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SAP Master Data in Logistics
In SAP you can distinguish 3 major types of master data :
- Material master data- Vendor master data- Customer master data
Also part of the master data are :
Info recordsPrice listsSource lists
1. Vendor master data
1.1.How to create vendors ?From the Purchasing main menu, click master datavendorcentralcreate
CREATE VENDOR : INITIAL SCREEN
Fill out the purchasing organisation, the account group and company for whom you wish to create a vendor. Spector Bene only has 1 purchasing organisation (0001).
When creating a vendor , SAP requires information for which activity a vendor needs to be created.
ExampleWhen Progestio orders material from a new supplier, the Progestio company code needs to be entered.
Spector Bene recognizes 2 account groups : LIEF and ZINTLIEF is to be used when creating an external vendor, ZINT when creating an intercompany vendor.
Note : Entries can be checked when next to the entry box shows a drill down arrow. Click and make your choice.
Referencing supplier master data
It is possible to creating a vendor by copying the features of an other vendor. Just fill out the vendor code and purchasing organisation in the reference box.
Press enter.
Leave blank when creating a new vendor
Define for which company the
vendor is created
ZINT for intercompany vendorsLIEF for external vendors
CREATE VENDOR : ADDRESS (general level)
Note : Entry is compulsary when the entry box shows a question mark.
After the necessary entries, press enter.
CREATE VENDOR : CONTROL DATA (general level)
Legal codeNV, BVBA, SA,
LTD, … Supplier short name for search purposes
VENDOR NR SAP ASSIGNED
VAT NR W/O COUNTY CODE
VAT CODE (ONLY BELGIAN SUPPLIERS)
Language code
Vendor Nr Sap Assigned
Vat Nr W/O County Code
Vat Code (Only Belgian Suppliers)
CREATE VENDOR : PAYMENT TRANSACTIONS (general level)
Press enter
CREATE VENDOR : ACCOUNTING INFO (company level)
Press enter.
Vendor country code
Bank keyEx 001 = ASLK
Bank account number
Last 2 numbers of bank account number
Always 440000
Always 012
ASCI vendornumber
Double invoice control marker always active
CREATE VENDOR : PAYMENT TRANSACTIONS (company level)
CREATE VENDOR : CORRESPONDENCE (company level)
Press enter.
Click required payment terms
Click DEB1
No entries required on this screen
CREATE VENDOR : PURCHASING DATA (purchasing level)
Press enter
Invoice currency
Click required terms
Click required terms
As required
Compulsory order confirmation
See more entries
001 : Central Purchasing002 : Technical Purchasing003 : EDP
Average vendor lead time
CREATE VENDOR : PARTNER FUNCTIONS (purchasing level)
To store the vendor master data, press the save button !!!
This action concludes the set up of supplier master data. Your vendor is now stored in SAP.
No entries required on this screen
1.2.How to change vendor master data ?
From the purchasing main menu, click master vendorcentralchange
Press enter. You reach the change vendor master data initial screen.
CHANGE VENDOR : INITIAL SCREEN
Press enter and change the relevant data. PRESS THE SAVE BUTTON AFTER YOU MADE YOU CHANGES TO STORE THE INFORMATION.
Enter the vendor nr if known or double click the box to enter your search selection.Info required
Enter the company code or double click the box to enter your serach seleciton. Info optional.
Choose which set of data you wish to change by flagging the appropriate box
Enter the purch. orgn. nr
1.3.How to display vendor master data ?
From the purchasing main menu, click master vendorcentraldisplay
Press enter. You reach the display vendor master data initial screen.
DISPLAY VENDOR : INITIAL SCREEN
Press enter.
Enter the vendor nr if known or double click the box to enter your search selection.Info required
Enter the company code or double click the box to enter your serach seleciton. Info optional.
Choose which set of data you wish to change by flagging the appropriate box
Enter the purch. orgn. nr
2. Material Master Data
2.1.How to create a material master ?
SAP main menuLogisticsmaterial managementmaterial master
2.1.1. Creation of a material.
Click enter.
CREATE MATERIAL : GENERAL : INITIAL SCREEN
Press enter.
By default pick M=Mechanical engineering
Enter HAWA
After having entered, SAP asks which views need to be created for a particular part.
Not all views need to be created to make SAP work. Flag those views that you wish to create.
Views to be created : Basic data PurchasingClassification WarehouseSales : General/Plant data SDPurchasing PurchasingPurchasing Order text PurchasingMRP 1 PurchasingStorage WarehouseWarehouse management WarehouseAccounting Purchasing
After having the views you wish to create, SAP requires info for which plant the part is created
CREATE MATERIAL : GENERAL : INITIAL SCREEN
Select and enter the values you require.
