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Introduction SAP R/3 – MM
Dr. Djamal ZianiKing Saud University
ERP-Software: SAP R/3
Client / Server
ABAP/4
R/3
SD
MM
PP
QA
PM
HR IS
OC
PS
AM
CO
FI
Sales andDistribution
MaterialManagement
Controlling
FinancialAccounting
3
Components of Materials Management
4
Organizational Data
• A hierarchy in which the organizational units in an enterprise are arranged according to tasks and functions
• Are static data and are rarely changed
• The definition of organization units is a fundamental step, it is a critical factor in how the company will be structured
Organizational Structures
6
Organizational Structures
• Client• Company• Plant• Valuation Area• Storage Locations• Purchasing Organizations• Purchasing Groups
Organizational Structures: Client
• The client is a unit within an SAP R/3 system that is self-contained both in legal and organizational terms and in terms of data, with separate master records and an independent set of tables.
• From a business viewpoint, the client represents a corporate group, for example.
• Client: 3 numerical digits
Organizational Structures: Company & Company code
• The company code is the smallest organizational unit of external accounting for which a complete, self-contained bookkeeping system can be replicated.
• A company code represents an independent unit producing its own balance sheet, for example, a company within a corporate group (client).
• Company code = 4 characters
9
Organizational Structures: Plant
• Lowest valuation area• Organizational level where Material
Requirements (MRP) runs• Generally used to describe a production site, a
distribution center or centralized warehouse• May be a physical or logical unit
10
Organizational Structures: Valuation Area
• The valuation area determines at which level a material is valuated (inventory value is established)
• SAP R/3 allows valuation at the company code or plant level, but recommends valuation area be set at the plant level.
• Means each plant can have its own material prices and account determination
11
Organizational Structures: Storage Location
• Subdivision of a plant • Where materials are managed (inventory
management)– Raw Materials– Maintenance, Repair, and Other (MRO)– Finished Product
• May be a physical or logical unit
Organizational Structures: Purchasing Organizations
• An organizational unit responsible for procuring materials or services for one or more plants and for negotiating general conditions of purchase with vendors.
• The purchasing organization assumes legal responsibility for all external purchase transactions.
Purchasing organization
purchasing group MG 0, 3purchasing group MG 0, 3purchasing organization
purchasing group MG 1, 4purchasing group MG 1, 4
purchasing group MG 2, 5purchasing group MG 2, 5
purchasing group MG 7, 8, 9purchasing group MG 7, 8, 9plantplant
purchasing group MG 6purchasing group MG 6
material group
Organizational Structures: Purchasing Organization Groups
•The purchasing organization is further subdivided into purchasing groups (buyer groups), which are responsible for day-to-day buying activities.
A purchasing group can also act for several purchasing organizations.
Inventory Management with a Warehouse Management System
client
00010001plant
storage location
001001warehouse number
001001storage type
05-04-0305-04-03
002002
05-04-0405-04-04storage bin
MMMM
WMWM
company code
0001 – ABC inc.0001 – ABC inc.
0001 – Jones inc.0001 – Jones inc. 0002 – Model Ltd.0002 – Model Ltd.
purchasing organization
00010001
00010001 00020002 00030003
00020002 00030003 00040004 00010001
00020002 00030003 00040004
distrib.-center factory
(physical stock)
The Module MM – Main Functions
MM – interdependencies to other modules
MM
material master
purchasing
requirements plan.
inventory mgmt.
invoice verification
MM
material master
purchasing
requirements plan.
inventory mgmt.
invoice verification
SDsales and
distrib.
SDsales and
distrib.
PMplant
maintenance
PMplant
maintenance
QMquality
management
QMquality
management
PPproductionplanning
PPproductionplanning
Logistik
FIfinancial acc.
FIfinancial acc.
COcontrolling
COcontrolling
AMfixed assets mgmt.
AMfixed assets mgmt.
Basic Data• Master records - include information about
1. vendors2. material and services to be procured3. the relation between 1. and 2. (purchasing info
record)e.g. prices / terms and conditions
• bills of material for– production planning– purchasing– sales and distribution– withdrawal of Material
• invoice entry• invoice verification• payment handling
• invoice entry• invoice verification• payment handling
• request for quotation• quotation processing• purch. order handling
• request for quotation• quotation processing• purch. order handling
Structure of the Vendor Master Record
General data• name• address• control data
General data• name• address• control data
accounting data• bank account• acc. maintenance• payment
accounting data• bank account• acc. maintenance• payment
purchasing• terms and cond.• partner functions• currency
purchasing• terms and cond.• partner functions• currency
utilizationutilization
for eachpurchasingorganization
for eachpurchasingorganization
client wide orfor each
company code
client wide orfor each
company code
client wideclient wide
area of validityarea of validitysectionssections
Create a VendorCreating Your Own Vendor Master Record
UsageWe recommend that you create your own vendor master record for this scenario. If, however, you prefer to use the reference vendor instead, it could be that the order currency has already been changed and this IDES scenario may no longer work.
You create a German vendor in company code 1000, IDES AG Germany, to create purchase orders and invoices denominated in euros.
Create a Vendor
Menu Path Logistics Materials Management Purchasing Master Data Vendor Central Create
Transaction Code XK01
Procedure1.Call up the transaction as follows:
Create a vendor
Field Data
Vendor Your own vendor (choose a number between 1000 and 1999)
Company code 1000
Purch. organization 1000
Account group LIEF
Reference vendor 1080
Reference company code 1000
Reference purchasing organization
1000
.
On the Create Vendor: Initial Screen, enter the following data:
Create a VendorOn the Create Vendor: Address screen, enter the following data:
Field Data
Description Any
Search term Any, for example "euro"
Street/House number Any
Postal code/City 5-figure, numerical (any)
Country DE
Language DE
1. Choose until you reach the Create Vendor: Accounting and make sure that 160000 appears in the Reconciliation Account 160000 field.
