SAP MM Tutorial Document

SAP MM
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

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Table of Contents
About the Tutorial i
Audience i
Prerequisites i
Copyright & Disclaimer i
Table of Contents ii
1. SAP MM OVERVIEW 1
SAP Business Process 1
Features of SAP MM 1
2. SAP MM SCREEN NAVIGATION 2
Login Screen 2
Standard Toolbar Icons 3
Standard Exit Keys 4
3. SAP MM PROCUREMENT PROCESS 6
Basic Procurement 6
Special Procurement 9
4. SAP MM ORGANIZATION STRUCTURE 11
SAP Implementation Guide 11
SAP IMG Path 11
SAP IMG 13
Menu path for MM Configuration 14
5. SAP MM ENTERPRISE STRUCTURE 15
Client 16
Company Code 16
Plant 17
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Storage Location 17
Purchasing Organization 17
Purchasing Group 18
6. SAP MM DEFINING ORGANIZATIONAL STRUCTURE 19
Create Company 20
Create Company Code 22
Create Plant 24
Create Storage Location 26
Create Purchasing Organization 28
Create Purchasing Group 30
7. SAP MM ORGANIZATIONAL UNITS 32
Plant to Company Code 33
Purchasing Organization to Company Code 34
Purchasing Organization to Plant 36
Standard Purchasing Organization to Plant 38
8. SAP MM MASTER DATA 39
Material Master Data 39
9. SAP MM PURCHASE INFO RECORD 60
Creation of Purchase Info Record 60
10. SAP MM SOURCE DETERMINATION/LIST 64
Automatic Creation of Source List 64
Manual Creation of Source List 65
11. SAP MM PROCUREMENT CYCLE 68
Determination of Requirement 68
Creating Purchase Order 68
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Posting Goods Receipt 70
Posting Invoice 72
12. SAP MM PURCHASE REQUISITION 74
Create Purchase Requisition 74
Creating Purchase Order from Purchase Requisition 76
13. SAP MM REQUEST FOR QUOTATION 79
Manual Creation of RFQ 79
Automatic Creation of RFQ from Purchase Requisition 82
14. SAP MM OUTLINE AGREEMENT 84
Contract 84
Scheduling Agreement 87
15. SAP MM QUOTA ARRANGEMENT 92
Create Quota Arrangement 93
16. SAP MM POSTING PERIOD 96
Maintain Fiscal Year Variant 96
Assign Company Code to Fiscal Year Variant 98
Define Variants for Open Posting Periods 100
Assign Variant to Company Code 101
Open and Close Posting Periods 102
17. SAP MM PURCHASE ORDER TYPES 105
Subcontracting Purchase Order 106
Consignment Purchase Order 107
Stock Transfer Purchase Order 108
Service Purchase Order 109
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18. SAP MM INVENTORY MANAGEMENT 110
Movement Type 110
Goods Receipt 112
Reservation 116
Goods Issue 119
19. SAP MM INVOICE VERIFICATION 123
Posting of Invoice 123
Blocked Invoice 125
Evaluated Receipt Settlement 127
20. SAP MM SERVICE MANAGEMENT 130
Service Master Record 130
Service Purchase Order 133
Service Entry Sheet 134
21. SAP MM VALUATION 137
Split Valuation 137
Split Valuation Configuration 139
22. SAP MM ACCOUNT DETERMINATION 145
Define Valuation Control 145
Group Together Valuation Areas 147
Define Valuation Classes 148
Configure Automatic Posting 153
23. SAP MM CONFIGURATION 156
Assign Fields to Field Selection Groups 156
Maintain Field Selection for Data Screens 158
Maintain Company Codes for Materials Management 159
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Define Attributes of System Messages 161
Define Number Ranges Purchase Requisition 163
Define Document Types Purchase Requisition 165
Define Number Ranges RFQ/Quotation 167
Define Document Types RFQ/Quotation 169
24. SAP MM TRANSACTION CODES 171
25. SAP MM INTERVIEW QUESTIONS 175
What is Next? 177
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1. SAP MM Overview
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.
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2. SAP MM Screen Navigation
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:
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Standard Toolbar Icons

The following screenshot shows the toolbars available on the SAP screen.
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.
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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:
New Session Icon

