SAP MM Support Ticket Questions And Answers

1) The following is set up for workflow:

1. Workflow organization Structure with 2 positions is created and assigned a person to

both positions

2. Assign tasks to agent

TS 00007986 Requisition release - TO JOBS
TS 00008014 Purchase requisition release refused - GENERAL
TS 00008018 Requisition released - GENERAL
TS 00008348 Requisition release reset - GENERAL
WS 00000038 Workflow for purchase requisition release - TO JOBS

3. Activate event linkage

WS 00000038 Workflow for purchase requisition release
WE BUS2009 RELEASESTEPCREATE Purchase requisition Release step create is
activated

4. Activated release codes for workflow

[1= Role resolution with group, code, and plant (T16FW)]

5. Assigned release codes to agent (JOBS created in 1)

The following error appears
"Work item 60772: Linkage to object BUS2009 event REJECTED cannot be written ".

Ans:

Use transaction SWE2. Make sure "object BUS2009 event REJECTED" is enabled
2) We could create two Purchase Orders for full amount & quantity out of one Purchase
Requisition. two goods receipts and invoice receipts on their respective POs. How can We
avoid this kind of double transactions?

Ans:

For PO 's:
Define buyers' functional authorizations in the customizing for purchasing, there you can
unmark PO w/o reference allowed. Buyer's functional authorization, say 'abc' can be created
using transaction code OMET.
Assign this 'abc' to a particular user by using parameter ID "EFB" (trans su52).

For GR and IR:

Make the warning message as an error in customizing of messages under Inventory
Management or Invoice
Verification, respectively.

For IR:
Mark the indicator in the vendor master for checking of double invoices.

3) Is there a transaction or Report available to see the scrapped quantity of a particular

material where goods issue is done using movement type 551?

Ans:

If you want to manage the inventory of Scrap, create another material ID for scrap and receive
as byproduct. When you issue goods against Movement type 551, the material is removed from
inventory by writing it off the books.

4) We want to run multi-plant planning for 3 plants A, B and C , where the requirements
of plant A and B are transferred to Plant C. Plant C is expected to consolidate the
requirement and convert these requirements into requisitions and then into POs. When we
do a planning at Plant C, we are unable to see the requirements for plant A and plant B.
We are using the special procurement key 40 for all the materials being planned. Can we
do multi plant planning at plant level as well as Material level?

Ans:

The special procurement key is defined for the Planning plant and does not contain supplying
plant. This key may be copied to create new key. Then enter the supplying plant in it. Use this
key in material master. Now all the requirements of plant A and B will be called in planning
plant C.
5) We are doing goods receipt with PO . How can we find whether there is any USER
EXIT available which is triggered before the document is saved?

Ans:

The User exit in your case could be MB_CF001 and use transaction SMOD to look for user
exits

6) In MM pricing schema, there are a list of selection from A to M and 1 to 8. How can we
make use of the condition sub-total field?

Ans:

Subtotal field on Pricing schema are useful in number of cases.

# For Ex: 1 is Carry over value to KOMP-KZWI1.
# 7 is used for deciding on the basis for which to calculate Rebate subsequent settlement.
# S is used for the final net inclusive, cash discount, rebates and any other conditions including
statistical
# For reporting in LIS
# Used in the layout for printing.

7) There are some complaints that though the data is correct in User Info (USR03) ,
Purchase order is being printed with wrong information . For Example: telephone
Number. Where can I find correct Purchase group Information?

Ans:

Purchase group information is in table T024.

8) What are the tables generally used for MM Queries?

Ans:

Some tables are listed below . However a host of others can be seen using Technical help after
activating the query.

Purchasing Tables Purchase Order CEBAN

Purchase Requisitions EKPO

Material Master Description MAKT

Material master MARA
Material master - segment C MARC
Material to BOM Link MAST
Material Valuation MBEW

BOM Tables BOM Header STKO

BOM item STPO
BOM Sub-item STPU

Purchase Group information T024

MRP Tables MRP Header MDKP

MRP Table MDTB

9) What are the typical transaction codes for IM & PO?

Ans:

Transaction codes can be checked using menu path System->Service->Status.

IM transaction codes start with MBxx.
PO transaction codes start with Mexx.
10) During a good issue for a inventory product (HIBE), we assign by the automatic
account assignment a GL account in relation to the valuation class of the product.
However we would like to change this GL account automatically depending of the cost
center requested the product for consumption. How can we do it?

Ans:

Try OKB9 where you can find the cost center account assignment table. However this GL
account becomes defaulted for all the products used by the cost center. Note that GBB/VBR
process key governs the credit posting for cost center issues in Automatic Account Assignment
(AAA).

If you want change Account assignment for exception materials , try the following options:

1.For all exception materials define a new valuation class and setup all inventory posting
accounts for this exception valuation class. Here the AAA automatically picks up the G/L a/c.

2.In the inventory screen allow the user to enter G/L a/c manually . Configure the IMG in
inventory so that user account overrides the AAA determined account

3. Define a new movement type by copying 201 to say 901. Then in Valuation IMG define a
transaction key for 901 under account grouping for movement. types. Define G/L accounts for
this new transaction key. For exception issues users have to use this new movement type.

11) We have specified in MRP for requisitions to be created. The document type of the
requisitions created is always the type NB. How can we change the document type created?

Ans:

Refer transaction 'OMH5'. Define the document type required that you want in ME51.
12) We have created a workflow for the purchase requisition approval process . When the
event (BUS2009, RELEASESTEPCREATED) is triggered to kick off WF, the following
error message is appearing
Work item XXXXXX: Linkage to object BUS2009 event REJECTED cannot be written.

Diagnosis: The instance linkage between the required event and the specified work item
cannot be entered in the type linkage table of the event manager. The reason is either a
database error or an error when generating internal linkage numbers. What to do: Check
the number range object 'SWE_EVTID' How can this be fixed?

Ans:

1. Must update the number range for events object SWE_EVTID with transaction SNRO.
Ex: SWE_EVTID: 01 000000000001 999999999999.

2. SWE2, double click on BUS2009 entries, check GLOBAL field, ENABLE field will be
updated

3. Error when executing the Workflow. Transaction code SWLE not defined. Apply OSS note
43986 to fix.

13) How can we make a Taxcode as default on purchase order item detail screen?

Ans 1:

Use condition type NAVS with access sequence 0003 to default the taxcode in the purchase
order item using conditions.

Ans 2:

Go to IMG.

Materials Management -> Purchasing -> Purchase Order -> Define screen layout at document
level.

Search for the transaction ME21N. Double click on ME21N. Then search for TaxCode (in
GR/IR Control). It is advisable to configure also the info record. The tax code should be a
required entry, and whatever you specify here will be the default value in the Purchase order.

Materials Management -> Purchasing -> Purchasing info record -> define screen layout.

When you get here you search for the transaction ME12, double click here; search for Input
VAT indicator.
14) We have defined EA (each) as 0 decimal place in configuration. But transaction ME2L
shows this field with three decimal places. How can I change to actual number of decimal
places?

Ans:

The quantity (MENGE) in that report must have been set for 3 decimal places. Table EKPO may
have to be corrected accordingly.

15) We have created a new movement type and assigned to a schedule line. When goods
issue is posted, message - movement type zzz is not allowed for customer goods movement?
Why?

Ans:

Use transaction code OMJJ and check the "Allowed Transactions" for customizing movement
types.
 SAP MM Support Problem Solution

Lock a field in material master from change

16)You have a requirement to protect the field MARC-SERNP 'Serial number profile',
found within the material master data 'Sales General/Plant' and 'Plant data / stor.2' tabs,
from being changed by all but two employees.

How can you restrict change access to the material master data views entirely through
authorisation settings or any other good method to control this?

Answer:

A couple of options are:

1. Create a transaction variant with that field as display only. Assign variant to a custom z-tcode
and distribute (cons are that most users use the custom z-tcode).

2. Work with a developer to use the enhancement framework to restrict that field to display only
unless users have additional auth (e.g. new auth object or re-used existing).

17) How to edit the description name of a storage location?

It is very simple, go to OX09 and straight away you can change the Storage location name. Only
thing is that you should have access to change it and in view mode it is greyed out and not
possible to change. If you want to change the address of S.Loc, select the desired S.Loc double
click on address folder in left side, it allow you to maintain the address too.

18) Is it possible to maintain the same material master with same code in all plants in a
company. Our client is using same materials in all their four plants?

Material numbers are always maintained at Company code level. If you look at the Material
master data, some data is maintained at Company code level, some at Plant level and some at
Storage location level. If you have all the 4 plants attached to one company code, they should
have the same material number. What you need to do is to extend the material to all the 4 plants
if thats your requirement. Also, if you have your valuation area as your Plant, then you have the
flexibility to maintain Plant specific pricing for the same material.

You can use MM01 T code to copy material from old plant to new plant. But check for the
required details in your new plant and make changes accordingly.
19) Where we do the configuration for the cost centre allocation, because whenever we GR
a material, accounting document is created for that particular material. How that
particular material go in to the particular accounting (G/L account)

In Tcode: OBYC -- Automatic Postings.

for Inventory Posting Trns Key is: BSX
for Off setting entries like Goods issue, initial stock......Trans Key is : GBB

Based on the Movement types, Valuation class it will be assigned to a G/L account.
You can refer the configuration in Tcode: OBYC
20) Could any one can explain complete configuration of pricing procedure & application.

The Basic thing is Condition Technique. In which there are

1. Access Sequence 2. Condition Record 3. Condition Type 4. Condition Table.

A Access Sequence access a Condition Record of a Condition Type in a Condition Table is

a Condition Technique.This is a simple logic

Here the Condition Type is very important like PB00, PBXX,RA01 etc.
In the background every Condition Type has its own defition means the purpose of the
Condition Type like, is it for Pricing or Percentage, Quntity base, Accrual Feilds etc is to be
defined to work this functions. Normally we use the existing ones without any risk. But some
cases, we have to Create a New Condition Types as per the organisation requirement.

The Pricing Schema is useful to minimise condition types while mention prices for Vendor on
the basis of Pricing Schema which we defined according to organisation requirement.

The Pricing Schema means the calculations procedure of Condition Type.

Ex. RA01 - Discoount % is caclulated on PB00 - Gross Price means

RA01 is based on PB00 like that we have to define in the Pricing Schema
which makes easy to use in real time.
Here PB00 has the Access Sequence - 0002.
But RA01 does not have the Access Sequence.Why because it is a dependent on PB00. But both
are Condition Types.

In the system, by default some standard Scheme will be there at Vendor Schema Group in the
Vendor Master Screen means the standard one is assigned which is very lengthy which may
fullfil our requirement. But some cases which may not fullfil our requirement, in such we have
to define.

For the configuration, I may not able to explain properly through here but will give some idea.

Configuration: SPRO - IMG - Material Management - Purchasing - Conditions - Define Price

Deternmination Process:
1. Define Access Sequence
2. Define Condition Type
3. Defince Calculation Schema:- Here you have to define the Schema - Define Schema group
1. Define Schema Group vendor
2. Define Pricing Schema group
3. Schema group for Purchase Organisation
4. Assign Schema group to Purchase Organisation - Define Schema determination

1.define calculation schema for Standard purchase organisation

After completion of the Schema Group, we have to assign it to Vendors.

Then whenever we use any transaction with this Vendor, the concerned Schema will work as
configured by us. The Pricing in MM is vast because each Condition have its own importance
and each Access Sequence have its own importance. So you need not bother about this. First
you learn how to define the Calculation Schema through the above.
21) What are the possible reasons for taking long run time for MB5B?

Ans:
Below could be possible reasons for the long run time

The runtime optimizations can be carried out only for the following entries on the selection
screen:

• In the stock type section, storage location/batch stock or special stock is

selected.
• In the scope of list section, all categories are selected.
• In the settings section, the option “Totals Only – Non-Hierarchical
Representation” or “Totals Only – Hierarchical Representation” is selected.
The no reversal movements option is not selected.
• In the “Access to Archive” section, the archived documents option is not
selected.

If your entries on the selection screen differ from these settings, no optimization is possible and
the report is executed as before; therefore, you cannot expect improved runtimes.

