TermDescription

ReservationA request or instruction to the warehouse or stores to keep material ready for issue at the future date for User Department or Plant. Material can be reserved against a Cost Centre or Order.

MaterialGoods or Products that are the subject of business activity. In PRASA ,this will be Spare Parts etc

Material NumberThis is the SAP term for Product numbers and Spare Parts Numbers. Material can be used together with the Serial Numbers

Material DocumentIn the Inventory Management system, when a goods movement is posted, a material document is generated that serves as proof of the movement. A material document consists of a header and at least one item

Accounting Document

If the movement is relevant for Financial Accounting (that is, if it leads to an update of the G/L accounts), an accounting document is created parallel to the material document

PlantA plant is a physical site where related activities are performed or goods are stored.

Storage LocationA storage location is a place where material or stock is physical kept within a plant

Movement TypeMovement type describes the different posting of material and how the material master is to be updated,

Transfer PostingTransferring or moving goods from one plant to another

2.Goods Issue to a ReservationA Reservation is the requirement of the warehouse to have materials for goods movement ready at a later date and for a particular purpose A Reservation will be created when stock goods are required from the store by the business. The old PRASA terminology is Stock Issue Request.2.1Perform a Goods Issue to a ReservationBusiness Scenario: A goods issue is an issue out of stores for use by the business, which leads to a reduction in stock levels. Goods issues will be processed for valid reservations only.Every morning the goods issuer prints a picking list and collects all materials for reservations due on that day. He/she places all materials on the issuing, arranged by reservation. When the requestor come to collected the materials the goods issues hands over the materials from the issuing bay and then process the goods issue on the system. Both the requestor and the goods issuer sign the good issue slip.

Transaction Code: MIGO

Logistics ( Material Management ( Inventory Management ( Goods Movement ( MIGO_GI - Goods Issue (MIGO)

The SAP Easy Access screen is displayed

Double-click on the MIGO_GI - Goods Issue (MIGO) node.The Goods Issue Reservation Initial screen is displayed

Using the table below, complete the following fields:

Goods Issue Process

Goods Issue Reservation

StepField NameField Description and ActionR/O

1. Document TypeSelect Goods Issue from the drop down list if it is not the default.

This field indicates the type of document being performedR

2. Document ReferenceSelect Reservation Document, on the document to be referenced from the drop down list if it is not the default.

This field indicates the type of document to be referencedR

Goods Issue Process



3. Material Document NumberEnter the Reservation Document number. For this example, enter 100000045 .

The Reservation Data will be copied to the Migo / Goods Issue ScreenThis is a numeric key which uniquely identifies a reservation number to be referenced. This field is dependent on the entry made in the Document Reference field. R

4. Document DateLeave as is.

This is the date on which the original document i.e. vendor delivery note or internal goods receipt slip, was issued. The default is the current system date. R

5. Posting DateLeave as is

This is the date used when entering the accounting document. The default is the current system date. R

6. GI for Cost CenterThis field indicates the movement type being posted. Leave the default of 201 Goods Issues for Cost Center, unchanged.R

7. PrintSelect the print checkbox if a goods receipt/issue slip is to be printed.

Three different versions of a GR/GI slip can be printed:

Individual Slip

Individual slip with inspection text

Collective slip

Note: Even if the print indicator is set, the output will only be generated if it is permitted for the movement type which was entered when the material document was created.R

8. Individual SlipSelect the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item.O

9. Collective SlipSelect the Collective Slip radio button if all the items in a document are to be printed.O


(Note: On above table, in column R/O; R = Required, O = Optional)

The Goods Issue Reservation screen is displayed


Goods Issue Process



1. MaterialClick on the Material tab.

The relevant material fields is displayed

The material number & description is populated from the Material MasterR

2. Qty in Unit of EntryClick on the Quantity tab.

Enter the Quantity to be issued if different from quantity reserved. Or it defaults to the reservation quantity.

