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SAP MM Material Management (Tutorials Point)(Z-Library)

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SAP
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SAP is an enterprise resource planning software that was basically designed to manage resources, information and activities that are required to complete business processes such as procurement and managing orders, billing of orders and management of human resources. SAP applications work with real-time data. It has the ability to be configured according to the needs of the business. It allows a business to make rapid changes in its requirements through a common set of programs. This tutorial adopts a step-by-step approach to acquaint the readers with the SAP MM environment and how to make good use of its features. It will also help learners to perform procurement of stock materials in SAP.

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i About the Tutorial SAP is an enterprise resource planning software that was basically designed to manage resources, information and activities that are required to complete business processes such as procurement and managing orders, billing of orders and management of human resources. SAP applications work with real-time data. It has the ability to be configured according to the needs of the business. It allows a business to make rapid changes in its requirements through a common set of programs. This tutorial adopts a step-by-step approach to acquaint the readers with the SAP MM environment and how to make good use of its features. It will also help learners to perform procurement of stock materials in SAP. Audience This tutorial has been designed for beginners without prior exposure to materials management. With the customer demands changing rapidly, this tutorial will be especially useful for those who want to learn how to manage the supply chain management side of the business using SAP so that market demands can be met in the shortest possible time. Prerequisites A basic knowledge of ERP concepts will help you in understanding the concepts of SAP Material Management System described in this tutorial. Copyright & Disclaimer Copyright 2014 by Tutorials Point (I) Pvt. Ltd. All the content and graphics published in this e-book are the property of Tutorials Point (I) Pvt. Ltd. The user of this e-book is prohibited to reuse, retain, copy, distribute or republish any contents or a part of contents of this e-book in any manner without written consent of the publisher. We strive to update the contents of our website and tutorials as timely and as precisely as possible, however, the contents may contain inaccuracies or errors. Tutorials Point (I) Pvt. Ltd. provides no guarantee regarding the accuracy, timeliness or completeness of our website or its contents including this tutorial. If you discover any errors on our website or in this tutorial, please notify us at contact@tutorialspoint.com
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ii Table of Contents About the Tutorial ····································································································································· i Audience ···················································································································································· i Prerequisites ·············································································································································· i Copyright & Disclaimer ······························································································································ i Table of Contents ······································································································································ ii 1. OVERVIEW ····························································································································· 1 SAP Business Process ································································································································ 1 Features of SAP MM ································································································································· 1 2. SCREEN NAVIGATION ············································································································ 2 Login Screen ·············································································································································· 2 Standard Toolbar Icons ····························································································································· 2 Standard Exit Keys ···································································································································· 3 3. PROCUREMENT PROCESS ······································································································ 6 Basic Procurement ···································································································································· 6 Special Procurement ······························································································································· 10 4. ORGANIZATION STRUCTURE ······························································································· 12 SAP Implementation Guide ····················································································································· 12 SAP IMG Path ·········································································································································· 12 SAP IMG ·················································································································································· 14 Menu path for MM Configuration ··········································································································· 15 5. ENTERPRISE STRUCTURE ····································································································· 16 Client ······················································································································································ 17 Company Code ········································································································································ 17 Plant ······················································································································································· 18
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iii Storage Location ····································································································································· 18 Purchasing Organization ························································································································· 18 Purchasing Group ···································································································································· 19 6. DEFINING ORGANIZATIONAL STRUCTURE ··········································································· 20 Create Company ····································································································································· 21 Create Company Code····························································································································· 23 Create Plant ············································································································································ 25 Create Storage Location ·························································································································· 27 Create Purchasing Organization ·············································································································· 29 Create Purchasing Group ························································································································ 31 7. ORGANIZATIONAL UNITS ····································································································· 