This information is also provided in the documentation for BAdI RM07MLBD_DBSYS_OPT

(Stock on Posting Date) in the section concerning the BAdI method CALCULATE_STOCKS.

Solution
Set the input criteria on the selection screen as described above so that the optimized version of
the report can run
22) How to stop the cancellation of Goods Receipt Material Document before cancelling
Invoice Receipt Document?
Requirement: Business wants to have control in system to give error if any user tries to cancel
GR document without cancelling the IR document. This will be helpful to avoid any
inconsistencies between GR and IR.
Solution: We should suggest to use GR Based Invoice verification process to the business if
they are not using. If they are already using GR Based IV, it will be fine. As per SAP standard
system, there is a configuration where we can setup which movements can be allowed after
posting Invoice Receipt for a purchase order.
For example: 122- Return to Vendor should be allowed and 102- Cancel of GR Document
should not be allowed
Configuration:
Below configuration needs to be used to put this control. The path for configuration : SPRO-
SAP Reference IMG-Materials Management-Inventory Management and Physical
Inventory-Goods Receipt-For GR-Based IV, Reversal of GR Despite Invoice

Once you click on the node – For GR-Based IV, Reversal of GR Despite Invoice , below screen
will be appeared. Movement types need to be maintained along with check box.

Indicates that in the case of GR Based IV, you can enter a reversal in respect of the purchase
order, or a return delivery, even though the corresponding invoice for the goods receipt
document has already been posted.

If RevGR desp.IR = X, it means GR cancellation/Return to Vendor can be done without

cancelling IR document
If RevGR desp.IR = Blank, it means GR cancellation/Return to Vendor can’t be done without
cancelling IR document

Testing:
As the requirement is to test the cancellation of GR Document after posting both GR and IR for
purchase order, we can consider that the GR and IR are completed for the Purchase Order.
Below is the transaction to cancel the GR document without performing IR cancellation. You
can observe the error message based on above configuration.

Transaction Code is MIGO. You can perform the cancellation of Material Document with
Transaction Code MBST also. You can observe the error message once you click on Check or
Post button

Error details are provided below for the information.

The error message will be given by the system when user tries to cancel the material document
without cancelling the IR document when GR Based IV is activated in PO. Below screenshot is
provided from the Purchase Order where GR Based IV flag will be available

This error can be resolved if you follow below steps

 1. Cancel IR document with MR8M Transaction Code
2. Cancel GR document with MIGO-Cancellation or MBST Transaction Code

23) How to stop the Purchase Order creation from expired Contract in SAP MM?

Requirement: Based on business requirement, system shouldn’t allow users to create Purchase
Order with reference to Contract (outline agreement) which is already expired.
Solution: This requirement can be fulfilled by changing the warning message to Error message
about contract expiry message number :06041. But, we should clearly inform users about the
impact once the message is changed to Error. After the message is changed to Error, purchase
order can’t be created with the expired contract.
Before going to the solution of changing the message type, we will see the message during
Purchase Order creation

Below is the contract header screen which is expired. This contract will be used to create the
Purchase Order. We can see in below screen that the contract validity End is 31.01.2018

Below screen shows the Warning message related to contract expiry but it won’t stop the
creation of Purchase Order although it gives warning. So, it will be like an information to the
user who is creating Purchase Order. User can ignore the warning message and proceed with PO
creation
Message details are provided below

Based on business requirement, the solution is decided to change the message from
Warning to Error (E). The configuration path to make these changes is

SPRO-IMG Reference-Material Management-Purchasing-Environment Data-Define

Attributes of System Messages-System messages

This configuration setting will be helpful to stop the creation of both Purchase Requisition and
Purchase Order with reference to expired Contract document.
24) Conversion of IDoc Status

Generally the requirement to convert the status of IDoc would come in our regular work. Mainly
we get the requirement from business to change the status to 68- Error-No further
process. Generally IDocs which are not useful and which doesn’t need to be reprocessed will
be changed to the status 68.
In this document, I am providing you to convert the status of IDoc with screen shots.

Process Steps:
1. IDoc Status before running the program
The status of IDoc is 51 and it is shown in below screen

2.The program RC1_IDOC_SET_STATUS is used to convert the status. Program can be executed
with T Code SA38 or SE38

1. Once you execute the program, below screen will be appeared. Input the IDoc
numbers which need to be converted and also the current status and new
status.
Test run option is also available before the actual run
1. After clicking on execute button, below successful message will be observed. It
will indicate the successful conversion

1. Now you can see the new status 68 for the IDoc.
25) How to get the Accounting document against Material document in SAP?
Requirement: Business has the requirement to get the list of Accounting documents against
respective Material document(s). As we aware that whenever a Goods movement happens, a
material document and accounting document will be generated automatically.
Solution:
In this document, I have explained the process of getting Accounting documents from Material
documents with screen shots.

Important Table and Fields which are used in this document

Table – BKPF – Accounting Document Header
Input Screen:
Input Fields – AWTYP– Reference Transaction. As we are giving Material document as input,
reference transaction has to be given as MKPF (This field is an optional. You can pass only
AWKEY to get the output because AWTYP will vary among the transactions)
AWKEY – Reference Key. Reference key has to be given the combination of Material
document+Material document Year ( MBLNR+MJAHR). While givin the material document,
you have to give the total number length (here it is 10)

Output screen:
Important Output field: BELNR- Accounting Document Number
26) How to block a vendor in SAP?
BLOCKING VENDOR

Vendor can be blocked at different levels in SAP as per the requirement. I have provided few important blocking
functionalities of vendor which will be useful for you.

1. Vendor block at Purchase Organization Level:

Transaction Code: MK05

Vendor can be blocked for a specific purchase organization or for all the purchase organizations. Respective
steps are given below. This type of requirement comes from business if they want to stop the procurement
operations from a vendor for specific purchase organization.

Step 1: Initial screen of MK05 will be visible as shown below. Input the Vendor and the purchase
organization.

Step 2: Blocking reason can be given during blocking. And also blocking for given purchase organization or
for all the purchase organizations also can be decided. Respective details are highlighted in below screen.
2. Vendor block at Company Code Level:
Transaction Code: FK05

Vendor can be blocked for a specific company code or for all the company codes. Respective steps are given
below.

Step 1: Initial screen of FK05 will be visible as shown below. Input the Vendor and the Company Code.

Step 2: Blocking for given company code or for all the company codes can be decided. Respective fields are
highlighted below.
3. Vendor block for Material and Vendor :
Transaction Code: ME01

Source list is used to block or fix a vendor for procurement. In this source list blocking of vendor will happen
for the combination of Plant and Material.

Step 1: Enter the material and plant in input screen.

Step 2: Validity period in which period the vendor needs to be blocked has to be given. Blocking flag is
highlighted below
 27) Pre closing of Purchase Order

Generally the requirement of pre closing the purchase order comes from the business frequently
due to several reasons like the vendor has stopped supplying suddenly or that material is not
required any more in the future etc. I have provided the document here to close Purchase order.
Once you close the Purchase order, it won’t be allowed to do Goods Receipt.

Closing Purchase Order -No future GR:

Once we activate the flag for Delivery Completed field, system won’t allow to do Goods
Receipt for this Purchase Order. Delivery Completed indicator is available in the Delivery tab of
the Purchase Order item.
 28) Pre closing the Purchase Requisition

Requirement: User wants to close the Purchase requisition items which are open i.e. partially
converted to Purchase Order or Purchase Order is not yet created. User requirement is the
creation of Purchase Order should not be allowed by the system for respective Purchase
Requisition.
Solution: The best solution to fulfil this requirement is activating the CLOSED flag for
required items of the Purchase Requisition. This can be done for any item of the Purchase
Requisition. Screen shot is given below
29) How can you keep Reason for Movement type as mandatory for MB1A, MB1B and
MB1C Transaction codes?

Solution:
• Screen Layouts can be managed for Enjoy transaction MIGO for each movement type.
• In case of MB1A, MB1B such t codes also respective screen layout change options are
available in SAP
• But Reason for Movement etc type fields which are visible at initial screens of MB1A, MB1B
etc are managed below
SPRO-IMG–> Materials Management–> Inventory Management and Physical Inventory–>Field
Selection for Goods Movements Initial/Header Screens
30)PBXX is missed in purchase order conditions tab
If you encounter this issue of the below error during PO Creation, you need to input PBXX and
then fill the Price which is a work around.

But, you can find the root cause of the issue to fix the issue completely.

Go to M/06 or SPRO-IMG Reference-Material Management-Purchasing-Conditions-Define

Price Determination Process-Define Condition Types and verify whether any one assigned
Access sequence wrongly. If yes, you can remove and save.

Once you move the configuration TR to your testing client or quality client, you can test which
will work fine
31) M7 599 “Inform system administrator: error at data inconsistency multiple account
assignment”

Sol:

Above error is occurred when the service entry sheet is released for a Service Purchase Order.
The reason is the Service Purchase Order contains Planned Delivery Costs. Below are the
reasons from SAP Standard to stop Service Entry Sheet.

planned delivery costs are generally not supported in External Services Management and for
blanket purchase orders, item category D or B.

In the business function “LOG_MM_MAA_1”, it is possible to process service purchase order

items with multiple account assignment and valuated goods receipts only without planned
delivery costs. The design of this business function does not allow planned delivery costs for
MAA service purchase order items. When posting the goods receipt for MAA purchase order
items, the system checks the data to be posted for consistency. If this data is not consistent, the
posting of the goods receipt terminates with error message M7 599. This message should
prevent data inconsistencies.
Notel: MAA – Multiple Account Assignment
32) No labels are printed when a goods movement is posted using the transaction MIGO.
The number of GR slips is 000.

Solution:

For all movement types (e.g. 101), for which label printing is desired, you must maintain
movement-type-dependent field selection.
You will find this Customizing under:
Materials Management –> Inventory Management and Physical Inventory –> Settings for Enjoy
Transactions –> Settings for Goods Movements (MIGO) –> Field Selection per Movement Type

Include the field WEANZ as an optional or mandatory entry field for the desired movement
types. You can add with New Entries
 Common Errors and Solutions In Sap MM

33) Error: 1 Account assignment mandatory for material 300000100 (enter acc.
ass. cat.)

Solution: SPRO --> Logistics - General --> Material Master --> Basic Settings -->
Material Types --> Define Attributes of Material Types (or TCode: OMS2)

Do the following steps:

I. Click Position and enter Material type (say HROH)

II. Now select HROH and D. Click Left side folder “Quantity/Value updating"

III. Again Click position and enter Valuation area (Plant) as HPL1

IV. Check the checkboxes of quantity and value columns of HPL1 and HPL2

V. Click Save and come back

34) Error: 2 Control indicators for controlling area HMOT do not exist

Solution: SPRO -> Controlling -> General Controlling -> Organization -> Maintain
Controlling Area.

Click again -> Maintain Controlling Area (or TCode: OKKP)

Do the following steps:

i. Click Position and enter the Controlling area = HMOT

ii. Now Select HMOT controlling Area and double click left side folder “Activate
components/control indicators”

iii. Click new entries

iv. And enter the following fields:

Control indicators for controlling area HMOT do not exist.

Click Save and come back

35) Error: 3 Source not included in the list despite source list requirement

Check IMG settings

SPRO -> MM -> Purchasing -> Source List -> Define SL Requirement at Plant Level

Click position and enter plant as wpl1 Check whether wpl1 -> source list is checked or
not?

MM02 -> Purchase view -> Check the source list checkbox

Maintain SL (TCode = ME01)

36) Error: 4

Field selection for movement type 561 / acct 399999 differs for Ext. GA amount in
LC (023)

Solution: TCode: FS00 enter your company code in Left side by clicking then press
find the button of

the left side and enter the account number 399999 and press enter. In the right
side screen, click Create/bank/interest tab

I. Check Post automatically only

II. Enter ‘Field status group’ as G006 Material accounts Click Save

37) Error: 5

For object RF_BELEG SMOT, number range interval 49 does not exist FBN1

Solution:

• TCode: FBN1
• Enter company code: SMOT
• Maintain Number range for 49 for the year 2010
38) Error: 7

Number range for trans./event type IB in the year 2010 does not exist

Solution: Execute TCode: OMBT

39) Error: 8 Enter rate EUR / INR rate type M for 16.12.2010 in the system settings

Solution: TCode: OB08

40) Error: 9 Country IN does not store a hard currency

Solution: TCode: OY01 Select our country and enter the hard currency as INR

41) Error: 10 Company code not assigned to country or country to the calculation
procedure

Solution: SPRO->Financial Accounting ->General settings in financial accounting-> Tax

on sales and Purchases-> Basic settings->Assign country to calculation procedure

Click Position, Enter Country = IN, and enter TAXUS against IN and save it. (In case if
you have already your calculation procedure you can assign the same.