2. Choose until the Create Vendor: Purchasing Data screen appears.
3. On the Create Vendor: Purchasing Data screen, check that the order currency is EUR.
4. Choose until the Create Vendor: Partner Functions screen appears.
5. Choose until the Create Vendor: Partner Functions screen appears.
6. Choose until the Create Vendor: Partner Functions screen appears.
Create a Vendor
Create a Vendor
Create a Vendor
Create a Vendor
Views on the Material Master Recordeach view is maintained by a certain user department of the firm
accounting: valuation- und calculation-specific information requirements planning: information about material requirements
planning (e. g. reorder point) purchasing: e. g. responsible purchasing group, order unit engineering: technical information storage: information about warehousing, material movements, ... forecast: information about the forecasting of the material requirements S & D: informationen about sales orders and price determination
Demo: Create Material Master
Demo: Create Material Master
•Select the views: Basic data 1, Purchasing, Purchase Order text, Gl. Plant Data/Storage 1, Accounting 1
Demo: Create Material Master
Demo: Create Material Master
Demo: Create Material Master
Demo: Create Material Master
Demo: Create Material Master
Demo: Create Material Master
SAVE
purchasing info record
info recordinfo record
pricesterms & cond.PO statistics
tolerance levelsdate
pricesterms & cond.PO statistics
tolerance levelsdate
quotation
order
outlineagreement
outline agreem.
PO
Purchasing Process
MM
X X X
X X
determination: requirements
X X X
X X
determination: source of supply
vendor 1vendor 1
vendor 2vendor 2
vendor selection
vendor
PO
PO
purchase order processing
PO monitoring
goods received &inventory mgmt.
PO invoice?=
invoice verificationinvoice verification
?
Create Purchase Order (PO)1
vendor known
purch. ordervendor 2vendor 2
2
vendor not known
terms & cond.
outlineagrement
source list
vendor
info record
3
assigned purchaserequisition exists(from user department)
purch. req.vendor 2vendor 2
purch. order
purch. order
Purchasing Process
• Create a requisition• First release of requisition • Create RFQ (Request for Quotation) with
reference to requisition• Create PO (Purchase Order) with reference to
RFQ• Department receives material ordered (GR)• Department pays invoice (MIRO).
Purchase Requisition
Document generated by a user department or storeroom-personnel to notify the purchasing department of items it needs to order, their quantity, and the timeframe. It may also contain the authorization to proceed with the purchase. Also called purchase request or requisition.
Request for Quotation
Is a standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services. RFQ generally means the same thing as IFB (Invitation For Bid)
Purchase Order
Buyer-generated document that authorizes a purchase transaction. It sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific seller.
Create Purchase Requisition
Create Purchase Requisition
Create Purchase Requisition• In the item, enter your material, Plant= 1000, QT = 100
Create Purchase Requisition
• Save your Purchase requisition
• Take note of Purchase requisition number
Demo: Create Purchase Order
Demo: Create Purchase Order
• Open document overview: Click on document overview button
• Choose “Selection variant list” icon
•Then select “My purchase requisition”, you will get your purchase requisition listed
•Click on “adopt” icon, your purchase requisition will be copied to the purchase order (or you can drag and drop it into the shopping cart)
Demo: Create Purchase Order
Demo: Create Purchase Order• Enter your vendor, and price 30 euro and save
Posting an Order Entry (Goods Receipt)
MMMM
Logistics
purchasing req. planning
inventorycontrolling
invoiceverification
goods receipt
inventory mgmt.
goods issue. transferposting
SDsales and
distrib.
SDsales and
distrib.
PMplant
maintenance
PMplant
maintenance
QMquality
management
QMquality
management
PPproductionplanning
PPproductionplanning
FIfinancial acc.
FIfinancial acc.
COcontrolling
COcontrolling
AMfixed assets mgmt.
AMfixed assets mgmt.
Demo: Posting Order Entry (Goods Received)1. Use T_code : MIGO2. Select Goods Receipt3. Select Purchase Order4. Enter PO number for goods to be received.5. Hit "Enter"
Demo: Posting Order Entry (Goods Received)
6. Enter Document date & posting date7. Enter Header text (comment) if necessary.8. Close detail data.
Demo: Posting Order Entry (Goods Received)
9. Notice that movement data is "101"10. If you only received first item, then Check the "OK" box for first line item.therefore, the second item need not be processed
Demo: Posting Order Entry (Goods Received)
11. If you only received 3 pcs out of 10 pcs of item one & 2 pcs out of 10 pcs of item two, then Check the "OK" box for both line item 12. Input actual quantity (3 & 2 pcs ).13. Hit "Enter"
Demo: Posting Order Entry (Goods Received)
14. Click "Check" button to find out if there is any error. 15. Check the "status" column . . Green means OK . Yellow means Warning . Red means error
Invoice Verificationinput
informationinput
information invoice verificationinvoice verification outputinformation
outputinformation
ordersactions:
• enter invoice• verify invoice• post invoice• update
relevant data• (re-edit
invoice)
goods receipt
master data:materialvendorsaccounts
terms & cond.
financialaccounting
assetmanagement
cost accounting
Create InvoiceCreate Invoice using Tcode MIRO
Enter the Purchase order no. and click on Enter, to display the material details.
Enter the Required details in all Tabs
Create Invoice (contd..)
Click the check box, to calculate the Tax
Create Invoice (contd..)
Enter the Amount and click on save
Create Invoice (contd..)
Invoice is created
Demo: Invoice VerificationUsing the tcode: MIRO"
Demo: Invoice Verification
Demo: Invoice Verification
net amount for positions