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Material Master Extension Conversion Guide

June 2010Phase 4 Part A

SCEIS is a project of the SC Budget and Control Board, Division of State Information Technology. © State of South Carolina, All rights reserved.

Material Master Extension Conversion Guide – August 2, 2010 Go-Live

Material Master Extension OverviewEach Agency using Inventory Management will need to “Extend” their materials (the Material Master Records) to their respective Plants and Storage Locations. This must be done before any inventory material transaction can be conducted in SCEIS for the Material Master Record. The attached spreadsheet provides the mechanism for the agency’s team to convert this data directly into SCEIS versus manually keying-in this data. This Material Master Extension Conversion Guide is to be used for both materials and services.The initial data load of Inventory Material Master Extension conversion data is due from your agency on 11 June, 2010. The final data load from agencies is due no later than 30 June, 2010. Agencies will enter a freeze period on 16 July, 2010, until go-live on August 2, 2010. No activity should occur in the agency’s legacy system after the close of business on 16 July , 2010. Ensure your agency implements a plan to capture any inventory transactions during the freeze period, so these transactions can be keyed into SCEIS after the go-live date.

Data CleansingYour Agency Material Master Liaison (AMML) has been working with the Central Material Master Data Team (CMMDT) to cleanse your agency’s descriptions and the Base Units of Measure. A cross-reference of legacy numbers to the new Material Master Record numbers has been provided to the AMML and should be used as an aid in understanding this process.

Legacy Data Extraction and MappingThe field definitions below are to be used in identifying what legacy data corresponds to the SCEIS Material Master Records. This conversion guide will aid in the data conversion process. Each agency should form a team to gather the required data in order to accurately and expeditiously provide the required data to the SCEIS team. This data will come from the following sources:

1) The SCEIS Material Management Team will provide the SCEIS data. Examples:a) Material Master Numberb) Plantc) Storage Locationd) Purchasing Group, etc…

2) Your current legacy system(s). Your legacy system may provide: a) Re-Order Point b) Maximum Stock levelc) Storage Bin Locationd) Material Cost information

3) Your business process and business knowledge. For items and data that do not have an identical match from your legacy system to SCEIS you will have to make a

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decision on what information/data you need to place in the appropriate data column/field. The SCEIS Materials Management Team is here to assist you in understanding the meaning and effect of these data elements.

Columns in the SpreadsheetNot all data columns/data fields require an entry from your agency. Some data elements are defaulted and are just for SCEIS information only. The name of the column in the spreadsheet corresponds to a specific SCEIS View and data field and/or data element. The names and the sequence of the columns in the spreadsheet must not be altered by the agency. If you adjust, replace, modify these columns then your data load will have a negative effect on the Legacy System Migration Workbench (LSMW) tool the SCEIS’s Data Migration Team uses to transfer your data from your legacy systems into SCEIS. Do not hide any columns or rows on the spreadsheet. Use the latest Conversion Guide provided by SCEIS located at the Data Conversion Documents tab. At www.sceis.sc.gov

Understanding the Relationship between the Spreadsheet and the “Views” in SCEISThe Material Master Record consists of Views, which contain the Fields where data is stored. Each View performs a specific function in SCEIS. If you select a View, you must enter in all required Fields for that View. Some of the Views have optional data, which may be entered.The list below includes the attributes of the SCEIS Material Master Fields (length and type) and whether the entry of this data is Required or Optional. Important! Please print out this conversion guide and have it available as you make your decisions to place data in the appropriate columns of the spreadsheet.

The Material Master Extension Conversion Spreadsheet

Special Instructions“N” represents numerical. “X represents alpha-numerical. Place an “X” in columns B thru G if you intend to use these Views for each Material Master Number.Fields that are marked as ‘Required’ must be filled in completely. Questions regarding this Conversion Guide should be directed to the SCEIS Materials Management Team, Fred Pieper, at [email protected], 734-0439.

