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MM Configuration v.1.1
MM Configuration v.1.1
Management
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Contents
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Founded by five former IBM employees in 1972 and head quartered in Walldorf,
Germany.
Number one vendor of standard business application software, with a worldwide market
share of 31%.
SAP R/3
R/3 APPLICATIONS
Logistics
Financial
Human Resources
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LOGISTICS APPLICATIONS
Logistics is the largest of the three functional areas. It includes the following modules
MM
Materials Management
SD
WM
Warehouse Management
PP
Production Planning
LO
General Logistics
QM
Quality Management
FINANCE APPLICATIONS
FI
Finance
CO
Controlling
IM
investment Management
HUMAN RESOURCE S
PA
Personal Administration
PD
Personal Development
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2. Organizational Structure
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2.1 Company
Client
Configuration:
R
T-code
SPRO
SAP AG
MenuPath
on new entries
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Whenever
you find this icon
while entering the value, you need to select the value from the drop down list. For drop down
click on the displayed icon or press F4.
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Configuration:
T-code
EC01
Menu Path
Creat
e your company codes based on the reference (company code 1000) delivered with the
standard system. SAP recommends using the function "Copy Company Code" to create your
company codes.
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Enter from company code 1000 in ides system and 0001 in real time.
To company code will be company code which youre going to be create.
Click on Yes
Click on Yes
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Continue
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Go to position
Enter
Click on details
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2.3 Plant
Plant
Configuration:
T-code
SAP AG
OX10
Menu Path
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Enter from plant 1000 in IDES system and 0001 in real time.
To plant will be which was created in the earlier step.
Continue
Click on yes
Keep continues
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Click on NO
Storage Location
OX09.
MenuPath
SAP AG IMG Enterprise StructureDefinitionMaterial
managementMaintain Storage Location.
Plant: HIL1
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Press enter
Save.
The above screen shots provides the storage locations maintained for the plant of CLIENT
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Configuration:
T-code
OX08
SAP AG
Menu Path
Go to new entries
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T-code
SPRO
Menu Path
Maintain purchase group code and description. No need to assign to any organizational
objects.
Assignments
2.6 Assign company code to Company
Configuration:
T-code
SPRO
Menu Path
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T-code
OX18.
Menu Path
on new entries
OX01.
Menu Path
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OX17.
Menu Path
to new entries
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Configuration:
T-code
SPRO
Menu Path
to position find out plant then assign one purchase org as a standard purchase org.
3. MASTER DATA
Master datas in material management as below
1. Material Master
2. Vendor Master
3. Purchase info record
4. Source list
5. Quota arrangement
6. Condition records
3.1Material Master
Master data:
The data in consolidation system that remains unchanged over a long period of time called
master data.
The material master contains information on all the materials that a company procures or
produces, stores, and sells.
The data in a material master record can be divided into two categories:
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Since different departments in a company work with the same material, but each department
uses different information on the material, the data in a material master record is subdivided by
user department.
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Configuration:
T-code
OMSL
Menu Path
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If leading zeros is active: if material number ranges are internal, zero will be valid.
Ex : material number length 5 characteristics
Material number range 1 10000
Material number will be 00001
You should enter the material number 00001 every time in the transaction.
If leading zero is not activated, system generates the material number 1.
o
Material number template: as per the desired requirement you can maintain the
material number template for creation of material number. It will be used for only
external number ranges and complete system. It is not possible to restrict with
material type wise.
When you create a material master record, classify the material according to industry
sector and material type.
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Industry sectors have control functions in the R/3 System. It determines the screen
sequence and field selection in a material master record. Once you have assigned an
industry sector to a material, you cannot change the industry sector again afterwards.
Configuration:
T-code
OMS3
Menu Path
Click on copy as
Save.
3.1.3 Material Types
Certain attributes of material called material type or grouping of materials with same basic
attributes or characteristics.
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Quantity and value updation should be activated against the plant wise . if not activated
quantity and value is not updated in the master master. While doing the transactions
system ask for account assignment .
Only Quanity updation check is required for Non valuated materials (UNBW) . Quanitity
and value updation check is not requird for non stock materials (NLAG).
Material number ranges should be assigned for material type . As per the requirement
number ranges will be assigned to group then material type is assigned to group.
Standard SAP Material types : Below materials are important standard material types.
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S.No
1
2
3
4
5
6
7
9
10
11
12
13
14
15
Material Type
DIEN
ERSA
FERT
HALB
HAWA
HERS
HIBE
KMAT
LEIH
NLAG
PIPE
ROH
UNBW
VERP
Description
SERVICES
SPARE PARTS
FINISHED GOODS
SEMI FINISHED GOODS
TRADING GOODS
MANUFACTURER PARTS
OPERATING SUPPLIES
CONFIGURABLE MATERIAL
RETURNABLE PACKAGING
NON-STOCK MATERIAL
PIPELINE MATERIAL
RAW MATERIAL
NON- VALUATED MATERIAL
PACKAGING MATERIAL
Configuration:
T-code
OMS2
Menu Path
It is not recommended to use the standard material types as it is. Create new material types as
per the requirements. As per the standard sap prefix must be Z or Y.
For creation of new movement type
Select required reference material type
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Click on copy as
Rename the code and description of material type then press enter
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Enter
Save.
Then activate qty update and value update as per the requirements.
Similarly create all required material types.
3.1.4 Define Number Range for each Material type
It is possible to define external or internal number ranges for the materials. For internal number
range system will allow for only numeric, for external alphanumeric.
Configuration:
T-code
MMNR
Menu Path
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Continue
Find out group which was created
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save.
3.1.5 Maintain Company Codes for Materials Management
Maintain your company codes. There are two situations in which you do this: When setting up
company codes for materials management. When changing the Allow back posting or Disallow
back posting indicators. By using of this configuration setting it is possible to do the inventory
posting within two months, i.e. current month and previous month.
Configuration:
T-code
OMSY
Menu Path
Find out your company code then enter current year and month
Save.
If ABP is activate, we can post inventory transaction in the previous month.
3.1.6 Maintain Field Selection for Data Screens
To define whether a field is hidden or displayed, or whether an entry is mandatory or optional in
material master maintenance, you must assign the field to a field selection group. Define field
selection group by using of standard field selection available in the material type which is
created. As per SAP standards use prefix as Z or Y for field selection group. Make necessary
change for the fields like required, optional, display, hide as per the requirements. It is always
recommended to assign one field selection group to one material type.
Configuration:
T-code
OMS9
Menu Path
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For creation of new field selection group > go to material type OMS2 transaction > check the
field reference group.
Select the same field reference group
Click on copy as
OMSR
Menu Path
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Select field selection group then remove the field selection number against the field wise.
Ex: my requirement is material group field only.
Save.
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OMSF
Menu Path
Configuration:
T-code
OMT4
Menu Path
Based on the requirement select the message number > maintain the message status
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SPRO.
Menu Path
The issue of reminders and urging letters (expediters) with respect to nearly due and
overdue deliveries
Shipping/packaging instructions
Vendor evaluation
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Purchase value key should be assigned in material master, under the purchasing value, then
only the purchase value key functionality will be work.
Configuration:
T-code
SPRO
Menu Path
Module Responsible
Basic Data 1
Material Management
Basic Data 2
Material Management
Classification
Production Planning
Purchasing
Material Management
Material Management
Material Management
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Sales Text
MRP1
Production Planning
MRP 2
Production Planning
MRP 3
Production Planning
MRP 4
Production Planning
Forecasting
Production Planning
Work Scheduling
Production Planning
Production Resources/Tools
Material Management
Material Management
Warehouse Management 1
Warehouse Management
Warehouse Management 2
Warehouse Management
Quality Management
Quality Management
Accounting 1
Finance
Accounting 2
Finance
Costing 1
Controlling
Costing 2
Controlling
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Note: Material views and responsible module will be change depend on the project or client
requirements.
Basic data 1 , basic data 2 , Purchasing , General Plant Data / Storage 1, General Plant
Data / Storage 2, Accounting 1 and Accounting 2 views are required for practice of MM
transactions .
Once view is extended to the material it is not possible to de activate the material view.
Base unit of measure, Batch Management, valuation class field information it cant be
changed after occurring of transactions. However provision is there for change of above
field information provide clear all transactions which are occurred so for , like purchase
order , stocks, reservations etc.
Price control indicator : Indicates the price control used to valuate the stock of a
material. You have the following options:
Dont changes the price control if stock is available, if price control is changed system
generates an accounting document for price difference account. if required to change
price control follow the appropriate procedure .
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Terms of payment
Since, to the accounts department, vendors are generally creditors (accounts payable), the
vendor master record also contains accounting information, such as the relevant control account
(reconciliation account) in the general ledger.
Therefore, the vendor master record is maintained by both Accounting and Purchasing.
Purchasing
data
1. General data
Accounting data
R
Data that applies equally to each company code within your enterprise (address, telephone
SAP AG
number,
language in which you communicate with your vendor, etc.).
2. Company code data
Data kept at company code level (payment transaction data or number of control account, for
example).
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3. Purchasing data
Data that is of importance with regard to your enterprises purchasing activities and which is
kept at purchasing organization level (such as contact person or terms of delivery).
The type of number assignment and the number range from which the account number
used by the system to identify the vendor is assigned
Configuration:
T-code
OMSG
Menu Path
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Rename the vendor group code and description then press enter
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ZDCP
810000 -810999
ZDOM
Domestic Vendors
811000-811999
ZICP
820000-820999
ZIOM
821000-821999
ZFRE
Freight vendor
830000-830999
ZSER
Service Providers
840000-840999
ZSUB
850000-850999
ZEMP
Internal Employees
860000-869999
ZVEN
870000-870999
Code for vendor account group will be 4 characteristic (numeric or alpha numeric).
One Time Vendor Concept: Vendor master data is not maintained completely,
Ex : Machine is breakdown at night , purchase department is not available at that time .
Maintenance department person go outside and purchase a required material for the machine in
the market .In sap vendor master data is not available hence we are not purchased the material
in open market. This one time vendor purchases. Vendor address and other communication
details will not be maintained in the vendor master, these details will be maintained in purchase
order or invoice verification. like canteen material purchases and refreshment material
purchases.
Only one vendor is created on the name of one time vendor. Standard vendor account group is
0099.
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Here the SAP R/3 System automatically assigns a consecutive number from the number
range defined.
Configuration:
T-code
OMSJ.
Menu Path
Click on intervals
Click on intervals
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Click on
Find out your vendor account group
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You enter this key in the vendor master record in order to specify terms of payment for a
vendor.
Configuration
T-code
OME2
Menu Path
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Configuration:
T-code
SPRO
Menu Path
determine whether a message is issued as a note in the dialog box or in the footer
EX: Flag for deletion vendors should not be used in procurement process.
Configuration:
T-code
SPRO
Menu Path
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Whatever data stored in purchase info record will follow in to the purchase order
document
Purchase info record (PIR) will be created at plant level and purchase org level.
PIR is valid for all the plants covered by the purchase org or for a single plant with one
purchase org. If PIR is created at purchase org level then PIR is valid for all plants which
are assigned to the purchase org.
PIR can be created manually by using of transaction ME11( Create Purchase info
record).
PIR Can be created automatically while creation of purchase order to vendor for the
material under the purchase org and plant. Info update field is checked by default in the
system hence PIR is created automatically while creation of purchase orders. if PIR is
available system update the price difference in the same PIR which is already available.
Data such as prices and conditions that you can store for the relevant purchasing
organization or plant
The planned delivery time (lead time required by the vendor to deliver the material)
An indicator showing whether the vendor counts as the regular vendor for the material
The availability period during which the vendor can supply the material
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The info record contains quotation and ordering data. The data in the info record (prices for
example) is also used as default data for purchase orders.
For instance, you can store the current and future quotation conditions (discounts, fixed costs
etc.) in the info record.
Types Of Purchase Info Record
.
Standard
A standard info record contains information for standard purchase orders. The info
records can be created for materials and services with and without master records.
Subcontracting
A subcontractor info record contains ordering information for subcontract orders. For
example, if you subcontract the assembly of a component, the subcontractor info record
would include the vendor's (subcontractors) price for assembling the component.
Pipeline
A pipeline info record contains information on a vendors commodity that is supplied
through a pipeline or pipes (for example, oil or water) or by similar means (for example,
electricity through the mains). The info record contains the vendors price for the
consumption of such commodities by the buyer ("pipeline withdrawals"). You can store
withdrawal/usage prices for different validity periods.
Consignment
A consignment info record contains information on a material that vendors keep
available at their own cost on the orderers premises. The info record contains the
vendors price for withdrawals by the orderer from consignment stock. As in the case of
the pipeline info record, you can store prices for different validity periods
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OMEO.
Menu Path
If required create a new group and assign number ranges for purchase info record as per the
requirements. Number range assignment part is similar to material master.
Note: it is not possible to purchase info record for material group ( non stock material ( without
material code) in ME11 transaction.
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Control of the input attribute of a field depends on the screen layout in PIR.
Configuration:
T-code
SPRO
Menu Path
So for the material master and vendor master we did field selection based type not t code wise.
In purchase info record we need to do the field selection based on t code wise.
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Select the fields then make it as a required/optional/display/hide. For hide dont select the check
box.
Save.
3.3.3 Define Price History
Specify whether the purchase order price history is to be updated with the net price or the
effective price.
Set the indicator if the order price history is to be updated with the effective price.
Ex :
QTY
TOTAL
10
1000
Tax
10
`40
Net Price
104
10
1040
Freight
10
10
100
Effective Price114 10
1140
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Configuration:
T-code
OMHP
Menu Path
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It is also a master record and gives a list of vendors available for a particular material
and checks the validity.
It specifies the possible source of supply for a material over a given period of time.
In the source list you can block a vendor for a single material or fix the vendor.
Source list can be activated at material level and plant level. Always recommended to
activate at material level only.
For activation of source list at material level go to material master > purchasing view >
check source list. If source list is activated without source list it is not possible to create a
purchase order. It is possible to create a purchase order which are vendors are
maintained in the source list.
It is not possible to maintain the source list for one time vendors.
OME5
Menu Path
If source list is activated at plant, source list must be maintained for all materials in the plant.
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While creation of source list material number and plant are required.
It is possible to activate the source list for material after occurring of transaction, in this
case source will be generated automatically when click on generate icon in the source
list. While generation of source list system consider the all purchase info records.
OMEP
Menu Path
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Purchase orders
Planned orders
Purchase requisitions
In this step, you specify for each material master record which quota arrangement rule is
allowed. You group the usage combinations you have chosen under keys. You then store these
keys at plant level in the material master record.
Configuration:
T-code
SPRO
Menu Path
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Quota arrangement usage indicator should enter in the material master under
purchasing view.
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4. Procurement Cycle
Procurement Environment
Requisition
8
Vendor
invoice
Payment
Requirements determination
Purchase
order
? 10
20
30
Invoice Verification
Procurement
Goods receipt
Source determination
Vendor selection
Purchase
order
10
20
30
10
20
30
Order processing
1. Determination of Requirements
SAP AG
2. Source Determination
This is based on the past orders, existing information, other communication methods
like internet, paper, etc.
3. Vendor Selection
Selection of vendors by comparing the prices, delivery date and credit period of
various quotations.
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Create the purchase order for the selected vendors against the purchase order
requisition or manual purchase order.
Purchase order contains required material qty, delivery date, shipping conditions and
price which agreed in negotiation.
