MM - Managing Material Master Data

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1 MM - Managing Material Master Data The following Help Topics are available: Matedal~&lst~ For Help on Help, Press F1 Version SAP

2 Version Prepared for R/3 Release 2.2. August 1994 SAP

3 Copyrights ~1994 SAP AG. All rights reserved. Neither this documentation nor any part of it may be copied or reproduced in any form or by any means or translated into another language, without the prior consent of SAP AG. SAP AG makes no warranties or represenations with respect to the content hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. SAP AG assumes no responsibility for any errors that may appear in this document. The information contained in this document is subject to change without notice. SAP AG reserves the right to make any such changes without obligation to notify any person of such revision or changes. SAP AG makes no commitment to keep the information contained herein up to date. SAP

4 Material Master In this section you will learn about some of the basic features of the material master. The material master contains all the information on all materials in a company. This section provides an overview of the functions and use of the material master data structure in the material master It contains the following topics: Eunc.tiQn.s.and.U.s.e...Qf..the.Mate.r.iaLMa.ste.r. Dat~..~.tru.ctum..of..the.Ma.t.er.iaLM.as.t.er Click on a topic for more information SAP

5 Functions and Use of the Material Master The material master contains all the information on all materials that a company procures, produces, stores, and sells. It is the company s central source for retrieving material data. The material master is used by all components in the SAP Logistics system. The integration of all material data in a single data base object eliminates redundant data storage. Areas such as purchasing, inventory management, material requirements planning, invoice verification, and so on, can all use the same data. The data in the material master is used to perform the following functions in the SAP Logistics system: in purchasing for purchase order processing in inventory management for goods movement postings and physical inventory management in invoice verification for posting invoices in sales for order processing in production planning and control for material requirements planning, scheduling, and work scheduling SAP

6 Data Structure of the Material Master The material master has a hierarchical structure resembling the organizational structure of a company. How a Company is Organized in the SAP R/3 System The SAP R/3 System can be organized flexibly to suit individual company needs. When the system is installed, its organization is tailored as precisely as possible to your company structure. Basic Concepts of the Company Structure The SAP R/3 System represents your company structure using the following organizational units: Client A client is a legally and organizationally autonomous user of the system; a grouping and/or collaboration of legal, organizational, commercial, and/or administrative units with a common purpose. Example: group Company code A company code is a legally independent unit within a client. The balance sheet and profit and loss account are drawn up at company code level, in accordance with legal requirements. The R/3 System can manage several companies at the same time in one client. Examples: company, subsidiary Plant A plant is an operating unit or place of business within a company. Examples: production site, branch office, field office Storage location A storage location is the total of all storage bins in a plant that are managed together. Purchasing organization A purchasing organization is an organizational unit that procures materials and/or services for all organizational units situated beneath it in the company structure, and negotiates general purchasing conditions with vendors. Sales organization A sales organization is an organizational unit that sells materials or services and negotiates sales conditions. The market can be divided up on the basis of sales organizations into, for example, geographical regions or specific industries. All sales events and transactions are processed within a particular sales organization. A sales organization can be further subdivided into distribution channels and divisions. Warehouse number A warehouse number represents a complex warehouse management system consisting of different organizational and technical units (that is to say, storage types). Storage type SAP

7 Storage types subdivide a complex warehouse (that is to say, a warehouse number) into separate areas that differ with regard to their storage method, organizational form, and/or function. Examples: goods receipt, picking, and replenishment stocks How the Organizational Units Are Linked to Each Other The company structure as modeled in the SAP System is hierarchical. The client is the top level, which can include several company codes. Several plants can be allocated to a company code, and a plant can include various storage locations. The following figure illustrates these relationships graphically. I Client I 001 I I I Companycodes I ooo I Iooo I I I Plants I ~ 0004 Storage locations Plants must always be consecutively numbered across all company codes. Thus, plants belonging to different company codes cannot have the same number. By contrast, storage location numbers can be repeated as long as they are in different plants. A purchasing organization groups together any combination of plants. The allocation of plant to purchasing organization is not fixed; that is, a purchasing organization may supply to several plants and a plant may be supplied by several purchasing organizations. However, a purchasing organization is always allocated to one company code. The figure below illustrates these relationships graphically. SAP