For creating a new session, we use the following keys shown in the screenshot below:
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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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3. SAP MM Procurement process
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.
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.
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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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A brief introduction of the procurement activities is given below:
Procurement Description
Activities
It is the logical subdivision where it is determined what material

or services are required, and which supplier can fulfill the
Determination of requirements.
requirement
It is the phase in which the purchasing department is informed

about the requirement of items or services. A requisition is an
Creating purchase internal document.
requisition
It is the phase when an order is created from requisition and it

is approved and assigned to a supplier.
Creating purchase
order
It is the phase in which the material is received by the company

and its condition and quality are being inspected. In this phase,
Goods receipt/ an invoice is received from the vendor (seller).
Invoice received
It is the phase in which the vendor (seller) is paid from the

company and reconciliation of the invoice and PO is
Invoice accomplished.
verification/Vendor
Payment
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
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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 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.
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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 (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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4. SAP MM Organization Structure
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
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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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SAP IMG
IMG screen can be reached out just by following the steps given below:
After SPRO, on the next screen, click on SAP Reference IMG.
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The next screen will appear as follows. This is the final screen from where we can do
configurations.
Menu path for MM Configuration

The main menu paths for MM area are as follows:
SAP Customizing Implementation Guide (IMG) => Enterprise Structure =>

Definition
SAP Customizing Implementation Guide (IMG) => Enterprise Structure =>

Assignment
SAP Customizing Implementation Guide (IMG) => Logistics => General =>
Material Master
SAP Customizing Implementation Guide (IMG) => Materials Management
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5. SAP MM Enterprise Structure
Every organization has some framework or structure according to which the whole
business runs. An enterprise structure is the structure that represents an enterprise in
the SAP ERP system. It is subdivided into various organizational units which, for legal
reasons or business-related reasons, are grouped together.
An enterprise structure defines various levels in an organization. These levels are placed
according to some hierarchy. Each level has some specific functionality associated with
it, which in a combined way describes the working of an organization. In addition, an
enterprise structure defines various organizational units that are present in an
enterprise. The organizational structure in MM consists of the following organizational
levels:
Client
Company Code
Plant
Storage Location
Purchasing Organization
Purchasing Group
The following diagram depicts one such organizational structure that describes the levels
incorporated in an organization. It puts the client at the topmost, followed by multiple
company code, followed by multiple plants, plants having multiple storage location with
their own or centralized purchasing organizations.
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In the following sections, we will look into each of the units that constitute an enterprise
structure.
Client
A client has the following attributes:
Client is a commercial organizational unit in R/3 system.
It has its own set of master data with independent table sets.
According to hierarchy, a client occupies the highest level in a SAP system.
Data that is maintained at the client level is valid for all organizational levels.
Company Code
A company code has the following attributes:
Within client, a company code is an independent accounting unit.
It is a legal entity that has its own profit, loss and balance statement.
It is the smallest unit in an organization for which a complete independent

account set can be replicated.
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Plant
The basic points to be noted about a plant are as follows:
Plant is an organizational unit within a company where activities take place. A

plant will produce goods and make goods available for the company.
It is a unit having manufacturing facility, warehouse distribution center, or a

regional sales office within logistic. It subdivides an enterprise in different
aspects.
Storage Location
A storage location has the following attributes:
Storage location is an organizational unit, which actually differentiates between

different material stocks in a plant.
Storage location is a place where stock is kept physically.
A plant can consist of multiple storage locations. All data is stored at storage
location level for a particular storage location.
The points to be noted about a Purchasing Organization are as follows:
A purchasing organization is an organizational unit under a company or a plant

that is responsible for the procurement activities according to requirements. It is
responsible for external procurement.
A purchasing organization can be at the client level, which is known as a

centralized purchasing organization.
A purchasing organization can also be at the company or plant level, which is

known as company-specific or plant-specific purchasing organization.
Different forms of purchasing can be described as follows:
Centralized Purchasing
Purchasing organization is not assigned to any company code. It procures for all
company codes belonging to different client.
Company-Specific Purchasing
Purchasing organization is assigned to a company code only. The plant belonging to the
company code can purchase through this purchasing organization.
Plant-Specific Purchasing
Purchasing organization is assigned to a plant. Only this specific plant can purchase
through this purchasing organization.
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Purchasing Group
The attributes of a purchasing group are as follows:
Purchasing group is an organizational unit responsible for the everyday