6. Goods Receipts
Compare the goods receipts quantities with the vendor invoice quantities.
7. Invoice Verification
Verifying the quantities against the GR and price against purchase order.
8. Payment Processing
Purchasing Document
A purchasing document is used for purchasing of materials or services structure of the
purchasing documents.
It is common for all purchasing documents. In earlier versions (i.e before 4.6 c) below three
segments are as three screens.
In latest versions all three screen information is in a single screen with tabular this is called as a
enjoy transactions.( The transaction code ends with N).
Header
Item over view
Item details
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1. Header data consist of document type, Document number, document date etc.
2. Item overview consist of material number, qty, delivery date , plant , location,
purchase group, price etc.
3. Item Details consist of material group, unit of measure, vendor material number
and account assignment etc.
4. All documents are subject to the release of documents (approval process).
Types of Purchasing Documents
1. Internal purchasing document : Purchase requisition
2. External purchasing documents are Request for Quotation (RFQ), Purchase order,
contracts and schedule agreements.
3. Contracts and schedule agreements are called as outline agreements.
4.1 Purchase Requisition
A purchase requisition is a request or instruction to Purchasing to procure a certain quantity of a
material or a service so that it is available at a certain point in time.
Purchase requisition (PR) can be created more than one line item or more than one
plant.
Release procedure can be configured for purchase requisitions at header level and item
level. it is possible to configure release procedure for rest of purchasing documents at
header level only.
Table are EBAN Purchase requisition and EBKN for PR with account assignment.
The item category determines the field selection and whether any additional data screens are
shown.
Standard
Subcontracting
Consignment
Stock transfer
External service
An item of a requisition contains the quantity and delivery date of the material to be supplied or
the quantity of the service to be performed.
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For items to be supplied by subcontractors, you can specify the necessary input materials or
components that are to be provided to the subcontractor for assembly or processing in respect
of each delivery date stipulated.
It is an internal document: it is not used outside the enterprise.
Requisition Processing
MRP Run
(MD01/MD02/MD03)
Plant Stock
Check
No Stock
Create Planned
order
In Background
Process Purchase
Requisition
(ME52N)
Stock exists
End
Quotation Processing
OMH7
Menu Path
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Field selections
Purposes for creating new document are above control functions and reporting purpose. It
differentiae the various kinds of purchase requisitions. Number range object should be assigned
in the document type.
Standard Document types are
FO: Service PR
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Configuration:
T-code
SPRO
Menu Path
Example: Below purchase requisition types are used in the real time
Document Type
Description
Number range
RM
0010000000 - 0019999999
CI
0020000000 - 0029999999
NB
0030000000 - 0039999999
AS
0040000000 - 0049999999
FO
0050000000 - 0059999999
SU
0060000000 - 0069999999
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Select the document type then double click on allowed item categories
Kept required allowed item categories then delete rest of the item categories. Item category is
nothing but type of procurement.
Overall release: This is one of the pre requisite for configuration of release for purchase
requisition at header level.
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Select un required item categories then click on delete > Enter > all entries
Select allowed item category then double click on link PR. This configuration will be explained in
the RFQ concept.
4.1.3 Define Process Time
Define the plant-specific purchasing department processing time.The processing time is the
time required by the buyer to convert a requisition into a purchase order. The processing time is
taken into account during the scheduling process for externally procured materials within the
framework of materials planning and control.
Configuration:
T-code
OMEW
Menu Path
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Suppressed
Field selection group should be assigned to PR document type. Always recommended to create
one field selection for one PR document type and assign vice versa.
Configuration:
T-code
SPRO
Menu Path
For the PR document type contains the field selection group is NBB. It recommended to create
a new field selection group for each document type.
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SPRO
Menu Path
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SPRO
Menu Path
While creation of purchase requisition required inputs are document type, material
number, qty, delivery date, plant, storage location, requestor and purchase group.
Item category L (sub contracting) should be entered in for creation of Job work
purchase requisitions for product processing. Components should be entered in
components list which is located in the material tab at purchase order in item level.
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RFQ header
Items
Contain the total quantities and delivery dates for the materials or services specified in the RFQ.
QUOTATION
A quotation is an offer by a vendor to a purchasing organization regarding the supply of
materials or performance of services subject to specified conditions.
A quotation is legally binding on the vendor for a certain period. The quotation is the vendors
response to a request for quotation issued by a purchasing organization.
Release procedure can be configured for RFQ at header level of the document.
Tables for external purchasing documents
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Quotation Processing
Request for
Quotation
(ME41)
Vendor 1
Maintain Vendor 1
Quotation
(ME47)
Request for
Quotation
(ME41)
Vendor 2
Purchase
Requisition
(ME51N)
Maintain Vendor 2
Quotation
(ME47)
Price
Comparision
(ME49)
Approved
Rejected
Request for
Quotation
(ME41)
Vendor 3
Maintain Vendor 3
Quotation
(ME47)
Reject Remaining
Quotations
(ME49 or ME42)
OMH6
Menu Path
IMG Material
ManagementPurchasingRFQ/QuotationDefine Number
ranges.
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Maintain number object and number range. It is recommended to maintain 10 digit number
range for all external purchasing documents.
4.2.2 Define Document types
The SAP System manages RFQ as documents. You can group RFQ into any number of
document types. Control functions in the document are
Field selections
Purposes for creating new document are above control functions and reporting purpose. It
differentiae the various kinds of request for quotations. Number range object should be
assigned in the document type.
Standard Document types are
AB: Request for GP bid
AN: RFQ
Configuration:
T-code
SPRO.
Menu Path
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Maintain purchase requisition with item category > save. Based on this configuration we can
restrict conversion of PR to RFQ.
4.2.3 Define Screen layout at document Level
For all external purchasing documents and purchase requisitions, you can specify the input
attributes of fields by using field selection keys.
A field selection key determines whether a field is:
Suppressed
Field selection group should be assigned to RFQ document type. Always recommended to
create one field selection for one RFQ document type and assign vice versa.
Configuration:
T-code
SPRO
Menu Path
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Standard field selection is ANA, do the configuration and assignment part is similar
to PR.
OMES
Menu Path
If required create new quotation comments > click on new entries > enter code and description.
4.2.5 Texts for RFQs / Quotations
Define the text elements as per the client requirements; text element is nothing but text heading
in the document. Text element is a cross client object
T-code
SPRO
Menu Path
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For definition of new text elements > click on new entries > enter sequence no and text
description name. To avoid confusion and data entry mistake it is recommended to rename the
text elements instead of new creation.
For item text:
T-code
SPRO
Menu Path
For definition of new text elements > click on new entries > enter sequence no and text
description name.
4.2.6 Transaction Data of Request for Quotation
User can generate RFQ with reference to Purchase Requisition, RFQ and any outline
agreement.
RFQ and the Quotation form a single document. Internal number ranges provided by
SAP with 10 digit.
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You specify which vendors are to receive the RFQ. A separate document is then created
for each addressee.
You enter the prices and conditions set out in the quotation submitted by the vendor into
the RFQ document.
You carry out a comparative appraisal of several vendor quotations by means of the
price comparison list.
The individual quotations are compared item by item. The mean value quotation
represents the average value of the individual quotes.
You can save the most favorable quotation in info record and send rejection letters to
unsuccessful bidders. Sending of rejection letters to supplier is a manual process.
You can monitor the status of follow-on activities relating to the RFQ and quotation (e.g.
a contract is set up or a purchase order issued).
ME48:Display Quotation
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Standard
Subcontracting
Consignment
Stock transfer
External service
The total quantity of materials to be delivered or services to be performed that is defined in the
purchase order item can be subdivided in the schedule lines into various partial quantities with
the relevant delivery dates.
For PO items to be supplied by subcontractors, you can specify the necessary input materials or
components that are to be provided to the subcontractor for assembly or processing in respect
of each delivery date stipulated.
An item of the procurement type external service contains a set of service specifications.
Outline levels structure the service specifications and service lines determine the quantity
ordered. Value limits are specified instead of service lines for services or work that initially
cannot be specified precisely.
If services covered by an already existing contract are released (ordered, or called off against
the contract), the PO item can contain a value limit relating to the contract in question.
Conditions : Conditions can apply at various levels:
At item level, to the material to be supplied or to the set of service specifications in the
case of services
Asset
Sales order
Order
Cost center
Network
Project
PO History
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The transactions following on from a purchase order are documented in the PO history
on an item-specific basis.
Plant
In the purchase order, each item is destined for a certain plant. Each plant belongs to a
company code, to which the vendors (creditors) invoice is directed.
Texts
You can enter text in a purchase order directly or change texts that are suggested by
the system. There are two kinds of text:
You define which texts appear in which order on printouts in Customizing for
Purchasing. You can enter several header or item texts, which you can identify by your own
codes.
Purchase
Requisition
(ME51N)
Request for
Quotation
(ME41)
Vendor 2
Maintain Vendor 1
Quotation
(ME47)
Maintain Vendor 2
Quotation
(ME47)
Price
Comparision
(ME49)
Approved
Rejected
Request for
Quotation
(ME41)
Vendor 3
Maintain Vendor 3
Quotation
(ME47)
Reject Remaining
Quotations
(ME49 or ME42)
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OMH6
Menu Path
Internal
External
Purposes for creating new document are above control functions and reporting purpose. It
differentiae the various kinds of purchase orders.
Number range object should be assigned in the document type.
Standard Document types are
NB: Standard Purchase order
FO: Service purchase order
UB: Stock Transport Order
Configuration:
T-code
SPRO
Menu Path
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Description
Number ranges
DP
Domestic Purchases
4500000000-4599999999
DPPO
IM
Import Purchases
4600000000-4699999999
IMPO
FO
Framework Order
4700000000-4799999999
FOPO
SU
Job Work
4800000000-4899999999
SUPO
AS
Asset Purchases
490000000-4999999999
ASPO
RO
5000000000-5099999999
ROPO
Suppressed
Field selection group should be assigned to PO document type. Always recommended to create
one field selection for one PO document type and assign vice versa.
Configuration:
T-code
SPRO
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In the SAP System, the types of variance are represented by the tolerance keys. For each
tolerance key, you can define percentage and value-dependent upper and lower limits per
company code.
Configuration:
T-code
SPRO.
Menu Path
The standard SAP System supplied contains the following tolerance keys:
PE Price variance, Purchasing
o
Tolerance limit for system message no. 207. This message appears if the
specified effective price exceeds the predefined tolerances when compared with
the material price.
Tolerance limit for system message no. 231. This is a warning message, which
appears when the specified cash discount percentage exceeds the predefined
tolerances.
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SPRO
Menu Path
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For definition of new text elements > click on new entries > enter sequence no and text
description name. To avoid confusion and data entry mistake it is recommended to rename the
text elements instead of new creation.
For item text:
T-code
SPRO
Menu Path
For definition of new text elements > click on new entries > enter sequence no and text
description name.
4.3.6 Set up authorization Check for G/L account
As per the business scenario of service PR or shot text PR user has to enter the G/L account in
the purchase requisition. While entering the g/l system checks whether the user has the posting
authorization for the specified account.
T-code
SPRO
Menu Path
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Detailed terms and conditions will be defined in the system so that it will be automatically
printed in the Purchase order.
Restriction of field selection is different for one document type to another, every
document type has unique field selection group. Restriction of fields will decided based
on the document type.
Changes in the purchase order will be updated in version tab in header of the purchase
order, for Updating of changes in Purchase order it requires version management
activation. Version management will be covered in version management topic in
purchasing.
In condition tab all pricing condition will be appeared based on the vendor selected in the
purchase order, user has to enter required input in conditions. All taxes related
information is available in the invoice tab, if user press F4 on the tax code it will appear
all possible tax classification, user has to select appropriate tax code in the purchase
order. For viewing of tax calculations in the purchase order user has to click on display
taxes tab in invoice tab in the purchase order line item.
Octroi is a special tax in the state of Maharashtra, user has to enter the percentage of
Octroi in the purchase order, and this will be loaded to material cost. While entering of
the tax user has to enter the service tax amount which will be collected by Octroi agent
from company.
All planned delivery cost will be loaded to material cost.
Purchase order number and purchase order line item are mandatory fields in the F-48
transaction for Making of advance payments to vendor against the purchase order.
Purchase against F form and C forms are tracked in sap system, for identification of
Purchases against the F form using tax code.
Generally Price variance for purchasing order is maintained 10 % upper to 10 % lower
Limit.
Generally Max. Cash disc. Deduction for Purchase orders is satisfied 10 % Upper to 5 %
Lower Limit.
Info update check box is checked for all the purchase order except return purchase
orders, functionality is system create the purchase info record automatically and update
the price history in the purchase info record.
It is possible to maintain the vendor retentions in the purchase order header level or item
level.
If we want to post the GR with beyond tolerance limits change the purchase order
delivery tolerance limits in the delivery tab. If delivery tolerances are changed in the
purchase order it will effect vendor rating. if changes are not effected to vendor rating
instead of changing delivery tolerances change purchase order quantity .
Goods Receipts indicator should be check in the purchase order > item details >delivery
tab, if this indicator is not your unable to post the GR against the Purchase order.
Transaction codes
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Reports
Create characteristics
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Characteristic value
CT04
Menu Path
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Enter table cekko and field of bsart. Document type is maintained at purchase order at header
level. Purchase order header level data is maintained at ekko table. C for communication
structure.
Enter
Page 95 of 369
Click on restrictions
CL02
Menu Path
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This is possible only at the Header level of the Purchase Order or any External Purchasing
document.
Configuration:
T-code
SPRO
Menu Path
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Whether an RFQ or a PO may be created with Whether the purchasing document is released
reference to the item
for transmission
Release Id will Specifies whether the purchasing document can be processed in or is blocked
for follow-on functions.
Changeability of Purchasing Document During/After Release
Define how the system reacts if an internal or external purchasing document is changed after
the start of the release procedure.
Note that the values 1 to 4 apply to internal purchasing documents (purchase requisitions) and
the values 1 bis6 to external purchasing documents.
1
Cannot be changed
4. Release Strategy
A plan defining the release codes with which a purchase requisition item, a complete purchase
requisition, or a complete external purchasing document must be released (that is, approved)
and the sequence in which release is to be effected using these codes.
You can use maximum 8 release codes in one release strategy.
Create a release strategy for your release group and assign your release codes accordingly.
Release prerequisites
With the release prerequisites, you specify the order in which the individual release points
(individuals or departments) represented by the release codes may release the document.
Example
The following table shows release prerequisites for a strategy with four release codes.
Code/Release prerequisite
01 02 03 04
01 -
[] [] []
02 [x] -
[] []
03 [x] [x] -
[]
04 [x] [x] [x] In this release strategy, the codes 01, 02, 03, and 04 must successively release the purchase
order.
Read the table from left to right. For instance, the third line for release code 03: For code 03,
release via code 01 and code 02 is a prerequisite. That is to say, the PO must be released via
codes 01 and 02 before it can be released via code 03.
Release statuses
Here you specify the status a PO has after certain release points have effected release.
Specify which release indicator/status a PO is to have after having been released via a certain
release code.
Classification
In classification, you maintain the values assigned to the characteristics. Via the characteristics
and their values, you specify the POs to which your release strategy is assigned.
Maintain values (individual values or intervals) for your characteristics.
Example
Two characteristics and their values have been maintained in classification for release strategy
'01':
- Document type - 'NB - standard purchase order'
- Total value - above Rs10,000
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All POs with the document type 'NB' and a total value in excess of Rs10,000 are thus subject to
a release procedure with the release strategy '01'.