Description Screen/ Type Length Comments


mailto:[email protected]

http://www.sceis.sc.gov/


Section

Sales ViewUsed to enable sales of materials

X 1Required for Material and Services that are to be sold.

MRPMaterial Requirements Planning

X 1Required for all Inventory Materials, (ZMAT, ZCON, and ZNVL). Not applicable for Services, (ZSRV).

Purchasing Purchasing X 1Required for Materials and Services that are purchased.

Storage Storage X 1Required for Materials that are going to be stored in inventory. Not applicable for Services.

Accounting Accounting X 1Required for Material and Services. Not applicable for non-valuated materials.

Costing Costing X 1 Only applicable for Voc Rehab.

Data Fields and the respective Data ElementsDescription Screen/

SectionType Length Comments

Material Number

Initial Screen N 6 Required. Use the Material Master Number provided by SCEIS. Your agency’s list of Material Master Numbers can be obtained from your AMML.

Plant Organization X 4 Required. Select the Plant(s) number(s) provided by SCEIS.

Storage Location

Organization N 4 Required if Storage View Selected. Select the appropriate Storage Location(s) for your Plant(s). Examples: 0001.

Sales Organization

Organization X 4 Required if Sales View is Selected

ZDOC = SC Dept of Corrections

Not applicable for DHEC and DOT

Distribution Channel

Organization X 2 Required if Sales View is Selected

Always = Z1

Purchasing Group

Purchasing /General Data

N 3 Required. Select a Purchasing Group provided by SCEIS which represents your agency’s Purchasing Group. Coordination with your Director of Procurement is required.



Description Screen/Section

Type Length Comments

Goods Receipt Processing Time

Purchasing /Other data

N 3 Optional. In the number of days, how long does it take your Receiving Section to process a receipt? SCEIS recommends leaving this field blank.

Source List Indicator

Purchasing /Other data

X 1 Optional. Only select if material is restricted to a certain vendor(s).

Auto PO Indicator

Purchasing /General data

X 1 Optional. This indicator will allow “Auto PO” to be created if a valid source of supply exists.

Batch Management Indicator


X 1 Optional. Discuss with SCEIS Inventory personnel before you use this capability. SCEIS recommends leaving this field blank.

Plant Specific Material Status


X 2 Optional. Discuss with SCEIS Inventory personnel before you use this capability.

The two codes are: 01 = Blocked for procurement

02 = Blocked for task list/BOM

MRP Type MRP1/MRP Procedure

X 2 Required if MRP View is Selected. The choices are ZB, PD and ND.

ZB, is defined as Consumption Based Planning. If your Plant will use ZB then you must provide a “Re-Order Point” and a “Maximum Stock Level” below. This data will be used in the MRP calculation.

PD, is defined as “production”. Meaning, no stock is to be maintained. Therefore the Plant will make the material upon initiation of the requirement. Order as required.

ND, is defined as No MRP function to be implemented.

Re Order Point

MRP1/MRP Procedure

N 13 digits, 3 Decimal

Required if MRP Type is ZB

MRP Controller

MRP1/MRP Procedure

X 3 Required if MRP Type is ZB or PD

Unless the Plant has multiple MRP Controllers, use 001.

Lot Size MRP1/Lot Size Data

X 2 Required if MRP Type is ZB or PD

HB = Maximum Stock





EX= Lot for Lot, order as required.

Helpful Tips:

If you chose an MRP Type of PD, then you must select EX.

If you chose an MRP Type of ZB, then you must select HB.

Maximum Stock Level

MRP1/Lot Size Data

N 13 digits,3 Decimal

Required if Lot Size is HB

What is your Maximum Stock Level for the Material Master in question?

Procurement Type MRP2/

Procurement

X 1 Required.