42) Problem is that after goods receipt and AFTER invoice verification, reversal of goods
receipt is being done. Client wants this more controlled as the GRIR account is being
affected. So no reversals to be done after Invoice verification. How to approach this?

Make this setting: SPRO > Materials Management > Inventory Management and
Physical Inventory > Goods Receipt > For GR-Based IV, Reversal of GR Despite Invoice
Here remove the tick against Mvt 102 & 122. Now the system will not allow to return
the Good at any case.
43) I have created a new vendor. Later I found that there were some mistakes and
that I want that the system should not allow me to make any PO or post any
entries to this vendor. How to deactivate this vendor?

You can block a vendor at the following levels:

All company code

Single company code

All Purchase org

Single Purchase org

44) Where to Get the Goods Movement Type List?

Step 1) Run spro command/TC

Step 2) Then move to "SAP Reference IMG" screen

Step 3) Then navigate following path: IMG --> Materials Management --> Inventory
Management and Physical Inventory --> Movement Types --> Copy, Change
Movement types

Here with "Copy, Change Movement types" option a help tutorial is available
(rectangular blue colour icon). In that go to "Further information" section where you can
find a big list of movement types with some brief explanation.

45) Where the schedule margin key is customized?

You define the order float in the scheduling margin key, The scheduling margin key is
copied from the material master. The float before production or float after production
and the release period are defined in the scheduling margin key

For Customizing for Shop Floor Control, by choosing Operations --> Scheduling -->
Define Scheduling Margin Key . The scheduling margin key is assigned to the material (
MRP area in the material master)
How to stop the cancellation of Goods Receipt Material
Document before cancelling Invoice Receipt Document?

Requirement: Business wants to have control in system to give error if any user tries to cancel
GR document without cancelling the IR document. This will be helpful to avoid any
inconsistencies between GR and IR.

Solution: We should suggest to use GR Based Invoice verification process to the business if they
are not using. If they are already using GR Based IV, it will be fine. As per SAP standard
system, there is a configuration where we can setup which movements can be allowed after
posting Invoice Receipt for a purchase order.

Configuration:

Below configuration needs to be used to put this control. The path for configuration : SPRO-
SAP Reference IMG-Materials Management-Inventory Management and Physical
Inventory-Goods Receipt-For GR-Based IV, Reversal of GR Despite Invoice
Once you click on the node – For GR-Based IV, Reversal of GR Despite Invoice , below screen
will be appeared. Movement types need to be maintained along with check box.

Indicates that in the case of GR Based IV, you can enter a reversal in respect of the purchase
order, or a return delivery, even though the corresponding invoice for the goods receipt
document has already been posted.

If RevGR desp.IR = X, it means GR cancellation/Return to Vendor can be done without

cancelling IR document

If RevGR desp.IR = Blank, it means GR cancellation/Return to Vendor can’t be done without

cancelling IR document
Testing:

As the requirement is to test the cancellation of GR Document after posting both GR and IR for
purchase order, we can consider that the GR and IR are completed for the Purchase Order. Below
is the transaction to cancel the GR document without performing IR cancellation. You can
observe the error message based on above configuration.

Transaction Code is MIGO. You can perform the cancellation of Material Document with
Transaction Code MBST also. You can observe the error message once you click on Check or
Post button

Error details are provided below for the information.

The error message will be given by the system when user tries to cancel the material document
without cancelling the IR document when GR Based IV is activated in PO. Below screenshot is
provided from the Purchase Order where GR Based IV flag will be available
This error can be resolved if you follow below steps

1. Cancel IR document with MR8M Transaction Code

2. Cancel GR document with MIGO-Cancellation or MBST Transaction Code
How to stop the Purchase Order creation from expired
Contract in SAP MM?

Requirement: Based on business requirement, system shouldn’t allow users to create Purchase
Order with reference to Contract (outline agreement) which is already expired.

Solution: This requirement can be fulfilled by changing the warning message to Error message
about contract expiry message number :06041. But, we should clearly inform users about the
impact once the message is changed to Error. After the message is changed to Error, purchase
order can’t be created with the expired contract.

Before going to the solution of changing the message type, we will see the message during
Purchase Order creation

Below is the contract header screen which is expired. This contract will be used to create the
Purchase Order. We can see in below screen that the contract validity End is 31.01.2018
Below screen shows the Warning message related to contract expiry but it won’t stop the
creation of Purchase Order although it gives warning. So, it will be like an information to the
user who is creating Purchase Order. User can ignore the warning message and proceed with PO
creation

Message details are provided below

Based on business requirement, the solution is decided to change the message from Warning
to Error (E). The configuration path to make these changes is

SPRO-IMG Reference-Material Management-Purchasing-Environment Data-Define

Attributes of System Messages-System messages

This configuration setting will be helpful to stop the creation of both Purchase Requisition and
Purchase Order with reference to expired Contract document.
ISSUES IS ABOUT ERS, WHEN I WANT AUTOMATICALLY CREATE ERS IN MRRL, THE
ERROR IS SHOWING THAT “BASELINE DATE FOR PAYMENT DOES NOT EXIST “.

SOLUTION: GO TO PAYMENT TERM OME2 AND GIVE YOUR PAYMENT

TERM AND IN INSIDE SELECT DEFAULT FOR BASELINE DATE.
Successful SAP
implementation strategy
By Manoj Pillai
Solution Architect
Introduction
In today’s time as organizations are growing larger and bigger, the
processes and business functions are also multiplying rapidly. To
streamline all this complex workflow structure, companies are now
drifting towards ERP implementation to simplify their things. Since
the market is flooded with different ERP flavors (SAP, JD Edwards,
PeopleSoft… to name a few) one needs to be wise and careful in
choosing a correct ERP system that suits their business needs.
Talking about SAP in specific – any SAP implementation is
considered as a vital organizational ERP process because it
integrates varied organizational systems, facilitates error-free
transactions and reduces effort in production stage. A successful
SAP implementation offers amazing benefits to the organization
as well as shares an attractive array of features with their
customers. Few of the perks, the organization loves to enjoy are:
reduction in costs (which includes inventory, raw materials and
production), customer lead time and resource management.
In general, implementing a SAP system is not a simple task
by itself because, typically, companies who deploy SAP are
either categorized as large scale or too big and very often, such
organizations possess several heterogeneous and distributed
units all across the globe. This brings in a lot of diversity among
the system stakeholders – who significantly exacerbates the
problems of SAP system development since there is varied and
conflicting needs and requirements most of the time.
As per the survey done, the projected statistics reveal astonishing
facts
• 35% of the projects are successfully completed
• 45% are unsuccessful either due to budget overrun or unable
to deliver the required functionality within the stipulated time
frame, or else completely fail to deliver
• 20% of the projects are cancelled prior to the completion
stage.
Hence, it is highly recommended for the companies as well
as the stake holders to sincerely consider these factors, such
as – client’s requirement, existing business processes and
organization’s vision for growth as they plan to implement any
flavor of ERP into their line of businesses.
In this document, we will briefly discuss over the following points:
• Understand the key inputs for successful SAP implementation
• See how the constrains/challenges can be identified, isolated,
assigned and addressed
• Learn about the strategy of successful implementation
• Get an overview of the various measures undertaken for
implementation and more

As per the survey done, the projected statistics reveal astonishing facts – Only
35% of the projects are successfully completed whereas 45% are unsuccessful
either due to budget overrun or unable to deliver the required functionality within
the stipulated time frame, or else completely failed to deliver and rest 20% of the
projects are cancelled prior to the completion stage.

Overview
An organization aims to adopt SAP implementation to meet these following objectives
• An integrated system that operates in (or near) real time without relying on periodic updates
• A common database that supports all applications
• A consistent look and feel across all business areas
Also, the management is capable enough to gauge the success of SAP implementation based upon these criteria’s mentioned below:
• On-time delivery
• Deliver within the allocated budget
• Deliver the expected functionality
• Acceptable to the users (and hence used)
During the time of deployment, if a project fails to satisfy any one or more of these above listed criterias, then, it is obvious that the
project status reflects as a failure. On a close examination, it is observed that, these failures are actually associated with the
socio-technical system and not attributed to the failure in technology.

Successful SAP implementation strategy Mphasis 2

Phase-wise criteria for successful Implementation strategy
Apart from the standard set of tasks, this whitepaper also shares a list of other detailed activities. To make it more clear and for better
understanding, the stage wise implementation is depicted below.

ERP Program Delivery Best Practices: ASAP

1
4 5 Continuous
Project
Preparation 2 3 Final Improvement
Preparation Go-Live &
Business Realization Support
Blueprint

Note: Details of box color code for the activity chart are as below
Important and decision making activities Migration activities
Validation and preparation activities Training and documentation activities
Data management activities System configuration and documentation activities

a) Project Preparation
Purpose: Initial planning and preparation for the Project Preparation
implementation. Activities

In this stage, from the beginning itself – each and every Every resource
resource should get clarity over the project and their goals, i.e.,
business transformation underpinned by SAP implementation should get clarity
and not that this implementation would change the local Setup of Local Program
business processes. Ideally, a project team comprising of over the project Organization
experts and heads of each business area associated with the
company help a lot in driving this underlying message.
and their goals, Adaption of Strategic
Framework
As per the best practices, firstly, business process should i.e., business
be thoroughly evaluated and then streamlined before the Establish OCM
implementation process even kick starts.This would ensure that transformation Procedures + Responsibilities
the implementation would be as per the defined design norms
and business leaders shall maintain control over the processes
underpinned Early Adoption of Best
once the implementation begins. by SAP Business Practice Processes
Any kind of proposed change in the processes needs to be
discussed, should undergo a review and then finally get it implementation Training and Documentation
Strategy
approved by the respective Business owners. and not that this
This handpicked approach of defining the business process Infrastructure Requirements
in line with the best industrial practices helps in completing implementation and Design
time oriented tasks, such as: configuration, documentation,
testing, and training in addition to the risk of failure. Also,
would change Data Management Standards
and Implementations
it helps in aligning the business processes with statutory and the local business
regulatory compliance segment by strictly adhering to the
Data Cleansing
digital governance guidelines. processes. and Data Preparation
Key Points
Completion Check and
1) Defining project goals and objectives (ROI). Prepare for Next Phase
2) Having a business project team comprising of key players like
business heads.
3) Re-engineering the complete business process along with the documentation of
approved processes before the implementation starts.
4) Implementation team should have a panel of experts related to business requirement,
such as, systems and business processes.
Successful SAP implementation strategy Mphasis 3
b) Business Blueprint Business Blueprint
Purpose: To derive on common understanding of how the Activities
company intends to run SAP to support their business.
Basically, the Business blueprint phase is the most critical
step during SAP implementation. In this stage, various
parameters pertaining to implementation design, such as: General
consulting, customizing and support play a very crucial role Program Management
to cater our business needs.
OCM Organizational
In this stage,
Ideally, in this phase, the entire set of discussions
and correspondence act as a base platform for SAP
Alignment + Change Analysis
various
implementation. By default, all the details that are mapped
related to the business processes should reflect in the
Early Adoption of Best
Business Practice Processes
parameters
documentation file. Overall, the success of this phase is pertaining to
strongly determined with an effective closure at this point. Training Planning
Considering these facts, implementation team should include
implementation
these list of activities while finalizing the business process for Local Business Blueprint
Documentation
design, such
configuration
• Linking current processes to the organization’s strategy as: consulting,
Security Requirements
• Analysing the effectiveness of each process customizing
• Understanding existing automated solutions
The standard configuration component highlights business Infrastructure Planning and support
requirement gaps which is quite important as it showcases play a very
the dependent requirement as well as the target to deliver a
System Operation Stategy
customized solution syncing up with business objectives. crucial role
Business process gaps requirement can be fulfilled by three
ways, as mentioned below:
Data Cleansing to cater our
and Data Preparation
a) Using in-built enhancement option, such as: exit, function business needs
modules, etc. Completion Check &
Prepare for Next Phase
b) Rewriting the part of the process using ABAP to work in
the existing system as per business requirement
c) Interface to third party system

