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SAP END USER TRAINING MANUAL MATERIALS MANAGEMENT

TABLE OF CONTENTS

1. SAP SCREEN NAVIGATION INTRODUCTION SESSION ................................................................................... 2 2. GOODS RECEIPT [ GR - SRV ] MIGO .................................................................................................................... 4 3. GOOD RECEIPT WITH REFERENCE TO PURCHASE ORDER ........................................................................... 6 4. ENTRY OF MOVEMENT TYPE, DC NUMBER AND DC QUANTITY .................................................................. 7 5. ENTRY OF EXCISE NUMBER AND DATE IF THE MATERIAL IS EXCISABLE ............................................. 8 6. CANCELLATION OF GR (SRV) MIGO.................................................................................................................. 10 7. GENERATION OF GR (SRV) REPORTS OR LIST- MB03 ..................................................................................... 13 8. RESERVATION OF QC CLEARED MATERIAL FOR HOLDING STORE POSTING BY GI ......................... 17 9. POSTING OF RESERVED MATERIAL TO HOLDING STORE INVENTORY. ................................................. 20 10. MATERIAL ISSUE BASED ON PRODUCTION ORDER LIST (DOCKET). ..................................................... 26

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1. SAP screen navigation Introduction SessionLogin screen Navigation means the screen will guide us to different functional and business activities. The first screen is used for entering into SAP (ess-ay-pea) Module itself after entering the user name and password example is given in the table 1.1 and this must be key in to the screen F1.1.Table 1.1

User Name CEPUR1Fig : 1.1

Password

After entering into the SAP Menu in order to operate each business transaction the transaction code must be used. For example purchase officer like to send the enquiry then the following table 1.2 and Fig - 1.2 can be followed.

Table 1.2

TCODE MIGO

Description Goods ReceiptType user name

Type password

SampurnaIf the user desires to work in two business transactions, than using the same screen one more session can be opened by clicking the new session opening this show in Fig 1.2Fig 1.2 - Navigation screen for creation of new session

Create new session Enter transaction code here

Sampurna2. Goods Receipt [ GR - SRV ] MIGOGoods are received basically from the following sources 1. Indigenous vendors 2. Imported vendors Goods Receipt is basically done with reference to purchase order, Invoice Entry and without Purchase order this is shown in Table 2.1 with transaction codesTable 2.1

Type of Source PO subcontract In-house Without PO

Goods Recept MIGO MIGO MIGO MIGO

Transfer Posting MBIB MBIB MBIB MBIB

Procedure1. From the Inventory Management menu, choose Goods movement Goods receipt For purchase order PO number known or PO number unknown. This takes you to the initial screen for Goods Receipt function. 2. Enter the data on the initial screen: a. Enter the header data. b. Select the movement type. c. Enter the purchase order number. In addition, you can enter the plant and a The above information can be fed into the Fig. 2.1 in to the respective fields If you selected PO number not known, you can specify search criteria for the purchase orders on the initial screen. The system then displays a list of purchase orders. Select and copy the required purchase order items. The item selection list is displayed. This list contains all of the purchase order items that satisfy the criteria entered. 3. Select the purchase order items to be copied. If necessary, you can change data in the selected items on this screen. 4. PO Quantity can be selectable and the quantity can also be changeable based on the vendor delivery Challan. Enter received quantity, DC number and Date. 5. If the Material is excisable than enter the vendor excise number and date in the respective field.

SampurnaFig 2.1 Navigation to the Goods Receipt Transaction screen

Enter GR Transaction Code

Goods Receipt for Purchase Order Known

Sampurna3. Good receipt with reference to Purchase orderPurchase order can be selected by using the search screen which is shown in the Fig 3.1 with various conditions by vendor wise, by PO material code wise, PO date wise and RFQ number wise etc., After the search mode the list of POs can be index PO number wise, Vendor Number wise, Date wise etc., or if the PO number and item is known to the Goods Receiver the PO number and item can be entered directly for further process,Fig. 3.2 Searching and selection of Purchase order screen