Click enter
CREATE MATERIAL-GENERAL: BASIC DATA M HAWA
Fields to be entered :
Base unit of measure : select and enterMaterial group : defines to which productgroup the part belongs (eg hoofdgroep ASCI)Old Material number : former material number
Can be used to enter an equivalent ASCI material codeProduct hierarchy : feature to classify material (hoofdgroep, groep, subgroep, merk)Description : allows to enter a material description in 1 or more languagesLanguage : allows selection of languageNet weightGross weight : enterUnit of weight
Go the next view
CREATE MATERIAL-GENERAL : CLASSIFICATION
After entering , go to the next view
CREATE MATERIAL-GENERAL : SALES : GENERAL/PLANT DATA M HAWA
Fields to be entered :Transportation group : defines how the material is shipped : pallets, boxes, bags
click and go to the next screen
CREATE MATERIAL-GENERAL : PURCHASING M HAWA
Go to the next view
CREATE MATERIAL – GENERAL : PURCHASE ORDER TEXT M HAWA
This feature allows to have a specific comment text printed on the purchase order.
After entering go to the next view
CREATE MATERIAL-GENERAL : MRP 1 M HAWA
Fields to be entered :
MRP type : key that determines whether and how the material is planned
Reorder point : if stock levels drop below this point, MRP will issue order proposal
Planning time fence : period within which SAP can not change proposals
MRP controller : person having created and managing the material
Lot size key : key determining the lot-size-procedure to be used
Minimum lot size : minimum quantity SAP will present as ordering qty
Fixed lot size : fixed minimum order qty or multiple
Maximum lot size : single order qty that can not be exceeded
Maximum stock level : qty of material in this plant that cannot be exceeded
Goods receiveing processing time : time necessary to move goods from the receiving area to its bin
Planned delivery time : delivery time lapse between vendor’s plant and our plant (work days)
Safety stock : self explanatory
Go to the next view.
CREATE MATERIAL-GENERAL : STORAGE M HAWA
Fields to be entered : none
Go to the next view.
CREATE MATERIAL-GENERAL: ACCOUNTING M HAWA
Fields to be entered :
Valuation category : key to be activated with X in case of batch managed materialIf not leave blank !
Valuation class : select the activity the material is allocated to as user entityMoving average : when creating a material, moving average price=piece price
You have reached the last view of the material master. Save your material master.
SAP assigns a material number to the material.
2.1.2. Changing of a material Material masterchangeimmediatelyenter
Select and enter the material.Click views you wish to change.Change and save your changes.
2.1.3. Display of a material. Material masterdisplay currententer
2.1.4. Deletion of a material
Material masterflag for deletionimmediatelyenter
Select and enter the material.Click views you wish to display.
2.1.5. Creation of non valuated stock material and non stock material
2.1.5.1. Definitions
- Non valuated stock material
Material entering the warehouse and having a stock location but which is not valuated (eg promotion material)
- Non stock materialMaterial that does not enter the warehouse and that has no stock location (eg office equipment)
2.1.5.2. Creation
Same procedure is to be followed as when creating a valuated stock material (see page 44). However when entering your material type, choose UNBW for non valuated stock material or NLAG for non stock material. The rest of the order creation cyclus remains unchanged, except for a few views which do not have to be created.
Changing, displaying or deleting such material is done in the same way as valuated stock materials.
Enter UNBW (non valuated stock material)
OrNLAG (non stock material)
3. Additional master data in Materials Management
3.1. Info Records
Purchasingmaster datainfo recordcreate
Press enter
The purchasing info record is a source of information for Purchasing. It contains info on a specific material and a vendor suppluyying the material. For example the vendor’s current pricing is stored in the info record.
Info records are created automatically when an order is issued. Info records can be changed manually (see procedure below).
CREATE PURCHASING INFO RECORD : INITIAL SCREEN
Enter info and press enter.
CREATE PURCHASING INFO RECORD : GENERAL DATA
For further info entry , press purch. org. data 1
Enter a vendor
Enter a plant
Enter the purch org.
Enter a material
Enter as required Enter as
required
CREATE PURCHASING INFO RECORD : PURCH. ORGANIZATION DATA 1
Should you wish to return to the previous screen, press general data.
Should you wish to enter conditions, press conditions.
CREATE PURCHASING INFO RECORD : CONDITION SUPPLEMENTS
Enter data as required in all white fields
Allows entry of staffling conditions
Shows default conditions
Allows changing order validity date
CREATE PURCHASING INFO RECORD : TEXT OVERVIEW
Should you wish to add text press texts.