Release simulation
The release simulation function enables you to check which status a PO will achieve with your
release strategy if release is effected by a certain release point.
Choose "Simulate release" and release the document with the desired release code by doubleclicking. The system shows you which status the PO now has as a result of this release.
Example:
Release procedure will trigger based on the following details.
PO Document
Type CEKKOBSART
<=5000/-
5001-50000/-
50001 100000 /-
>100000 /-
NB: Standard
Manager
/GM/VP
GM/VP/JMD
GM+VP/JMD
GM/VP+JMD
FO : Frame
work or service
Manager
/GM/VP
GM/VP/JMD
GM+VP/JMD
GM/VP+JMD
Maintain release group and enter sequence number or serial number for release strategy.
Enter release codes as per the strategy.
Click on release prerequisites.
Click on continue
Click on
Check box is active mean concerned person is released. Based on your strategy maintain
release indicator > continue
Click on
Click on
4.5 Contracts
An outline purchase agreement is a longer-term agreement between a purchasing organization
and a vendor regarding the supply of materials or the performance of services within a certain
period according to predefined terms and conditions. (Outside SAP, such agreements may be
referred to by a number of terms, including "blanket", "master", "framework" or "umbrella"
agreements)
In the SAP System, such agreements are subdivided into:
Contracts
o
Distributed contracts
Scheduling agreements
o
Structure
The contract consists of items defining the individual materials, material groups, or services with
prices and in many cases quantities.
An item is assigned to an item category, which defines the type of procurement (e.g. item
category K for consignment, or L for subcontracting).
An item of the procurement type external service contains a set of service specifications. Such
specifications may be hierarchically structured. The summary view of such a hierarchical
structure is termed an outline, and the individual levels of the hierarchy are referred to as
outline levels. Quantities are specified in service lines. Services can be released (ordered, or
called off against the contract) at item level or at the level of the service line.
Costs can be apportioned among various Controlling objects via the account assignment.
Release orders issued against the contract (see below) are logged in the release
documentation.
Contracts can take the following forms:
Quantity contracts
Use this type of contract if the total quantity to be ordered during the validity period of the
contract is known in advance. The contract is regarded as fulfilled when release orders totalling
a given quantity have been issued.
Value contracts
Use this type of contract if the total value of all release orders issued against the contract is not
to exceed a certain predefined value. The contract is regarded as fulfilled when release orders
totaling a given value have been issued
Contract Processing
Request for
Quotation
(ME41)
Vendor 1
Request for
Quotation
(ME41)
Vendor 2
Purchase
Requisition
(ME51N)
Maintain Vendor 1
Quotation
(ME47)
Maintain Vendor 2
Quotation
(ME47)
Price
Comparision
(ME49)
Approved
Create Contract
ME31K
Rejected
Request for
Quotation
(ME41)
Vendor 3
Maintain Vendor 3
Quotation
(ME47)
Reject Remaining
Quotations
(ME49 or ME42)
OMH6
Menu Path
Internal
External
Purposes for creating new document are above control functions and reporting purpose. It
differentiae the various kinds of contracts. Number range object should be assigned in the
document type.
Standard document types
Configuration:
T-code
SPRO.
Menu Path
A display field (field displayed only, input not possible) and Suppressed
Field selection group should be assigned to document type. Always recommended to create
one field selection for one document type and assign vice versa.
Configuration:
T-code
SPRO
Menu Path
Standard
Subcontracting
Consignment
Stock transfer
Delivery of the total quantity of material specified in a scheduling agreement item is spread over
a certain period in a delivery schedule, consisting of lines indicating the individual quantities with
their corresponding planned delivery dates.
For scheduling agreement items involving subcontracting, you can specify the materials or
components to be provided to the subcontractor with respect to each scheduled delivery of the
ordered item.Conditions can apply to the entire scheduling agreement. Conditions at item level
apply specifically to the material to be supplied in each case.
4.6.1 Define Number Ranges
Number ranges should be defined and assigned to the document type. Number range length is
maximum 10 digits.
Configuration:
T-code
OMH6
Menu Path
Internal
External
Purposes for creating new document are above control functions and reporting purpose. It
differentiae the various kinds of scheduling agreements. Number range object should be
assigned in the document type.
Standard document types
LP : Scheduling agreement
Configuration:
T-code
SPRO.
Menu Path
Suppressed
Field selection group should be assigned to document type. Always recommended to create
one field selection for one document type and assign vice versa.
Configuration:
T-code
SPRO
Menu Path
Gross price
Price without taking any possible discounts and surcharges into account.
Net price
Price taking any applicable discounts and surcharges into account.
Effective price
Net price after deduction of cash discount, with allowance for any miscellaneous
provisions, delivery costs, and non-deductible taxes.
You can enter conditions for items in respect of which you do not expect to receive an invoice in
purchase orders and outline agreements. Customer exit LMEXF001 is available for this
purpose.
Time-Dependent and Time-Independent Conditions
A distinction is made between conditions that are valid for a certain period and conditions for
which no special validity period can be specified. In the latter case, the validity period
corresponds to that of the purchasing document. Whether time-dependent or time-independent
conditions are created is determined via the document type
You can also enter document conditions for contracts and info records via the
master data menu.
Time-dependent general conditions are always maintained via the master data
menu.
Condition Technique
The condition technique is used to determine the purchase price by systematic consideration of
all the relevant pricing elements. A feature of the technique is the formulation of rules and
requirements. By applying conditions defined by means of the condition technique, the system
arrives at a suggested price for purchase transactions.
SPRO.
Menu Path
Save.
4.7.2 Define Condition Type
The condition types are used to represent pricing elements such as prices, discounts,
surcharges, taxes, or delivery costs in the SAP System. These are stored in the system in
condition records.
Conditions for subsequent (end-of-period rebate) settlement can also be used.
For condition types for which you wish to maintain conditions with their own validity period, you
must specify an access sequence. In this way, you stipulate the fields the SAP System is to
check in its search for a valid condition record.
The condition types are used to represent pricing elements such as prices, discounts,
surcharges, taxes, or delivery costs in the SAP System.
Configuration:
T-code
SPRO.
Menu Path
Create condition types if required prefix should be J or Z, all condition types are available in
SAP.
Accruals: accruals will be activated for delivery type condition types. Based on the accrual
active it is possible to condition type value in a separate G/L account.
RM0000
RMIMP0
Import Processing
RM2000
RMMP00
Market Price
Above pricing procedure will be used in regular business. In calculation schema total line
columns are available.
Configuration:
T-code
SPRO.
Menu Path
Maintain the procedure as per the requirement. Pricing procedure contain 16 columns.
Statics: it will be activated for condition types which are used for calculation purpose. System
will not consider condition type for accounting document.
Subtotal 9 must be maintained for PB00 and PBXX condition types otherwise system will not
allow to create a purchase order.
4.7.4 Define Schema Group
A Schema Group allows you to group together purchasing organizations that use the same
calculation schema ("pricing procedures".)
You can also use them to group together vendors for whom the same calculation schema is
valid.
For example, you can define one schema group that uses a simple calculation schema with just
a price and a discount, and another that works with a more complex schema containing a large
number of conditions.
T-code
SPRO.
Menu Path
Save.
Save.
Double click on
(Depending on the supplying plant, the document type and the schema group of the
purchasing organization.
Configuration:
T-code
SPRO.
Menu Path
Double click on
Enter schema purchase org, schema group vendor and pricing procedure>save.
4.7.6 Define Transaction/Event key
Define transaction/event keys for condition types involving Calculation schema .To enable the
system to find the relevant account for provisions (for accrued delivery costs or miscellaneous
provisions, for example), you must assign a transaction/event (internal processing) key to each
condition type that is relevant to provisions in the step Define Calculation Schema. These
Transactions event key will be appear in OBYC transaction, assign the Relevant G/L. Account
postings will be happened for the same G/L.
Configuration:
T-code
SPRO.
Menu Path
SPRO.
Menu Path
Click on generate
Page 124 of 369
Click yes
Description
Value
Basic price
100.00
Discount -
10.00
Net Price
90.00
P&F- 3%
Assessable Value
extra as applicable
9.27
Cesss 2%
extra as applicable
0.19
HSE 1%
extra as applicable
0.09
Sub Total
Ass.value + Ex.duty+cess+HESE
Vat 12.5% or 5%
extra as applicable
CST 2%
extra as applicable
G Total
Transportation
Octroi - 3%
as applicable
Unloading charges
as applicable
Installation/ Commissioning
2.70
92.70
102.25
12.78
115.03
10.00
4.38
Lumbsum Manual
Configuration:
T-code
SPRO.
Menu Path
Configuration:
T-code
SPRO.
Menu Path
Fields are:
Reason
Short text
Requester
External Number
Posting date
Configuration:
T-code
SPRO.
Menu Path
T-code
SPRO.
Menu Path
Maintain document type, table and field name. Version management for PR will be triggered for
given fields.
4.9 Reporting
In this section you able to understand what is scope list and selection parameters. What are the
control functions in the scope list and selection parameters and how we can make it as default
in the transactions and reports.
OLME
Menu Path
For details
Select the scope list > click on details
OLME
Menu Path
OLME
Menu Path
Configuration:
T-code
OLME
Menu Path
Execute
Enter document type , function : vn- vendor , medium printout ,date/time : 3-Send with
application own transaction
Select the line item click on communication
Save.
For maintain of smart form to output type as per the client requirement
5. Inventory Management
Inventory management and physical inventory deals with
All transactions that bring about a change in stock are entered in real time, as are the
stock updates resulting from these changes. You can obtain an overview of the current
stock situation of any given material at any time. This, for example, applies to stocks
that:
Are located in the warehouse
Have already been ordered, but have not yet been received
Are located in the warehouse, but have already been reserved for production or a
customer.
Are in quality inspection.
If a further subdivision by lots is required for a material, one batch per lot is possible.
These batches are then managed individually in the stock.
Special Stocks
Inventory Management can manage various types of a companys own special stocks
and externally owned special stocks separately from standard stock.
The stocks are managed not only on a quantity basis but also by value. The system
automatically updates the following data each time there is a goods movement:
Quantity and value for Inventory Management.
Account assignment for cost accounting.
G/L accounts for financial accounting via automatic account assignment.
The valuation area is the organizational level at which a materials stock value is
managed. The valuation area can be plant level or company code level.
In Inventory Management, work is basically done at plant and storage location levels.
When you enter a goods movement, you only have to enter the plant and the storage
location of the goods. The system derives the company code from the plant via the
valuation area.
Goods movements include both external movements (goods receipts from external
procurement, goods issues for sales orders) and internal movements (goods receipts
from production, withdrawals of material for internal purposes, stock transfers, and
transfer postings).
For each goods movement a document is created which is used by the system to update
quantities and values and serves as proof of goods movements.
You can print goods receipt/issue slips to facilitate physical movements and monitor the
individual stocks in the warehouse.
Goods Movement
Transaction results in a change in stock.
Types of Goods Movements in Inventory management
Goods receipt
A goods receipt (GR) is a goods movement with which the receipt of goods from a vendor or
from production is posted. A goods receipt leads to an increase in warehouse stock.
Goods issue
A goods issue (GI) is a goods movement with which a material withdrawal or material issue,
a material consumption, or a shipment of goods to a customer is posted. A goods issue
leads to a reduction in warehouse stock.
Stock transfer
A stock transfer is the removal of material from one storage location and its transfer to
another storage location. Stock transfers can occur either within the same plant or between
two plants.
Transfer posting
A transfer posting is a general term for stock transfers and changes in stock type or stock
category of a material. It is irrelevant whether the posting occurs in conjunction with a
physical movement or not. Examples of transfer postings are:
When posting a goods movement in the SAP System, the following documents are
created:
Receipts
Material
document
Material document
Issues
Accounting
document
When you enter a goods movement in the system, you must enter a movement type
to differentiate between the various goods movements. A movement type is a threedigit identification key for a goods movement. Movement types consist of 3 digits.
When you enter a goods movement, you start the following chain of events in the
system:
A material document is generated, which is used as proof of the movement and as a
source of information for any other applications involved.
If the movement is relevant for Financial Accounting, one or more accounting documents
are generated.
The stock quantities of the material are updated.
The stock values in the material master record are updated, as are the stock and
consumption accounts.
Depending on the movement type, additional updates are carried out in participating
applications.
All updates are based on the information contained in the material document and the
financial accounting document. For example, in the case of a goods issue for a cost
centre, the consumption values of the items are also updated.
Important Movement types are
SPRO
Menu Path
5.2Define Number Range assignment for material & Physical inventory documents
The number assignment for material documents and physical inventory documents depends on
the transaction/event type which is also allocated to each transaction in Inventory Management.
The transaction/event types are divided into groups of number ranges. A number range interval
has to be defined for each group.
Configuration:
T-code
OMBT
Menu Path
Maintain text > number range for the year > click on insert. System is consider only calendar
year.
Select the group > click on object WE> click on select element > click on assign element group
> save.
OMC2
Menu Path
Click on intervals
Configuration:
T-code
OMJX
Menu Path
As per the requirements select the required fields and do the field selection. This field selection
will be effect only for MIGO.
5.5Field Selection for Movement type
Define the field selection for fields which are not available in the configuration of field selection
for MIGO. Maintain the field selection against movement type wise.
Configuration:
T-code
OLMB
Menu Path
If required go to new entries > enter movement type, field name > select the required or
optional.
5.6Settings for Transactions and Reference Documents
You can limit the number of selectable transactions (goods receipt, goods issue, and so on) and
reference documents (material document, delivery note), and you can specify the movement
type that the system is to propose for every reference document.
This configuration helps in control prospective and to avoid the mistakes from user side. It is
possible to put the default movement type for each transaction event.
Configuration:
T-code
SPRO
Menu Path
Activate or deactivate reference documents against the transaction event wise. It is possible to
maintain default movement type for reference document wise. This default movement types will
be appeared in the MIGO transaction.
5.7. Movement Types
A classification key indicating the type of material movement (for example, goods receipt,
goods issue, physical stock transfer).The movement type enables the system to find predefined
posting rules determining how the accounts of the financial accounting system (stock and
consumption accounts) are to be posted and how the stock fields in the material master record
are to be updated.
101
102
GR for PO reversal
122
123
131
161
162
201
202
241
242
261
262
301
302
309
310
311
312
321
322
343
344
349
350
501
502
541
542
543
551
GI scrapping
552
RE scrapping
553
GI scrapping QI
554
RE scrapping QI
555
GI scrapping blocked
556
RE scrapping blocked
601
602
651
GD ret.del. Returns
652
701
GR physical inventory
702
GI physical inventory
When you enter a goods movement, you must always enter the movement type. The movement
type has important control functions in Inventory Management. It is essential for
Allowed transactions: it is possible to execute the transaction for the movement type
which is specified in the allowed transaction.
Account Groupings
Configuration:
T-code
OMJJ
Menu Path
Continue
Select the movement type > copy > rename the movement type>save.
Reasons for creation of new movement are: 1. One movement type is used for multiple purpose
2. As per the business requirement it is required to change the controls in the movement type.
5.9. Record Reason for Movement Type
You can carry out the following for each movement type:
Store a key that gives a reason for the movement (for example, reason for return
delivery) and a corresponding text.
When you enter a goods movement, you can only enter reasons which have been defined for
the movement type here.