Enter PO number

Selection of PO after Index

Search of PO per vendor

Sampurna4. Entry of Movement Type, DC number and DC quantityThe movement type (Listed in Table 4.1) can be entered based on the type of Purchase order and the DC quantity and date can be entered other than the PO quantity hence multiple GR is possible for a PO this is shown in the screen 4.1.Fig 4.1 Navigation for entry of PO qty and DC Number

Enter Movement code as per table 2.1 Enter Vendor DC Number and Date

Enter DC Quantity

Click the OK Flag else the document can not be posted

Table 4.1

Sl No 01 02 03 04

Movement Process Purchase Order Subcontract GR (SRV) Return delivery Reservation

Movement type 103 101 124 311

TCODE MIGO MIGO MIGO MB21

Remarks

Rejected Material sent back to Vendors After the QC inspection for Holding store posting

Sampurna5. Entry of Excise number and date if the Material is excisableAfter entering the material quantity and DC number, the document can be checked than if the material is excisable the error message will appear as shown in the Fig 5.1 and new tab will appear in the header of GR document.Fig 5.1 Navigation screen to prompt the Error if the Material is Excisable

Check for other parameter

Error for entry of Vendor Excise Number and Date

SampurnaIn the respective field excise number and date to be entered after that posting can be done. As soon as posting is done GR (SRV) number will generate with internal number. If the material asked for test certificate, whether the TC received or not Goods receiver must select the option, which is shown in the Fig 5.2.Fig 5.2 Navigation screen for Excise Number (RG23 Part I) entry

Excise Number & Date

Selection Screen

Chapter ID for this Material

ED Value

SampurnaFig 5.3 Navigation Screen to display the GR(SRV) number after GR generation

Goods Receipt (SRV) Number

6. Cancellation of GR (SRV) MIGOWhen the Goods receiver enters some unknown information or by mistake enters different quantity or different date and generates GR, Option is available to cancel the GR and it can be regenerated using the above procedure. If the GR is generated with wrong information than using the same TCODE instead of selecting the goods receipt option, select cancellation option than enter GR number adopt the information and click Ok button save than the GR get cancelled this is shown in the Fig 6.1. For the same PO again GR can be made,

SampurnaNote : Once GR is cancelled the PO quantity become open.

Fig 6.1 Navigation Screen to select the cancellation option and GR number

Cancellation Option

Selection of GR No

The GR Number for cancellation can be selected from the Material Documents pull down menu, which is shown in Fig 6.2. After selecting the document number, go to item detail tab and select quantity tab click ok and check for further information to be enter if there in no error message is appearing than go and clock the post or save the document it will generate one more number this is shown in Fig 6.3.

SampurnaFig 6.2 Navigation Screen is showing the cancellation Procedure

Select Check and Post

Click ok

SampurnaFig 6.3 Navigation Screen is showing the generation of another number for GR cancellation .

Cancelled GR Number

7. Generation of GR (SRV) Reports or List- MB03Procedure 1 Individual report Listing of GR (SRV) is possible by using the transaction code MB03, after entering TCODE in the proper place enter the GR Document number and press enter the corresponding document get displayed this is show in Fig 7.1.

SampurnaAbove Fig 7.1 shows the following detail, which are adopted, from Purchase order they are given below in the table 7.1.Fig 7.1 -Navigation Screen to show to GR details - individual report .

Table 7.1

Sl No 01 02 03 04 05 06 07 08

Description Purchase Order GR Number Material Code Description Supplier Code Movement Type Posted Quantity Plant

Data Details 4500000336 5000000407 CU2252193034-A PC LEXAN 3412R BLACK OR GN-3420RS563063 SUMUKA INDUSTRIES

Remarks

103 100 Kg Metr Energy Meter

SampurnaProcedure 2 Collecting Report Listing of GRs (SRV) collectively Material code wise, Posted date wise , plant wise , Store keeper wise or different combination is also possible this is shown in the Fig 7.2 to get this screen after entering the MB03 instead of entering the material document number press F4 than this screen will popup.Fig 7.2-Navigation Screen to show to GR details - individual report .