These processes constitute to varying degree of customization with first one being the most preferred option whereas the other
two are more invasive and expensive to maintain. Alternatively, there are non-technical options, too, i.e., changing the existing
business process to another version that matches the current or desired SAP requirements, provided it meets the business
objective and fulfils the organization needs.
Key points to understand the difference between Configuration and Customization are:

Configuration Customization
Mandatory Optional
Stable and predictable behavior Less stable and unpredictable behavior
Configuration changes survive upgrades to new software versions Customization changes are sometimes overwritten by software versions
Upgrade, modification and enhancements. It is the product manufacturer’s upgrade, modifications and enhancement. It is the customer’s responsibility,
responsibilities and increases testing activities
Improves organization acceptance Improves user’s acceptance
Reduces time and resources to implement and maintain Increases time and resources required to implement and maintain
Rigid and complex to meet the organization goal and objective with changing
Flexible and adaptable to meet future organization goals and objective
times if the same is not considered during initial phase of design

The final stage of business blueprint should include an overview and presentation of all the frozen processes along with requirement
GAPS. Also, at the same time, it should propose a customized solution to their end users keeping these objectives in mind.
The same should be attended by all key stakeholders so that the evaluation and sign-off is done after discussion and review.
The session would also include the details of risk and impacts of customized solution for the business to review and confirm.
If the volume or complexity of the customized solution affects the timelines, the same should also be highlighted along with proposed
impact on time as well as cost.

Successful SAP implementation strategy Mphasis 4

Key Points
1) Mapping of details related to business process i.e. whether to use standard configuration or customization method.
2) Considering the statutory requirements while mapping the business process such as: declaring company inventory valuation
methodology to the statutory authority. The same is vital because in case you fail to deliver.
3) Validation of details, substitution, alerts and workflow should be captured against existing, well defined and approved business
processes.
4) Various reporting requirements should be duly defined with standard details or else customized attributes against each process.
5) Various integration points should be identified and defined such as: direct integration (Integration with PLC), database integration
(SFC automated system like DCS), enterprise application integration (web services, API) and custom integration with any legacy
application or third party software.
6) Authorization and access control should be defined at each and every step based upon the approved business policy as well as
requirements.

c) Realization
Purpose: Implement the business process requirements based on the blueprint.
Realization
At the end of this blueprint phase and before the start of realization stage, an overview of all
the master data templates should be provided so that the same can be published later. Activities
The overview should share significant details of data which would further enable the compiling
process to take place in its required format. After which, sufficient time is available for data
cleansing based upon the volume and business requirements. General
While configuring a SAP system, organization performs a string balancing act between the Program Management
way they want the systems to work and the pattern in which it was designed to work. Typically,
SAP systems comprehends of many different types of settings which helps in modifying the OCM
system operation later. During the system configuration stage, business heads and experts
should keep a strict vigilance on the statutory requirements and must sincerely adhere to it. Early Adoption of Best
Business Practice Processes
The structure of the Realization phase is split into the following steps:
• Define the organization structure
While Training Preparation
• Configure the various business process
• Customize the business process requirement configuring a Configuration and Development
(ABAP development ) SAP system,
• Generate the unit test scripts and cases Unit / Process / Integration /
• Unit Test and issue resolution
organization Business Acceptance Testing

• Generate integration test scripts and cases performs a Infrastructure Implementation

• Integration Test and issue resolution
string balancing
• Generate a mock GO-LIVE plan. Data Preparation and
At the end of Realization stage, it is mandate to finalize
act between the Data Migration Simulation

the data migration strategy so that it becomes easy to way they want Cutover Planning and
migrate from any database to another one without any Preparation
hassle. The migration planning is fractionalized as per the systems to
Business Transation
these following steps:
work and the Planning for Cutover
• Determine migration timing
• Freeze the toolset
pattern in which Completion Check and
Prepare for Next Phase
• Decide on migration-related setups it was designed
• Define data archiving policies and procedures
to work.
Key Points
1) Adoption of best business practices for configuration.
2) Generation of plan for data collection and training.
3) Documentation of all customized objects within the business process.
4) Finalization of Mock Go-Live strategy.

Successful SAP implementation strategy Mphasis 5

d) Final Preparation
Final Preparation
Purpose: To complete the final preparation that incudes Activities
testing, end-user training, system management and cutover
activities, to finalize the readiness to go-live.
In this phase, the key change happening with respect to the
traditional procedure is to go for Mock Go-Live plan. General
Data migration and cut over strategy – both of them should Program Management
be put to test before the project runs into the Go-Live phase.
This step not only helps in rectifying the errors present in data OCM
collection but also it enables the user to plan out for corrective
actions before the actual Go-Live session gets alive. End User Traning
Success of SAP implementation depends upon the end
user training and acceptance. Hence, it is imperative for
Cutover Management
the end-user to undergo a training session and complete it
successfully. The training program comprises of business
process flow details, various integration points and their Business Simulation
dependency, to name a few...
The end-user documentation should consist all the details End User Practice in the
such as: integration points, validation of details and types of System
errors with root cause analysis report.
Infrastructure Finalization

Data Migration to Production

Mock Go-Live plan Pre-Go-Live Operations

Final Cutover and Controlled

Process Go-Live

Completion Check and

Key Points Prepare for Next Phase
1) Mock Go-Live and end-user training
2) Data migration and cut over strategy
3) Data volume and hardware integration testing
4) Documentation clearly specifying the details of location wise
business process owners with primary contacts.

Successful SAP implementation strategy Mphasis 6

e) GO-LIVE and Support Project Closing
Purpose: To move from a project-oriented, Activities
pre-production environment to live production
operation.
Project’s success or failure gets strongly nailed down at
General
this last stage of implementation. Business users should
Program Management
ensure that they swiftly adapt to system without impacting
any delay / concerns as they execute the business
OCM
process task.
It is commonly observed, post Go-Live – every user
looks upon the implementation team to avail some extra System Support
support and prompt guidance which further leads to
delay in response. Eventually, team size comes into the Business Support
picture for the same reason. Smaller team size affects the
business processes very badly after the implementation
as they cannot address the concerns of all the users. Project Closing
Ultimately, it leads to a situation where in the quality of the
implementation is widely spoken among the end user’s
community.
To avoid such situations, primarily, the standard warranty
support model should be changed where the issues or
This kind of agility smoothens
concerns are directly raised in the ITSM tool itself. Firstly, up the entire transition
all the bugs that are raised in the tool, should be primarily
evaluated by the location process owners, if they fail process and the ownership
to resolve, then it should be re directed to the support
team. In any case, it is mandatory for the support team would be successfully
to have correct information with them, which comprises
of process owner details tagged up with their evaluation transferred to the process
remarks.
ITSM tool accommodates precise and accurate reports to
owners as well as business
track down all the issues which are logged under different users to enjoy the privilege
categories such as: User awareness, Master data,
Configuration, Hardware etc. Running the reports after a of SAP implementation as a
week or once the system stabilizes, helps in appraising all
the issues reported under the User awareness or Master whole.
data category. The same should be segregated and
accordingly respective action needs to be initiated.
This kind of agility smoothens up the entire transition
process and the ownership would be successfully
transferred to the process owners as well as business
users to enjoy the privilege of SAP implementation
as a whole.

Key Points
1) Formation of location specific and business process wise
team to be the primary support.
2) Design and publication of war room strategy as per business
requirement.
3) Evaluation of support team performance and plan corrective
action on bi-weekly basis.

Successful SAP implementation strategy Mphasis 7

Best Practices

Project Preparation Business Blueprint Realization Final Preparation GO-LIVE

Draft Solution vision Configuration UAT

AS-IS & TO BE Master Data and
Governance Customization End-user training
Activity Gap Analysis Transaction Data
Project Team Unit Test Data cleaning
Change Management Migration Support
Project Plan System Integration Cut over Planning

Execution &
Budget Preparation Phase Planning Phase Design Phase Testing Phase
Support Phase
Estimate 10% 25% 25% 20%
20%

Define - Project Goal Standard Business

Success Standard End-user Training Quick Issue resolution
Project Plan Process based on Best
Factor configuration Data Migration User acceptance
Project Team Practices

Non-involvement of Improper Inadequate Inadequate support

Highly for business
Failure Risk Key stakeholder in documentation User training
Customized critical process
Factor defining the project Gap analysis without Erroneous requirement
solution
scope, plan and team. due justifcation Data migration and issue resolution

Conclusions
To conclude, presently, there is no complete solution which exists that can eliminate the failure of SAP implementation in totality.
In spite of knowing the reasons, the failure proportion still remains constant because most of them get same treatment although there
are different types of failures that arise through various combination of factors.
The most important concepts derived from this whitepaper are:
(A) SAP implementation doesn’t work out if we adopt traditional methodologies
(B) The most critical phase of the project lies in the earliest, budding stage where the
business blueprint and project preparation play a very crucial role.
Also, the gist of this whitepaper shares significant guidelines (listed below) which should be followed by the project delivery team
before they kick start with SAP implementation:
1) Define and develop a clear objective for SAP implementation
2) Review and align all the processes with respect to best business practices
3) Formulate the necessary change management mechanism which will not only help in overcoming the impact of project changes
that are made but also assist in evaluating the risks associated with it.
These suggestions and tips may not guarantee 100% success but if they are not given appropriate consideration, then the chances of
failure are likely to be greater than they could be assumed.

References
• SAP Implementation strategy by Mphasis

• White paper: Key issues in ERP system implementation by Gordon Baxter School of Computer Science,
University of St Andrews, 15th February 2010 (LSCITS)

• http://en.wikipedia.org/wiki/Enterprise_resource_planning

• https://en.wikipedia.org/wiki/SAP_implementation

Successful SAP implementation strategy Mphasis 8

 Manoj Pillai
Solution Architect

Manoj is working as a Solution Architect in SAP practice. He is being

associated with Mphasis for over 10 years, possessing experience in
different roles such as Project Manager, Functional Consultant,
Team Leader and as a Mentor.
He is also actively involved in SAP internal training and tool/accelerators
development.

About Mphasis
Mphasis (BSE: 526299; NSE: MPHASIS) applies next-generation technology to help enterprises transform businesses globally. Customer
centricity is foundational to Mphasis and is reflected in the Mphasis’ Front2Back™ Transformation approach. Front2Back™ uses the exponential
power of cloud and cognitive to provide hyper-personalized (C = X2C2 = 1) digital experience to clients and their end customers. Mphasis’
TM

Service Transformation approach helps ‘shrink the core’ through the application of digital technologies across legacy environments within an
enterprise, enabling businesses to stay ahead in a changing world. Mphasis’ core reference architectures and tools, speed and innovation with
domain expertise and specialization are key to building strong relationships with marquee clients. To know more, please visit www.mphasis.com

For more information, contact: marketinginfo@mphasis.com

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Successful SAP implementation strategy Fax: +91 80 6695 9942 Mphasis 9
www.mphasis.com
Copyright © Mphasis Corporation. All rights reserved.
In this topic, you will learn about SAP’s recommended methodology and tools for
managing implementation projects.

1
On completion of this topic, you will be able to:
 Describe the Accelerated Implementation Project methodology, including the purpose
and milestones in each phase.
 Explain how the AIP methodology and related tools can help to manage risk-free
projects.
 Use the embedded project plans in SAP Business One as the basis for your own
projects, and create new project plans in accordance with the methodology.