8 Client 001 I I Companycodes g anizations \ 1 I Plants \ / \ A sales organization groups together any combination of plants. The allocation of plant to sales organization is not fixed; that is, a sales organization may sell for several plants and a plant may supply to several sales organizations. However, a sales organization is always allocated to one company code. The figure below illustrates these relationships graphically. Client 001 Companycodes I \! anizations / / \ \ Plants The warehouse number and the storage type are only relevant if you use the SAP Warehouse Management system (WM). Only one storage location per plant can be allocated to a warehouse number. However, storage locations belonging to different plants can be managed under the same warehouse number. SAP

9 One warehouse number may exist for several physical warehouses, and these are represented as storage types in the Warehouse Management system. Storage types differ according to organizational and technical criteria (for example, high rack storage area and block storage area). One storage type groups together several storage bins. A storage bin is the smallest physical unit the system can address. A plant may have storage locations that are not managed using the Warehouse Management system. How the Company Structure is Represented in the Material Master Some material data is valid at all organizational levels, while other data is valid only at certain levels. We have designed the material master so that it reflects the hierarchical structure of a company and can manage material data centrally without amassing redundant information. Client level General material data applicable to the entire company is stored at client level. This includes, for example, material group, base unit of measure, material descriptions, and conversion factors for alternative units of measure. Plant level All data that is valid for a particular plant as well as for the storage locations belonging to it is stored at plant level. This includes, for example, MRP and forecast data. Storage location level All data that refers to a particular storage location is stored at storage location level. This applies mainly to storage location stocks. Sales organization level All material data relevant to sales is stored at sales organization level. This includes, for example, grouping terms such as product hierarchy, account assignment group, and price reference material. Warehouse number level All material data specific to warehouse management and relating to a particular warehouse number is stored at warehouse number level. This includes, for example, data on palletizing, stock placement, and stock removal. Storage type level All material data specific to warehouse management and relating to a particular storage type is stored at storage type level. This includes, for example, fixed storage bins as well as maximum and minimum storage bin quantities. SAP

10 Material Master Records This section describes material master records. These are what the material master is made up of. You will learn about: the different types of data that a material master record can contain the statuses that a material master record can have how material master records are numbered Also explained is the importance of the material type, industry sector, and profiles for material master records. The final section tells you what factors determine the sequence in which screens appear and which fields are displayed when you process a material master record. It contains the following topics: Dat&in.t he..m.alter~a&mas.ter..l~e.c..o.rd. MaLt.eria&.T.yp ~s P.r.#.f.i[e.~.8.#.r.e.eA.8.e.~u~.n#.~..and..Ei.eJId..8.~.l.e ti.en Click on a topic for more information SAP

11 Data in the Material Master Record All the information your company needs to manage a material is stored in a data record in the material master, the material master record. Thus, a material master record contains all the main data on a material, sorted by various different criteria. What Type of Data Does a Material Master Record Contain? You can enter and change the majority of data in a material master record yourself. However, some information can only be updated by the system. For example, the system updates the administrative data when you process a material master record, and stock balances when goods receipts or goods issues are posted. Moreover, the data in a material master record can be divided into two categories: Data of a purely descriptive nature This is data with an information content such as name, size, or dimension. Data that the system uses to perform a control function This is data such as MRP type and price control. What Departmental Data Does a Material Master Record Contain? Since different departments in a company work with the same material but each department uses different information on that material, the data in a material master record can also be subdivided in terms of the departments to which it belongs. Every department has its own view on a material master record and is responsible for the correctness of its data. Below is a list of the different user departments or views, as they are called in the R/3 System. The information that can be stored for them is illustrated with examples: Work scheduling Data required for production scheduling. Examples: tolerance data and in-house processing times. Accounting Data relating to material valuation and automatic account determination. Examples: price control, standard or moving average price, valuation class. Material requirements planning Information on material requirements planning. Examples: MRP type, safety stock, and planned delivery or production time for a material. Purchasing Material data provided by the purchasing department. Examples: purchasing group responsible for the material, overdelivery and underdelivery tolerances, and purchase order text. Production resources/tools Information on the use of a material as production resource/tool. Examples: use in particular task list types, grouping keys, default values for task lists and production orders. Costing Data needed for costing purposes. Examples: product/unit costing indicator, costing lot size, default valuation data. SAP

