material management - sap - presentation_ase
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SAP MM
Materials Management
Date: 01 September 2011
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Introduction
Role of the MM Module
To provide the right material and quantity at the right time andlocation at the most competitive price
Three important flows in MM PP
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Material flow Information flow Financial flow
Integration with other core modules
PP via MRP, WM, SD, FI, CO
MM
…
SD
WM
CO
FI
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Introduction
Basic structure of the MM Module
Purchasing
Inventory Management
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Logistics Invoice Verification
Physical Inventory
MRP
Service/Material Master
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Organizational Levels in Procurement
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Organizational Levels in Procurement
Organizational Levels
Are structures that represent the legal or organizational views of acompany
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Organizational Levels in Procurement
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 andservices are rovided
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Storage location
An organizational unit allowing the differentiation of materialstocks within a plant
Purchasing organization
An organizational unit subdividing an enterprise according to thepurchasing 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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Organizational Levels in Procurement
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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Organizational Levels in Procurement
The form of procurement is defined by the assignment of purchasing organizations to
company codes and plants.
Forms of purchasing
Corporate-group-wide (cross-company-code)- -
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Plant-specific
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 organizationthat has been assigned to it.
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Organizational Levels in Procurement
Plant-Specific Purchasing Organization
A purchasing organization is assigned to each plant within acompany code
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Organizational Levels in Procurement
Cross-Plant Purchasing Organization
A purchasing organization is assigned to more than one plantwithin a company code
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MM Master Data
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MM Master Data
Master Data
Information that remains unchanged in the system for a longperiod of time
Ex: description of a material, unit of measure, dimensions
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Master Record
A data record containing data that remains unchanged in thesystem for a long period of time
Ex: material master record, vendor master record, user masterrecord
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MM Master Data
• Material Master Data
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Material Master Data
Material Specific Data
Data stored in the materialmaster record is requiredfor many purposes:
Purchasin
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Inventory management
Accounting data
MRP
Sales
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Material Master Data
Data Screens in Material Master Record
Main data
• Screens which are relevant for individual user departments
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Ex: basic data, sales, purchasing, MRP…
Additional data
• Screens which contains additional information
Ex: material short descriptions, alternative units of measureand consumption values…
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Material Master Data
Organizational Levels
General material data valid for whole the enterprise:description, units of measure, material group, ...
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Specific data valid for a plant and whole the storagelocations belonging to it: purchasing data, MRP data...
Specific data valid for one storage location: storagebin, picking area, …
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Material Master Data
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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Material Master Data
Industry sector:
Has control function
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Material Master Data
Creating a material record
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Material Master Data
Transactions:
Create material – MM01
Create material with reference – MM01
–
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Change material – MM02
You can only change data that has already been created
Display material – MM03
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Material Master Data
Entry Aids
Settings Preset the views & Organizational Levels
Reference material
Adopt data from an existing master record
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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 masterrecords data at the same time
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MM Master Data
• Vendor Master Data
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Vendor Master Data
General Data
valid for the whole client
Accounting Data
maintained at company
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code level (reconciliationaccount, paymentmethod for automaticpayments)
Purchasing Data
maintained for eachpurchasing organization(purchase order currency,incoterms, control data)
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Vendor Master Data
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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
Accounting Group
Type of number assignment and the number area from which theaccount number that the system uses to identify the vendor is tobe assigned
Field selection – which fields are ready for user input, which
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,
Which partner schemas are valid
The status – whether the vendor is a one-time vendor
Customizing: Logistics-General -> Business Partner -> Vendor -> Control ->
Define Account Groups and Field Selection (Vendor)
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Vendor Master Data
Blocking Vendors
Vendors can be blocked for all or only selected purchasingorganizations
Block indicator set or not set
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Transaction MK05
Block for quality reasons (QM active)
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Purchasing master data
• Purchasing Info Record
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Purchase Info Record
Procurement Types in Info Records
Standard
Contains information for standard purchase orders
Subcontracting
Ordering information for subcontract orders
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Pipeline
Contains information on a vendor’s commodity that is suppliedthrough a pipeline or pipes(oil or water) or similar means
(electricity through the mains) Consignment
Contains information on a material that vendors keep available attheir own cost on the orderer’s premises
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Purchase Info Record
Levels of maintenance
Client level
General data – vendor data, order unit, info record memo, …
Purchasing organization data
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, , ,statistics(price history, PO statistics), Texts
Purchasing organization / plant data
Delivery time, minimum quantity, prices and conditions, statistics
(price history, PO statistics), Texts
Transaction
ME11
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Purchase Info Record
Maintaining Info Records
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Purchase Info Record
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 - lastdocument number
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Contract – if info record exists:
o No updates
– if no info record
o An info record is created with the conditions from thecontract
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Purchase Info Record
Price determination
The system searches from specific to general
Info record at purchasing organization/plant level
Info record at purchasing organization level
Manuall entr of rice
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Procurement of stock material
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Procurement of stock material
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Procurement of stock material
Determination of requirements
Purchase requisition – ME51N
Are internal documents
Created manually or automatically