Configuration:
T-code
OMBS
Menu Path
If the purchase order or order has not been assigned to an account, a stock type
(unrestricted-use stock, stock in quality inspection, blocked stock) can be entered during
goods receipt.
If the purchase order or order has been assigned to an account, the goods receipt is not
posted to the warehouse, but to consumption.
In the case of non-valuated materials, the goods receipt is posted to the warehouse,
although the purchase order has not been assigned to an account.
One Inspection lot is created for one line item in the Goods receipts.
The quantity of a material delivered by a vendor that has been received subject to
conditional acceptance but has not yet been placed in final storage. Goods receipt (GR)
blocked stock is not yet regarded as part of the receiving company's stock, but is tracked
in the purchase order history.
You cannot receive goods into goods receipts blocked stock for stock transport orders.
System is not generates an accounting document, i.e. stock is not valuated at plant
level.
One Inspection lot is created for one line item in the Goods receipts.
Goods receiving can check whether the delivery actually corresponds to the order.
The system can propose data from the purchase order during entry of the goods
receipt (for example, the material ordered, its quantity, and so on). This simplifies
both data entry and checking (over deliveries and under deliveries).
The delivery is marked in the purchase order history. This allows the Purchasing
department to monitor the purchase order history and initiate reminder procedures in
the event of a late delivery.
The vendor invoice is checked against the ordered quantity and the delivered
quantity.
The goods receipt is valuated on the basis of the purchase order price or the invoice
price.
Goods receiving can check whether the delivery actually corresponds to what has been
planned.
The system can propose data from the order during entry of the goods receipt (for
example, the material produced, its quantity, and so on). This simplifies both the data entry and
checking (over deliveries and under deliveries).
The quantity delivered and the delivery date is updated in the order.
The order number is usually listed on the slip accompanying the delivered material. If it is not
listed on the slip accompanying the delivered material, you can find the order pertaining to the
delivery via the material number
Other Goods Receipts
Purpose:
In addition to the goods receipts described previously, you can enter goods receipts in the SAP
system without referencing another document. You enter such goods receipts by
selecting Goods movement Goods receipt other.
Scope of Functions
You can enter the following types of goods receipts this way:
Initial Entry of Inventory Data
Using this goods movement, you can transfer book inventory balances from an existing system
to the SAP System when you first implement the Inventory Management component.
External Goods Receipts without a Purchase Order
If you are working without the Purchasing component, you enter external receipts as other
goods receipts. You can plan such a movement with a reservation.
OMC0
Menu Path
OMB3
Menu Path
As per the client requirement, activate create storage location automatic functionality.
6.3. Create Purchase order automatically
Define for movement type whether a purchase order is automatically created when a goods
receipt is posted.
When it is, the user can enter a goods movement without entering the purchase order number,
using the Goods receipt for purchase order function. The system valuates the goods receipt at
the price defined in the purchasing info record. This is new concept of automatic Purchase order
creation.
Configuration:
T-code
OMB3
Menu Path
OMCJ
Menu Path
The item is regarded as closed, even if the total quantity was not delivered.
In the next goods receipt, the item appears on the selection list but has no selection
indicator.
The item can be reorganized even if the total quantity has not been delivered
Configuration:
T-code
OMCD
Menu Path
OMBZ
Menu Path
If invoice verification was posted for the document, system will not allow for reversals of material
document, you must cancel the invoice before you enter the reversal of the goods receipt or the
return delivery. Allowed movement types are 102 ,122 and 162.
6.7. Set Expiration Date Check
Set the material shelf life expiration date check for goods receipts for each plant and movement
type wise.
Prerequisites
The shelf life expiration date of a material can only be entered if:
The minimum remaining shelf life is maintained in the material master record
The minimum remaining shelf life is the time the material must still be usable, so that
the goods receipt is accepted by the system.
You can define the time unit the system uses in the storage data of the material
master record in the Period ind. field.
the shelf life expiration date check is active for the movement type
Configuration:
T-code
OMJ5
Menu Path
OMJ5
Menu Path
System checks whether the delivery is the same as the purchase order data, i.e.
whether the goods that we ordered have been delivered.
Based on the configuration for reference documents, it is possible to do the GR , system
picks the data from relevant reference documents . This makes it earlier to enter the
goods receipts and check over deliveries and under deliveries when goods arrive.
Purchase order history is automatically updated as a result of the deliveries.
When you post the Goods receipts, system generates a material document containing
such as the material delivered and the quantity delivered. The system also records the
storage location in which you palace the material into stock in the plant concerned.
Systems generate an accounting document too.
If quality management is activated for the material system generates a quality inspection
lot.
Transaction Codes:
MIGO: Goods Movements
MB31: Goods Receipts against Production Order
MB02: Change Material Document
MB03: Display Material Document
MBSL: Copy Material Document
MBST: Cancel/ Reverse Material Document
MBRL: Return Delivery
MB90: Printout of Material Document
Important Reports
MB51: Material Document List
MBSM: Cancelled Material Documents
MMBE: Stock Overview
MB52: Warehouse Stock
MB5B: Stock as on posting date
MBBS: Valuated Special Stock
MBLB: Stock at subcontractor
7. Goods issues and Transfer Postings
Goods issue
A goods issue (GI) is a goods movement with which a material withdrawal or material issue,
a material consumption, or a shipment of goods to a customer is posted. A goods issue
leads to a reduction in warehouse stock.
Types of Goods issue
Good issues will always happen from unrestricted stock when the goods are issued;
valuation of the material is done from current price of the material master record
Stock transfer
A stock transfer is the removal of material from one storage location and its transfer to another
storage location. Stock transfers can occur either within the same plant or between two plants.
In the transfer postings, no accounting document is created except for material to material
transfer.
Types of stock Transfer:
Stock transfers are three types,
1. Company code to company code transfers
2. Plant to plant with in the same company code
3. Storage location to Storage location
Under the same plant, if transfer done from one storage location to another storage location,
system is not generates an accounting document .as a proof of inventory transaction system
generates a material document.
Transfer from plant to plant and company code to company code system generates an
accounting document as well as material document. System is considering the price from
issuing plant.
1. Material transfer from one plant another in the same company will be done two types.
One step process: movement type 301 will be used in MB1B transaction to transfer the
material from one plant to another plant. System generates an accounting document as well as
material document.
Two step process: movement type 303 will be used in MB1B transaction to transfer the material
from one plant to another plant. System generates an accounting document as well as material
document. Stock is updated in the transfer of stock in the receiving plant. Receiving plant will be
use 305 movement type in MB1B for receiving of the material. System generates a material
document only and stock is updated in the receiving plant.
Note: Reversal of movement types will be +1.
However above process is used very few companies and also this is not advisable process.
This process will be advisable plants are located beside and delivery and taxes are not
applicable.
2. Stock Transfer from storage location to storage location
Transfer posting
A transfer posting is a general term for stock transfers and changes in stock type or stock
category of a material. It is irrelevant whether the posting occurs in conjunction with a
physical movement or not. Examples of transfer postings are:
At goods receipts, it is possible to choose the stock type which you post the goods. it is possible
to withdraw the material for consumption from unrestricted stock type only.
OMB2
Menu Path
Activate create storage location automatically as per the client requirement, above movement
types are required for activation in generally.
7.2. Define Screen Layout
Set the field selection for the movement types including Goods Receipts.When creating goods
Receipts, the field selection determines which fields
OMBW
Menu Path
Negative stocks are always a sign that physical movements must be be entered in the system at
a later stage.
Configuration:
T-code
OMJ1.
Menu Path
Activate negative stock allowed against the Plant > click on storage location
Double click
OMCP
Menu Path
As per standard SAP checking rule 03 will be standard one for inventory management. If
required define new checking rule by click on new entries.
Against the movement type wise maintain the dynamic availability check.
7.5. Transaction Data of Goods issues/Stock Transfer/Transfer
Postings
Here, you can only set those movements which cannot be entered manually in Inventory
Management.
Caution
Please note that the automatic movements are not divided into goods receipts and goods
issues/transfer postings. This means that not all valid settings are suitable for all movement
types.
7.6. Create Storage Location Automatically
Specify whether the automatic creation of storage location data is allowed for goods receipts in
the plant or not. If yes then specify the movement types which are used for Goods receipts.
This is advisable if you want to post a goods receipt without having to maintain the storage
location view of the material master record in advance. The storage location data is only created
if the quantity is posted to 'standard' storage location stock
Configuration:
T-code
OMJ8
Menu Path
Activate create storage location automatically functionality for required movement types.
OMJA
Menu Path
the minimum remaining shelf life is maintained in the material master record
The minimum remaining shelf life is the time the material must still be usable, so that
the goods receipt is accepted by the system.
You can define the time unit the system uses in the storage data of the material
master record in the Period ind. field.
the shelf life expiration date check is active for the movement type.
Configuration:
T-code
OMJ5
Menu Path
7.12. Reservation
With this component, you make a request to the warehouse to keep materials ready for
withdrawal at a later date and for a certain purpose. This simplifies and accelerates the goods
receipt process.
A reservation for goods issue can be requested by various departments for various account
assignment objects (such as cost center, order, asset, etc.).
The purpose of a reservation is to ensure that a material will be available when it is needed. It
also serves to simplify and accelerate the goods issue process and prepare the tasks at the
point of goods issue.
It is also important that reservations are taken into account by Material Requirements Planning
(MRP), which means that required materials are procured in time if they are out of stock.
You can handle both planned goods issues and unplanned goods issues.
You can also use reservations to plan goods receipts and stock transfers (see Planning Goods
Receipts and Planning Stock Transfers and Transfer Postings). This section deals only with
reservations for goods issues.
Information in a Reservation
In a reservation, information is stored that is relevant for the goods issue and for materials
planning, for example:
Which?
(Which material?)
How much?
When?
A reservation document consists of a header and at least one item. The header contains
general data about the reservation (creator, movement type, account assignment). The items
describe individual planned movements (material, quantity, requirement date).
Manual and Automatic Reservations
There are manual and automatic reservations. Manual reservations are entered directly by the
user. Automatic reservations are generated automatically by the SAP system. There are two
types of automatic reservations:
Creation of
Reservation
MB21
Change
Reservation
MB22
Display
Reservation
MB23
Reservation List
MB25
delete reservations
You can only post a goods movement with reference to a reservation if the Movement allowed
indicator is set in the reservation item.
Configuration:
T-code
OMBN
Menu Path
Click on plant
Mvt- movement allowed: if movement is activate, so that we can perform inventory transactions
against the reservation.
Days movement allowed: validity of the reservation.
Retention: After deletion of the reservation how many days wants to keep the reservation in the
system.
7.14. Set Dynamic Availability Check
You configure the dynamic availability check.
In Inventory Management, two types of availability check are carried out.
The system checks whether the material to be withdrawn is available and issues a message, if
necessary.
Configuration:
T-code
OMB1
Menu Path
Transactions of Reservation
MB21: Create Reservation
MB22: Change Reservation
MB23: Display Reservation
MB25: List of Reservation
MBBR: Create Sessions
MBVR: Administer
7.16. Define Field Selection for Material Document List
You can configure the selection screen and the number of fields contained in the field catalog
for the report used to display material documents ( RM07DOCS). Without technical help it is
possible to customize the MB51 report as per the requirements.
Configuration:
T-code
OLMB
Menu Path
By using of this configuration we can configure MB51 as per the requirement. It is possible to
add any field in MSEG and MKPF tables. For new addition click on new entries
Press F4
Page 197 of 369
S: selection screen if activate S- this field will be displayed in the selection screen of the MB51
report.
O: output list if activate O- this field will be displayed in the output of the MB51 report.
7.17 Authorization Check for Storage Location
You activate storage location authorization for individual storage locations.
Storage location authorization means that a user has to have authorization for authorization
object M_MSEG_LGO in order to enter a goods movement in the storage location, using a
particular movement type. In the list of material documents, only the document items for which
the user has a display authorization are displayed
Configuration:
T-code
OLMB
Menu Path
As per the requirement activate storage location, based on this configuration we can restrict the
users storage location wise in administration.
OLMB
Menu Path
warning message
error message
no message
Configuration:
T-code
OMCQ
Menu Path
8. Physical Inventory
In the SAP system, a physical inventory can be carried out both for a companys own stock and
for special stocks. Inventory for a companys stock and for special stocks (such as consignment
stock at customer, external consignment stock from vendor, or returnable packaging) must be
taken separately (in different physical inventory documents).
Note that the blocked stock returns and the stock in transfer cannot be inventoried. If these
stocks are still to be counted in a physical inventory, you must transfer post these stocks to
other stocks capable of inclusion in a physical inventory. ABC analysis will be maintained in the
material master.
The stock in a warehouse can be divided into 3 stock types. In the standard system, a physical
inventory can be carried out for the following stock types:
Unrestricted-use stock in the warehouse
Quality inspection stock
Blocked stock
If batch status management is active, the first stock type covers both unrestricted-use stock and
restricted-use stock.
Inventory of all stock types mentioned can be taken in a single transaction. For the materials to
be inventoried, one item is created in the physical inventory document for every stock type.
Physical inventory takes place at storage location level. A separate physical inventory document
is created for every storage location.
If a material does not exist in a storage location, this means that no goods movement has ever
taken place for the material in the storage location. The material, therefore, has never had any
stock in this storage location. The material does not exist at stock management level in the
storage location. It is therefore not possible to carry out a physical inventory for the material in
this storage location.
This is not to be confused with a material for which a goods movement has taken place and for
which the stock balance is currently zero. A physical inventory must be carried out in this case,
since storage location data is not deleted when the stock balance is zero.
Physical Inventory Procedures
The SAP System supports the following physical inventory procedures:
Periodic inventory
Continuous inventory
Cycle counting
Inventory sampling
without reference
IN Physical inventory documents for recounts
IZ Physical inventory documents for count without reference
WV Physical inventory documents for difference postings
Configuration:
T-code
OMBT
Menu Path
The posting period is automatically set during counting. Therefore, the inventory
difference must be posted to the same period or - if postings to the previous period
are allowed - in the following period.
The fiscal year is set by specifying a planned count date when creating a physical
inventory document. All subsequent postings to this document must take place in this
fiscal year and/or in the first period of the following fiscal year, if postings to the
previous period are allowed.
OMJU.
Menu Path
Based on this configuration we can maintain field selection for reason field in MI07 transaction.
8.3. Default Values for Physical Inventory
The Presetting for entering physical inventory documents
the indicator for batch determination (in the foreground or in the background)
These indicators are suggested as default values when you enter a physical inventory
document. But you can also change them there.
Configuration:
T-code
OMBH
Menu Path
document
OLMB
Menu Path
Change document: for activation of change log in the physical inventory document.
Display Serial Number: if material was maintained in serial number while doing the count of
physical inventory in MI04 transaction for the serial number maintained material system propose
the serials numbers.
Print Serial Numbers: For serial number maintained material, empty lines will be printed in the
physical inventory document in MI21.
No Serial No Lines: how many lines should be print in the physical inventory document for serial
number maintained materials.
8.5. Default Values for Batch Input
You define default values for batch input reports used in physical inventory. These reports do
not allow you to transfer data from an external system, but allow bulk processing of data in the
ERP system (for example, creating physical inventory documents for all materials in a storage
location).
Configuration:
T-code
OMCN.
Menu Path
It is possible to maintain the batch input defaults in the transactions as per the user requirement.