12 Classification Typical material classification data. Examples: assignment to one or more classes, valuation of characteristics, standard class. Engineering/design Technical specifications for the engineering/design of a material. Examples: Document Management data, International Article Number (EAN), and dimensions. Storage Information on storage and transportation. Examples: storage conditions and packaging sizes. Warehouse management Information on stock placement and stock removal. Examples: storage type for stock placement and stock removal, and loading equipment quantities. Forecasting Information used to predict material requirements. Examples: forecast model and forecast period. Quality management Sales Data relating to quality management. Examples: technical delivery terms, certificate type requirement, quality inspection data (one type for each event). Information on sales and shipping. Examples: product hierarchy, account determination group, pricing reference material, sales text. Maintenance Status of a Material Master Record When a user department creates its data for a material, the material master record acquires a maintenance status. The maintenance status is important for finding out which data has already been maintained and which data still needs maintaining. A material master record also needs a status so that other SAP components can work with it. For example, accounting data must exist for a material before inventory management can become active. The table below shows the possible maintenance statuses of a material master record. User department Maintenance status Accounting B Classification C Costing G Engineering/design K Forecasting P Material requirements planning D Plant stocks X* Production resources/tools F Purchasing E Quality management Q Sales V SAP

13 Storage Storage location stocks Z* Warehouse management S Work scheduling A * This data is used for display purposes only; it cannot be modified manually. Interdependency of User Department and Organizational Levels/Profiles You may need to enter additional organizational levels and control parameters, depending on which department you are in. One important factor is the organizational level at which the data is managed. The table below shows you which data you must specify/can specify, and when. L Select the user department Accounting Classification and fill in the fields The entry is...: Plant mandatory (if valuation at plant level) Company code mandatory (if valuation at company code level) None Costing Plant mandatory Engineering/design none Forecasting Plant mandatory Forecast profile optional Material requirements Plant mandatory planning Storage location optional MRP profile optional Production Plant mandatory resources/tools Purchase order text none Purchasing Plant optional Quality management Plant mandatory Sales 1+2 Sales organization mandatory Distribution channel dep. on sales org. Sales text Plant optional Sales organization mandatory Distribution channel dep. on sales org. SAP

14 Sales/plant data Plant Sales organization Distribution channel mandatory mandatory dep. on sales org. Storage Plant optional Storage location optional Warehouse Plant optional management Warehouse number mandatory Storage type optional Work scheduling 1+2 Plant mandatory How Is a Material Master Record Numbered? For every material your company uses, you must create a material master record in the material master. This record is uniquely identified by a material number. You can assign mnemonic keys or non-mnemonic keys as material numbers, depending on the method your company prefers. The SAP R/3 System distinguishes between two types of number assignment: external number assignment internal number assignment If your company uses mnemonic keys (these are normally alphanumeric), you enter the character string you want to use as the material number when you create the material master record. This process is called external number assignment. If your company uses non-mnemonic keys, you do not enter a material number when creating a material master record. The system fills the field with the material number Internal when you save the material master record. The system then assigns a consecutive number automatically. This process is called internal number assignment. The type of number assignment allowed depends on the material type selected and is defined in Customizing by the systems administrator. The systems administrator can also set the material number length (in Customizing) to suit the needs of your company. A material number may contain up to 18 characters. SAP

15 KMaterial Types Materials with the same basic features are grouped together and assigned to the same material type. This allows you to manage different materials in a uniform manner that conforms to your company s requirements. Examples of material types are raw materials, semi-finished products, and finished products. When creating a material master record, you must assign a material type to the material. The material type determines certain features of the material and has important control functions. What Is the Function of a Material Type? When you create a material master record, the material type you choose determines whether the material number can be assigned internally or externally from which number range the material number comes which screens appear and in what sequence which departmental data you may enter In addition, the material type determines the material s procurement type, that is, whether a material is manufactured in-house or procured externally, or whether both are possible. The material type together with the plant also determines the material s inventory management requirement, that is: whether changes in quantity are updated in the material master record whether changes in value are also updated in the stock accounts of financial accounting Furthermore, the accounts affected by a material entering or leaving the warehouse depend on the material type. The systems administrator defines these control functions centrally in Customizing. What Material Types Are There? The following table shows you what material types exist in the standard SAP R/3 System, and what their different roles are. Material type Services Finished goods Definition Services are procured externally and cannot be stored. A material master record of this material type can always contain purchasing data. Finished goods are produced by the company itself. Since they are not ordered by purchasing, a material master record of this material type does not contain purchasing data. SAP