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RFQ PO Outline agreement
Document format
Header Item overview Item detail
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Procurement of stock material
Creating RFQ’s
ME41
1. Initial screen
Quotation deadline
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2. Header detail screen
Collective number3. 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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Procurement of stock material
Quotation Processing
ME47
RFQ and Quotation are a single
document (in ECC 6.0 system)
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quotation price comparison list
Quotation data can be saved ininfo records (manually orautomatically – info record
indicator update indicator set) The mean value of the quotation
can be saved as market price(can be used for vendorevaluation)
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Procurement of stock material
Conditions
Stipulation agreed with vendors concerning prices, discounts,surcharges, …
Can be maintained for: quotations, info records, outline agreements
and purchase orders. In purchasing documents:
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Header conditions: apply to all the items in a document
Time dependent conditions: in info records, contracts, extendedconditions and in quotations and scheduling agreements if timedependent 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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Procurement of stock material
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 onl included if the met certain criteria
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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
Access sequence Is a search strategy – defines the structure in which condition
records for a condition type are read
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Procurement of stock material
Purchase Order
Request to a vendor to provide certain goods under the statedconditions
Can be created
Without reference With reference:
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Purchase requisition Request for quotation Another purchase order
Forms
Purchase order sent to a vendor Carry out a stock transport order
to another plant
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Procurement of stock material
Purchase Order Format
Header – contains information valid for all the purchase orderdocument: currency, vendor, terms of payment, etc.
Item – material, delivery date, plant, storage location, etc.
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Procurement of stock material
Purchase order transactions: ME21N, ME22N, ME23N
Enjoy transactions – single-screen transaction divided in fourscreen areas:
Document overview
Personal settings
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Header
Item overview
Item detail
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Procurement of stock material
Purchase order issuing messages
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Procurement of stock material
Goods receipt
A formal acceptance that materials or services were received froma vendor against a purchase order.
You can check whether:
The ri ht material has been
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delivered
The right quantity has beendelivered
Perishable goods are withintheir minimum shelf life.
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Procurement of stock material
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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Procurement of stock material
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
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Consumption – 201
Has control function 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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Procurement of stock material
Goods receipt transaction: MIGO
Enjoy transactions – single-screen transaction divided in fourscreen areas:
Document overview
Goods movement
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Header
Item overview
Item detail
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Procurement of stock material
Goods receipt – Effects
GR forms the basis for updating the AC modules and InventoryManagement, and can trigger WM and QM processes.
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Procurement of stock material
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 lants of the com an code
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Plant level – material can be valuated in different plants at
different prices (SAP recommends valuation at plant level and ismandatory if you use PP or Retail System)
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Procurement of stock material
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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Procurement of stock material
Material Valuation Procedures
Valuation of goods receipts depends on the price control procedures
Standard price – all stock postings are made at the pricedefined in the material master
Movin avera e rice – the s stem valuates the oods
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receipts at with purchase order price and goods issues with thecurrent moving average price
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Procurement of stock material
Valuation of goods receipts
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Procurement of stock material
Transfer posting
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Movement type + Stock type
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Procurement of stock material
Logistics Invoice Verification
Checks incoming invoices for accuracy with regards to content,prices and accounting
Can process also invoices that do not originate in materialsprocurement
Two documents are created
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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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Procurement of stock material
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
ro rams
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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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Procurement of stock material
Posting a vendor invoice – MIRO
Transaction
Header data
Allocation
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Item data
Balance
Vendor data
Layout
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Procurement of stock material
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:
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Fixed amount Quantity dependent amount Percentage of the value of goods
Unplanned delivery costs – entered upon invoice receipt Automatically posted to
Individual items Separate G/L accounts
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Procurement of stock material
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 a ment
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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 Gross posting – is posted at the time of payment (FI) 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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Procurement of stock material
Invoices for Blanket Purchase Orders
Blanket Purchase Order – used for the procurement of consumable materials or services that are required during thecourse of the year. Contains a: Validity period (instead of delivery date) Value limit
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Document type FO and item category B must be selected
It doesn’t contain materials or services–only short text is permitted
You cannot enter goods receipt, services or accept services based onblanked purchase order
Tolerance limits can be set in Customizing for validity period andvalue limit
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Procurement of Consumable Material
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Consumable materials:
Are materials that are procured directly for an account assignmentobject
They are not managed on a value basis in Inventory Management(material accounts are not debited)
Procurement of Consumable Material
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Account assignment object
Specifies the cost unit on whicha goods movement is to be posted
Account assignment category specifies whether the accountassignment object involves acost center, order, asset, project…
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Procurement of Consumable Material
Stock material vs. Consumable material
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Procurement of Consumable Material
Multiple Account Assignments
Distributes the costs for one purchase order item among severalaccount assignment objects (cost centers, etc.)