Fig 7.3 shown the Plant and Movement type wise list of Goods Receipt Material Documents. Note : This Information can be communicated to others through SAP Mail or can be saved as Excel record or HTML format for further transaction purpose.

SampurnaFig 7.3-Navigation Screen shows the list of GR documents and its details .

Sampurna8. Reservation of QC Cleared Material for Holding store Posting by GI TCODE : MB21The GI can get a list which are cleared by QC day to day basic, to post into holding store that process call Reservation. Doing this process the GI can enter all material with qty cleared by QC and this will generate one document Number. This reservation document can be adopted by holding store for posting and inventory updation to the respective physical stores. Step 1 : Enter TCode MB52 for listing of QC Cleared Document and enter the Proper information or select by popup menu for listing this is shown in screen 8.1.Fig 8.1-Navigation Screen shows the list of GR documents and its details .

Enter Tcode : MB52

Select Plant and Storage Location

SampurnaAfter entering the Plant and GI Store than execute, the list of items cleared by QC will be displayed this is shown in the Fig 8.2Fig 8.2-Navigation Screen shows the list of GR documents with qty and storage location.

SampurnaAfter the list is displayed this can be saved as Excel file from there the list of materials with qty can be copied for making the reservation now the datas are ready for making the reservation. Enter the Tcode MB21 in the respective window for making the reservation for holding store posting Enter the Plant an Movement type ( Ex: Plant METR and 311) and press enter this will popup one more screen for material, qty, from store an do store entry screen which is shown in Fig 8.3, Here the list of material and qty can be copied from Excel sheet and save this will generate reservation number which is shown in the screen 8.3.Fig 8.3-Navigation Screen for making the reservation.

Movement type 311

From storage location GIMaterial number, quantity, and to Storage location

Reservation number

Sampurna9. Posting of Reserved Material to Holding store Inventory. TCODE : MB1B Movement type : 311The Holding store person can list the reservation list based on the plant, material or requirement date for posting to holding store by using Tcode MB25, This is shown in the screens Fig 9.1 and 9.2 respectively.Fig 9.1-Navigation Screen to select the Plant and Requirement date.

Enter Tcode MB25

Selection of Plant and Requirement date

SampurnaFig 9.2-Navigation Screen to list the list of reservation numbers.

Reservation number

List of Materials

SampurnaAfter listing the reservation number for posting by holding store Enter the Tcode : MB1B and Enter movement code into the respective windows and select the movement type 311 always and select the to reservation and enter the reservation number and select adopt this is shown in the Fig 9.3Fig 9.3-Navigation Screen to list the list of reservation numbers.

.

SampurnaOnce adoption is selected one more screen will popup to change the storage location where actually the store keeper wants to post physically as per the list which will be sent by GI this is shown in Fig. 9.4 than save it will generate one more document number which is shown in the Fig 9.5Fig 9.4-Navigation Screen to list the list of reservation

SampurnaFig 9.5-Navigation Screen to show the Holding store posted document

Holding store Posted Document number

SampurnaAfter posting the material based on reservation number the stock can be checked using the Tcode : MB52 after selecting the Plant and storage location and execute the list will be listed with stock position with other details is shown in Fig. 9.6.Fig 9.5-Navigation Screen to shows the of materials with stock.

Matcode & Store Location Stock qty

Fig 9.5-Navigation Screen to shows the of materials with stock.

Sampurna10. Material Issue based on Production Order List (Docket). TCODE : ZPP036Based on the Production (Docket) order list which is given by the Production department, holding store person should use the above Tcode and enter Production number and posting date and press execute than the list of material for the production order generated by PPC will be listed, this is shown in the screen Fig 10.1 and Fig 10.2 respectively.Fig 10.1 - Navigation Screen to show list of Committed Qty for production order.

Enter Production order

Execute Button

SampurnaFig 10.2-Navigation Screen to list the number of items for a production order..

SampurnaListing of Committed Materials with reference to the Production order can be listed using the TCODE ZPP100 which is show in the screen Fig 10.3.Fig 10.3-Navigation Screen to list the number of Production order with committed and pending for issue qty