OMBP
Menu Path
Configuration:
T-code
OMCO
Menu Path
While creation of physical inventory document posting block and freezing book inventory
should be check.
Posting Block:
Indicates that no goods movements involving the materials listed in the physical inventory
document can be posted for the duration of a physical inventory count.
Freeze Book Inventory
Specifies that the book inventory balances of those items in a physical inventory document that
have not yet been counted are frozen.
This indicator has the effect that the current book inventory balance is recorded in the physical
inventory document. The system compares the counted stock with the frozen book inventory
balance to determine any inventory differences.
Process Flow 1:
1. MI01: Create Physical inventory document
2. MI02: Change Physical inventory document
3. MI03: Display Physical inventory document
4. MI21: Print Physical inventory document
5. MI04: Enter Count for Physical inventory document
6. MI05: Change count of Physical inventory document
7. MI06: Display Count Physical inventory document
8. MI07: Post Physical inventory document.
If difference are accepted in MI07 post for those line item only, for rest of the materials initiate
recount.
9. MI11: Recount of Physical inventory document
10. MI21: Print Physical inventory document
11. MI04: Enter Count for Physical inventory document
While posting of count in MI04 if physical quantity is zero then you need to enter the zero
count indicator then only system consider the stock of the material is Zero. Select the
stock of the material while entering of count.
Reports:
MI20: Difference List
MI22: Physical inventory documents for material
MI23: Physical inventory data for material
MI24: Physical inventory documents list
MI12: Changes to Physical inventory documents
Process Flow 2:
1. MI01: Create Physical inventory document
2. MI02: Change Physical inventory document
3. MI03: Display Physical inventory document
4. MI21: Print Physical inventory document
5. MI08: Enter Count / Difference
Process Flow 3:
1. MI09: Enter without document reference
2. MI20: Difference List
3. MI07: Post Difference
Process Flow 4:
1. MI10: Enter Without document reference
Process Flow 5:
1. MI31: Create Physical Inventory without special stock
2. MI21: Print Physical inventory document
3. MI04: Enter Count for Physical inventory document
4. MI05: Change count of Physical inventory document
5. MI06: Display Count Physical inventory document
6. MI20: Difference List
7. MI07: Post Physical inventory document.
Define common account determination for several valuation areas (company codes or
plants)
The valuation class is a group of materials with the same account determination. If a transaction
is to be posted to different accounts depending on the valuation class, create an account
determination for each valuation class in the step Create automatic postings.
The valuation classes allowed depend on the material type. Several valuation classes are
generally allowed for one material type. A valuation class can also be allowed for several
material types.
The link between the valuation classes and the material types is set up via the account category
reference.
The account category reference is a combination of valuation classes. Precisely one account
category reference is assigned to a material type.
Postings are made to G/L accounts automatically in the case of Invoice Verification and
Inventory Management transactions relevant to Financial and Cost Accounting.
Chart of accounts
List of G/L accounts is called as Chart of accounts. You must define the automatic
account determination individually for each chart of accounts.
Valuation grouping code of the valuation area
If valuation is same for all plants, assign different valuation areas to one valuation
grouping code. If not, assign different valuation areas to different valuation grouping
code. You must define the automatic account determination individually for every
valuation grouping code within a chart of accounts. It applies to all valuation areas which
are assigned to this valuation grouping code.
Transaction/event key (internal processing key)
Posting transactions are predefined for those inventory management and invoice
verification transactions relevant to accounting.
Account grouping (only for offsetting entries, consignment liabilities, and price
differences)
Page 209 of 369
Since the posting transaction "Offsetting entry for inventory posting" is used for different
transactions (for example, goods issue, and scrapping, physical inventory), which are
assigned to different accounts (for example, consumption account, scrapping, and
expense/income from inventory differences), it is necessary to divide the posting
transaction according to a further key: account grouping code.
An account grouping is assigned to each movement type in inventory management
which uses the posting transaction "Offsetting entry for inventory posting".
Under the posting transaction "Offsetting entry for inventory posting", you must assign
G/L accounts for every account grouping, that is, assign G/L accounts.
If you wish to post price differences to different price difference accounts in the case of
goods receipts for purchase orders, goods receipts for orders, or other movements, you
can define different account grouping codes for the transaction key.
Using the account grouping, you can also have different accounts for consignment
liabilities and pipeline liabilities.
Valuation class of material or (in case of split valuation) the valuation type
The valuation class allows you to define automatic account determination that is
dependent on the material. for example: you post a goods receipt of a raw material to a
different stock account than if the goods receipt were for trading goods, even though the
user enters the same transaction for both materials.
You can achieve this by assigning different valuation classes to the materials and by
assigning different G/L accounts to the posting transaction for every valuation class.
Material Type
Valuation Area
(Plant )
Valuation Class
Valuation
Grouping Code
Account Category
Reference
Company Code
Movement Type
Chart of Accounts
Valuation String
Account Modifiers
G/L Account
Transaction event
Keys
If the account assigned here is defined as a cost element, you must specify a preliminary
account assignment for the account in the table of automatic account assignment
specification (Customizing for Controlling) in order to be able to post goods receipts
against subcontract orders. In the standard system, cost center SC-1 is defined for this
purpose.
In inventory management in the case of goods receipts to own stock and goods
issues from own stock
A stock account is not used for any transaction other than BSX
The account is not changed in the productive system before all stock has been
booked out of it
Freight clearing (FR1), provision for freight charges (FR2), customs duty clearing (FR3),
provision for customs duty (FR4)
These transactions are used to post delivery costs (incidental procurement costs) in the
case of goods receipts against purchase orders and incoming invoices. Which
transaction is used for which delivery costs depends on the condition types defined in
the purchase order.
You can also enter your own transactions for delivery costs in condition types.
VBR: for internal goods issues (for example, for cost center)
VKP: for project account assignment (for example, for individual PO)
ZOB: for goods receipts without purchase orders (mvt type 501)
OMWM.
Menu Path
Configuration:
T-code
OMWD
Menu Path
Against your plant, company code, chart of accounts maintain the valuation grouping code.
There is no validation for valuation grouping code.
Ex: you have 3 plants, If want to capture the raw material consumption value in single G/ L use
same valuation grouping code for all 3 plants. If you required assign different G/L then maintain
different valuation grouping code.
9. 1.3 Define Valuation Classes
In this step, which valuation classes are allowed for material types are defined. If a user creates
a material, he must enter the material's valuation class in the accounting data. The ERP system
proposes these allowed Values while Creating a Material with a Configured Material Type.
The valuation class is a group of materials with the same account determination. If a transaction
is to be posted to different accounts depending on the valuation class, create an account
determination for each valuation class in the step Create automatic postings.
The valuation classes allowed depend on the material type. Several valuation classes are
generally allowed for one material type. A valuation class can also be allowed for several
material types.
The link between the valuation classes and the material types is set up via the account category
reference.
The account category reference is a combination of valuation classes. Precisely one account
category reference is assigned to a material type.
Configuration:
T-code
OMSK.
Menu Path
Account category reference used to set the link between valuation class and material
type.
Enter valuation class, description and assign to ACR>save. it is not possible to assign
multiple ACR to one valuation class.
Assign ACR to required material type, it is not possible to assign multiple ACR to one
material type.
Valuation class has the following functions:
Allows the stock values of materials of the same material type to be posted to
different G/L accounts.
Allows the stock values of materials of different material types to be posted to the
same G/L account.
Determines together with other factors the G/L accounts updated for a valuation-relevant
transaction (such as a goods movement.
OMWN
Menu Path
It is possible to change the account modifiers for the GBB,KON and PRD transaction event keys
for required movement types. However it is not recommendable to change the standard
settings. In this configuration account determination logic is pre defined by SAP based on
movement type wise.
9. 1.5 Configure Automatic Postings
System settings for Inventory Management and Invoice Verification transactions for automatic
postings to G/L accounts are entered. The list of transactions in Materials Management and
their definitions are given here.
Postings are made to G/L accounts automatically in the case of Invoice Verification and
Inventory Management transactions relevant to Financial and Cost Accounting.
Configuration:
T-code
OMWB.
Menu Path
Click on cancel
As per the requirement > select the key BSX > double click
Continue
OLMW
Menu Path
OLMW
Menu Path
Goods receipt
The first document contains the postings to the stock or price difference account and the
purchase offsetting account. The second document contains the postings to the GR/IR
clearing account and the purchase account. For delivery costs, it also contains the
postings to the freight clearing account and freight purchasing account. The second
document contains the postings to the purchase offsetting account and the stock or price
difference account.
Invoice receipt
The first document contains the postings to the vendor account, the GR/IR clearing
account and the purchase account. For delivery costs, it also contains the postings to
the freight clearing and freight purchase account.
Configuration:
T-code
OLMW
Menu Path
Configure the document type: Standard document type WN for Purchase accounts
9. 3 Split Valuation
Split valuation enables you to valuate sub stocks of a material in different ways (for
example, according to external procurement or in-house production) under the menu
option "Split valuation", you can determine whether and how you want to use split
valuation at your company.
It is possible to find out the quantity and value of the material against the valuation type.
You need to extend the material for valuation types. Activate the split valuation type at
the plant level.
OMWO
Menu Path
The valuation category determines how the partial stocks are divided, that is,
according to which criteria.
Valuation Category: Criterion for the separate valuation of different stocks of a material
managed under one material number.
Valuation type: Characteristics
Assignment Process:
1. Determine the valuation categories and valuation types that are allowed for all
valuation areas:
Configuration:
T-code
OMWC
Menu Path
Click on create
Enter valuation type code, attributes like whether this valuation type for external purchase or
internal purchase and maintain ACR>save>create.
Click on create
Enter valuation category , if required maintain default valuation type external and internal
procurement types>save>create.
Functionalities
1.Invoice verification
2.Credit Memo
3.Subsequent debit
4. Subsequent credit
5. Invoice reduction
Above functionalities are supported with Purchase order, delivery note, bill of lading, service
entry sheet.
1. Credit memo: The term credit memo always refers to a credit memo from the vendor.
Therefore, posting a credit memo always leads to a debit posting on the vendor account.
Usage of credit Memo :
As in the case of invoices, credit memos refer to purchase orders or goods receipts. They
are used to correct the purchase order history if the quantity invoiced was too high, for
example, if an invoice was too high or if part of the quantity was returned.
When you post a credit memo, the total quantity in the purchase order history is reduced by
the credit memo quantity.
2. Subsequent debit/credit: it is exists when an additional invoice or credit memo is
received for a transaction that has already been invoiced.
Usage of subsequent debit / credit :
The system records every subsequent debit/credit in the purchase order history.
By posting a subsequent debit/credit, the system updates the ordering transaction on a
value basis but not on a quantity basis. The quantity invoiced therefore does not change, but
the total value invoiced does.
The maximum quantity you can subsequently debit or credit is the quantity that has already
been invoiced. It is not possible to post a subsequent debit before an invoice. The system
does not check the quantity delivered. A subsequent debit/credit cannot be blocked due to
quantity variance.
If you are entering invoices or credit memos containing both standard items and subsequent
debits/credits, you have the following options:
3.Invoice reduction
Raising of debit note to vendor by automatic method , while processing of the invoice ,
system propose the value from purchase order , if you found any difference between
system value and vendor invoice then select the functionality of invoice reduction at line
item level . System compare system value and value enter in vendor account then
system raise the debit note for the balance amount. In this process system post two
accounting documents.
Draw back in the invoice reduction: while generating the debit note in invoice verification
it is not possible to get round off the debit note value i.e., debit note is raised by
automatic process. As of now system is not able to consider inventory excise & CST in
the debit note generation. In this case we will recommend creating manual debit notes.
SAP note 1402928 is delivered for the above error.
4.Block invoices :
When an invoice is blocked, Financial Accounting cannot pay the invoice. Invoices
can be blocked either automatically or manually for automatic block of invoice
prerequisite is configure the tolerance limits of different variances like price variance,
qty variance, quality variance etc .
You can block an invoice manually, You can block an invoice by entering an R in the
field Payment block in the document header data
It is possible to round off the invoice value in invoice verification but user has to enter value
manually , round off amount will be add to round off g/l account .
AS of now customs duties and material qty is not copied from the purchase order in to
invoice verification. while doing the invoice verification user has to select the indicator
goods / services item for all vendor invoice other than freight , for freight select indicator for
planned delivery cost & select the indicator goods / service items + planned delivery cost for
both.
Invoice with Variances
An invoice is said to contain variances if a quantity or value in at least one item is invoiced at
a different value to the value that the system proposes.
There are four different types of variance:
Quantity Variance
The difference between the quantity delivered and the quantity invoiced for goods received for a
purchase order is the quantity still to be invoiced. A quantity variance exists if the quantity you
are entering from the invoice does not match this open quantity.
Ordered:
Delivered:
50 pieces
Invoiced so far:
0 pieces
Invoice:
Price Variance
A price variance occurs if the price per unit of measure differs to that in the purchase order,
based on the quantity and amount invoiced. Price variances occur if: The vendor does not keep
to the price arrangements made with your Purchasing department. Your purchasing department
entered the wrong price in the order item.
Ordered:
Delivered:
100 pieces
Invoiced so far:
0 pieces
Invoice:
Ordered:
Delivered:
60 pieces
Invoiced so far:
0 pieces
Invoice:
Ordered:
Delivered:
Invoiced so far:
0 pieces
Invoice:
The document number ranges for accounting documents are based on the Company
Code and the Fiscal Year.
Configuration:
T-code
OMR4.
Menu Path
RE Invoice - Gross
WN Net Goods Receipt
You must assign a number range to the transactions in Logistics Invoice Verification.
Configuration:
T-code
OMRJ
Menu Path
Click on intervals
Save.
Transaction Assign number range
RD Post invoice
RS Cancel/reverse invoice,
OLMR
Menu Path
If the tax reduction is carried out in the complaint document, the taxes in the original
document correspond to those in the vendor invoice. The tax amount for the invoice
reduction is credited in the complaint document.
If the tax reduction is carried out in the original document, the taxes in the original document are
reduced by the tax amount for the invoice reduction. In this case, the complaint document does
not contain any tax postings. This procedure is particularly recommended if you have the
system calculate the taxes automatically.
10.4 Maintain Default Values for Tax codes
You define for each company code which tax code(s) the SAP System suggests when you enter
incoming invoices.
Domestic invoices
You can define tax codes for invoices that you receive from within your own country.
Input tax code V0 and output tax code A0 is assigned to the company code.
Configuration:
T-code
OLMR
Menu Path
Unplanned delivery costs are distributed among the individual items in proportion to the
item amounts invoiced so far and the item amounts in the current invoice.
o
The amounts determined are posted in a separate line for each item.
Unplanned delivery costs are posted in a separate line. You must enter a specific tax
code for the posting. You can define a default value for this in Maintain Default Values
for Tax Codes.
Configuration:
T-code
OLMR
Menu Path
It is recommended to maintain space against the company code for unplanned delivery cost.
10.6 Activate Direct Postings to G/L Accounts and Materials
You configure whether you can make postings to G/L accounts and material accounts during
invoice entry and document parking. This functionality is required while posting of freight invoice
in import purchases and other special cases.
Configuration:
T-code
OLMR
Menu Path
As per the client requirement, activate G/L tab and material tab in the MIRO. With help of these
two tab it is possible to post the entry directly.