After having entered either general info, condition info or text info, press save !
Text which is not printed on any document
Text which is printed on the PO only
3.2. Source list
Purchasingmaster datasource listmaintain
A source lists specifies the allowed (and disallowed) sources of supply for a material within a plant.
Press enter.
MAINTAIN SOURCE LIST : INITIAL SCREEN
Enter a material
Enter a plant
MAINTAIN SOURCE LIST : OVERVIEW SCREEN
Press save.
List valid from
List valid to
Purchasing organiazation
Agreement nrVendor
Line item of agreement
Marker identifying preferred vendor
Marker identifying vendor not to be used (blocked)
4. Customer Master Data
1. How to enter the Master Data menu(s) – Business Partners & Pricing
The different types of business partners (customers) and the pricing information is part of what is known as the master data in SAP. Master data are the central building blocks used by the system. Master data is usually more or less fixed for a longer period and used for the creation of different types of documents (e.a. sales order, purchase order, …).
The following screenshot shows the changes in the menu. Notice that the title bar indicates that you are in the ‘SD Master Data’ screen.
2. How to create a (customer) partner
Within SAP customers are called ‘Business Partners’ – there are a number of different partners indicating the nature of the relationship. E.g. ‘Sold-to Party’ refers to a standard customer while ‘Ship-to party‘ refers to the place where the goods are to be delivered.
A new customer within the Spector SAP environment will always be created as a ‘Sold-to party’ – later on the information can be further extended with ship-to and other partner functions. This will be further detailed in the section partner function.
The Sold-to party’ will be centrally created. This means that all the views for this customer will be created. Further specification for particular views (e.g. accounting) will be handled by the responsible departments A view consists of a number of fields grouped together around the same topic, it can be spread over several screens.
The views themselves are again grouped in three logical blocks:
General data Company code data Sales area data
Before entering the data itself we have to specify ‘where’ we will create the customer – this is the company code and the ‘sales area’ .
Also the account group needs to be determined, indicating the kind of business partner. When a business partner is nnot yet known in the system account group can be one of two options:
ZSOL: Spector sold to partyThis refers to an external customer, a customer not part of the Spector group.
ZINT: Spector branch with interco billingThis refers to a customer part of the Spector group.
The ‘sales area’ is defined by the combination of Sales organization Distribution channel Division
The customer number (for ZSOL) will be created automatically by the SAP system and need not be entered. Al internal customers (ZINT) will need a customer id.
Account Group: choosing an account group determines further handling of the account (e.g. auto-numbering or not) for Spector all specific created account groups start with ‘Z’, like: ZSOL, ZPAY, ZBIL, ZINT. Standard, creation of a customer (business partner) is done by selecting type ZSOL – these types will be discussed in the section partner functions.
Reference fields: these fields are NOT used to enter customer data but to create a customer based on another account. If the customer account to be created is almost the same as another known account the customer n°, sales organization, distribution channel and division is entered. It is not necessary to enter all these fields – when creating only the general customer info SO is not relevant. This function is also very useful to add additional divisions where the customer exists. The customer n° is the same for all sales organizations!
The following will handle the different views, field by field.
General data – Address
Here you can enter the address and communication data for the customer . Most fields are self-explanatory.
Remarks:
Name is the name of the shop (not contact person) Title: NV, BVBA, … District: general area – local place name. ? indicates a field that has to be filled in, without it the system can not continue Telebox: used to put the inactive date from the ASCI legacy system. When
importing an inactive customer the Telex number, Teletex number are not apllicable for all countries Dataline, can be used to enter the telephone number used to make a computer-to-
computer connection with the customer
General data – Control data
ACCOUNT CONTROL
Vendor: if the customer is also Vendor, its vendor number goes here (entry with lookup). Trading partner: inter-company code – used to identify a customer as part of the Spector Group.
Authorization: makes it possible to further detail security issues.
Group key: customers can be grouped together (reporting)
TAX INFORMATION
Tax code 1: not used
Tax code 2: VAT number without language specification.
Fiscal address: not used by Spector Bene.
Equalization tax: not used for Spector Bene (specific for Spain).
Suppress price: if checked the prices on the delivery note will be suppressed.
VAT registration n°: VAT number with language specification, this entry will be checked for syntax depending on the country code.
REFERENCE DATA / AREA
Location n° 1 & 2, check digit: specific for Germany SpBene not used.
Industry: not used
Location code: not used
Transport zone:
General data – Marketing
Not used by Spector Bene.
General data – Payment transactions
Ctry:: code for the country where the bank account is held. This will be used to check the bank account itself for integrity.