16 Semi-finished products Trading goods Operating supplies Non-stock material Raw materials Non-valuated materials Production resources/tools Packaging materials Semi-finished products can be procured externally and/or manufactured in-house. The company then processes them further. A material master record of this material type can contain both purchasing and work scheduling data. Trading goods are procured externally and then sold. A material master record of this material type can contain purchasing and sales data. Operating supplies are procured externally and required for the manufacture of other products. A material master record of this material type can contain purchasing data but no sales data. This is material that is not held in stock because it is consumed immediately. Raw materials are always procured externally and processed further. Since raw materials cannot be sold, a material master record of this material type contains no sales data. A material of this material type is managed on a quantity basis, not by value. These materials are procured externally and used in the production of further materials. A material master record of this material type contains purchasing data, but no sales data. It is managed on a quantity basis. Examples of production resources/tools are apparatus, equipment, and measuring and testing devices. Packaging materials are used to transport goods and are delivered with the goods free of charge. A material master record of this material type is managed both on a quantity basis and by value. SAP

17 Competitive products Materials of this type have their own material master records, created from the Engineering/Design view. The competitor s number, which is stored here, assigns the material to one particular competitor. Specifying a Material Type You specify a material s material type when you create a material master record. There are two ways of doing this: From the menu screen of the material master, select Material--> Create special --> <Material type>. This takes you to the initial screen for creating a material of the material type just selected. Use this method when you want to create several materials of the same material type in one session. From the menu screen of the material master, select Material --> Create general. This takes you to the initial screen for creating a material. Enter the material type in the Material type field. Use this method when you want to create several materials of different material types in one session. Changing a Material Type Consider your choice of material type carefully, since it is not always possible to change it. In certain circumstances, however, a change in the material type may be necessary. For example, a material that was always procured externally in the past and whose material type allows only external procurement is to be produced in-house in the future. A material type that allows in-house production must therefore be assigned to the material. Since the material type influences the way transactions are processed in the SAP R/3 System, the system checks any change to the material type to see whether it is allowed. The following cases are possible: The material type can be changed without restrictions if no stocks, reservations, or purchasing documents exist yet for the material. The following conditions must be met if the material is already in stock, or if purchasing documents or reservations exist for it: - The stock values of the material of the new material type must be updated in the same G/L account as the stock values of the material of the old material type. Quantities and values of the material of the new material type must be updated in exactly the same way in all plants as quantities and values of the material of the old material type. If the new material type does not allow purchasing to maintain the material data, but purchasing and similar documents already exist, the system displays a message to this effect. If there is a transfer request for the material and if quants of the material are available, the new material type must also allow Warehouse Management to maintain the material data. When you change from a material type that allows only in-house production to a material type that allows only external procurement, or vice versa, the system converts the procurement type SAP

18 accordingly. When you change to a material type that allows different departmental data than the old material type all fields for a user department that no longer exists are reset to their initial value - the fields of a user department that become required entry fields as a result of the new material type are displayed in a list; you can maintain these fields with Material -~ Change. Example: You want to produce a material that until now was procured externally and belonged to the material type "ROH". You now need to assign it the material type "HALB". In our example, no stocks exist yet for the material. This is what you do: 1. From the menu screen of the material master, select Material ~ Change material type. The initial screen for changing the material type appears. 2. In the Material field, enter the number of the material whose material type you want to change, and in the New material type field enter halb. When you press Enter, the system fills the Old material type field with the old material type. 3. Select Actions -~ Execute. The following message appears: You are changing material type from ROH to HALB. 4. Confirm this message by pressing Enter. If the two material types are linked with different accounts on the basis of their valuation classes, a pop-up window appears asking you to enter a valuation class that is valid for all plants or company codes with the new material type. 5. Confirm or change the valuation class and press Enter. The following message appears: Material type changed SAP