procurement activities within an organization.
It is a buyer or a group of buyers responsible for the procurement activities in a

purchasing organization.
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6. SAP MM Defining Organizational Structure
An organization structure can be defined as the framework of a company that describes

the entire structure and functioning of the company. Organization structures are split
into different levels and each level is placed according to a hierarchy. These levels have
direct or indirect relationship with one another. The various levels in a standard
organization are as follows:
Company
Company code
Plant
Storage location
Purchasing organization
Purchasing group
All the Definitions in SAP are given through the Display IMG screen as shown below:
Path to reach Definition: IMG => Enterprise Structure => Definition
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Create Company
Company is the topmost organizational unit after client, which incorporates individual
financial accounting statements of several company codes. A company can have many
company codes. In SAP, it is optional to create a company. The following steps will take
you through the procedure of creating company.
Path to Create Company:

IMG => Enterprise Structure=> Definition=> Financial Accounting=> Define Company
TCode: OX15
Step 1: On the Display IMG screen, select Define Company execute icon by following the
above path.
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Step 2: Click the New Entries icon.
Step 3: Fill in all the necessary details such as name of the company, address of the
company with street number, city, country, and postal code.
Step 4: Click the Save icon after filling the required information. A new company will be
created.
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Create Company Code

A Company Code is the smallest organizational unit after company, for which the
standalone financial accounting's profit and loss statements can be withdrawn. Many
company codes can be assigned to one company. The following steps depict how to
create a company code.
Path to create Company Code:

IMG => Enterprise Structure=> Definition=> Financial Accounting=> Edit, Copy, Delete,
Check Company Code
TCode: OX02
Step 1: On the Display IMG screen, select Edit, Copy, Delete, Check Company Code
execute icon, by following the above path.
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Step 2: Click the New Entries button.
Step 3: Fill in all the necessary details like Company code, company name along with
city, country, currency, language.
Step 4: Click the Save icon after filling the required information. A new company code
will be created.
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Create Plant
A Plant is an organizational unit within a company where activities take place. A plant
will produce goods and make goods available for the company. The following steps will
take you through the procedure of creating a plant:
Path to create Plant:

IMG => Enterprise Structure=> Definition=> Logistic General=>Define, Copy, Delete
check plant
TCode: OX10
Step 1: On the Display IMG screen, select Define, Copy, Delete check plant execute
icon, by following the above path.
Select Define Plant icon to create a new plant.
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Step 3: Fill in all necessary details like plant name along with detailed information like
Language, House no., city, country, region, postal code.
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Step 4: Click the Save icon after filling the required information. A new plant will be
created.
Create Storage Location

A Storage Location is an organizational unit, which actually differentiates between the
different material stocks in a Plant. Storage location is a place where stock is kept
physically. A plant can consist of multiple storage locations. All data is stored at a
storage location level for a particular storage location. Follow the steps given below to
create a Storage Location:
Path to Create Storage Location:

IMG => Enterprise Structure => Definition => Materials Management => Maintain
Storage Location
TCode: OX09
Step 1: On the Display IMG screen, select Maintain Storage Location execute icon, by
following the above path.
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Step 2: Enter the name of the plant for which you want to create the storage location.
Step 4: Enter the name of the storage location along with its description. Click the Save
icon after filling the required information. A new Storage Location will be created.
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Create Purchasing Organization

A Purchasing Organization is an organizational unit under Company or Plant that is
responsible for procurement activities according to requirements. It is responsible for
external procurement. A purchasing organization can be specific to a plant or a
company. Following the steps given below to create a Purchasing Organization:
Path to Create Purchasing Organization:

IMG => Enterprise Structure=> Definition=> Materials Management=> Maintain
TCode: OX08
Step 1: On the Display IMG screen, select Maintain Purchasing Organization execute
icon, by following the above path.
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Step 3: Enter the name of the purchasing organization along with its description.
Step 4: Click the Save icon after filling the required information. A new Purchasing
Organization will be created.
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Create Purchasing Group

A Purchasing Group is an organizational unit that is responsible for the everyday
procurement activities within an organization. The steps given below depict how to
create a Purchasing Group:
Path to Create Purchasing Group:

IMG =>Materials Management => Purchasing =>Create Purchasing Group
TCode: OME4
Step 1: On the Display IMG screen, select Maintain Purchasing Group execute icon, by
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Step 3: Enter the name of the purchasing group along with its description.
Step 4: Click the Save icon after filling the required information. A new Purchasing
Group will be created.
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7. SAP MM Organizational Units
All the organizational units combined together form the framework of a company. These
organizational units can be considered as different levels that describe the structure of
an enterprise. Every level has a particular functionality associated with it. Also, every
level in one or the other way is related to each other. These levels are placed according
to some hierarchy, Company being at the top.
To establish a relationship between these levels, we have to assign them to one or other
in such a way that they still lie in the same hierarchy. For example: As Company is at
the top level and plant is below it, it is necessary that the plant has some relation with
the company. As the plant is a sub-part or a smaller division of the company, it will be
assigned to the company. A standard SAP has the following four basic and essential
assignments:
Plant to company code
Purchasing organization to company code
Purchasing organization to plant
Standard purchasing organization to plant
All the assignments in SAP are done through the Display IMG screen, as shown in the
following screenshot.
Path to Reach Assignment: IMG => Enterprise Structure => Assignment
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Plant to Company Code

Plant is one level below the company code. So, we need to assign a plant to a company
code. Follow the steps given below to assign a plant to a company code:
Path to assign plant to company code:

IMG => Enterprise Structure => Assignment => Assign plant to company code
TCode: OX18
Step 1: On the Display IMG screen, select Assign plant to company code execute icon,
by following the above path.
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Step 3: Enter the name of the plant and company code. Click the Save button. Plant is
now assigned to company code.
Purchasing Organization to Company Code

A purchasing organization can be set at company code level; it is called a centralized
purchasing organization. So we need to assign this purchasing organization to the
company code. The following steps take you through the procedure of assigning a
purchasing organization to a company code:
Path to assign purchasing organization to company code:

IMG => Enterprise Structure => Assignment => Materials Management => Assign
Purchasing Organization to Company Code
TCode: OX01
Step 1: On the Display IMG screen, select Assign Purchasing Organization to Company
Code execute icon, by following the above path.
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Step 2: We can view an existing assignment and can change it accordingly. Click the
Save button after making changes. Purchasing organization is now assigned to the
company code.
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Purchasing Organization to Plant

A purchasing organization can be plant specific, i.e., it can be set at the plant level. In
such cases, we need to assign the purchasing organization to a plant. Follow the steps
given below to assign a purchasing organization to a plant:
Path to assign purchasing organization to plant:

Purchasing organization to Plant
TCode: OX17
Step 1: On the Display IMG screen, select Assign Purchasing Organization to Plant, by
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Step 3: Enter the name of the plant and the purchasing organization. Click the Save
button. Purchasing organization is now assigned to plant.
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Standard Purchasing Organization to Plant

Standard purchasing organization is the default purchasing organization. We can
sometimes assign the standard purchasing organization to some specific plant if we want
to have the default purchasing organization for that plant. Follow the steps given below
to assign the standard purchasing organization to a plant:
Path to assign standard purchasing organization to plant:

Standard Purchasing Organization to Plant
TCode: OX15
Step 1: On the Display IMG screen, select Assign Standard Purchasing Organization to
Plant, by following the above path.
Step 2: We can view the existing assignment and can change it accordingly. Click the Save
button after making changes. Standard purchasing organization is now assigned to plant.
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8. SAP MM Master data
SAP R/3 works on real-time data, i.e., there is no time lag between data entry and data
availability. The important thing while creating any data is to maintain data integrity.
SAP R/3 data is categorized into two:
Master data - Data that is created centrally, and is valid for all applications. It
remains constant over time but we need to update it on a regular basis. For
example: Vendor is a type of master data that is used for creating purchase
orders or contracts.
Transactional data - Data that is associated with processing of business

transaction is transactional data.
SAP Master Data is of the following two types:
Material Master Data
Vendor Master Data
Material Master Data