OLMR
Menu Path
OMR9
Menu Path
AP
BD
BR
BW
DQ
DW
KW
PP
Price variance
PS
ST
VP
Configuration:
T-code
OMR6
Menu Path
Maintain above tolerance keys against company code wise as per the requirement. if not
required also maintain all tolerance keys against the company code wise with dont check
activate. Otherwise system is not allowed to post the invoice.
10.10 Activate Stochastic Block
You control in which company codes the stochastic block is active.
Configuration:
T-code
OLMR
Menu Path
60 %
5000
60 %
1500
30 % (= 60 * 1500/3000)
100
2 % (= 60 * 100/3000)
Configuration:
T-code
OLMR
Menu Path
Maintain threshold value and percentage of block against the company code wise. System will
block all invoices which are crossing threshold value against the percentage wise.
10.12 Define Attributes of System Messages
You can define the category of message received by individual users for certain messages in
Invoice Verification. This allows you determine whether a user receives a message as an
indication of:
Configuration:
T-code
OMRM
Menu Path
Invoice verification will be done against the reference document ( purchase order
number , vendor invoice number , service entry sheet ,bill of lading)
While processing of invoice, system gets the data from master data as well as reference
document.
User has to cross verify the details which is mentioned in vendor invoice against system
proposed information.
It is possible to create debit note to vendor automatic or manual. For manual creation of
debit note user has to run the MIRO transaction code.
If automatic creation if user found any difference in invoice line item, go to correction ID
field then user has to select vendor error As soon as select correction ID two fields are
open i.e., vendor invoice qty & vendor invoice amount.
User has to enter the qty and value as per vendor invoice in the above fields; system will
raise the debit for the difference amount .system generates two accounting documents,
one for debit note.
Service number
Service category
Material/service group
Valuation class
If service master is using it is possible to determine the G/L accounts automatically in the
Purchasing documents.
To characterize the service categories in more detail, the latter are assigned an organization
status. The organization status indicates the areas in which service master records are used.
For example, units of your company may use services provided internally by other units of the
company, or procure services externally (from other companies). Your company may also
provide services for others
Define the service category.
The service category is the most important criterion for structuring service master records. It
provides a default value for the valuation classes. Service master records can be assigned to
number ranges on the basis of the service category.
Following critical information shall be maintained in the service master
Record:
Complete service
GRND
Basic services
SERV
Services, Purchasing
Actions
Maintain the service categories.
Be sure to assign number ranges to newly created service categories.
11.1 Define Organizational Status for Service categories
The organization status of service categories has a descriptive function only, not a control
function in the program. You can assign the service master records administered in your
company to different groups, according to their usage. Such a group is described by the service
category.
To characterize the service categories in more detail, the latter are assigned an organization
status. The organization status indicates the areas in which service master records are
used.SAP recommends to use the standards supplied. In this case, you need take no action.
Configuration:
T-code
OMV2.
Menu Path
ALL
SERV
Complete service
Services, Purchasing
For automatic G/L determination of service purchase, assign Account category reference to the
service category.
Configuration:
T-code
OMV1.
Menu Path
Save.
11.3 Define Number Ranges
Maintain the number ranges for the service master record. SAP recommends that you should
work with the standard SAP System supplied. In this case, you need take no action.
Maintain the number ranges for the service master record. Create the individual groups with the
number intervals. Assign the service categories to these groups.
Configuration:
T-code
ACNR.
Menu Path
OMH9.
Menu Path
You must generally maintain all the above settings for the client. In addition, you can make
different settings for each purchasing organization.
Priority of settings: If you have made settings at purchasing organization level, the system
applies these first. If not, it uses the general settings made at client level.
Configuration:
T-code
OLMSRV
Menu Path
T-code
OLMSRV
Menu Path
Service masters shall be maintained for various Services with Description, Category
and Unit of Measure using the Master Data Maintenance.
Number Ranges for service master will be internal as defined by the standard SAP with
8 digits.
Service purchase requisitions will be raised by the user departments with document type
FO, user has to enter the account assignment K (cost center), F (Order) etc and item
category D (services).
Enter service numbers in the service tab which is located in purchase requisition line
item level. Service numbers will be created for each service activity. If service master is
not maintained write the short text in the material description.
Service purchase order will be raised to the approved service vendor against to the
service purchase requisition. User has to select the propionate tax code for service tax.
Post service entry sheet instead of Goods receipt against the service purchase order.
Service entry sheet is nothing but confirmation of service against the service purchase
order. System generates the material document with 101 movement type and
accounting document to.
Invoice verification against the service entry sheet.
Process
Chart:
Flow
Create
Purchase
Requisition
ME51N
Release
Purchase
Requisition
ME54N / ME55
Create
Request for
quotation
ME41
Maintain
Quotation
W.r t RFQ
ME47
Price
Comparison
ME49
Approed
Rejected
Reject Quotations
ME42
Release
Service
Purchase
order
ME29N /
ME28
Activity
Printout of
Service
Purchase
order
ME9F
Service entry
sheet
ML81N
Description /
Comment
Invoice
verification
MIRO
Performed By
SAP
Transaction/Function
Creation of
Purchase
Requisition
manually
ME51N
Change / display
Purchase
requisition
ME52N / ME53N
Create
Service
Purchase
order
ME21N
Release
Purchase
Requisition
Release
purchase Requisitioner
requisition
individual/ collective
ME54N/ ME55
Create RFQ
RFQ created by
Purchase
purchase department
and print output sent
to vendors who are
eligible to supply
indented material
ME41-create RFQ
ME9F-Print RFQ
(Development
SAP smart form)
Change RFQ
Changes in RFQ
Purchase
ME42
Maintain
Quotation
Enter details of
Purchase
ME47
Purchase
ME49 (Overall
Quotations of
Bidders
Compare
Prepare
Prices
Comparative
Prices).
statement
Create PO
Create PO with
respect to requisition
Purchase
Department
ME21N
Release PO
Signing of
Authorized
Person
ME28/ME29N
Printed PO can be
sent via Fax, E-Mail,
Post or delivered
personally
Purchase
Department
ME9F
Service entry
sheet
Concerned
Department
ML81N
Invoice
verification
Logistics invoice
verification
Finance
Department
MIRO
Park invoice
Park invoice
Finance
Department
MIR7
Credit memo
Finance
Department
MIRO
Purchase Order
Print PO
(Development
SAP smart form for print
Layout)
Subsequent debit/
credit
Finance
Department
MIRO
Cancel invoice
Cancel invoice
document
Finance
Department
MR8M
Release invoice
document
Release invoice
document
Finance
Department
MRBR
Change RFQ
Changes in RFQ
Purchase
ME42
Maintain
Quotation
Enter details of
Purchase
ME47
Purchase
ME49 (Overall
Quotations of
Bidders
Compare
Prepare
Prices
Comparative
Prices). / ZME49
statement
Create PO
Create PO with
respect to requisition
Release PO
Signing of
Purchase
Department
ME21N
ME28/ME29N
Purchase Order
Print PO
Printed PO can be
sent via Fax, E-Mail,
Post or delivered
personally
Purchase
Department
Material provide
to vendor
Material provided to
vendor (
components)
Store
MB1B
Creation of Sub
contract challan
Creation of sub
contract challan
against the material
document
Store
J1IF01
Change Sub
contract challan
Change Subcontract
Challan
Store
J1IF11
ME9F
(Development
SAP smart form for print
Layout)
Display Sub
contract challan
Display Subcontract
Challan
Store
J1IF12
Create Goods
Receipt
Goods receipt is
prepared at STORE
on the basis of
suppliers
Challan/Invoice and
our Purchase order
after quantity count
Store
MIGO/MB01
Print out of
Material
document
store
MB90
Inspection of
received Material
Quality check is
carried out for
sample quantity and
usage decision will
be taken
Quality
department
QA32
Transfer accepted
goods
Quality
department
QA32
Reconcile
Quantity
Material
reconciliation against
the material
document
Store
J1IFQ
Complete /
Reverse
Complete / reverse
sub contracting
challan
Store
J1IF13
Store
MIGO
Print out of
material
document
store
MB90
Cancel Material
document
Cancel material
document
store
MBST/MIGO
Invoice
Logistics invoice
Finance
MIRO
verification
verification
Department
Park invoice
Park invoice
Finance
Department
MIR7
Credit memo
Finance
Department
MIRO
Subsequent debit/
credit
Finance
Department
MIRO
Cancel invoice
Cancel invoice
document
Finance
Department
MR8M
Release invoice
document
Release invoice
document
Finance
Department
MRBR
Consignment
Subcontracting
Returnable transport packaging
Pipeline handling
Third-party processing
Stock transfer using stock transport order
12.1 Consignment
In consignment processing, the vendor provides materials and stores them on your premises. The
vendor remains the legal owner of the material until you withdraw materials from the consignment
stores. Only then does the vendor require payment. The invoice is due at set periods of time, for
example, monthly. In addition, you can also arrange with the vendor that you take over ownership
of the remaining consignment material after a certain period of time.
Process Steps
1. Create Purchase info record:
Page 264 of 369
Before you can order a material from a vendor or post a goods receipt to consignment stock, you
must maintain the consignment price for the vendor in an info record with consignment info record
type. The price is required for material valuation and accounting purposes.
If you order consignment material from several vendors, the system maintains the consignment
stock separately for each vendor, since the individual quantities of the material can have different
prices with each vendor.
2. Procurement
You can procure consignment material via purchase requisitions, purchase orders and outline
agreements for consignment material.
Creating Purchase Requisitions for Consignment Material
You enter purchase requisitions for consignment materials in exactly the same way as for other
materials. You accept the order category (such as NB) that the system proposes as a default and
enter the item category K (for consignment).
Creating Purchase Orders / Outline Agreements for Consignment Materials
The procedure for creating consignment orders is the same as for standard purchase orders or
outline agreements. However, you must note the following:
Enter the item category K for the consignment item. To ensure that the goods receipt is
posted to the consignment stores and an invoice receipt cannot be generated for the item.
Do not enter a net price.
3. Goods Receipts
Goods receipts to your consignment stores can either:
Unrestricted-use stock
Quality inspection stock
Blocked stock
12.2 Subcontracting
In subcontract order processing, the vendor receives materials (components) with which it
produces the end product. The following are involved:
You order the end product using a subcontract order. The components that the vendor
needs to manufacture the end product are specified in the purchase order.
In Inventory Management, the components are posted to the stock of material provided to
vendor. The components are then supplied to the vendor.
The vendor performs its service and delivers the ordered material (the end product). The
consumption of the components is posted.
If, after the goods receipt has been posted, the vendor informs you that a larger or smaller
quantity of the components was actually consumed than planned in the purchase order,
you must make an adjustment.
The vendor charges for his or her service. The invoice is posted in Invoice Verification.
Stock of Material Provided to Vendor
The quantities of the components to be provided to the vendor are entered into the stock of
material to be provided to vendor. This stock has the following features:
It is managed as part of your total valuated stock, and is available for MRP.
It is only managed at plant level, since it is not stored at your own company but on the
vendor's site.
Two stock types are possible:
unrestricted-use stock
quality inspection stock
Stock can be transferred between the two stock types. Withdrawals can only be posted
from unrestricted stock, however.
You can take a physical inventory of the stock of material to be provided to vendor.
Process Flow
If material is excisable material maintain excise master data in J1ID. For the components in
the subcontracting order , maintain material and chapter id combination , in that check
subcontracting check box as well a maintain excise assessable value for the same material
. Assessable value is required for print out of subcontracting challan.
Maintain excise master data > material and chapter id combination and CENVAT
determination for the incoming material in the subcontracting purchase order.
Create purchase requisition with item category L (L: sub contracting) and maintain the same
component in the subcontracting PR. Purchase requisition can be generated in two ways.
Create
Purchase
Requisition
ME51N
Release
Purchase
Requisition
ME54N / ME55
Create
Request for
quotation
ME41
Maintain
Quotation
W.r t RFQ
ME47
Price
Comparison
ME49
Approed
Create Sub
Contracting
Purchase
order
ME21N
Quality
Inspection
QA32
Rejected
Rejected
Reject Quotations
ME42
Release Sub
Contracting
Purchase
order
ME29N /
ME28
Printout of
Sub
contracting
Purchase
order
ME9F
Goods
Issues to
Vendor
MB1B
Create 57F4
Challan
J1IF01
Goods
Receipts
MIGO
Approed
Work Step
Creation of
Purchase
Requisition
manually
Change / display
Purchase
requisition
Release Purchase
Page 270 of 369
Description
Invoice
verification
MIRO
Performed By
Reconciliation
Quantity
J1IF13
SAP
Transaction/Function
ME51N
ME52N/ ME53N
Release
ME54N / ME55
purchase GM/ VP
Transfer
quality stock
To
Unrestricted
stock
QA32
Transfer
quality stock
Return
delivery
QA32
Requisition
Create RFQ
requisition
RFQ created by
purchase department
and print output sent
to vendors who are
eligible to supply
indented material
Change RFQ
Changes in RFQ
Maintain Quotation Enter details of
Purchase
ME41-create RFQ
ME9F-Print RFQ
(Development
Purchase
Purchase
Purchase
ME49 (Overall
Quotations of
Compare
Bidders
Prepare
Prices
Comparative
Create PO
Release PO
statement
Create PO with
respect to requisition
Signing of
Prices). / ZME49
Purchase
Department
ME21N
ME28/ME29N
Purchase Order
Print PO
Material provide to
vendor
Creation of Sub
contract challan
Printed PO can be
sent via Fax, E-Mail,
Post or delivered
personally
Purchase
Department
Material provided to
Store
vendor ( components)
Creation of sub
Store
contract challan
against the material
ME9F
(Development
SAP smart form for print
Layout)
MB1B
J1IF01
Change Sub
contract challan
document
Change Subcontract
Challan
Display Sub
contract challan
Display Subcontract
Challan
Create Goods
Receipt
Goods receipt is
prepared at STORE
on the basis of
suppliers
Challan/Invoice and
our Purchase order
after quantity count
Print out of
Print out of material
Material document document
Inspection of
Quality check is
received Material carried out for sample
quantity and usage
decision will be taken
Transfer accepted If the goods are
goods
accepted transfer the
stock from quality to
unrestricted use
Reconcile Quantity Material reconciliation
against the material
document
Complete /
Complete / reverse
Reverse
sub contracting
challan
Post sub sequent Post sub sequent
adjustments
adjustment while
receiving the material
Print out of
Print out of return
Store
J1IF11
Store
J1IF12
Store
MIGO/MB01
store
MB90
Quality
department
QA32
Quality
department
QA32
Store
J1IFQ
Store
J1IF13
Store
MIGO
store
MB90
material document
Cancel Material
document
Invoice verification
Park invoice
Credit memo
Subsequent debit/
credit
Cancel invoice
Release invoice
document
delivery document
Cancel material
document
Logistics invoice
verification
Park invoice
Credit for return
quantity
Sub sequent debit/
credit for invoice
documents
Cancel invoice
document
Release invoice
document
store
MBST/MIGO
Finance
Department
Finance
Department
Finance
Department
Finance
Department
MIRO
Finance
Department
Finance
Department
MR8M
MIR7
MIRO
MIRO
MRBR
materials are updated. This goods movement results in an increase in the unrestricted-use
RTP stock from the vendor. The total valuated stock remains unchanged.
Reports will be used for RTP materials like MB52, MB5B and MB51.
RTP material issues to Vendor, In MIGO transaction use 502 M movement type.