The value of the item is distributed: On uantit basis
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As a percentage
For items with multiple account assignments, the systemautomatically sets the indicator for “non-valuated goods receipt”
If partial invoice exists, the invoice amount is distributed betweenthe account assignments in order (‘on a progressive fill-up basis’)
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Procurement of Consumable Material
Goods receipt and invoice verification
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Procurement of External Services
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Procurement of External Services
Purchase order for Services
Item category D (service) must be maintained at item level
Account assignment category U is allowed for item category D
Onl the short text must be com leted for the brief descri tion of
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the work
Individual services to be performed are specified in the servicespecifications (SS) – at item detail level
Value limit for unplanned services can be specified
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Procurement of External Services
SS Outline
To structure the services into a hierarchy of outline levels
A maximum of four hierarchy levels is possible
To each outline level ou can assi ned
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unlimited service lines
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Procurement of External Services
Service entry
Two steps must be done:
Service entry sheet – entry of the material actuallyperformed (work actually done) – no accounting document
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Service Acceptance – The service entry must be accepted inorder to make the relevant postings to Financial Accounting Can be entered and accepted in one or two steps
Release procedures can be set up for service entry sheets
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Service entry sheet: ML81N
Header
Procurement of External Services
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Service data
Accept collectively: ML85
Accept from entry sheet:
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Invoice verification for Entry Sheet
Carried out with reference to the purchase order
The prices from the invoice received are compared with the pricesfrom the entry sheets
Procurement of External Services
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If discrepancies are found the system blocks the invoice forpayment
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Goods Receipt without reference
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Initial entry of stock balances
Material stocks that are migrated from a legacy system to the newSAP system as initial stock. Three movement type exists:
561 – Unrestricted-use stock 563 – Stock in ualit ins ection
Goods Receipt without Reference
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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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Goods Receipt without Purchase Order or Production Order
Stock types and movement types for these goods receipt:
Unrestricted-use stock Without Purchase Order – movement type 501
Without Production Order – movement t e 521
Goods Receipt without Reference
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Stock in quality inspection Without Purchase Order – movement type 503 Without Production Order – movement type 523
Blocked stock Without Purchase Order – movement type 505 Without Production Order – movement type 525
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Delivery free of charge
Post free delivery from the vendor as a goods receipt Movement type: 511
Valuation depending on the price control:
Goods Receipt without Reference
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Moving average price: Updated only on a quantity basis not on a value basis Reduction in the moving average price
Standard price Updated on a quantity and value basis Receipt valuated at standard price 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
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Goods receipt into stock in Quality Inspection
Post to inspection stock indicator – material master record(Purchasing or Work Scheduling data) stock type “Qualityinspection” adopted in PO or production order
Select stock type “Stock in Quality Inspection” in purchasing
documents
Goods Receipt to Quality Inspection or Blocked
Stock
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Goods receipt to GR Blocked Stock
Conditional acceptance (ex: certificate is missing) – post to nonvaluated goods receipt blocked stock - movement type 103 Doesn’t 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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Automatic PO generation at goods receipt
Prerequisites:
Automatic PO Generation activated for the movement type Plant must be assigned to a standard purchasing
or anization
GR with Automatic PO Generation
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Default document type for the PO must be specified for thegoods 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
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Return delivery
Return can take place from unrestricted-use stock, quality inspectionstock, blocked stock or non-valuated blocked stock
PO or material documents can be referred
Return Delivery, Returns and Cancellations
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Functions of Shippingcan be used
Reason for movement
can be entered
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Subsequent delivery
When the vendor sends a substitute delivery after the returndelivery
The original reference is copied to the new material document
Return Delivery, Returns and Cancellations
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return delivery
Particularly useful in gr-based invoice verification the new entrywill be a subsequent delivery for gr-based invoice verification
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Returns for Purchase Order
A reference to an existing purchase order or goods receipt it is notcreated
Returns items are created in purchase orders (Returns
Return Delivery, Returns and Cancellations
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Movement type 161
l d ll
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Cancellation
The material document can be cancelled if entry errors have beenmade
It is recommended to cancel material documents with reference to
Return Delivery, Returns and Cancellations
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MBSM – Cancelled Material Documents