The key points to note about material master data are as follows:
This is the enterprise main source of material-specific data. This data will include
information on the materials that a company can procure, produce, store, or sell.
Since there are different departments in an enterprise and each department

works on some specific material, they will enter different information regarding
their material. So, each user department has its own view of the material master
record. The data screens that are used to create material master can be divided
into two categories:
o Main Data: It includes basic data (base unit of measure, weight), purchasing
data (over tolerance and under tolerance), and accounting data (standard
price, moving price).
o Additional Data: It includes additional information such as short description

about material, currency, etc.
Material master has four characteristics, which we will discuss one by one in the
following sections.
Material Types
Materials with some common attributes are grouped together and they are assigned to a
material type. It differentiates the materials and allows organizations to manage
different materials in a systematic manner in accordance to a companys requirement.
For example, raw material and finished products are some of the material types. Material
type can be created by following the steps given below.
Path to create material type:

IMG => Logistics General => Material Master => Basic Settings => Material Types =>
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Define Attributes of Material Types

TCode: OMS2
Step 1: On the Display IMG screen, select Define Attributes of Material Types, by
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Step 3: Fill in the required information such as name of material type and description.
Click on Save. A new material type will be created.
Material Groups
Material group is a wider range of material type. Materials with some common attributes
are taken together and they are assigned to a material group. For example: We have
some materials that are to be packaged, so the material type can be electrical or food
products, but we can group these material types and put them in the packaged material
group. Follow the steps given below to create a Material Group.
Path to Create Material Group:

IMG => Logistic General => Material Master => Settings for Key Fields => Define
Material Groups
TCode: OMSF
Step 1: On the Display IMG screen, select Define Material Groups, by following the
above path.
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Step 3: Enter the name of the material group along with its description. Click the Save
button. A new material group will be created.
Number Range
When we create a material master record, every material is recognized by a unique
number that is known as the material number. We can assign a number to a material
through two ways:
External number assignment - While creating a material, you have to enter your
own number (containing alphabets or digits), and that should be unique.
Internal number assignment - While creating a material, you need not enter any
number. The system automatically generates a unique number to that material.
Define Number Range

Internal number range can be defined by following the steps given below:
Path to Create Number Range:

IMG => Logistic General => Material Master => Basic Settings => Material Types =>
Define Number Range for Each material Type
TCode: MMNR
Step 1: On the Display IMG screen, select Define Number Range for Each Material Type,
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Step 2: Click the Intervals button.
Step 3: We can define a number range here and EXT (external tab, if it is checked, then
an external number can be assigned in that material). Click the Save button. Number
Range is now defined for the material.
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Assignment of Number Range

After defining, we need to assign it to a material group. Follow the steps given below to
assign a number range.
Step 1: On the same screen, select the Groups tab.
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Step 2: For a particular material group, we can assign a number range here. Click on
Save. The number range is now assigned to the material group.
Material Master Creation

Material master contains information on all materials that a company procures,
produces, or sells. It contains central data that is available at all the levels. Follow the
steps given below to create a material master:
Path to Create Material Master:

Logistics => Materials Management => Material Master => Material => Create Material
TCode: MM01
Note: For any create transaction, we use 01, for edit 02, for display 03 as suffix.
Step 1: On the SAP Menu screen, click the create button by following the above path.
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Step 2: Fill in all the required details such as material number (if external number
assignment), material type, industry sector, etc.
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Step 3: Select the views you want to maintain for your material.
Step 4: Enter the name of the plant and the storage location.
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Step 5: Enter the required information in your material views such as unit of measure,
currency, standard price, moving price, etc. Click on Save. A new material will be
created.
Vendor Master Data

The key points about vendor master are as follows:
Vendor Master Data is the enterprise main source of vendor-specific data. It

includes information on vendors from which a company can procure, or can sell.
A vendor master record contains information such as vendor's name, address,

etc.
Data in a vendor master record is divided into three categories:
o General Data: General data is maintained at the client level and it is valid for
all organizational levels.
o Accounting Data: Accounting data is maintained at the company level and it

is valid for all plants belonging to that company.
o Purchasing Data: Purchasing data is maintained at the purchasing

organization level.
Vendor master has three characteristics, which we will discuss one by one in the
following sections.
Vendor Account Group