2
 As a new partner, you want your first implementation project to be a success. You need
to create a project plan. Where do you start? How do you ensure the plan includes all
the necessary tasks?
 Solution: Successful projects follow a structured, phased approach. SAP’s Accelerated
Implementation Program (AIP) provides a proven methodology for an SAP Business
One implementation. It is based on the practical experiences of SAP and many
implementation partners. Within this methodology, you will find project plans, as well as
tools and documents to help you be successful.

3
The first part of this topic examines the AIP methodology.

4
 As an implementation consultant, you are usually engaged at the end of the sales cycle,
after the partner sales team signs a contract with SAP.
 The partner sales team purchases the required SAP Business One user licenses on
behalf of the customer.
 Thus, from a contractual standpoint, there is no direct relationship between SAP and the
end customer.
 The partner is responsible for implementation and support of the customer. SAP is
responsible for defects in the SAP Business One software.

5
 What strategies can you use to be successful in an implementation project?
 Take a few moments to review the list and identify one or more strategies that you would
use to increase your chances of success.
 Would you:
 Leverage SAP’s experience?
 Leverage the expertize of other partners?
 Use a detailed project plan to ensure all necessary tasks are completed?
 Set and manage the customer expectations?
 Thoroughly understand the requirements and scope of the project?
 Have a change management process?
 Involve the customer in major project decisions?
 Assess and mitigate risk continually during the project?

6
 Successful implementation partners follow a structured or phased process for
implementation.
 The SAP Accelerated Implementation Program (AIP) is specifically designed for SAP
Business One implementations.
 The AIP methodology divides an implementation into five phases. These phases cover
the period starting with the handover from the sales team to right before the handover to
the support organization.
 The methodology provides milestones for each phase. Each milestone marks the
completion of a discreet activity in the project: software installation, system
configuration, testing, and so on. The milestones have been selected by SAP and
partners as crucial checkpoints in your project plan.
 Since all the methodology materials are published as a template, partners have the
opportunity to adapt the methodology to their own practices.

7
 Project Preparation is the first phase in the implementation, during which the customer
transitions from the sales cycle to implementation mode.
 For the implementation partner, the key activities are to:
 Conduct a project handover with the sales team
 Create a project plan for the implementation
 Conduct an official kick-off meeting with the customer team
 Deliver and install the SAP Business One software and demo database at the customer site.

 Note that the customer project manager and other key team members should have been
appointed during the sales cycle.
 You can use the sample templates provided in the AIP methodology for a pre-sales
business analysis of the customer, handover from sales meeting, project plan, and kick-
off meeting.

8
To keep the project focused and on track, you should complete four milestones in this first
phase:
1. First, you must clearly and thoroughly understand all aspects of the sales process,
including the customer background, business processes, any risks or constraints, and
any special or unusual requirements. You must have this information before you meet
the customer. The handover meeting with the sales team is crucial to ensure a smooth
transition of the customer from sales to implementation.
2. The kick-off meeting is the next milestone. This meeting marks the official start of the
project. Ideally this meeting should be a face-to-face meeting, since that gives you the
opportunity to create a relationship with the customer team and to set correct
expectations for the implementation. Make sure you cover the agenda items outlined in
the kickoff meeting template.
3. After the kickoff meeting, the delivery and installation of the software is important
contractually. The software, including add-ons, must be fully installed. The
implementation consultant should install the demo database (OEC Computers) for use
later in the project.

9
4. The last milestone is a checkpoint. A big advantage of the AIP methodology is as a
control mechanism for keeping the project on track. To achieve this, the customer
project manager is asked to acknowledge the completion of the phase with a signature.
This final checkpoint gives you the opportunity to ascertain that the customer is happy
with the project and does not have unrealistic expectations before the project moves on.

10
 Business Blueprint is the second phase in the project and the project team focuses on
a detailed analysis of the customer’s business processes and requirements. The
requirements are now mapped to a solution in SAP Business One. The documentation
of the solution is known as the business blueprint.
 The AIP methodology recommends you conduct workshops with the customer
representatives from each business area or department. In these workshops, you
should analyze the detailed steps in each of the customers processes. In addition to
major processes such as sales, purchasing, and service, you should cover reporting and
financial processes. At the same time, you should identify the sources and volume of the
legacy data that needs to be migrated.
 Check the templates provided in the AIP for assessing business processes.

11
The AIP recommends four milestones for this phase:
1. First you must complete the requirements gathering workshops for each of the
customer’s processes.
2. Next, perform a "fit/gap analysis" to map the processes to an SAP Business One
solution. The documented solution must be reviewed and accepted by the customer.
The blueprint then becomes the focal document for the next phase of the project.
3. This third milestone serves as a checkpoint to ensure that you assess the impact to the
project of any gaps or change requests you identify during the fit/gap analysis. It is
possible that these changes will affect the scope (work effort, timeline and/or cost) of the
project. Factors that can increase scope include a large amount of customized reports,
or high volumes of legacy data. It is important that the project plan is updated based on
the Business Blueprint and that the customer agrees to the new schedule. Some
partners prefer to conduct the requirements gathering exercise as a separate project, so
that the scope can be fully defined and agreed prior to the start of the implementation.
This is not a problem for the AIP methodology - phases 1 and 2 can be switched in
sequence.
4. As in all phases, there is a final milestone that is a checkpoint. To keep the project on
track, the customer should agree that all the phase deliverables and milestones have
been met.

12
 Project Realization is the heart of the project, and in this phase the consultants
implement all the business process and technical requirements defined during the
previous phase.
 In addition, the legacy master data is migrated.
 The newly-built system and master data is validated and tested by the customer using a
test copy of the customer database. All issues arising during testing should be logged
and resolved before moving onto the next phase.
 At the same time, the project manager draws up plans for training end users, and for the
cutover period. The cutover periods happens just before go-live, when many activities
must take place in the correct sequence and in a very short timeframe, so that the new
system can fully run the production workload.

13
The AIP has five milestones for this phase:
1. Milestone one is the Production system installed and configured based on the
documented business blueprint. This includes the import of legacy master data.
2. The second milestone is the validation of the configured system by the customer.
Validation involves an iterative process whereby the customer tests each configuration
change made by the consultant. This activity is sometimes known as "unit testing”.
3. The third milestone is provided to cover the broader testing that is required once the
individual processes have been validated. System and integration testing involves the
testing of entire business processes end-to-end, including the integration with other
processes and external systems. This testing is performed exclusively by the customer
team, with support from the implementation team.
4. The next milestone is a project planning milestone. While the production system is being
built and tested, the project manager focuses on planning for go-live. A plan for training
end users and a cutover plan must be completed and are crucial to the success of the
project.
5. The final milestone is the checkpoint for completion of the phase. Sign off for this phase
indicates that the customer has accepted the new system functionality.

14
 The Final Preparation phase coves the time period prior to go-live. During this phase,
the SAP Business One system and the client organization are transitioned into
production mode.
 This includes training end users to use the new system.
 A decision and date for go-live is agreed with the customer.
 Accounting balances and final transactions from the legacy system are transferred to
the production system. The transfer of the balances takes place before go-live in what is
called the “cutover” period.
 The actual switch to go-live happens at the end of this phase.

15
 The AIP includes four milestones for this phase:
1. End users must be fully prepared to use the new system. Escalations can occur if end
users are not trained in the new system. Depending on the contract terms, end user
training is sometimes the responsibility of the customer. Even so, the partner still has a
responsibility to assess that users can perform their jobs effectively.
2. System readiness is a key decision that you and the customer make together. Is the
system ready for production operations? Everything must be in place: users trained, IT
procedures written, backup and recovery tested, external interfaces working, and so on.
The AIP methodology provides a Phase and Risk Analysis tool to help you manage the
system readiness and cutover activities.
3. The third milestone stipulates that all cutover tasks are completed. There are many
critical activities that must be completed in a short period of time to transfer operations
from the legacy system to the new SAP Business One system, including:
 Import of open transactions from the legacy system
 Entering opening balances from the legacy balance sheet
 Reconciliation of accounting between the legacy system and the new system
 Closing down the legacy system and starting production on SAP Business One

16
4. The last milestone is the checkpoint for the phase. Sign-off indicates that the customer
agrees that all the conditions for go-live have been met. The SAP Business One system
can now be put into production, at an agreed time and date.

17
 Go-Live and Support is the final phase in the project. As the name suggests, the
newly-built system is now running in production.
 The implementation team should monitor and resolve any critical problems, then hand
over the system to the customer team, to the partner support organization, and to SAP
support.

18
The new system is now running in production. The AIP includes three milestones for this
final phase:
1. Once the new system has been running with no critical issues for a designated period of
time, you should hand over the system to your support group, and to SAP support. It is
a good idea to provide your support staff with the documented Business Blueprint. At the
same time you must ensure that the customer can manage the day to day administrative
tasks such as backup.
2. The second milestone marks the closure of the project. In this sign-off, the customer is
acknowledging and accepting the system in production.
3. The final milestone is met when a "Review and Optimization" conference takes place, to
review how well the project went. The sales account manager and the sponsor from the
customer side should attend. This meeting also provides an opportunity to plan for a
further phase or additional enhancements.

19
 A complete project plan is provided with the AIP implementation methodology. The
project plan is in Microsoft Excel, and you can easily adapt the plan to your needs.
 This plan serves as the master document for the AIP phases, and contains all the
required tasks, milestones and best practices.
 You can use the plan to assign tasks and manage task status.

20
 The same project plan is also embedded in the SAP Business One application at
release 9.0 and above. You can access this plan from the Implementation Center menu.
 There are three template project plans available, in all languages supported by SAP
Business One:
 Detailed project plan. This plan allows you to manage an implementation based on the five phases
defined in SAP’s Accelerated Implementation Project (AIP) methodology.
 Narrowed project plan. This plan contains tasks for just the configuration phases of the Accelerated
Implementation Project methodology.
 Pre-configured project plan. This plan contains the necessary tasks to manage an implementation
based on the entry-level SAP Business One Starter Package.

 You can edit the plan templates as needed, or create your own plans based on a
template, or you can create a new blank project plan and add your own tasks.

21
 There are some advantages in using an embedded project plan. You can maintain the
plan at the customer site, enabling multiple consultants to share the plan, including
customer project team members. Each person on the team and can view their required
tasks with completion dates.
 On the Plan tab, you can also attach project documents and notes to any of the tasks.
This is a very useful way of storing project files and sharing them with the project team
members.

22
 The embedded project plans contain links to the relevant SAP Business One
configuration screens.
 In the example shown, when you select the link arrow for the task “General Settings”,
the General Settings window automatically opens.
 As you can imagine, this can speed up the time for a consultant to make the
configuration settings. Once the setting is done, the consultant can then select the task
complete checkbox to indicate as a record that the configuration is done.

23
 When you add a new task to an existing plan, or to a new plan, you have the option to
add links to related configuration screens. This is useful if you have an add-on as part of
the solution – you can add tasks for installing the add-on and provide links to the
configuration of the add-on.
 To add a link to a task:
 First, select the checkbox for the task.
 Next, right-mouse click and choose Add Link from the context menu.
 In the Menu Selection Form, you can select the appropriate menu item from the SAP Business One
menu. You can select an existing SAP Business One menu item, or new menu items that you created
using the Software Development Kit.
 After you make a selection, the orange link arrow appears to the left of the task name.

24
The second part of this topic looks at the tools, templates and documents that support the
AIP methodology.

25
 The downloaded AIP materials include tools, templates, and documents organized
according to each phase and by purpose:
 Business Process Analysis tools and templates are provided for pre-implementation scoping and
fact finding, for gathering detailed business process requirements, and for gathering data migration
requirements. A Business Process Master List (BPML) tool is provided for defining complex processes
and roles. A Data Migration Guide provides a step-by-step approach to data migration and can be used
in multiple phases.
 Configuration, Infrastructure and Testing tools and templates are provided to record the handover
of software to the customer, and to document the setup and configuration. A tracking spreadsheet tool
is provided for object migration. Sample test cases are provided in a spreadsheet, along with a Test
Strategy guide.
 Project Management tools and templates include a PowerPoint template for the initial kick-off
meeting with the customer, and a sample Service Level Agreement (SLA). You can use the Training
Guide as a reference for planning training during the implementation. Also supplied is a Change
Request form and a change/issue log for managing issues during the implementation. The final tool
worth a mention is the Phase Sign-off form. You should use this to get customer sign-off for a key
deliverable or phase in order to keep the project on track.