R

(Note: In the above table, column R/O; R = Required, O = Optional)

The Goods Issue Reservation screen is displayed


Goods Issue Process



1Qty in SKULeave as is

O

2Click on the Where tab. The relevant location data fields are displayed.R

3Movement TypeEnter Movement Type 201 Goods Issues for Cost Center or its defaulted from the reservation document.

The movement type identifies the type of movement to be performed and defaults from the previous screen. Each goods movement i.e. purchase order to warehouse, is allocated a movement type in SAP. R

Goods Issue Process



4

PlantLeave as is

Defaults from the reservation document.

O

5. Storage LocationEnter Storage Location or defaults from the reservation documentR

6. Goods Recipient Enter the Goods Recipient name

or defaults from the reservation document

R

7. Unloading Point Enter the Unloading Point address.

This is the physical address where the goods are being moved.R

8. TextType in Text or instructions relevant to the material

O

9. Click on the Reservation tab.

10. Reservation Leave as is O

11. Reqmt DateLeave as is O

12. Reqmt QtyLeave as is O

13. Withdrawal QtyLeave as isO

14. Qty.f.avail. chkLeave as isO

15. Final IssueIndicates that a reservation item is completed.

Further goods movements in respect of this reservation item are not anticipated, although they are still possible.

The indicator is set automatically for a goods movement when the total reserved quantity has been withdrawn or delivered. In the case of a partial delivery, you can manually set the indicator if no further goods movements are expected in respect of the relevant reservation item.

Goods Issue Process



16. Click on the Account Assignment tab.

The GO

17. Click on the Item OK checkbox.R

18. Click on the Check button R

19. Click on the Post button.R


A system message: Material Document posted, is displayed

Click on the Exit button to return to the SAP Easy Access screen

The SAP Easy Access is displayed.

2.2Issue to Scrap ProcessThe Scrapping of a material is done when the particular material has been damaged. The material that has been identified as scrap material needs to be removed from stock and the value is reduced.The SAP Easy Access screen is displayed

Click on the MIGO - Goods Movement (MIGO) nodeThe Goods Issue Other screen is displayed


Goods Issue Process

Goods Issue Other Scrap Material


11. Document TypeSelect Goods Issue from the drop down list if it is not the default.

This field indicates the type of document being performedR

12. Document ReferenceSelect Other Document , on the document to be referenced from the drop down list if it is not the default.

This field indicates the type of document to be referencedR

Goods Issue Process



13. Document DateLeave as is.

This is the date on which the original document i.e. vendor delivery note or internal goods receipt slip, was issued. The default is the current system date. R

14. Posting DateLeave as is

This is the date used when entering the accounting document. The default is the current system date. R

15. GI for Cost CenterEnter the movement type. For this example 551 Goods Issues for Scrapping

This field indicates the movement type being posted.

R

16. PrintSelect the print checkbox if a goods receipt/issue slip is to be printed.

Three different versions of a GR/GI slip can be printed:

Individual Slip

Individual slip with inspection text

Collective slip

Note: Even if the print indicator is set, the output will only be generated if it is permitted for the movement type which was entered when the material document was created.R

17. Individual SlipSelect the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item.O



(Note: On above table, in column R/O; R = Required, O = Optional)

The Goods Issue Other screen is displayed


Goods Issue Process



1. MaterialClick on the Material tab.

Enter relevant material number to be scrappedThe material description is populated from the Material MasterR

2. Qty in Unit of EntryClick on the Quantity tab.

Enter the Quantity to be scrapped.R




Goods Issue Process



3. Click on the Where tab. The relevant location data fields are displayed.R

4. Movement TypeEnter movement type. For this example Movement Type 551 GI Scrapping.

R

5. PlantEnter the relevant plant number. For this example 1101 PRASA Head Office

R

6. Storage LocationEnter Storage Location. For this example 1101 PRASA Head Office

R

7. Goods Recipient Enter the Goods Recipient name. For this example Palesa

R

Goods Issue Process



8. Unloading Point Enter the Unloading Point address.

This is the physical address where the goods are being moved.R

9. Reason for MovementEnter the Reason for Movement field. For this example select for spoiled.R

10. TextType in Text or instructions relevant to the material

O




Goods Issue Process



11. Click on the Account Assignment tab.O

12. GL AccountEnter the GL Account. For this example 400000R

13. Cost CenterEnter the Cost Center. For this example 123R

14. Click on the Item OK checkbox.R

15. Click on the Check button R

16. Click on the Post button.R


A system message: Material Document posted, is displayed

Click on the Exit button to return to the SAP Easy Access screen

2.3Picking List

Business Scenario: This transaction is used to determine which reservations have not been issued from stock and then carry out the Goods Issue.