Vendors are categorized according to their requirements. Some of the vendors having
similar characteristics are grouped together and placed in one category. For example, all
local vendors can be placed under one account group. Create a Vendor Account group by
following the steps given below.
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Path to create Vendor Account Group:

IMG => Logistic General => Business Partner => Vendors => Control => Define
Account group and field selection(vendor)
TCode: OBD3
Step 1: On the Display IMG screen, select Define Account Groups and Field Selection
(Vendor), by following the above path.
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Step 3: Fill in all necessary details such as name of account group, general data, and
field status. Click the Save button. A new Vendor Account Group will be created.
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Number Range
When we create a vendor master record, every vendor is recognized by a unique number
known as the vendor number. As in the case of material master, we have external as
well as internal number assignments for vendor master.
Define Number Range

Number range can be defined by following the steps given below:
Path to create Number Range:

IMG => Logistic General => Business Partner => Vendors => Control => Define
Number Range for Vendor master record
TCode: XDN1
Step 1: On the Display IMG screen, select Define Number Range for Vendor Master
Record, by following the above path.
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Step 2: Click the Intervals button. It will create a number range for the customer
account.
Step 3: Click the Insert button.
Step 4: We can define a number range here and EXT (external tab, if it is checked, then
external number assignment can be done in that vendor). Click on Save. A new Number
Range will be created.
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Assignment of Number Range

After defining a number range, we need to assign it to a vendor group. Follow the steps
given below to assign the number range.
Step 1: On the same screen as shown above, select the Number Range tab.
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Step 2: For a particular vendor group, assign a number range here. Click on Save.
Number range is now assigned to the vendor group.
Creation of Vendor Master

Vendor Master contains a list of vendors from where a company can procure or sell
goods. A Vendor Master can be created by following the steps given below:
Path to create Vendor Master:

SAP Menu => Logistics => Material Management => Purchasing => Master Data =>
Vendor => Central => Create
TCode: XK01
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Step 1: On the SAP Menu screen, select Create for Central Vendor Data, by following the
above path.
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Step 2: Fill in all the required details such as company code, purchasing org, and vendor
number (if external number assignment).
Step 3: Fill in all the details of vendors address such as street name, postal code,
country.
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Step 4: Fill in the necessary bank details of the vendor.
Step 5: Fill in the necessary accounting information of the vendor.
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Step 6: Fill in the terms of payment that are defined between the company and the
vendor. Click on Save. A new vendor master will be created.
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9. SAP MM Purchase Info Record
SAP R/3 works on all real-time data that includes material master and vendor master.
Material and vendor master are separate data records for keeping information of
materials and vendors from where material is procured. The combined information of
material and vendor altogether is kept in a record that we call as purchase info record.
The key points about purchase info record are as follows:
Purchasing info record stores information on material and vendor, supplying that
material. For example, a vendors current price of a particular material is stored
in info record.
Purchase info record can be maintained at the plant level or at the purchasing
organization level.
Info record can be maintained for four procurement types, which are as follows:
o Standard: Standard info record has information on standard orders (orders

include details of vendor and material). This info record will include vendors
price for supplying a particular material.
o Subcontracting: Subcontracting info record has the information on

subcontract orders. It includes price for assembling the raw material that is
supplied by the ordering party.
o Pipeline: Pipeline info record has information on material that is provided by

vendor through pipes. For example, water, electricity, etc.
o Consignment: Consignment info record has information on material that is

kept at the premises of the ordering party. It contains vendors price that is to
be paid for withdrawing material from a consignment stock.
Creation of Purchase Info Record

Follow the steps given below to create a Purchase Info Record.
Path to create Info Record:

Logistics => Material Management => Purchasing => Master Data => Info Record =>
Create
TCode: ME11
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Step 1: On the SAP Menu screen, select the Create icon, by following the above path.
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Step 2: Enter the vendor number. In the info category, select standard or
subcontracting, or pipeline or consignment, according to the requirement.
Step 3: Fill in the required details such as material group, 1st/2nd/3rd reminder, vendor
material number, personal details, order unit, origin data, and sort term.
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Step 4: Provide the info record note that can be called as info record description. Click
on Save. A new info record will be created.
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10. SAP MM Source Determination/List
The combined information of material and vendor is kept in a record that is known as
purchase info record. But a particular material can be ordered from different vendors in
different time intervals. This information can be maintained in a list that is called as the
source list. The key points to note about a source list are as follows:
Source list includes a list of possible sources of supply for a material over a given
framework of time.
Source list specifies the time period of ordering a particular material from a given
vendor.
Source list can be copied from one plant to another plant.
Source list can be created by the following two ways:
Automatically
Manually
Automatic Creation of Source List