19 Industry Sectors In addition to classifying materials according to material type, you must also assign an industry sector to every material. You specify the industry sector when you create a material master record. Like material types, industry sectors have control functions in the SAP R/3 System. Once an industry sector has been assigned to a material, it can no longer be changed. Read the section Screen S~quer~ce and Ei~!~! Se!ec~i~r). What Is the Function of an Industry Sector? When you create a material master record, the industry sector you specify determines which screens appear and in what sequence which industry-specific fields appear on the screens What Industry Sectors Are There? You can see what industry sectors there are in the standard SAP R/3 System from the following table. Industry sector Plant engineering and construction Chemical industry Mechanical engineering Pharmaceuticals Industry key A C M P Setting a Default If you repeatedly assign the same industry sector to your materials, you may find it useful to predefine this in the system; that is, to set a default industry sector. This value is then proposed automatically whenever you create a material master record. You set an industry sector default as follows:. From the initial screen of the application function Create material, select Defaults --> Industry. A window appears. 2. Enter the desired industry key. If you do not want the Industry field to be displayed on the initial screen when a material master record is created, select the indicator Suppress industry sector on initial screen. The industry sector will not reappear on the initial screen until you cancel this selection. Press Enter to return to the initial screen and continue. SAP

20 Profiles A profile is a collection of information used to configure certain objects. It stores standard information that you need repeatedly in almost identical combinations when maintaining different objects. Thus a profile simplifies data entry and data management. In a profile you specify which fields are filled with values when data on an object is entered which values these fields contain which of these values can be overwritten (default values) and which cannot be overwritten (fixed values) In the material master, the objects are the material master records and the object data is the MRP or forecast data. There are two kinds of profile: MRP profile forecast profile You can assign a profile to a material master record when you create it. This has the effect that fixed values that are copied from the profile into a data screen cannot be changed in the material master record. By contrast, you may overwrite default values. The values are written to the material master record when you save it. The following functions are available for profiles: create profile display profile change profile delete profile In the following section you will learn how to create, display, change, and delete profiles in the material master. MRP and forecast profiles are processed according to identical principles. The following section describes this procedure for both profiles. Creating a Profile This is how you create a profile in the material master: 1. From the menu screen of the material master, select Profile ~ MRP profile or Forecast profile ~Create. The initial Create Profile screen appears. 2. Enter the key you want to assign to the profile. If you want to use an existing profile as a reference, enter the name of this profile in the Reference field so that the system can copy its values to the new profile. 3. Select Goto ~ Selection screen. The selection screen appears. It shows all the fields that can be copied to the MRP or forecasting screen of the material master record. 4. Enter a profile description and select the fields you want the profile to contain. SAP

21 You must also decide whether each field will be copied to the material master record as a fixed value or a default value. 5. Select Goto --~ Data screen. The data screen appears. Only the fields you marked on the selection screen are presented for you to fill in. The fixed and default values are displayed in different colors. All fixed values are required entry fields except where the field can also accept the value Blank. 6. Enter your data and save the profile with Profile --> Save. Note You now return to the initial screen where you can create another profile. The MRP profile data is spread over two screens. You can switch from one screen to the other with Goto --> Screen 1 or --> Screen 2. The system runs a number of checks when you create a new profile: When you go from the selection screen to the data screen, the system checks whether the selected fields form a reasonable combination and are allowed to appear in the same profile. Example: The Fixed lot size and Maximum stock level fields may not be combined in one MRP profile. When you save the data on the data screen, the system checks - whether the values you have entered are valid, for example, whether they are defined in the appropriate table - whether the values you have entered are compatible with each other Example: If the Maximum stock level field appears in the profile, you must also specify a Lot size that can give the highest stock level. If the system detects inconsistencies or errors, it asks you to change the fields selected on the selection screen and/or correct the values. Displaying a Profile This is how you display a profile in the material master: 1. From the menu screen of the material master, select Profile -~ MRP profile or Forecast profile --> Display. The initial Display Profile screen appears. 2. Enter the name of the profile. 3. Select Goto --~ Selection screen. The selection screen appears. In display mode, only the fields that are defined in the profile are displayed. 4. Select Goto --~ Data screen. The data screen appears. You see the values that are defined in the profile. Select Goto --~ Back to return to the initial screen and continue. Changing a Profile SAP