33 Plant to Company Code··························································································································· 34 Purchasing Organization to Company Code ···························································································· 35 Purchasing Organization to Plant ············································································································ 37 Standard Purchasing Organization to Plant ····························································································· 38 8. MASTER DATA ····················································································································· 40 Material Master Data······························································································································ 40 9. PURCHASE INFO RECORD ···································································································· 61 Creation of Purchase Info Record ············································································································ 61 10. SOURCE DETERMINATION/LIST ··························································································· 65 Automatic Creation of Source List ··········································································································· 65 Manual Creation of Source List ··············································································································· 66 11. PROCUREMENT CYCLE ········································································································ 69 Determination of Requirement ··············································································································· 69 Creating Purchase Order ························································································································· 69
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iv Posting Goods Receipt ···························································································································· 71 Posting Invoice ········································································································································ 73 12. PURCHASE REQUISITION ····································································································· 75 Create Purchase Requisition ··················································································································· 75 Creating Purchase Order from Purchase Requisition ··············································································· 77 13. REQUEST FOR QUOTATION ································································································· 80 Manual Creation of RFQ ·························································································································· 80 Automatic Creation of RFQ from Purchase Requisition ··········································································· 83 14. OUTLINE AGREEMENT ········································································································· 85 Contract ·················································································································································· 85 Scheduling Agreement ···························································································································· 88 15. QUOTA ARRANGEMENT ······································································································ 93 Create Quota Arrangement ····················································································································· 94 16. POSTING PERIOD ················································································································· 97 Maintain Fiscal Year Variant ··················································································································· 97 Assign Company Code to Fiscal Year Variant ··························································································· 99 Define Variants for Open Posting Periods ····························································································· 101 Assign Variant to Company Code ·········································································································· 102 Open and Close Posting Periods ············································································································ 103 17. PURCHASE ORDER TYPES ·································································································· 106 Subcontracting Purchase Order············································································································· 107 Consignment Purchase Order················································································································ 108 Stock Transfer Purchase Order ·············································································································· 109 Service Purchase Order ························································································································· 110
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v 18. INVENTORY MANAGEMENT ······························································································ 112 Movement Type ···································································································································· 112 Goods Receipt ······································································································································· 114 Reservation ··········································································································································· 119 Goods Issue ··········································································································································· 122 19. INVOICE VERIFICATION ····································································································· 126 Posting of Invoice ·································································································································· 126 Blocked Invoice ····································································································································· 128 Evaluated Receipt Settlement ··············································································································· 130 20. SERVICE MANAGEMENT ···································································································· 134 Service Master Record ·························································································································· 134 Service Purchase Order ························································································································· 137 Service Entry Sheet ······························································································································· 139 21. VALUATION ······················································································································· 142 Split Valuation ······································································································································ 142 Split Valuation Configuration ················································································································ 144 22. ACCOUNT DETERMINATION ······························································································ 150 Define Valuation Control ······················································································································ 150 Group Together Valuation Areas ··········································································································· 152 Define Valuation Classes ······················································································································· 153 Configure Automatic Posting ················································································································ 158 23. CONFIGURATION ··············································································································· 161 Assign Fields to Field Selection Groups ································································································· 161 Maintain Field Selection for Data Screens ····························································································· 163 Maintain Company Codes for Materials Management ·········································································· 164