It is possible to transfer the RTP material from one storage location another in MB1B
transaction with movement type 311M. This goods movement results in a decrease in the
unrestricted-use RTP stock from the vendor at the issuing storage location. The
unrestricted-use RTP stock at the receiving storage location increases .
They are neither procured nor planned. They can be withdrawn from the pipeline at
any time and in any quantity.
They are not stored or kept in stock. No physical inventory is taken.
Pipeline movements are mandatory in all valuation areas; i.e. no other goods
movements may be posted.
o
o
Mandatory
Allowed
If pipeline movements are not mandatory but allowed, the material can be kept in stock and
both pipeline and other movements can be posted.
A material of this type can be withdrawn from your companys own stock, from consignment
stock, or from the pipeline
2. Create Purchase info record
You determine the price of a pipeline material from a vendor in a pipeline info record. You can only
post pipeline movements after you have created the pipeline info record. Tax code is required as well
as price should be maintained in the scale process.
Pipeline settlement is not connected to the purchasing information system, because the purchase
order history is not updated during consignment settlements.
Configuration:
T-code
SPRO
Menu Path
In case of service Mater assign account category reference to service category in the service
category configuration.
While creation of service master in AC01 transaction, material group and valuation class should be
entered then only system picks the G/L while doing the service purchasing documents.
SPRO
Menu Path
SPRO
Menu Path
SPRO
Menu Path
SPRO
Menu Path
Delivery
General service/support
These four main criteria serve as a basis for evaluating vendors from whom you procure materials.
External service provision
This main criterion serves as a basis for evaluating those vendors you employ as external service
providers.
You can also define other or further main criteria, as required.
You can assign different weights to the individual criteria. The vendors overall score is computed
taking into account the weighted scores awarded for each of the main criteria.
The Vendor Evaluation System ensures that evaluation of vendors is objective, since all vendors
are assessed according to uniform criteria and the scores are computed automatically.
In this way, subjective impressions and judgments can be largely eliminated.
To create a detailed evaluation, each main criterion can be divided into several sub criteria.
The standard system provides you with certain sub criteria which suffice as a basis for evaluation.
You can also define your own additional sub criteria.
The scores for the sub criteria are calculated in different ways.
Scoring Methods
Scoring method
Fully automatically
Semi-automatically
Manually
Description
Scores are calculated by the system on the basis of existing data.
You enter individual scores for important materials, or for the quality
and timeliness of a service performed yourself. The system then
calculates the higher-level score from these.
You enter a blanket score for a sub criterion per vendor.
OMGC.
Menu Path
OMGI.
Menu Path
OMGU.
Menu Path
percentage
configuration weighting
Quality
70
Delivery
20
Price
10
Maintain weighting against the weighing and criteria wise in single digit
Based on the criteria wise maintain points score for automatic criteria against to the sub criteria
wise.
Configuration:
T-code
SPRO.
Menu Path
Import of capital goods the user has to enter the account assignment A - asset, material
number then enter the required data in the purchase order the user has to enter the asset
number in the account assignment tab in the purchase order line item level.
Process flow is same as above, but while posting the excise invoice system posts the
accounting entry for 50 % to on hold account.
Import of capital goods against the EPCG bond, there is no duties will applicable for the
consignment. i.e., no need to maintain the customs & CVD duties in the purchase order.
No need to do the customs invoice verification, user has to enter the freight charges &
other charges in the purchase order. For valuation purpose if required maintain the
customs duties that will be loaded to asset cost .GR & Invoice process is same as normal
purchase.
Import of capital goods without EPCG license, the process flow is same as normal import
purchases.
Any import purchases against License user has to maintain the licence name in the
collective no. field in the additional data tab in purchase order header level.
Create PR
ME51N/
MD01
Maintain Vendor
Quotation with
respect to RFQ
(ME47)
Release PR
ME54N / ME55
Release
Purchase
Order
(ME29N)
Print
Purchase
Order
(ME9F)
Price
Comparison
(ME49)
Approved
Create Contract
ME31K
Create purchase
order
(ME21N)
Reject Quotations
(ME42)
Create Goods
Receipt and Capture
Excise invoice
(MIGO)
Quality
Inspection
of received stock
Post Excise
Invoice
(J1IEX)
Rejected
(QA32)
Transfer
Quality Stock
to Blocked
Stock
(QA32)
Return
delivery to
vendor
(MBRL/
MIGO)
Accepted
Transfer Quality
Stock to
Unrestricted use
(QA32)
Logistics Invoice
Verification
(MIRO)
Transaction
Purchase
Requisition in
Production
department
Creation of
Purchase
Requisition
manually
Change / Display
Purchase
Requisition
Release Purchase
Requisition
Page 287 of 369
Description
PR will be created in
background
Performed By
Production
SAP
Transaction/Function
MD01
ME51N
ME52N/ ME53N
ME54N
Capture
Excise
invoice with
respect to
Return
delivery
document
(MIGO/J1IS)
Post Excise
Invoice
(J1IS)
individual release
Release Purchase
Requisition
Collective release
Create RFQ
Release
purchase VP
requisition collective
ME55
RFQ created by
purchase department
and print output sent
to vendors who are
eligible to supply
indented material
ME41-create RFQ
Change RFQ
Changes in RFQ
Maintain Quotation Enter details of
Purchase
ME9F-Print RFQ
(Development
Purchase
Purchase
Purchase
ME49 (Overall
Quotations of
Compare
Bidders
Prepare
Prices
Comparative
Create Contract
Change / Display
Contract
Create PO
Change / Display
Purchase order
Release PO
statement
Create quantity
contract
Change / display
Contract
Create PO with
respect to purchase
requisition
Change/ display
purchase order
Release purchase
order ( approval )
Prices). / ZME49
Purchase
ME31K
Purchase
ME32K / ME33K
Purchase
Department
ME21N
Purchase
department
GM / VP / MD
ME22N/ ME23N
ME28/ME29N
Print PO
Change in PO
Printed PO can be
sent via Fax, E-Mail,
Post or delivered
personally
Purchase
Department
If any change
Purchase
Department
required in PO by
using release
codes by
approving
Gate entry
Invoice verification
for Customs
Create Goods
Receipt
Capture Excise
invoice
Print out of
authority
gate pass will be
generates with details
of consignment
Logistics invoice
verification for bill of
lading
Goods receipt is
prepared at Store on
the basis of physical
verification. give the
reference of customs
invoice verification
If the material is
excisable then
capture the Part1
entries while
receiving the goods
Print out of material
Security
LECI
Finance
Department
MIRO
Stores
MIGO/MB01
store
MIGO/J1IEX_C
Store
MB90
Cancel Material
document
Post excise
Invoice for goods
receipt
Post excise
invoice for return
delivery
Cancel excise
Invoice
Invoice verification
Park invoice
Credit memo
Subsequent debit/
credit
Cancel material
document
Post excise invoice
Quality
department
QA32
Quality
department
QA32
Quality
department
QA32
Quality
MB90
department /
Store
store
MBST/MIGO
Excise
Department
J1IEX/J1IEX_P
Excise
Department
J1IS
Excise
Department
J1IEX/J1IEX_P
Logistics invoice
verification
Park invoice
Finance
Department
Finance
Department
Finance
Department
Finance
Department
MIRO
MIR7
MIRO
MIRO
Cancel invoice
Release invoice
document
Cancel invoice
document
Release invoice
document
Finance
Department
Finance
Department
MR8M
MRBR
CIN
Configuration Guide
CONTENTS
0. CIN Overview .....................................................................................................................293
1. BASIC SETTINGS ..............................................................................................................307
1.1 MAINTAIN EXCISE REGISTRATIONS .................................................................................307
1.2 . MAINTAIN COMPANY CODE SETTINGS ...........................................................................309
1.3 MAINTAIN PLANT SETTINGS ............................................................................................311
1.4 MAINTAIN EXCISE GROUPS .............................................................................................312
1.5 MAINTAIN SERIES GROUPS .............................................................................................314
1.6 MAINTAIN EXCISE DUTY INDICATORS ..............................................................................315
1.7 MAINTAIN POSTAL ADDRESSES ......................................................................................316
1.8 MAINTAIN SUB-TRANSACTION TYPES ..............................................................................317
1.9. CHECK CALCULATION PROCEDURES .............................................................................318
1.10 ASSIGN COUNTRY TO CALCULATION PROCEDURE ........................................................324
1.11. CHECK AND CHANGE SETTINGS FOR TAX PROCESSINGS ............................................325
1.12. ACTIVATE CONTRY INDIA VERSION FOR SPECIFIC FISCAL YEARS ................................327
0. CIN Overview
SETOFF A certain percentage of input tax which is refunded by the government to the
manufacturer. This refund does not form part of material cost.
INTERSTATE TRANSACTIONS - A transaction where the goods / material are traded between
two different states.
CONCESSIONAL TAX FORMS The Government announces tax concessions in excise and
taxes on sales and purchase. This can be availed by submitting the forms prescribed by the
Government. E.g C form , AR4 , CT3.
TDS - Tax deducted at source ( Withholding tax) is a form of indirect taxation deducted at the
beginning of the payment flow. Generally, an amount is withheld and paid over or reported to the
tax authorities on behalf of (as opposed to by) the person subject to tax, the exception being selfwithholding tax.
If a withholding tax exemption is available, withholding tax is not withheld.
REGISTERS The registers are the books prescribed having specific format under the statute e.g
RG23A,RG23D.
RETURNS The prescribed forms having a specified format under the statute e.g. RT12, RG1,
ANNUAL RETURN FOR TDS.
Service Tax
This is a tax that is levied on the services rendered. It is applied on the total price of the service. In
addition to the standard Implementation Guide (IMG) settings for taxes on service tax, you must
also have maintained the tax registration numbers of your vendors, customers and your own
plants.
Tip:If there are multiple tax registration numbers, you should have separate account postings to
different General Ledger Accounts based on service registration number. You can do this provided
you have maintained a separate tax code for each service registration number. To do this, for
every service registration number, you should define separate General Ledger Accounts for service
tax and education cess on service tax.
Service tax has the following features:
It is charged at 12% on the price of the service rendered.
An education cess of 2% is applicable on the service tax.
This is a deferred tax. Only the amount of service tax that is actually received (credits) by
the customer can be offset against the tax payable.
The interim General Ledger Account contains the total service tax that you have to receive.
The final General Ledger Account contains only the actual amount that you have received.
You can take credit for only the amount in the final General Ledger Account.
Service tax can be used to set off excise duty paid by you. Additional duty of customs
cannot be used to set off the service tax paid by you.
This tax is payable to the Central Government.
Example
The price of the service is INR 10,000.
Service tax that is applicable is INR 1,200.
Education cess is INR 24.
Total amount to be received by you is INR 11,224. The system updates the interim General Ledger
Account with this amount.
Now, assume that the customer makes a part payment, out of which INR 500 is against service
tax. You have to manually update the final General Ledger Account with this amount.
You can offset only INR 500 against the payables in that month.
Sales Tax
This is a tax levied on the sale of a product. It is applied on the gross price of goods, inclusive of
excise duty.
In addition to the standard Implementation Guide (IMG) settings for taxes on sales and purchases,
you must also have maintained the tax registration numbers of your vendors, customers, and your
own plants.
Furthermore, if the state legislation allows you to offset input local sales tax (LST) against output
LST, you must also have defined this.
There are two types of sales tax. Interstate sales (for example, between Karnataka and Tamil
Nadu) are subject to central sales tax (CST). The tax rate is the same throughout the country.
Intrastate sales, on the other hand, are subject to local sales tax (LST), which differ from state to
state. The system handles these using tax jurisdiction codes.
A percentage of input LST can be deducted against output LST, depending on what percentage of
goods you have purchased in the state in question.
The system calculates the sales taxes automatically, when you enter the tax codes. A report is also
available that tells you how much sales tax you have paid and collected.
Excise Registers
The excise authorities require you to maintain a number of registers relating to excise duty. They
have to be printed out monthly and shown to the authorities in the event of an audit. The SAP
system makes all the entries for these registers automatically, and you can prepare copies of them
as and when necessary
The SAP system handles the following excise registers:
Register RG 1
Register RG 23D
Register RT-12
This is a monthly report that summarizes the CENVAT and PLA information from the other
registers.
Register RG 1
A register of excisable finished goods kept by manufacturing plants. The register shows goods
movements from the factory to a store specifically for excisable finished goods.
The SAP system generates all the necessary entries in the register, and to prepare a copy of the
register. Set the material type to Finished Goods in the material masters that you use for finished
goods.
Register RG 23A/23C
A record of receipts and issues of excisable materials, as kept by manufacturing plants. The
register consists of two parts:
Previously, manufacturers were required to keep two separate registers, RG 23A and RG 23C for
raw materials and capital goods respectively. This is no longer the case, but the distinction still
remains in the system.
The system generates all the necessary entries in the register. You can prepare a copy of the
register as required.
CENVAT Document
An accounting document that the system automatically creates when it generates a Part II entry.
Register RG 23D
A record of receipts and issues of excisable materials, as kept by depots.
In procurement, when the warehouseman posts a goods receipt, the system creates a register
entry. In sales, when a sales clerk creates a sales order, he has to specify which excise invoices
were delivered with the goods that are being sold. Then, when the warehouseman posts the goods
issue, the system generates another register entry.
The system generates all the necessary entries in the register. You can prepare a copy of the
register as required.
ARE Document
A document, in India, that accompanies exports and deemed exports. The documents ensure that
you do not have to pay excise duty on these transactions.
There are two types of ARE documents, ARE-1 and ARE-3.
Excise Bond
A document, in India, that effectively licenses a manufacturing plant to remove goods from its
premises without paying basic excise duty, on condition that the goods are then exported.
An excise bond covers a fixed amount of excise duty. The excise duty of the goods exported under
bond cannot exceed the bond value.
Deemed Export License
A license issued by the excise authorities under which an exporter can procure goods from a
manufacturer without payment of basic excise duty.
The license is not a blanket exemption. It only applies to purchases of specific quantity or value of
specific goods from a specific vendor, for example, 20 personal computers from Computer World
Pvt. Ltd.
Exemption Forms
Some customers may be liable to excise duty at reduced rates or exempt from it altogether (for
example, customers abroad). Such businesses must provide you with a copy of their exemption
forms in order to claim their exemption.
If you make a sale to a customer that is in possession of an exemption form, you have to record
the form number in the sales order. The system then automatically applies the appropriate rate of
excise duty.
When you create the sales order, enter the form, using the customer tax classification fields. Based
on the customer tax classification status, you can use different excise rates for a sale transaction.
If the form has not been submitted by the time you create the pro forma excise invoice, the excise
value will be recalculated at the normal rate.
At a later date
The document flow would be OR JF (delivery type, a copy of LF) JEX (pro forma billing
document type, a copy of document type F8) F2.
Two sample pricing procedures are provided for this sales procedure, J1INFAC (condition-based
excise determination) and JFACT (formula-based excise determination).
Sales from Depots
You may first ship them to a separate location for storage (a depot), from where you will sell them.
Excise duty is payable when you send the goods from the factory to the depot, but it is not levied
again when you sell the goods.
Sometimes when you make a final sale of goods from a depot, price escalations could have
happened with retrospective effect. In such scenarios you need to pay the extra excise duty at the
factory using an A Certificate. You need to register the A certificate details in the RG 23D register
and the excise recovered from the customer
Other Outward Movements
The system also allows you to create an excise invoice with reference to various other documents,
as follows:
Vendor excise invoices (for when you return faulty goods to a vendor, for example)
Note: you can create an excise invoice without reference to any document at all.