E = In-house production

F = External procurement

X = Both procurement types

Special Procurement Key

MRP2/Procurement

X 2 Optional

If you supply one Plant from another Plants’ inventory automatically via MRP then you will need to inform the system. If you need an entry here please contact SCEIS Sonia Beasley 803-832-8072 or email [email protected]

Agencies will need to coordinate this action with Sonia prior to submitting the extension spreadsheet.

Planned Delivery Time

MRP2 /Scheduling

N 3 Optional

Used in MRP for calculation of lead time for procurement of materials. What is the number of calendar days needed to obtain the material or service if it Is procured externally? SCEIS recommends leaving this field blank.

Safety Stock MRP2/Net Requirements Calculation

N 13 digits, 3 Decimal

Optional

Specifies the quantity whose purpose is to satisfy unexpectedly high demand in the coverage period. The risk of shortfalls is reduced by having a safety stock. SCEIS recommends leaving this field blank.






Availability Check

Sales/General Plant

X 2 Required. Always 01.

01 – Individual Requirements

Storage Bin Plant Data/Stor.1 /General Data

X 10 Optional – Bin Location, this refers to the rack, row, bin location, etc…, the physical location of your inventory as it is stored in your Storage Location. May be obtained from your legacy system.

Note: This field is only 10 characters long.

ALTERNATE Unit of Issue

Plant Data/Stor.1 /General Data

X 3 Optional – If your Plant is using a different UOM other than the Base UOM, you must provide the information and the conversion rate.

Note: If you have an entry here then you need to also provide a conversion rate to SCEIS. Example: 24 Each = 1 BX

122 Each = CV

Agencies will need to coordinate this action with Fred prior to submitting the extension spreadsheet.

Email Fred Pieper [email protected] with the applicable Material Master number and the conversion rate.

Serial Number Profile

Plant Data/Stor.2 /General Data

X 4 Optional

Is this Material Master at your Plant Serialized? If yes, then use, Serialized Material = Z003

Valuation Class

Accounting/Current valuation

X 4 Required (All non Sales agencies = Z002)

Z001 Raw materials

Z002 Operating Supplies (Most Normal Inventory)

Z003 Semi finished Goods

Z004 Finished Goods

Z005 Services (NO MATERIALS – only Services)

Z007 Configurable Products

Price Control Accounting/ X 1 Required for all materials except for non-valuated.






Current valuation

V = Moving Average Price

S= Standard Price

Moving Average Price


N 11 digits, 2 decimal

Required if Price Control = V

What is the Moving Average Price for the material number in question?

SCEIS recommends .01.

Standard Price


N 11 digits, 2 decimal

Required if Price Control = S

What is the Standard Price for the material number in question?

Item Category Group

Sales:sales org.2/Grouping terms

X 4 Required for all materials that are for sale.

Material types:

ZSRV = LEIS,

ZCON = 0002,

ZMAT = NORM,

ZNVL = NORM

Taxes Sales:sales org.1/Tax data

X 1 Required if Sales View Selected

Is the Material taxable?

Taxable = “1”

Non Taxable = “0”

Sales Text Sales Text X Unlimited Optional if Sales View Selected. Email Fred Pieper [email protected] with the applicable Sales Text Data. This data will be available on all Sales Orders for the Material Master number you select. This data is Sales Org level data and must apply to the entire sales org (agency).

Material Statistics Group

Sales org 2/Grouping terms

N 1 Required if Sales View Selected

Always = “1”

With Qty Structure

COSTING DATA

X 1 Only applicable for Voc Rehab.

Material COSTING X 1 Only applicable for Voc Rehab.






Origin DATA

Material Pricing Group

Sales org 2/Grouping terms

N 2 Required if Sales View Selected

Z1 = Service, input Z1 if your Material Master is a Service.

Z2 = Product, input Z2 if your Material Master is a tangible material, product.

Schedule Margin key

MRP2/Schedule

N 3 Required. If you choose an MRP Type of PD-EX then you must use 001.

Formatted Material Master Extension Data Template