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vi Define Attributes of System Messages ·································································································· 166 Define Number Ranges – Purchase Requisition ····················································································· 168 Define Document Types – Purchase Requisition ··················································································· 170 Define Number Ranges – RFQ/Quotation ····························································································· 172 Define Document Types – RFQ/Quotation ···························································································· 173 24. TRANSACTION CODES ······································································································· 176 24. INTERVIEW QUESTIONS ···································································································· 180 What is Next? ······································································································································· 183
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SAP MM 1 SAP ERP (Enterprise Resource Planning) is a commercial software that integrates all the information in a single software, considering various factors such as time and cost. Organizations can easily meet their business demands with the help of SAP. SAP Business Process SAP MM is the short form for SAP Material Management system. The roles of SAP MM in a business process are as follows: A business process in SAP is termed as a “module”. SAP MM is a part of logistics functions and it helps in managing the procurement activities of an organization. It supports all aspects of material management (planning, control, etc.). It is the backbone of logistics that incorporates modules such as Sales and Distribution, Production Planning, Plant Maintenance, Project Systems, and Warehouse Management. Features of SAP MM The features of a SAP MM system are as follows: SAP MM is one of the modules of SAP that deals with material management and inventory management. Material Management as a process ensures no shortage of materials or any gaps in the supply chain process of the organization. SAP MM speeds up the procurement and material management activities, making the business run smoothly with complete time and cost efficiency. It deals with managing the materials (products and/or services) and resources of an organization with the aim of accelerating productivity and reducing costs. At the same time, SAP MM is quite versatile to accommodate changes that are frequent in any business environment. It deals with the Procurement Process, Master Data (Material & Vendor Master), Account Determination & Valuation of Material, Inventory Management, Invoice Verification, Material Requirement Planning, etc. 1. OVERVIEW
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SAP MM 2 The first step to understand SAP is to have a basic knowledge of its various screens. The following sections describe how to navigate through the screens available in SAP and how to use the functionalities of the standard toolbar. Login Screen Log on to the SAP ERP server. The SAP login screen will prompt you for the User ID and the Password. Provide a valid user ID and password and press enter. The user id and password are provided by the system administrator. The login screen appears as follows: Standard Toolbar Icons The following screenshot shows the toolbars available on the SAP screen. 2. SCREEN NAVIGATION
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SAP MM 3 Given below is a brief description of the available toolbars: Menu Bar - Menu bar is the topline of the dialog window in the SAP system. Standard Toolbar – This toolbar includes standard functions such as save, top of page, end of page, page up, page down, print, etc. Title Bar - Title bar displays the name of the application/business process you are currently in. Application Toolbar – Application-specific menu options are available on this toolbar. Command Field - To start a business application without navigating through menu transactions, some logical codes are assigned to the business processes. Transaction codes are entered in the command field to start an application directly. Standard Exit Keys Exit keys are used to exit the module or to log off. They are used to go back to the last accessed screen. The following screenshot highlights the standard exit keys used in SAP:
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SAP MM 4 New Session Icon For creating a new session, we use the following keys shown in the screenshot below:
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SAP MM 5 Log Off It is a good practice to log off from the SAP system when you finish your work. There are several ways to log off from the system, but it can be done using the following instructions as shown in the screenshot below:
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SAP MM 6 Every organization acquires material or services to complete its business needs. The process of buying materials and obtaining services from vendors or dealers is called procurement. Procurement should be done in such a way that materials are ordered in correct quantity, with a proper value at the proper time. It is subdivided into following parts: Basic Procurement Special Procurement Basic Procurement Basic procurement is a process of acquiring goods or services in the right quantity, at the right price, and at the right time. However it is critical to maintain a right balance between quantity, price, and time. Consider the following example: Organizations try and keep inventory levels at a minimum, due to the prices associated with high levels of inventory; at the same time, it can be detrimental to stop production due to shortage of raw materials. Getting the minimum price for a product or service is often necessary, however it is equally important to maintain a balance between the product availability, quality, and vendor (seller) relations. Procurement Lifecycle Procurement in most modern organizations follow some sequential steps which are described below: Requirement and Information Gathering Procurement process starts with gathering information about a product and its quantity. Then for the required products and services, it is necessary to look for suppliers who can satisfy the requirements. Supplier Contact After gathering the requirements, one looks for the suppliers who can fulfill those requirements. Based on that, quotation requests or information requests are sent to the suppliers or they are contacted directly. 3. PROCUREMENT PROCESS