Exports under Excise Regulations
Manufacturing plants are entitled not to pay any basic excise duty on export sales, as long as the
goods are accompanied by an ARE document. The system handles AREs and the appropriate
permit documents, such as export bonds and deemed export licenses.
The system does not handle exports to Nepal and Bhutan, which are subject to separate
legislation.
The system allows you to process three types of exports:
Deemed exports
You must create an ARE document for all goods that you export under these schemes. You use
the same function to process all ARE documents.
Register RG 1 Entries
The SAP system creates all register RG 1 entries automatically.
In most cases, the system does not generate an RG 1 entry at runtime. It generates any missing
entries when you execute the Register Update program (see below).
It assigns all entries a serial number.
Register RG 23A/23C
Part I Entries
When you enter a goods receipt for excisable materials, the system automatically asks you if you
want to create the Part I entry in Register RG 23A or RG 23C. If so, the system generates a Part I
entry. If not, it does not, but you can generate all missing Part I entries later.
The system automatically enters the excise invoice number in the Part I entry. If the excise clerk
has already captured the excise invoice when the warehouseman enters the goods receipt, the
system enters the excise invoice number in the Part I entry immediately. If the warehouseman
enters the goods receipt before the excise clerk enters the excise invoice, the Part I entry does not
contain a link to the excise invoice number. However, the system updates the excise invoice
number automatically when the excise clerk captures the excise invoice later on.
The system does not automatically generate Part I entries for goods issues of excisable materials,
with two exceptions:
Part II Entries
The system only creates a Part II entry when you post an incoming excise invoice. It does not
create one if you only capture an excise invoice. That way, you can ensure that excise clerks can
capture excise invoices but cannot make any Part II entries. The excise supervisors can then
check and post the excise invoices posted by the clerks.
When the system generates a Part II entry for an incoming excise invoice, it creates a CENVAT
document to debit the excise duty to the excise duty account, and credit it to the CENVAT clearing
account:
The excise duty is cleared from the clearing account when the accounting clerk enters the vendor
invoice.
When the system generates a Part II entry for an outgoing excise invoice, it creates a CENVAT
document to debit the excise duty to the excise duty account, and credit it to the CENVAT
suspense account:
Part II Entries
Whenever you as a manufacturing plant post an incoming excise invoice, or create an outgoing
excise invoice, the system automatically creates an entry in Part II of the appropriate register (RG
23A or RG 23C).
The system assigns all Part II entries a serial number, and creates an accounting document for
each, to transfer the various types of excise duty to the appropriate CENVAT account.
Similarly, the system also creates a Part II entry when you post an outgoing excise invoice
When you enter a goods receipt for excisable materials, the system generates a Part I
entry in Register 23D.The system creates one entry for each goods receipt, each of which
is numbered with a serial number. Each entry contains a separate line item for each
material in the goods receipt, and each line item has its own folio number.
When you enter a goods issue, you have to specify which folio numbers are associated
with it. Again, each entry has its own serial number. The excise duty associated with these
items is then added to the customer invoice.
Example
A purchasing clerk places an order with a vendor. When the warehouseman enters the goods
receipt, the system generates the appropriate RG 23D entry automatically, as follows:
The RG 23D entry contains a separate line item for each material in the goods receipt, and each
line item has its own folio number.
Later that day, a second lot of goods is delivered. Again, the warehouseman enters the goods
receipt in the system, and the system creates the RG 23D entry automatically.
This is the second RG 23D entry, so the serial number is 0002. The folio numbers start at the next
available number, in the example, 004.
Later on, a sales clerk enters a sales order. When the excise clerk selects the RG 23D entries to
go with the goods issue, the system generates the following RG 23D entry:
Excise details
This shows you the excise invoice type, which you can change if necessary by choosing
. It also shows you how much excise duty will be charged on the sale.
Balance utilization
This shows you which CENVAT accounts the excise duty will be debited to.
The system automatically proposes which CENVAT accounts it is to debit the excise duty
to. It first takes the RG 23 accounts, and if there is not enough credit to cover it, it debits the
remainder to the personal ledger account (PLA). The cess component of excise can only
be taken from the PLA.
If immediate utilization is active for a series group, you can change the default utilization proposal.
You can decide from which register to pay the amount. When you save the invoice, the system
generates Part II entries in the appropriate registers. These excise invoices are not listed further
during fortnightly payment of CENVAT.
If immediate utilization is off for the series group, the system proposes the excise duty values
directly in the RG 23A fields, but the postings are made to intermediate accounts for excise duty.
The system does not create any Part II entries. Entries are posted into a dispatch register. When
you then run the fortnightly payment program, the system picks up these invoices and allows
payment of CENVAT.
1. BASIC SETTINGS
Excise registration number will configure in SAP system as per the requirement.
Excise Registration: A tax number assigned, in India, by the Department of Revenue to legal and
natural persons liable to excise duty.
The taxpayer is required to obtain a separate ECC number for each registered premises (for
example, factory, warehouse, or dealer's premises).
Configuration:
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Excise registration details will be given by client along with liabilities like as per the registration
client can avail the AED (Additional excise Duty), SED (Special excise Duty), Cess (cess). Cess
will be activated for food industries only.
EI items: No of excise invoice item are allowed in the outgoing excise.
Partial Credit: When you post a goods receipt, the system splits the input excise duty on the
material into its deductible and nondeductible amounts. It posts the deductible duty to the
appropriate CENVAT account, and adds the nondeductible duty to the material value.
Liable to AT1: AT1 means secondary education cess. This needs to be active.
Company Code 1000 is to be configured for Excise with the Fiscal Year Variant starting from April and
ending in March of the subsequent Calendar year.
Capital Goods Credit can be availed of immediately. Exchange Rate is to be configured from the Standard
Type M.
Configuration:
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CENVAT document type / Ut I document type will be maintained as SA as per the standard
system. Based on this document type system generates an accounting document in excise.
Debit Acc Override: while posting excise JV in J1IH transaction it is possible to change the Debit
account as per the requirement.
Auto adjust Indicator: while posting excise JV in J1IH (other adjustment) if balances are not
available then system post the entry in to the PLA (personal ledger account) account.
Immediate credit on capital goods: while posting the incoming excise invoice for the RG23C
register system will post entry in on hold account with 50 % excise invoice value.
Excise invoice selection parameters: based on these settings excise invoice will be displayed in the
J1IS transaction for the selection purpose.
Rounding duty on Procurement: The system rounds the duty off to the nearest rupee. However, if
the duty amount is less than one rupee then no rounding is done.
Rounding duty on removal: Rounds off the excise duty be paid when you create an outgoing excise
invoice.
CVD account: CVD clearining needs to maintain this G/L account will be trigger while posting the
incoming excise invoice in case of imports.
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Against the Plant if check Depot it means that this plant is depot.
Excise Group: A unit within an excise registration, in India, which keeps its own set of excise
records. Whereas the excise registration reports to the excise authorities, the excise group is a
purely internal organizational unit. Each excise group keeps records of all transactions that have to
be reported to the excise authorities. When the time comes to present these records to the
authorities, the excise registration compiles the information from all of its excise groups.
Configuration:
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Against the excise group assign plant and excise registration along with multiple goods receipts
and multiple credits.
Default challan qty in GR: System will copy GR Qty in to Excise invoice
Excise inv during billing: This is a prerequisite configuration for the creation of excise after billing
automatically.
Create and Post invoice single step: purchase return excise invoice will post in MIGO transaction
itself based on this configuration. But it is not advised.
Consumption: if activate this indicator system will post two serial number for the Goods receipts
with account assignment as K.
Depot settings: If Plant is a depot activate all settings, so that depot functionalities will be work.
MIGO settings: Based on these settings in MIGO transaction > Excise tab > excise functionalities
will be work.
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Immediate utilization: if activate this function system will post debit entry in the RG23A/RG23C/
PLA/ Service Tax while doing the outgoing excise invoice in J1IIN transaction.
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In this IMG activity, maintain the addresses of various customs and excise organizations that the
company deals with. You use these addresses in the ARE Documents functions. When you create
an ARE-1 or ARE-3, you enter the address of the excise department and the customs department
involved in the export process. The system then prints their names and addresses on the AREs.
Then a default local excise department can be defined for the excise group and a default customs
department for each series group.
Configuration:
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Click on address icon then maintain address then assign to appropriate excise group.
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The standard system comes with two tax calculation procedures. TAXINN is only supports
condition-based excise determination, whereas TAXINJ supports condition-based excise
determination and formula-based excise determination.
Both tax procedures contain condition types that cover all of the excise duties and sales taxes
applicable.
Since the exact rates of excise duty can vary on a large number of factors, such as which vendor
you purchase a material from, or which chapter ID the vendor stocks the material under, you create
condition records for every sort of excise duty.
When you come to enter a purchasing document, the system applies the excise duty at the rates
you have entered in the condition records.
As per the industry standard practices TAXINN procedure will be used. For all excise condition
types we will maintain access sequences as JTAX and rest is MWST. If access sequence is JTAX
condition record needs to maintain as per the desired combination in FV11 transaction. If required
create new access sequence then maintain the condition records. If the access sequence is MWST
then tax code will be maintained in the FTXP transaction .
Configuration:
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Standard Access sequence will be sufficient to satisfy the client requirement, if required create
access sequence in the pricing concept.
Condition types
Configuration:
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All condition types are available in the standard system, if required create condition types as per
the requirement. Service tax abatement condition types will be created as per the SAP Note
1736781. Generally condition class as D, Calculation type as A and condition category as D for all
the condition types.
Define Procedure:
Configuration:
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Maintain all condition types as per the requirement. Very recently SAP release (1857288) note for
excise duties round off in the purchase order so that excise duties are round off in the J1IEX
transaction. Maintain Condition from and To Vales as per the requirement wise.
SPRO.
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Tax type
Output tax, input tax, additional taxes, or "not tax-relevant" can be specified as the tax type.
Posting indicator
Here you specify whether the tax amount is posted separately or distributed to expense or
revenue items.
Configuration:
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Accrual needs to create for all benefit condition types only then it is possible to assign the relevant
G/L accounts for the same. If condition type non deductable then maintain Non deductable check
for against that accrual.
To year: 2999
Active: X
Configuration:
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FTXP.
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Maintain rate against the condition types as per the requirement > save.
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In this IMG activity, specify which condition types are used for which sort of tax. This only applies
to condition types that you use with the new excise determination method.
The system uses this information when you create a document from another one. For example,
when you enter an incoming excise invoice from a purchase order, or when you create an outgoing
excise invoice from a sales order, the system determines the various excise duties in the excise
invoice using the information that you have entered here.
In addition, when you create a purchasing document, the system only uses the condition types that
you enter here. This configuration is one of the pre requisite to display tax accounts in MIRO
transaction.
Configuration:
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Note: Maintain all tax procedure condition types with appropriate condition name against your tax
procedure.
2. MASTER DATA
2.1. MAINTAIN CHAPTER IDs:
In this IMG activity, the chapter IDs and the corresponding descriptions are maintained as per the
schedules published by the Central Board of Excise and Customs. Generally chapter id s will be
created in j1ID transaction under sap easy access.
Configuration:
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Configuration:
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Select the reference transaction 01 with all * then click on user screen reference.
3. ACCOUNT DETERMINATION
3.1 DEFINE G/L ACCOUNTS FOR TAXES
All the accrual which are defined in the system will be displayed here. Maintain G/L account against the
accrual wise as per the requirement wise.
For excise accruals maintain CENVAT clearining account only. In MM point of view all these G/L will be
displayed in the MIRO transaction and accounted similarly.
Configuration:
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Click on Rules
If you would like to maintain G/L against the tax code > select the Tax code > save.
Maintain posting keys as per the requirement wise. Given posting keys are as per the standard
system.
Click on accounts
Configuration:
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Excise group
Transaction type
Company code
Sub Transaction type
Chart of accounts
While posting the excise transaction system will trigger the relevant G/L accounts based on
the above combination.
Configuration:
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4 BUSINESS TRANSACTIONS
4.1 SELECT FIELDS
In this transaction it is possible to maintain the field selection for the incoming invoice (J1IEX
transaction).
Configuration:
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J1IEX_C
This transaction is for excise clerks: users of this transaction can only capture and display
excise invoices.
Configuration:
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Configuration:
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Enter transaction code, Processing Mode, reference document then click on active.
Based on this configuration system will allow perform excise transactions with respective
actions and reference documents.
SPRO.
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Against the movement type wise maintain the appropriate register type so that we will performing
the GR system will prompt the excise tab for excise selection.
Customer invoices
These options are represented in the system by different document types and document flows.
In this IMG activity, you:
Specify which billing document types you use as a reference for CENVAT utilization
Configuration:
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Based on this configuration system will create outgoing excise invoice immediately after billing .
5. SUBCONTRACTING
5.1 SUBCONTRACTING ATTRIBUTES
The subcontracting attributes help determine conditions for a combination of an excise group, a
transaction type, and a sub transaction type.
The conditions such as the number of excise items per subcontracting challan, if the non excisable
materials have to be filtered or not when the subcontracting challan is created, the movement type
groups for issues and receipts and the hierarchy of determining the excise base value are
mentioned here.
Configuration:
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6. UTILIZATION
6.1 UTILIZATION DETERMINATION
In this IMG activity, you specify which CENVAT accounts are to be debited by the Fortnight
Utilization of CENVAT report: When the report calculates how much excise duty you must remit, it
automatically proposes which CENVAT accounts the duty should be debited to. Here, you specify
those defaults.
Example
If you want 50% of basic excise duty (BED) to be debited to the RG 23A account and the remaining
50% to the RG 23C account, you would make the following settings:
Acct name
BED perc.
BED perc. +
When you come to run the report, the system takes the RG 23A account because it is the first one
you have entered. If this account does not cover the BED, the system takes the RG 23C account
instead.
After posting of outgoing excise invoice in J1IIN transaction.
Configuration:
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7. EXCISE REGISTERS
7.1 SPECIFY SAP SCRIPT FORMS
In this IMG activity, for each of your company codes, you specify which SAPscript forms the
system prints the excise registers with.
Standard settings
Country Version India includes a number of sample SAPscript forms and printing programs, which
you can use as follows:
Reg. name
Tcode/Prog
RG 23A Part I 1
J_2IRG23A_PART1 J_2IRAP1
RG 23C Part I 1
J_2IRG23C_PART1 J_2IRCP1
RG 23A Part II 1
J_2IRG23A_PART2 J_2IRAP2
RG 23C Part II 1
J_2IRG23C_PART2 J_2IRCP2
PLA
J_2I_PLA
J_2IPLA
RG 23 D
J_2I_RG23D
J_2IRG23
RG 1
J_2I_RG1
J_2IRRG1
RT 12
J_2I_RT12_ABSTRA J_2IRT12
RT 12
J_2I_RT12_ABSTRA J_2IRT12
RT 12
J_2I_RT12_3
J_2IRT12
The layout description can be left blank or an appropriate description maybe filled in. You may not
change the register name. You can have your own layouts and maintain the name here. If the
output device and number of copies are maintained it is automatically picked up for printing.
Configuration:
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Based on the above configuration, it is possible to display the excise registers in the J2I6
transaction.
8. TOOLS
8.1NUMBER RANGES
You can maintain the number ranges for all CIN Number range objects using this transaction
The number ranges are to be maintained as per each Register Type into which the documents are
posted.
Configuration:
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