A picking list can be created with reference to a reservation. You can also select all reservations for a material by specifying the material number in the selection criteria, or select all reservations for a Cost Center by specifying the Cost Center number in the selection criteria.Transaction Code: MB26

Logistics ( Material Management ( Inventory Management ( Reservation ( MB26 Picking.

The SAP Easy Access is displayed

Click on the MB26 - Picking node

The Picking List screen is displayed


Goods Issue Process

Picking List


1. Material Document NumberEnter the Reservation Document number. For this example, enter 00000083 .

This is a numeric key which uniquely identifies a reservation number to be referenced. This field is dependent on the entry made in the Document Reference field. R

2. PlantEnter the Plant code - 1101 PRASA Head Office.O

3. Click the Execute buttonR


The Picking List Print screen is displayed


Goods Issue Process

Picking List Print


1. The Material number, material description, quantity, plant & storage location screen is displayedO

2. Click on the ListPrint menu itemR

3. Goods Movement list is displayedPrint the Picking List

O


The Goods Movement list screen is displayed

You have successfully created a picking list for a stock material.

Click on the Exit button to return to the SAP Easy Access screen.


2.4Display Material Document

At the end of this session, you should be able to perform the following in the SAP system.

Display Material Document

Business Scenario: After you have performed Goods Issue, you want to check the status of the Material Movement and display the Accounting Documents.Transaction Code: MB03

Logistics ( Material Management ( Inventory Management ( Material Document ( MB03 - Display


Double-click on the MB03 - Display node.The Display Material Document: Initial Screen is displayed


Goods Issue Process



1. Material Doc. Click in the Material Document field

Enter the relevant material document number or select it from the Possible Entries buttonThe material document number is an alphanumeric key that uniquely identifies the material document.R

2. Mater. Doc. YearEnter the calendar year in which the material document was posted.R

3. Click on the Item Overview button.R


The Display Material Document Overview screen is displayed


Goods Issue Process



1. NameDisplays the user name.O

2. Posting DateDisplays the Posting Date used when capturing the material document in Financial Accounting or Controlling.O

3. ItemDisplays the line item number.O

4. QuantityDisplays the quantity to be returnedO

5. EonDisplays the unit of measure.O

6. MaterialDisplays the material number.O

7. Material DescriptionDisplays a description of the material.O



Goods Issue Process



8. PlantDisplays the Plant code - 1101 Prasa Head Office and O

9. SLocDisplays the Storage - 1101 Prasa Head Office 1101 O

10. MvTDisplays the movement type. Each goods movement, for example, purchase order to warehouse, is allocated a movement type in SAP. Movement Type 201 Goods Issues for Cost CenterO

11. Click on the Accounting Documents button to display the accounting documents, which were created when the material document was posted.O


The List of Documents in Accounting popup window is displayed.


Goods Issue Process



1. To display the relevant accounting document, double click on the document number.O


2.5Learner Exercises

2.5.1Perform Goods Issue to a Cost Center.2.5.2Picking List.2.5.3Display Material Document.3Final Course Review3.1Review of Learning OutcomesHaving completed this course, you should be able to:

Perform Goods Issue to a Cost Center Perform Issue to Scrap Process Display Material Document ListT Code: xxxx

Menu path > Menu path >Menu path

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goods issue process guide in sap mm

Documents

goods movement

process overview material

display material document

relevant reservation

material ready

material numberthis

sap system

alldraft qa