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SAP MM 7 Background Review Once the supplier is known, the product/service quality is checked, and any necessities for services such as installation, warranty, and maintenance parameters are investigated. Some samples of the products can be obtained for quality examination. Negotiation Some negotiations with suppliers is made regarding the price, availability, and delivery schedule of the products/services. Thereafter, a contract is signed that is a binding legal document between the supplier and the ordering party. A contract will include all necessary information such as price and quantity of material, delivery date, etc. Order Fulfillment Ordered material is shipped, delivered to the ordering party, and the supplier is paid accordingly. Training and installation of product or services may also be included. Consumption, Maintenance, and Disposal As the products/services are consumed, the performance of the products or services is evaluated and any follow-up service support, if required, is analyzed. Contract Renewal Once the products or services are consumed or the contract expires and needs to be renewed, or the product or service is to be re-ordered, the experience with the vendors and service providers is reviewed. If the products or services are to be re-ordered, the company decides whether to order from the previous supplier or think about new suppliers. Basic Procurement Activities The following figure illustrates the flow of basic procurement activities:
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SAP MM 8 A brief introduction of the procurement activities is given below: Procurement Activities Description Determination of requirement It is the logical subdivision where it is determined what material or services are required, and which supplier can fulfill the requirements. Creating purchase requisition It is the phase in which the purchasing department is informed about the requirement of items or services. A requisition is an internal document. Creating purchase order It is the phase when an order is created from requisition and it is approved and assigned to a supplier. It is the phase in which the material is received by the company and its
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SAP MM 9 Goods receipt/ Invoice received condition and quality are being inspected. In this phase, an invoice is received from the vendor (seller). Invoice verification/Vendor Payment It is the phase in which the vendor (seller) is paid from the company and reconciliation of the invoice and PO is accomplished. Type of Basic Procurement There are two types of basic procurement: Procurement for Stock vs Consumption External vs Internal Procurement Procurement for Stock vs Consumption The following points show the difference between Procurement for Stock vs. Consumption: Procurement for Stock - A stock material is a material that is kept in stock. These materials are kept in stock once received from the vendor. The stock of this material keeps on increasing or decreasing based on the amount of quantity received or issued. To order a material for stock, the material must have a master record within the system. Procurement for Direct Consumption - When the procurement is for direct consumption, i.e., it will be consumed as soon as it is received, the user should specify the consumption purpose. To order a material for consumption, the material may have a master record within the system. External vs Internal Procurement The following points show the difference between External vs Internal Procurement: External procurement - It is the process of procuring goods or services from external vendors. There are three basic forms of external procurement generally supported by the purchasing component of the IT system. o One-time orders are generally used for material and services that are ordered irregularly. o Longer-term contracts with subsequent issue of release orders - For materials that are being ordered regularly and in large quantities, we can negotiate a deal with the vendor (seller) for pricing or conditions
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SAP MM 10 and record them in a contract. In a contract, you also specify the validity date. o Longer-term scheduling agreements and delivery schedules - If a material is ordered on an everyday basis and is to be delivered according to an exact time schedule, then you set up a scheduling agreement. Internal Procurement - Large corporate organizations may own multiple separate businesses or companies. Internal procurement is a process of getting material and services from identical companies. So, each of these companies maintain a complete bookkeeping system with separate Balance, Profit and Loss Statements, so that when any trade occurs between them, it will be recorded. Special Procurement Special stocks are the stocks that are managed differently, as these stocks do not belong to the company. Special stocks are kept at some particular location. Special procurement and special stock types are divided into the following categories: Consignment Stocks Consignment stocks are those material that is available at our store premises, however it still belongs to the vendor (seller) of the material. If you utilize the material from consignment stocks, then you have to pay to the vendor. Third-party Processing In third-party processing, a company passes on a sales order to the associate external vendor (seller) who sends the goods directly to the customer. The sales order is not processed by the company, but by the vendor (seller). Third-party items can be entered in purchase requisitions, purchase orders, and sales orders. Pipeline Handling In pipeline handling, the company need not order or store the material involved. It is obtainable as and when required via a pipeline (for example, oil or water), or another style of cable (such as electricity). The material that is consumed is settled with the vendor (seller) on a regular basis. Returnable Transport Stock The company orders goods from a vendor (seller). The goods are delivered with returnable transport packaging (pallets, containers) that belongs to the vendor
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SAP MM 11 (seller) and is stored at the customer premises until they return it to the company. Subcontracting The vendor (the subcontractor) receives components from the ordering party with the help of which it produces a product. The product is ordered by your company through a purchase order. The components required by the vendor (seller) to manufacture the ordered product are listed in the purchase order and provided to the subcontractor. Stock Transfer Using Stock Transport Order Goods are procured and supplied within a company. One plant orders the goods internally from another plant (receiving plant/issuing plant). The goods are procured with a special type of purchase order – the stock transport order. You'll be able to request and monitor the transfer of goods with a stock transport order.
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SAP MM 12 Organization structure is the framework of a company according to which business is conducted in every company. Organization structure consists of many levels having direct or indirect relationship with one another. Organization structure is also referred as enterprise structure. Enterprise structure is made up of many organizational units having relationship with one another. SAP Implementation Guide When a client purchases SAP, it comes in a CD in the form of a software. When SAP is first installed, it has its standard setup that needs to be configured according to the needs of the client, i.e., organization. Configuration of SAP is done with the help of an implementation guide, known as IMG. It is used to add fields, to change field names, to modify dropdown lists, etc. to adjust according to the functionality of an organization. IMG is where we define the enterprise structure and other settings that are required for the functioning of SAP according to the requirements of an organization. SAP IMG Path To perform any type of configuration according to the requirements of an organization, the first step is to reach the implementation guide (IMG) screen. We can reach the implementation guide in two ways: Menu path Transactional code Menu Path We can navigate through the following path to reach out to IMG: SAP Easy Access => Tools => Customizing => IMG => Execute Project 4. ORGANIZATION STRUCTURE
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SAP MM 13 Transactional Code The best and simple way to reach out any SAP screen is the TCode, i.e., transactional code. Transactional code is used to reach out to IMG: SPRO (SAP Project Reference Object). Enter the transaction code in the command field and then click on enter.
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