 A selection of the tools, templates and documents are explained next.

26
The kick-off meeting with the customer serves as the foundation for the project. The AIP
template can help you plan this meeting. The template includes the following agenda:
 Introductions and Project Goals. The goals should summarize your understanding of the
customer’s goals and the success factors.
 Project Timeline. The plan should inform the customer of the timeline and key events,
including project meetings. The plan may be revised later, once the detailed
requirements are gathered in Phase 2.
 Project Team Organization. The success of the project depends on participation from
the business process owners from each area, as well as the IT administrator.
 Project Scope. Describe how you did the scoping or how you came up with the
estimates.
 Project Team Roles and Responsibilities. Team members need to understand the roles
and their individual responsibilities as a member of the project team.
 Project Procedures. You should cover project-related administration. For example,
space for implementation consultants to work on site, and remote access. You should
also cover where project documentation will be stored.

27
You can also find templates to help you with the business requirements analysis:
 The Pre-Sales Analysis and the Handover from Sales can be used before the start of
the implementation, to get a high-level picture of the customer’s business.
 The Blueprint Process Questionnaire and the Data Migration Assessment can be used
during the Business Blueprint phase to gather the details of the customer’s business
processes.

28
 The Phase and Risk Analysis tool can be used in all phases of a project. The
spreadsheet contains a worksheet for each of the five phases. The tool asks a series of
critical questions and you can assess the risk to the project based on your answer to
each question.
 In this way, you can use the questions as a checklist for reviewing a completed phase,
or as a checklist for anticipating risk in an upcoming phase.

29
 The Business Process Master List (BPML) tool is recommended for larger companies
with many users. It helps to define complex job role s and authorizations according to
the processes in SAP Business One. Much of the required data is pre-loaded and you
need only to:
 Define the names of the users.
 Select the roles in use, or define new roles.
 Select the processes in use, or define new processes.
 Select the SAP Business One transactions that will be used by the customer, or define new
transactions.
 Fine tune the list of authorizations, if needed,

 Once you have defined the elementary data, you can assign roles to the user names.
This assignment automatically associates the processes, transactions and
authorizations to each role, so all you need to do is review these assignments and make
necessary adjustments.
 For more information, refer to the BPML User Guide provided with the AIP materials.

30
 The Data Migration Object List can be used to document the data migration
requirements and data volumes from the legacy system, during the Business Blueprint
phase.
 The tool shows the input method options for migrating an object. For example, some
objects can be easily entered manually, whereas high volume master data should be
imported using the Data Transfer Workbench.
 Lastly, you can use the tool to track and sign-off each object after migration, during the
Project Realization phase.

31
 SAP provides various resources to help you as an implementation consultant. Going
clockwise from left to right, the resources are:
 The SAP PartnerEdge at http://service.sap.com/smb. Note that you need a user ID (the S-number),
which authorizes you to the services on the portal. You can download the AIP methodology materials
from here, as well as free training courses.
 The SAP Community Network is a series of forums sponsored by SAP where you can post
implementation questions and have them answered by other partners.
 A Partner Service Advisory (PSA) organization provides you with a single point of contact to all SAP
resources and provides guidance and advice to implementation partners. The Partner Services
Delivery also facilitates enablement sessions on a variety of topics for implementation consultants.
 Most countries have a country product specialist (Local Product Expert) who is an expert in the SAP
Business One product and the requirements of your localization. There are also country-specific portal
pages for many countries.

 *Every employee from an SAP Business One partner should get a personal user ID. If
your organization has signed SAP’s partner agreement, one person from your
organization will be authorized to request a user ID for you from SAP. You can use a
Single-Sign-On passport to log on to the portal. Note: If you do not know who your
super-administrator is, contact your local support office (see
http://service.sap.com/local-support) or send an e-mail to support@sap.com.

32
 Here are some key points to take away from this session.
 SAP’s Accelerated Implementation Program (AIP) is a proven methodology for an SAP Business One
implementation. It is based on the practical experiences of SAP and many partners.
 The AIP methodology divides an implementation into phases. These phases cover the period starting
with the handover from the sales team to right before the handover to the support organization:
 Project Preparation: The project plan is created for the implementation. A kick-off meeting is held
with the customer, and the software is delivered.
 Business Blueprint: The focus is on analyzing the customers business processes and requirements,
and mapping them to a solution.
 Project Realization: The heart of the project where the company is configured to match the business
blueprint. Testing also takes place.
 Final Preparation: The focus is on preparing for go-live. The go-live date is set, the users are
trained, and the final balances transferred over.
 Go-Live and Support: After go-live the customer moves into support mode.
 The project plan is the master document for the AIP methodology. Since the plan is based on SAP’s
experience plus the experience of many partners, you can ensure that no critical tasks are missed.
 The AIP project plan is available as a template in Microsoft Excel format. Several plan templates are
also provided in the Implementation Center within SAP Business One. An embedded plan can be
shared by the customer team, and you can store project attachments in the plan.

33
 You can create a new plan based on one of the template plans or you can add a new plan in SAP
Business One, with your own tasks. You can add drill-down links to new tasks if there is an applicable
menu screen.

34
You have completed the topic for the AIP Implementation Methodology. Thank you for your
time!

35
 Project – JBVNL
Master Data
End User Manual – Materials Management

Jharkhand Bijli Vitran Nigam Limited.

MATERIALS MANAGEMENT

USER MANUAL
MASTER DATA

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Table of Contents

SAP MM - Master Data .............................................................................................. 3

1 Material Master Data: .......................................................................... 3

A. Material:- ............................................................................................. 4

B. Material Type:- .................................................................................... 4

C. Material Group:- .................................................................................. 4

D. Number Range:- .................................................................................. 6

1.1 Creation of Material Master:-...................................................................... 6

1.2 Change of Material Master:- .................................................................... 17

1.3 Display of Material Master:- ..................................................................... 18

2 Vendor Master Data .......................................................................... 18

A. Vendor Account Group:-.................................................................... 18

B. Number Range:- ................................................................................ 19

2.1 Creation of Vendor Master:-..................................................................... 19

2.2 Change of Vendor Master:-...................................................................... 28

2.3 Display of Vendor Master:- ...................................................................... 28

3 Service Master Data .......................................................................... 28

A. Service Category:-............................................................................. 29

B. Service Group:- ................................................................................. 29

C. Number Range:- ................................................................................ 29

3.1 Create Service Master Record:-............................................................... 30

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SAP MM - Master Data

SAP works on real time data that is there is no time lag between data entry and data
availability. The important thing while creating any data is to maintain data integrity. SAP
data is categorized into two:

Master data - Data that is created centrally and it is valid for all applications. It remains
constant over the time but we need to update it on regular basis. For Example: Vendor is a
type of master data that is used for creating purchase orders or contracts.

Transactional data - Data that is associated with processing of business transaction is

Transactional data.e.g. Creating PO, PR, MIGO Etc.

SAP MM Master Data is of following two types:

1) Material Master Data

2) Vendor Master Data
3) Service Master Data

1 Material Master Data:

This is the enterprise main source of material specific data. This data will include
information on the materials that a company can procure, or produce, or store or sell.

Since there are different departments in an enterprise and each department works on
some specific material. So they will enter different information regarding their material. So
each user department has its own view of material master record. So, the data screens that
are used to create material master can be divided into two categories:

Main Data: - This will include basic data (base unit of measure, weight), purchasing data
(over tolerance and under tolerance), accounting data (standard price, moving price).

Additional Data: - This will include additional information like short description about
material, currency etc.

Material master has the four characteristics which will be discussing one by one in below
context.

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A. Material:-

 Goods or Objects that are used,Consumed, or created durring the Manufacturing may
be called the materials.
 Material can be traded, used in Manufacture,Consumed and produced.
 A Service may also be treated as material.

B. Material Type:-

Material Type is the classification of material mainly based on the attributes of the material.
It gives an indication of the category to which a particular material belongs. Materials with
some common attributes are grouped together and they are assigned to a material type.

Sr.No. Material Type(4) Description(25) Remark

1 ZCAP Capital Materials ZCAP-Capital Materials
2 ZSPA Spare Parts ZSPA-Spare Parts
3 ZCON Consumables ZCON-Consumables
4 ZSCP Scrap Materials ZSCP-Scrap Materials
5 ZCVL Civil Materials ZCVL-Civil Materials
6 ZTOL Tools ZTOL-Tools

C. Material Group:-

Material Group is a key that is used to group together several materials or services with the
same attributes. Each Material or Service is assigned to a particular material group.

Material group is used to classify materials for reporting/classification/authorization

purposes. Material Group is used for reporting purpose and you can restrict the scope of
analyses and search material master records via search helps. The detailed list enclosed
separately. The sample list of material & service groups proposed in SAP ERP are as
below.

Material
Sr.No. Description Remark
Group
1 1000 AB Cable accessories 1000-AB Cable accessories
2 1002 POLE ALL TYPE 1002-POLE ALL TYPE
3 1003 Print&Stationary mat 1003-Print&Stationary mat
4 1015 AB Switch 1015-AB Switch
5 1030 AB Switch Contact 1030-AB Switch Contact
6 1045 Aerial Bunched Cable 1045-Aerial Bunched Cable

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Material
Sr.No. Description Remark
Group
7 1060 Capacitor Bank 1060-Capacitor Bank
8 1075 Civil Works 1075-Civil Works
9 1090 Conductors 1090-Conductors
10 1105 Copper Control Cable 1105-Copper Control Cable
11 1120 Curr.& Pot.Transfor. 1120-Curr.& Pot.Transfor.
12 1135 D.O.Fuse 1135-D.O.Fuse
13 1150 Distribution Board 1150-Distribution Board
14 1165 Distribution Box 1165-Distribution Box
15 1180 Distribution Transf. 1180-Distribution Transf.
16 1195 Earthling 1195-Earthling
17 1210 ElectricalConduit-PI 1210-ElectricalConduit-PI
18 1225 Fabricated Items 1225-Fabricated Items
19 1240 FeederPilar/SMDB/MDB 1240-FeederPilar/SMDB/MDB
20 1255 Fire extinguishers 1255-Fire extinguishers
21 1270 GI Service Pipe 1270-GI Service Pipe
22 1285 Heat Shrinkable Kit 1285-Heat Shrinkable Kit
23 1300 HG Fuse set 1300-HG Fuse set
24 1315 Insulators &H/w fitg 1315-Insulators &H/w fitg
25 1330 Lightening Arrestors 1330-Lightening Arrestors
26 1345 Line Support (Poles) 1345-Line Support (Poles)
27 1360 Metering Equipment 1360-Metering Equipment
28 1375 P.G. Clamps 1375-P.G. Clamps
29 1390 Painting with Matl. 1390-Painting with Matl.
30 1405 Pipe Connector 1405-Pipe Connector
31 1420 Power Transformer 1420-Power Transformer
32 1435 PVC insulated Cables 1435-PVC insulated Cables
33 1450 Safety Equipment 1450-Safety Equipment
34 1465 SCADA Material 1465-SCADA Material
35 1480 Stay Set 1480-Stay Set
36 1495 Structur,Gantry Colm 1495-Structur,Gantry Colm
37 1510 Testing Equipment 1510-Testing Equipment
38 1525 Tool Kit 1525-Tool Kit
39 1540 VCB,C&R Panel 1540-VCB,C&R Panel
40 1555 XLPE insulated Cable 1555-XLPE insulated Cable
41 1570 DPC Aluminium wire 1570-DPC Aluminium wire
42 1585 Ring Main units 1585-Ring Main units
43 1600 UG Cables relatd mat 1600-UG Cables relatd mat
44 1615 Other Misc. Equipmnt 1615-Other Misc. Equipmnt
45 1630 Meter Box 1630-Meter Box

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Material
Sr.No. Description Remark
Group
46 1645 Tower line river crs 1645-Tower line river crs
47 1660 LED Lights 1660-LED Lights
48 1675 DG sets(3 Phase) AMF 1675-DG sets(3 Phase) AMF
49 1690 Nuts & Bolts 1690-Nuts & Bolts
50 1705 TRW Items 1705-TRW Items
51 3000 SERVICE-PROJECT 3000-SERVICE-PROJECT
52 3001 SERVICE-O & M 3001-SERVICE-O & M

D. Number Range:-

When we create material master record every material is recognized by a number, that
number will be unique and known as material number. We can assign number to material
through two ways:

External number assignment - While creating material you have to enter your
own number (containing alphabets or digits), and that should be unique.