22 When you change a profile, the system not only updates the changed values in the profile; it also generates a batch job which updates all material master records that have this profile assigned to them. However, this applies only to changes that affect fixed values. A change document is created automatically for all materials where such changes have occurred. This is how you change a profile in the material master. 1. From the menu screen of the material master, select Profile -~ MRP profile or Forecast profile --~ Change. The initial Change Profile screen appears. 2. Enter the name of the profile and select Goto --~Selection screen. The selection screen appears. All the fields already included in the profile are selected. 3. Make the desired changes: - Select new fixed values or default values. - Change fixed values to default values or vice versa. - Cancel selections that are no longer needed.. Select Goto -~ Data screen 1 or 2 (in an MRP profile) or Goto -~ Data screen (in a forecast profile). The data screen appears. 5. Enter the changed values and save the profile with Profile --~ Save. You now return to the initial screen and can continue. The same checks are run as when you create a profile. See "Creating a Profile" in.?rofi!es In addition, the system automatically creates the batch job PROFILE to update the material master records, and runs it overnight. It generates one batch job only, even if you change several profiles on the same day. If errors occur as a result of data incompatibility, the details are recorded in a log. The next day, you can check the log to see which material master records were affected by these errors, and then edit them manually. If the batch job terminates for any reason, you must request an update of the material master records for the coming night manually. You do this by creating a batch job for program RMMM0001. You can use PROFILE again as your job name or job group; no variant is necessary. Deleting a Profile The system also generates the batch job PROFILE when you delete a profile. The job is run automatically in the evening. It cancels the profile in every material master record with that profile assigned to it; that is, the profile assignment disappears, but the values themselves remain stored in the material master record. If errors occur while the job is being run, they are recorded in a log. The next day, you can check the log to see which material master records were affected by these errors, and then edit them manually. This is how you delete a profile in the material master: 1. From the menu screen of the material master, select Profile --~ MRP profile or Forecast profiles --~ Delete. SAP

23 The initial Delete Profile screen appears. 2. Enter the name of the profile you want to delete and press Enter. A pop-up window appears. 3. Position the cursor on Yes and press Enter. You now return to the initial screen and can continue. SAP

24 Screen Sequence and Field Selection When processing a material master record, you work through its screens in a set sequence (the screen sequence). Certain fields on these screens are needed for some processes, but not for others (field selection). Screen sequence and field selection in a material master record depend among other things on the following questions: Which SAP components does your company use? If, for example, your company does not use the SAP Warehouse Management system, the warehouse management screens do not appear. Which industry sector does your company, and therefore your materials, belong to? If your company belongs to the chemical industry, for example, the fields that appear on the screens will not be the same as for a mechanical engineering company. Which material type do you assign to a material? If the material is a raw material, for example, the sales screens are not displayed in the standard R/3 System because raw materials cannot be sold. Which organizational level(s) do you want to enter data for? If you enter data at plant level only, fields specific to storage location are suppressed. Standard Screen Sequence You work through the material master data screens in a set sequence. The initial screen takes you to a first and then to a second pop-up window. In the first one, you select the views you want on the material master record; in the second, you specify the organizational levels. This then takes you to the data screens. Material (Industry) ~ aterialtype) eference) VielNS - Engineering/ desngn - Purchasing i Organizational levels -Plant -Storagelocation i Datascreen(s) I i : Standard screen sequence (without default settings) I SAP

25 The data screens in a material master record can be divided into two types: main screens These are the screens of the individual user departments such as engineering/design, material requirements planning, and so on. They also include the purchase order text, the sales text, and the stock views. secondary screens These are the screens containing additional information such as units of measure, material descriptions, consumption values, forecast values, and administrative data. A standard processing sequence is defined for the main screens. It is followed provided that all requirements such as material type, user department(s) authorization, view selection, and so on, are met. To go from one main screen to the next, press Enter. Direct Screen Access It is also possible to access any screen direct as long as the following conditions are met: you have an authorization for the user department concerned the user department is allowed for the material type selected From any main screen, you can switch to another main screen of your choice using Goto --> <User department>. You access secondary screens from a main or secondary screen with Details --> <Secondary screen>. SAP