Bank key: this identifies the bank where the account is held and the type of bank account. A bank account checking procedure is linked to the bank key – number of digits, format, … .
Bank account: the actual account itself.
CK & UNKT: used to enter additional data connected to the account – country specific. These fields have other meaning based on the selection of Ctry. Spector Bene will not use these fields.
Collection: when the customer will use the account for domiciled payments, this box must be checked. Whether domiciliation will be used or not still needs to be indicated at payment terms.
Bank data: gives the detailed info connected to a bank key, like bank address.
Alternative payer: the payer can be set on two levels:
For a company code (here) – view payment transactions For a sales area – partner functions
If a payer is defined on the lower level (sales area) then that data will be used
Payer in document: when checked it is possible to change/enter the bank details when making sales documents (sales order, shipment & billing).
General data – Unloading points
This screen is used to sum up the different unloading point at the customer. An unloading point is a place and time where Spector can physically deliver the goods for the customer (at the customer).
Unloading point: name of the unloading point (e.g. back of shop – via wooden gate).
Customer factory calendar: here it is possible to indicate the calendar used for this customer when delivering goods. A factory calendar is used on different places in SAP, it is literally a calendar determining official holiday, weekends, … . By choosing the French factory calendar delivering on the 16 of July will not happen (national holiday France).
UP: ?
Goods receiving hrs.: by double clicking the gray beam you get a pop-up where the hours can be entered when the customer can receive goods.
General data – Foreign trade
General data – Contact persons
This screen is used to keep information on the contact person(s) at your customer. Most fields are self-explanatory - First name, Last name Telephone1, Address, Department, Function.
Company code data – Accounting info
This screen is used to enter the accounting info related to a customer. In Spector this data will be maintained by the accounting department.
ACCOUNTING INFORMATION
Reconciliation account: the account indicated – FI, chart of accounts Spector – refers to the account where all customer debts will be grouped (Spector: 400 000).
Head Office: if this is a customer within a larger (corporate) structure, it is possible to indicate the head office, this is a reference to another ‘business partner’ (= customer id). This field is purely informational,
Authorization: used for authorization, who can update, delete, create?
Sort key:
Subsidy indication:
Planning group:
INTEREST CALCULATION
It is possible to add interest on customer debt in
Interest indication:
Interest calculation frequency: will the interest be calculated on a weekly, monthly, yearly … bases?
Last key date: the system generates a date in this field every time the account has been checked for interest calculation.
Last interest calculation: the system generates a date in this field every time the accounts debt has been changed due to added interest.
Company code data – Payment transactions
PAYMENT DATA
Payment terms:
B/e exchange terms:
Check cashing time:
Tolerance group:
Record payment history: Known/neg. leave:
Alternative payer:
Individual payer:
B/exch. rate:
AUTOMATIC PAYMENT TRANSACTIONS
Company code data – Correspondence
Company code data – Insurance
Sales area data – Sales
Sales area data –Shipping
Sales area data – Billing
Sales area data – Output
Not used
Sales area data – Partner functions
3. Overview of the pricing structure
In the sales menu (logistics – sales/distribution) choose the sales menu, under master data you’ll find the option prices
The prices maintained in this section are sales prices for materials defined by MM, these materials may be trade goods (HAWA), services (DIEN) or evaluated non-stock material (NLAG).
Prices are defined on three levels
Material Price list (via price list type) Customer specific
Pricing is very flexible in SAP – Spector Bene will use 2 condition types. A condition type exists of a number of action sequences. The action sequences for Spector Bene are the three levels described above. Both condition types have the same action sequence but are linked to different sales documents (order & scheduling agreement*)
PR00: this is the standard condition type and will be used for a (standard) sales order PR99: this condition type will be used for scheduling agreements (wholesale)
When setting the prices for PR00 you can use the first three items of the prices menu (material price, price list type & customer specific). Setting prices for PR99 can be done by using ‘Prices sched. agreement’ – there too you can choose to set the price for a material, price list or custom specific).
Entering the pricing data is the same for PR00 & PR99 (same screens) – see point 7.
What is a scheduling agreement?A scheduling agreement is an agreement with your customer where he/she buys a certain amount of a certain product on a specific date. (cf. ‘gespreide leveringen’).
Remark: prices can be created, changed & displayed – whatever the choice screens and functionalities are more or less the same.
4. How to enter pricing data
We will discuss the change option to get all the screens.
Material
First
Remark: price is set within sales organisation & distribution channel.
Further
Price list
First
Remark: here an additonal reference has to be made to the pricelist!
Further
Initially Spector Bene will not make use of this level of pricing!
Customer specific
First
Further
Remark: here an additonal reference has to be made to the customer!