Internal number assignment - While creating material you need not enter any
number, system will automatically generate a unique number to that material.

Material master contains all materials that a company procures, produces or sells. Material
Master is a central data that is available at all the levels.

Material Number Range Number Range Number

Description(25)
Type(4) From To Range

ZCAP Capital Materials 1000000000 19999999999 Internal

ZSPA Spare Parts 2000000000 29999999999 Internal
ZCON Consumables 3000000000 39999999999 Internal
ZVSR Scrap Materials-Valuated 4000000000 49999999999 Internal
ZCVL Civil Materials 6000000000 69999999999 Internal
ZTOL Tools and Tackles 7000000000 79999999999 Internal

1.1 Creation of Material Master:-

Path to Create Material Master Record:-

SAP Menu Path Logistics => Materials Management => Material Master => Material
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=>Create (General)=>Immediately
SAP T-code MM01
1.1.1 SAP Easy Access

Step Action
(1) MM01 is now entered in the Transaction box.
(2) Click Enter .
1.1.2 MM01 – Create Material

Step Action
(1) Industry Sector: Select the Industry Sector (U-Utility)
(2) Material Type: Select the Material Type
(3) Click Enter .
Material Number range is Internal, so Material number will be generated
Note:-
automatically after saving transaction.
1.1.3 MM01 – Create Material
Select required views to create material.

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Step Action
(1) Select View(s): Select views

(2) Click Continue (Enter) .

Note:- If you want to maintain MRP view then you can select and Maintain it.
1.1.4 MM01 – Create Material

Step Action
(1) Plant: Select the Plant
(2) Storage Loc.: Select the Storage Location
(3) Click Continue (Enter) .

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1.1.5 MM01 – Create Material

Step Action
(1) Material Description: Input Material description (Limit:-40 Characters only)
(2) Base Unit of Measure: Select the Base Unit of Measure
(3) Material Group: Select the Material Group
(4) Click Enter .
Note: - Old material number or or any another field could additionally added if details
available.

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1.1.6 MM01 – Create Material

Step Action
(1) Click Enter .

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End User Manual – Materials Management

1.1.7 MM01 – Create Material

Step Action
(1) Purchase Group: Select the correct Purchase Group(Optional field)
(2) Tax Ind. For Material : Input Tax Indicator for Material(Mandatory field)
(3) GR Processing Time: Input the GR Processing Time (Optional field)
(4) Click Enter .

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1.1.8 MM01 – Create Material

Step Action
(1) Control Code: Input the Control Code (HSN Code) Mandatory field
(2) Click Enter .

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1.1.9 MM01 – Create Material

Step Action
(1) Purchase Order Text: Input the PO text, if available
(2) Click Enter .

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End User Manual – Materials Management

1.1.10 MM01 – Create Material

Step Action
(1) Click Enter .
Note: - Unit of issue or any another field could additionally added if details
available.

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1.1.11 MM01 – Create Material

Step Action
(1) Profit Center: Select Correct Profit Center (Mandatory Field)
(2) Click Enter .

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1.1.12 MM01 – Create Material

Step Action
Moving Price: Input the Moving price (Optional Field) If you know then
(1)
you can maintained it.
(2) Click Enter .

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1.1.13 MM01 – Create Material

Step Action

(1) Click Save

1.1.14 MM01 – Create Material

Step Action
(1) Material 1000000322 Created
1.2 Change of Material Master:-
Path to Change Material Master Record:-
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SAP Menu Path Logistics => Materials Management => Material Master => Material
=>Change=>Immediately
SAP T-code MM02
1.3 Display of Material Master:-
Path to Display Material Master Record:-

SAP Menu Path Logistics => Materials Management => Material Master => Material
=>Display =>Display Current
SAP T-code MM03

2 Vendor Master Data

The key points about vendor master are as follows:

This is the enterprise main source of vendor specific data. This data will include
information on vendors from which a company can procure or it can sell.

Vendor Master Record will contain information like vendor's name, address.

Data in vendor master record is divided into three categories:-

General Data: - General data is maintained at client level and it is valid for all organizational
levels.

Accounting Data: - Accounting data is maintained at company level and it is valid for all
plants belonging to that company.

Purchasing Data: - Purchasing data is maintained at purchasing organization level.

Vendor master has the three characteristics which will be discussing one by one in below
context.

A. Vendor Account Group:-

Vendors are categorized according to requirements and some of the vendors having similar
characteristics are grouped together and placed in one category. For Example: All local
vendors can be placed under one account group.

Vendor A/c
Sr.No. Description Remark
Group
1 ZDOM Domestic Vendor ZDOM-Domestic Vendor

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Vendor A/c
Sr.No. Description Remark
Group
2 ZSRV Service Vendor ZSRV-Service Vendor
3 ZIMP Import Vendor ZIMP-Import Vendor

B. Number Range:-

When we create vendor master record every vendor is recognized by a number, that
number will be unique and known as vendor number.

Vendor no., address like street name, postal code, country, bank details of vendor,
accounting information of the vendor, terms of payment that are defined between company
and vendor (if available) are saved while creating the vendor master.

V. A/c Group Name From To Number Range

ZDOM Domestic Vendor 1000000 1999999 Internal
ZSRV Service Vendor 2000000 2099999 Internal
ZIMP Import Vendor 3000000 3099999 Internal
2.1 Creation of Vendor Master:-
Path to Create Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Create
SAP T-code XK01
2.1.1 SAP Easy Access

Step Action
(1) XK01 is now entered in the Transaction box.
(2) Click Enter .

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2.1.2 XK01 – Create Vendor

Step Action
(1) Company Code: 1000
(2) Purchase Organization : 1000
(3) Account Group: Input Account Group ZDOM
(4) Click Enter

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2.1.3 XK01 – Create Vendor

Step Action
(1) Title: Input the Title
(2) Name : Input the Name of Vendor
(3) Search term 1/2: Input the Search term
(4) Street/House number: Input the address of vendor
(5) City: Input the City
(6) Country: Select the Country
(7) Region: Select the Region
(8) Postal code: Input Postal Code
(9) Click Enter
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Master Data
End User Manual – Materials Management

2.1.4 XK01 – Create Vendor

Step Action
Tax Number 3: Input the GSTIN number of vendor (Mandatory Field) 15
(1)
Digit
(2) Click Enter

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2.1.5 XK01 – Create Vendor

Step Action
(1) First Name: Input the Name of Contact Person (Optional Field)
(2) Click Enter
2.1.6 XK01 – Create Vendor

Step Action
(1) Recon.Account : Select the Reconciliation Account(Mandatory Field)
(2) Click Enter

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2.1.7 XK01 – Create Vendor

Step Action
(1) Payment Terms : Select the Payment Terms
(2) Check double invoice : Ticked
(3) Click CIN Details Tab
2.1.8 XK01 – Create Vendor

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Step Action
(1) Withholding Tax : Select Withholding Tax tab
(2) PAN Number : Input PAN Number( 10 Digit)
(3) GST Details : Select GST Details tab
2.1.9 XK01 – Create Vendor

Step Action
(1) GST Ven Class. : Select the Vendor Classification for GST

(2) Click Back

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End User Manual – Materials Management

2.1.10 XK01 – Create Vendor

Step Action
(1) Click Enter

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End User Manual – Materials Management

2.1.11 XK01 – Create Vendor

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Step Action
(1) Order Currency : Select Order Currency
(2) Terms of Payment : Select the Payment Terms
(3) Schema Group,Vendor : Select correct Schema Group-Vendor
(4) GR-Based Inv.Verif : Ticked

(5) Click Save

Note: - For service vendor:-Pls ticked “Srv.Based Inv.Ver.”

2.2 Change of Vendor Master:-

Path to Change Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Change
SAP T-code XK02
2.3 Display of Vendor Master:-
Path to Display Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Display
SAP T-code XK03

3 Service Master Data

Every organization acquires goods to complete its business needs. Besides these goods
procurement, an organization may require occasionally some kind of services. These
services will include small maintenance task like changing the lights, painting and
housekeeping. These services are carried out by external contractors and hence the whole
process of procurement of services is known as service management. The key points about
service management are as follows.

 Services are meant for direct consumption instead of keeping them in inventory.

 Service description along with unit of measure is stored as master data in a record

that is known as service master record.

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 System stores the services that have been procured as a record in a sheet called as

service entry sheet.

Service procurement is of following two types:-

Planned Services: - In planned services at the time of procurement specifications like
quantity and price are known in advance. It means nature and scope of service is clear
before procurement.
Unplanned Services: - In unplanned services at the time of procurement specifications like
quantity and price are not known in advance. It means nature and scope of service is not
clear before procurement. These services can be extended as per the requirement.

A. Service Category:-

Key used to differentiate between services according to their usage.

The service category defines certain attributes of the service and has a control function.

Sr.No. Service Category Description

1 All Service

B. Service Group:-

Key that you use to group together several services with the same attributes.

Sr.No. Service Group Description

1 3000 SERVICE-PROJECT
2 3001 SERVICE-OP & MAINT.

C. Number Range:-

Specifies the number of the service master record for which you want to enter, change or
display data.

Service
Description(25) From To Number Range
Category(4)
All Service 10000000 19999999 Internal

Service master record contains the detail of all the services that can be procured from
external vendor within an organization. Service master record contains description of

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services along with the unit of measure. This master record serves as a reference for
creating service purchase order but it is not necessary, service purchase order can also be
created manually without reference. Service master record can be created by following the
below steps.

3.1 Create Service Master Record:-

Path to Create Service Master Record:-

SAP Menu Path Logistics => Materials Management => Service Master => Service
=> Service Master
SAP T-code AC03
3.1.1 SAP Easy Access

Step Action
(1) AC03 is now entered in the Transaction box.
(2) Click Enter .

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3.1.2 AC03 – Display Service

Step Action

(1) Click “Create New Service”

3.1.3 AC03 – Create Service Master Record

Step Action

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Step Action
(1) Service Short text: Input Short text of Service
(2) Service Category: Input Short text of Service
(3) Short text Change allowed: Ticked
(4) Base UOM: Input the UOM
(5) Mat/Sev.Group: Input the Service Group
(6) Valuation Class: Input the Valuation Class
(7) Tax Tariff Code: Input the SAC code
(8) Tax Indicator: Input Tax Indicator
3.1.4 AC03 – Create Service Master Record

Step Action
(1) Long text: Input Long text of Service
(2) Click Enter .

(3) Click Save .

You can also press Ctrl+S.

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3.1.5 AC03 – Create Service Master Record

Step Action
(1) Data records Saved: Activity number assigned(10000019)

Manual End

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Stationary Items Procurement & Inventory Management Process
Process Responsibility

Counting of Physical MM Section

Stock & Provide to ERP
Team

Stock Upload into SAP Atos Team

Creation of Indent (PR) MM Section

Calling Quotations, MM Section

Quotation Comparison
to select Lowest Bidder

Creation of PO based on MM Section

Indent or Approved
Quotations

ME21N
MM Section
Goods Receipt of Material

This process is Create Requisition for Material Requesting

not mandatory Material (Reservation) Dept/Section

Goods Issue based on MM Section

Reservation

Invoice Parking MM Section

Invoice Posting F&A Department

Ver 1.0 Page 1 of 11

1.0 Purchase Requisition

Via Menus Logistics>Purchasing> Purchase Requisition>Create

Via Transaction Code ME51N

 Select Document type ‘ZCON’ (Consumable Purchase)

 Select Account Assignment as ‘K’
 Select the material that you want to purchase
 Enter the quantity
 Delivery Date (Tentative date of Delivery)
 Select Plant as ‘0109’
 Purchasing Group as ‘200’
 Purchase Organization as ‘1000’
 Enter

In the Item details, Valuation Tab enter the unit price of an item and press Enter

Give G/L account as ‘40130028’ and cost centre as ‘2090000000’ as shown below

Ver 1.0 Page 2 of 11

In the Header tab

Enter the following

In the Text Tab of Item Details

Enter the Technical specifications

Click on and save the PR. System will generate PR no as shown below.