26 Creating Material Master Records This section tells you how material master records are created. The initial sections describe the different ways to do this: This section also explains which data is important to each user department and what you need to bear in mind when entering this data. It contains the following topics:... : i... ~ i...~...~ : i... ~...i... i... M a.te.r.ial..d.a[ta;.t b.e...c.lats.sjf.i.c.ati.on..v.ie.w Click on a topic for more information SAP

27 Basics The following section tells you what you need to know before you create a material master record. When to Create a Material Master Record You must create a material master record in the following cases: If the material you need is not defined in the material master; in other words, if there is no material master record for that material. In this case, you create the material master record. If the material you need is already defined in the master record but the master data for your user department is missing. In this case, you extend the material master record by selecting the create function. If your user department data has already been entered for the material you need but not at the appropriate organizational level (for example, a different plant). In this case, you extend the material master record by selecting the create function. Points to Consider Before you create a material master record, consult the following checklist: Are you sure there is no material master record in the system for this material? You can check this using a matchcode or by calling up the materials list. Is there already a similar material in the system that you can use to enter data? What material number do you want to give the material? What is the material s material type? Which industry sector does the material belong to? What description do you want to give the material? In what unit of measure do you want to manage the material? If you enter engineering/design or purchasing data: to which material group do you want to allocate the material? If you use the SAP R/3 Classification System: to which class do you want to assign the material? If you enter MRP data:which procedure will be used to plan the material and, if applicable, what is the name of the MRP profile? If you enter forecasting data: which model do you want to use to forecast material requirements and, if applicable, what is the name of the forecast profile? SAP

28 Different Ways of Creating a Material Master Record There are three different approaches to creating material data in the system: creating a material master record creating a material master record with a reference extending a material master record The approach you adopt depends on what data is already in the system. In all cases, you use the Create function. Creating a Material Master Record Your company may be organized in such a way that all material master records are created centrally. In this case, the minimum of departmental data is entered centrally, and users in individual departments then add to this information using the Change function. The central body must be authorized to enter data for all departments. Alternatively, however, your company may be organized decentrally, with each department creating its own material master records. Users are authorized to process data for one, or possibly several, departments. In both cases, this is how you create a material master record:. From the menu screen of the material master, select Material --~ Create special --~ <Material type>, The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: m Note Enter a material number if your company uses external number assignment and if the material type allows external number assignment. Otherwise, leave the field empty. Assign the material to an industry sector. If you select Material--~ Create general from the initial material master screen, the screen for creating a material appears. Here, you must specify the material type to which you want to assign the material. You reach the Select View(s) pop-up window by pressing Enter. What views appear at this point depends on the way the material type has been set up in Customizing. 3. Select the views, that is, the user departments, for which you want to enter data and press Enter. The Organizational Levels/Profiles pop-up window now appears. 4. Specify the organizational levels necessary for your departments and, if applicable, enter the profiles. Organizational levels and profiles are explained in detail later in this section (see "Individual user departments"). You reach the data screen of the first user department by pressing Enter. 5. Enter the material description and the base unit of measure for the material in the appropriate fields. This information is mandatory and identical for all user departments. Talk to the other users to SAP

29 decide what you are going to enter here. Caution Once you have entered the material description and pressed Enter, the only way to change it is using Details -~ Texts --~ Descriptions, 6. Enter your departmental data. You must fill in the required fields. The other fields are optional. Specific points to note are described later in this section You reach the next departmental data screen by pressing Enter. 7. Repeat the procedure described under point 6 until you have entered the data for all user departments. When you reach the data screen of the last department that you selected in the Select View(s) window, the system displays a message to this effect. If you want to enter data for a department that you did not select in the pop-up window, select Goto --~ <User department> from the data screen of any department. The system either goes direct to the next data screen or asks you to enter the organizational levels needed for the new department. However, you can only switch to another department if you are authorized to process its data and if the material type allows this department. 8. Save the data with Material -~ Save. You now return to the initial Create Material screen and can start creating the next material master record. Creating a Material Master Record with a Reference When you create a material master record using a reference, you refer to a similar material that is already defined in the data base. The system copies the "reference material" data into the new material master record where you can overwrite it if necessary. This is what you do:. From the menu screen of the material master, select Material -~ Create special -~ <Material type>. The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: Note If your company uses external number assignment and if the material type allows external number assignment, enter a number. Otherwise, leave the field empty. - Assign the material to an industry sector. In the Material field under Reference, enter the number of the material whose data you want to copy as a reference into the new master record. If you select Material-~ Create general from the initial material master screen, the screen for creating a material appears. Here, you must in addition specify the material type to which you want to assign your material. The Select View(s) pop-up window appears when you press Enter. 3. Select the departments for which you want to create data and press Enter. The Organizational Levels/Profiles pop-up window appears. 4. Specify the organizational levels you want and, if applicable, the profiles. SAP