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Stock Transfers/Transfer Postings
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Transfer postings
For changes in the stock category of a material or in the stock IDnumber
Stock to Stock Material to Material
Stock Transfers/Transfer Postings
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St k T f /T f P ti
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Stock transfer
A physical movement of goods always exists
Stock transfer Between Storage Locations in a plant
Stock Transfers/Transfer Postings
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One transfer posting Single transaction
Two step procedures
Two transfer postings Once the goods issue is postedthe stock is regarded asin transfer at the receiving point
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Plant to Plant: One step/ Two step procedures
Stock Transfers/Transfer Postings
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St k T f /T f P ti
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Stock transport order Without delivery
Advantages:
Integrated with MRP Receipt can be planned at
Stock Transfers/Transfer Postings
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Delivery costs and carriercan be specified
GR can be posted directly toconsumption
Post material to stock inqual. or blocked stock
Entire process can bemonitored via the PO history
Display stock in transit: MB5T
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Goods Issues
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Planned Goods Issues
For goods issues with reference to a reservation, production order,…
Goods issue with Reference to a Reservation
Goods Issues
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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 quantitiesare reserved automatically
Backflush – with this type of withdrawal, the components arealready located at the place of production their consumptionis not reported until the quantity consumed is known
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MRP – Materials Requirement Planning
Automated Procurement: MRP
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Automated Procurement: MRP
MRP – Material Requirements Planning
Central function: to secure the material availability by generatingprocurement proposals when shortages are determined
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Automated Procurement: Procurement
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Proposals
For in-house production Planned orders
to plan production quantities if planning is complete are converted into production orders
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Planned orders Purchase requisitions Scheduling agreement schedule lines
only if a scheduling agreement exists for the material
Planned orders and purchase requisitions can be changed,rescheduled or deleted.
Scheduling agreement schedule lines are fixed elements.
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Automated Procurement: Overview
MRP area
Organizational unit for which the material requirements planningtakes place independently
Requirements planning takes place at plant level for each MRP area
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Total planning – for all MRP relevant materials for a particularplant and includes BOM explosion for materials with BOMs. Canbe executed online or in background (once or periodically).
Single-item planning – for an individual material and can beexecuted 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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Automated Procurement: Overview
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Executing Material Requirements Planning
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Automated Procurement: Overview
Planning file entry
Contains the materials relevant to the planning run
Specific MRP master data must be maintained for a material inorder to be included in the planning file
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Entries in planning file are automatically included in MRP relevanttransactions
Manually entries in planning file can be performed
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Automated Procurement: Overview
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Automated Procurement: Overview
For planning a material automatically you must determine
MRP procedure
Consumption based – oriented to the past consumption ofthe material
–
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and components. Sales orders, planned independentrequirements, reservations, dependent requirements that arecreated by BOM explosion are relevant.
Lot sizes procedures
Static lot-sizing Periodic lot-sizing Optimum lot-sizing
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Automated Procurement: Overview
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 ofthe reorder point
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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 particularrhythm
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Automated Procurement: Overview
Consumption based planning
Reorder point planning
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Automated Procurement: Overview
Lot-Sizing Procedures
Static lot-sizing procedures
Fixed lot-sizing
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Exact lot size
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Automated Procurement: Overview
Calculation of dates
The system must calculate the date on which the purchasemust be sent and the date on which the vendor is to deliverthe corresponding quantities.
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Automated Procurement: Overview
Time components
Purchasing processing time
Time period necessary for converting the Preq to PO and theissuing it (defined in the plant parameters )
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Planned delivery time
Time period from the issue of purchase order to the receipt of goods from vendor (defined in material master, info-record orcontract)
GR processing time the time required from the time of goods receipt until the
material is available (defined in material master and/orcontract)
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Automated Procurement: Overview
Current stock/Requirements List
Transaction code: MD04
Dynamic list: current availability of the material
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Header – material number, plant, MRP parameters MRP elements – planned orders, POs, reservations Material tree – shows the MRP Controller worklist
MRP list
Static list - shows the result of last planning run
Is created or not after the planning run
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