2.0 Purchase Order

Via Menus a) Logistics>Materials Management>Purchasing>Purchase Order>

Create>Vendor/Supplying Plant Known

Via Transaction ME21N

Code

Select PO document type as ‘ZCON’ and enter PO date and select vendor whom you want to send the
purchase order.

Enter Validity Start Date and Validity End Date.

In the Item Overview screen enter PR no as shown below.

Ver 1.0 Page 3 of 11

System will copy all the data from PR.

Enter Unit Price of a material, and tax code.

Click on and save the PO.

For Stock Overview Use T code MMBE and enter the material no. System will show the on –order stock
which is nothing but Purchase order quantity and existing stock in Unrestricted Use Category if any.

In this case existing stock is zero.

Ver 1.0 Page 4 of 11

3.0 Goods Receipt
Via Menus b) Logistics>Materials Management>Inventory Management>Goods
Movement> Goods Receipt> For Purchase Order>MIGO_GR

Via Transaction MIGO

Code

Enter the PO no and press enter

Enter the Document Date, Posting Date, Delivery Note no, Header Text

Go to Quantity Tab and enter the delivered quantity, Click on Item Ok

Go to Where Tab and enter Storage Location as ‘A002’, Name of Goods Recipient, Unloading Point and
press Enter

Ver 1.0 Page 5 of 11

Then Click on ‘Check’ Button. If it is written as then you can post the

document. System will generate Material Document No.

Then Go to MMBE to see whether stock is updated or not.

The stock is now updated. Thus moves from ‘On order’ Stock to ‘Unrestricted Use’ stock.

4.0 Reservation

Via Menus c) Logistics>Materials Management>Inventory Management>Goods

Movement> Reservation> MB21-Create

Via Transaction MB21

Code

Enter Date of Reservation, Movement Type as 201 and Plant as 0109 and press enter.

Then select Material you want to reserve, quantity, Storage location where it actually exists and
cost centre of the material indenting department. In this case Civil Engg department wants
material. Then save. System will post the document and will generate reservation no.

Ver 1.0 Page 6 of 11

Check MMBE

It shows 12 quantity is reserved.

Ver 1.0 Page 7 of 11

5.0 Goods Issue against Reservation

Via Menus d) Logistics>Materials Management>Inventory Management>Goods

Movement> MIGO_GI

Via Transaction MIGO_GI

Code

Enter the Reservation no and press enter

Enter Goods Recipient and click on

And post. System will generate Material document no.

Go to MMBE and overview the stock.

Ver 1.0 Page 8 of 11

The system shows updated stock.

6.0 Invoice Parking

Via Menus e) Logistics>Materials Management>Logistics Invoice

Verification>Document Entry> MIR7 Park Invoice

Via Transaction MIR7

Code

Enter Invoice Date and PO no and press enter. System will fetch all the data from PO. Select the appropriate
tax code and click on Calculate Tax buttion.

Ver 1.0 Page 9 of 11

Then copy paste the amount shown as in the Amount field and press
enter. In the Reference field enter invoice no and click on simulate button. If the Balance shows 0 then click
on Save Park Document. System will generate invoice document no.

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Go to ME23N to display purchase order history. It shows GR and Invoice Parking is done.

Ver 1.0 Page 11 of 11

 END USER DOCUMENT

ERP - PROJECT

SUGMAYA

END USER DOCUMENT

FOR

MATERIAL MANAGEMENT

GOODS ISSUE

MM- GOODS ISSUE

For Internal Circulation Only
 END USER DOCUMENT

TABLE OF CONTENTS

1 DOCUMENT CONTROL ...................................................................................................... 4

1.1 DOCUMENT HISTORY ..................................................................................................... 4
1.2 DISTRIBUTION .................................................................................................................. 4
2. BUSINESS PROCESS.......................................................................................................... 5
2.1 PROCESS NAME ........................................ ERROR! BOOKMARK NOT DEFINED.
2.2 OVERVIEW ................................................. ERROR! BOOKMARK NOT DEFINED.
2.3 PROCEDURAL STEPS ............................... ERROR! BOOKMARK NOT DEFINED.
2.4 CREATE A RESERVATION ...................... ERROR! BOOKMARK NOT DEFINED.
2.5 INPUT FIELDS ............................................ ERROR! BOOKMARK NOT DEFINED.
1. DOCUMENT CONTROL................................................................................................. 3
1.1 DOCUMENT HISTORY ..................................................................................................... 3
1.2 DISTRIBUTION .................................................................................................................. 3
2. BUSINESS PROCESS PROCEDURE: MAINTAIN RESERVATION .............................. 4
2.1 PROCESS NAME: CREATE RESERVATION.................................................................. 4
2.2 OVERVIEW: ............................................................................................................... 4
2.3 PROCEDURAL STEPS: ............................................................................................. 4
ADDITIONAL COMMENTS/ INFORMATION: ........................................................... 6
3.1 PROCESS NAME: CHANGE RESERVATION ................................................................ 6
3.2 OVERVIEW: ............................................................................................................... 6
3.3 PROCEDURAL STEPS: ............................................................................................. 6
ADDITIONAL COMMENTS/ INFORMATION: ........................................................... 8
4.1 PROCESS NAME: DISPLAY RESERVATION ................................................................ 9
4.2 OVERVIEW: ............................................................................................................... 9
4.3 PROCEDURAL STEPS: ............................................................................................. 9
ADDITIONAL COMMENTS/ INFORMATION: ......................................................... 11
5.1 PROCESS NAME: GOODS ISSUE .................................................................................. 11
5.2 OVERVIEW: ............................................................................................................. 11
5.3 PROCEDURAL STEPS: ........................................................................................... 11
ADDITIONAL COMMENTS/ INFORMATION: ......................................................... 13
6. GLOSSARY ....................................................................................................................... 14
7 APPENDIX ......................................................................................................................... 15
7.1 T - CODES FOR REPORTS ........................................................................................... 15
7.2 T - CODES OF MM RELATED TO PR......................................................................... 16
6. GLOSSORY…………………………………………………………………………………..26
7. APPENDIX ......................................................................................................................... 27
7.1 T - CODES FOR REOPRTS ........................................................................................... 28
7.2 T - CODES FOR MM ........................................................................................................ 28

MM- GOODS ISSUE

For Internal Circulation Only
 END USER DOCUMENT

1. Document Control

This is a controlled document and will be maintained on UJVNL portal.

Changes to this document will be recorded below and must be published to all interested parties.

1.1 Document History

Version Date Author VERSION DETAILS

V01 07-02-2018 Kumar Shwetabh First ISSUE

1.2 Distribution

Date Name Purpose

Ajay Kumar Singh

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 END USER DOCUMENT

2. Business Process Procedure: Maintain Reservation

2.1 PROCESS NAME: CREATE RESERVATION

2.2 Overview:

A reservation needs to be maintained in system before goods can be moved.

Prerequisites:
Material Master created in system.

2.3 Procedural Steps:

Run requisite transaction:
Create a Reservation by running the appropriate transaction either by following the menu path or typing the
transaction number as shown below.

2.4 Create Reservation

Menu Path and Transaction Number

Logistics  Materials Management  Inventory Management  Good Receipt

Menu Path
Transaction
Code MB21

Screen Shot

MM- GOODS ISSUE

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 END USER DOCUMENT

On running MB21 transaction we get initial screen as :

2.5 INPUT FIELDS

Press enter

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Click on Save icon

The Reservation is created with a message on the bottom of the screen

Additional Comments/ Information:

None

3.1 PROCESS NAME: CHANGE RESERVATION

3.2 Overview:

Changes may be required in a reservation created.

Prerequisites:
Reservation created in system.

3.3 Procedural Steps:

Run requisite transaction:

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 END USER DOCUMENT

Change a Reservation by running the appropriate transaction either by following the menu path or typing the
transaction number as shown below.

3.4 Change Reservation

Menu Path and Transaction Number

Logistics  Materials Management  Inventory Management  Reservation 

Menu Path Change
Transaction
Code MB22

Screen Shot

3.5 INPUT FIELDS

On running MB22 the initial screen appears as:

Press Enter

Make the required changes.

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 END USER DOCUMENT

Click on Details from Item or double click on Item

Click on save icon

The reservation is changed and a messgae appears on the bottom of the screen

Additional Comments/ Information:

None

MM- GOODS ISSUE

For Internal Circulation Only
 END USER DOCUMENT

4.1 PROCESS NAME: DISPLAY RESERVATION

4.2 Overview:

A reservation created maybe required to be dispalyed to check for the correctness.

Prerequisites:
Reservation created in system.

4.3 Procedural Steps:

Run requisite transaction:
Display a Reservation by running the appropriate transaction either by following the menu path or typing the
transaction number as shown below.

4.4 Display Reservation

Menu Path and Transaction Number

Logistics  Materials Management  Inventory Management  Reservation 

Menu Path Display
Transaction
Code MB23

Screen Shot

On running MB23 the initial screen appears as:

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 END USER DOCUMENT

4.5 INPUT FIELD

Press enter

The Reservation is Dispalyed as follows:

Click on Header icon or press Shift+F4

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 END USER DOCUMENT

Additional Comments/ Information:

None

5.1 PROCESS NAME: GOODS ISSUE

5.2 Overview:
This document covers creation of Goods Issue document in system.
Prerequisites:
Material Master existing in system. Material stock existing in the plant.

5.3 Procedural Steps:

Run requisite transaction:
Create a Goods Issue by running the appropriate transaction either by following the menu path or typing
the transaction number as shown below.

5.4 GOODS ISSUE

Menu Path and Transaction Number

Logistics  Materials Management  Purchasing  RFQ/Quotation 

Menu Path Quotation  MIGO GI-Goods Issue (MIGO)

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 END USER DOCUMENT

Transaction
Code MIGO

Screen Shot

Select Goods Issue as the action to be performed in MIGO as shown.

Select the appropriate type of reference document and give the document number

5.5 INPUT FIELDS

Select Item Ok from bottom of the screen as shown

MM- GOODS ISSUE

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 END USER DOCUMENT

Click on Save icon

A message appears showning

Additional Comments/ Information:

None

MM- GOODS ISSUE

For Internal Circulation Only
 END USER DOCUMENT

6. GLOSSARY
The “brand” name of the SAP application that delivers integrated business
SAP ERP solutions. This solution contains a breadth of applications that support both
Central Component specific industries and functional departments. This solution is broken into a
(ECC) series of logically defined modules (e.g. PS or Finance) each consisting of a
series of components
Systems, Applications and Products (in data processing)
SAP The name of the software vendor selected to provide the base application for
Project STA
SAP term for legal entity for which a complete self-contained set of accounts
Company code
can be drawn up for external statutory reporting
SAP organization element used to cover those company codes that share
Controlling Area
common cost accounting principles and processes
Material Management - a “module” within the SAP-ERP central component
MM
(ECC) that handles Materials and Services
In Logistics, a plant is an organizational unit for dividing an enterprise
Plant according to production, procurement, maintenance, and materials planning.
A place where materials are produced, or goods and services are provided.
PR Purchase Requisition

PO Purchase Order

RFQ Request For Quotation

MIGO Goods Receipt

Logistics Invoice Verification
LIV

SES Service Entry Sheet

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 END USER DOCUMENT

7 APPENDIX

7.1 T - CODES FOR REPORTS

T-Code Description
MB24 Reservation List
MB25 Reservation List
MB51 Material Document Report

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 END USER DOCUMENT

7.2 T - CODES OF MM RELATED TO PR

T-Code Description
MB21 Create a Reservation
MB22 Change a Reservation
MB23 Display a Reservation
MIGO Goods Issue

MM- GOODS ISSUE

For Internal Circulation Only
 END USER DOCUMENT

THANK YOU

MM- GOODS ISSUE

For Internal Circulation Only