30 . In the Reference column, enter the organizational levels of the desired reference material (see also "Setting Default Organizational Levels and Profiles" in ~ctio0,s ). If you do not enter an organizational level in the reference column, the system proposes the client values from the reference material. Press Enter. The reference material data is now copied to the new data screens. These values can be overwritten.. Save the data with Material -~ Save. You now return to the initial screen, where you can start creating the next material master record. Extending a Material Master Record If a department creates data for a material, the material master record exists in the data base as from this date. If you work in another department and want to enter data on the same material, you do not have to create another material master record. Instead, you just extend it to include the information relevant to your own user department. You also extend a material master record if you want to store data on a particular user department at further organizational levels. The following section describes how you extend a material master record to include the data needed by your own department. Follow the same steps to extend a material master record to include new organizational levels. You extend an existing material master record using the Create function. 1. From the menu screen of the material master, select Material --~ Create special --~ <Material type>. The initial screen for creating a material of a particular material type appears. 2. Fill in the initial screen: Enter a material number. This number is mandatory, even if only internal number assignment is allowed in your company, because you are adding data to an existing material master record. If you do not enter a number, you will create a new material master record. - You do not need to enter an industry sector. The system will copy this value from the existing material master record. Moreover, if you have selected Material -~ Create general from the initial material master screen, you do not need to enter a material type. This value, too, is copied from the existing material master record. 3. Press Enter. If you have entered an industry sector and a material type that differ from those already entered by another user department, the system issues a warning that you confirm with Enter. If you have not entered any values, you confirm the message that appears with Enter. The Select View(s) pop-up window appears. 4. Select the user department whose data you want to add to the material master record and press Enter. The Organizational Levels/Profiles pop-up window appears. 5. Specify the organizational levels and, if applicable, the profile you need for your user department and press Enter. SAP

31 . The data screen of your user department now appears with the message Material exists and is being extended. The data that has already been entered and is valid for all user departments has been copied to your data screen. This includes, for example, the material description and the base unit of measure. You cannot change such data. You can only make entries in fields that have not already been filled by other departments. Enter the data for your user department and save it with Material -~ Save. You now return automatically to the initial screen. SAP

32 Material Data" the Engineering/Design View The following section deals in detail with material master records from the Engineering/Design view. It is assumed that no data has yet been created for any other view or user department. Organizational Levels Since engineering or design data is valid for the entire group, you cannot specify organizational levels for this department. The Organizational Levels pop-up window does not appear. Engineering/Design Data On the Engineering/Design screen, you enter data that is also used by other user departments or views: Material description and base unit of measure This information is mandatory and identical for all departments. Talk to the other users to decide what you are going to enter here. Material group A material group allows materials with common features to be classifed under one heading. Product hierarchy Key that groups together materials for analytical and pricing purposes through the combination of various features. The most important data in the General data box is: Gross weight and unit of weight The gross weight and its unit are always stored in relation to the material s base unit of measure. Volume and unit of volume The volume and its unit are always stored in relation to the material s base unit of measure. EAN/UPC This field contains the International Article Number (EAN) or Universal Product Code (UPC), which is always stored in the system in relation to the material s base unit of measure. The system determines the EAN/UPC automatically if you enter a suitable number category in the EAN category field. EAN category You specify an EAN category if you want the system to assign the EAN (International Article Number) or UPC (Universal Product Code) internally. The EAN category you choose also determines the EAN s test digit algorithm. Like the EAN itself, the EAN category refers to one packed or wrapped base unit of the material. For more detailed information on EAN management, please see the section "EAN Management" in ~..I=yn t!.o.n.. If your company does not use the SAP Document Management System, you can enter data on drawings directly on the EngineeringlDesign screen. If your company does use the SAP Document Management System and there is no link to a drawing, the No link field is active; if several drawings exist for the material, the Several documents field is active. SAP

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