Source list can be automatically created by changing a few settings in the material
master. Automatic source list can be created by following the steps given below.
Step 1: Go to MM02 (Edit mode of material master for which you want to create source
list automatically). Select all the views.
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Step 2: Inside purchasing view, check the box for source list. Click on Save. Source list
will be created automatically for the material.
Manual Creation of Source List

Source list can be created manually by following the steps given below:
Path to Maintain Source list:

Logistics => Material Management => Purchasing => Master Data => Source List =>
Maintain
TCode: ME01
Step 1: On the SAP Menu screen, click Maintain by following the above path.
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Step 2: Enter the material number for which you want to maintain the source list and
respective plant details.
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Step 3: Fill in all the necessary details such as valid periods, name of vendor,
purchasing organization, etc. Click on the Save icon. Source list for the material is now
maintained.
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11. SAP MM Procurement Cycle
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. The steps required to procure material forms the procurement cycle. Every
organization performs some common sequential steps to procure material in the right
quantity at the right price. The important steps in a procurement cycle are as follows:
Determination of Requirement
Creating Purchase Order
Posting Goods Receipt
Posting Invoice
Determination of Requirement
This is the first step in a procurement cycle. It is the logical subdivision, where it is
determined what material or services are required by the company, and which supplier
can fulfill the requirement. A list of requirements is made and then it is approved by a
senior authority within the organization. After approval, a formal list is made that is
known as the purchase order with one more level of approval which is sent to the
vendor.
Creating Purchase Order

Purchase order is the formal and final confirmation of the requirements that is sent to
the vendor to supply material or services. A purchase order includes important
information such as name of the material with its corresponding plant, details of
purchasing organization with its company code, name of vendor, and date of delivery. A
purchase order can be created by following the steps given below:
Path to Create Purchase Order:

Logistics => Materials Management => Purchasing => Purchase Order => Create =>
Vendor/ Supplying Plant Known
TCode: ME21N
Step 1: On the SAP Menu screen, select Create Vendor/Supplying Plant Known by
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Step 2: Fill in all the necessary details such as name of the vendor, purchasing
organization, purchasing group, company code, and details of the material, for example,
material number, price, currency, and plant.
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Step 3: Fill in all the necessary details under Item, by selecting the tabs as shown in the
following screenshot:
Invoice/Delivery Tab (Provide the tax code, Payment terms and conditions, and
incoterms)
Assignment Tab (Provide a valid G/L code, business area, and WBS element)
Click on Save. A new Purchase Order will be created.
Posting Goods Receipt

After processing the purchase order, the vendor delivers the material to the ordering
party and this process is called Goods Receipt. It is the phase where the material is
received by the ordering party and its condition and quality are verified. Once the
material is verified against the predefined quality, a goods receipt is posted. Goods
receipt can be posted by following the steps given below.
Path to Post Goods Receipt:

Logistics => Materials Management => Inventory management => Goods movement
=> Goods movement
TCode: MIGO
Step 1: On the SAP Menu screen, select Goods movement (MIGO) by following the
above path.
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Step 2: Fill in all the necessary details such as movement type (101 for goods receipt),
name of the material, quantity received, details of storage location and the plant where
the material will be placed. Click on Save. Goods Receipt is now posted for the material.
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Posting Invoice
Invoice is received from the vendor after goods receipt, and then the invoice is verified
by the ordering party. This is the phase where the vendor (seller) is paid from the
company and reconciliation of the invoice and PO is accomplished. An invoice can be
posted by following the steps given below:
Path to Post Invoice:

Logistics => Materials Management => Logistic Invoice verification => Document Entry
=> Enter Invoice
TCode: MIRO
Step 1: On the SAP Menu screen, select Enter Invoice by following the above path.
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Step 2: Fill in all the necessary details such as invoice posting date, amount that is paid
to the vendor along with the quantity for which the amount is paid. Click on Save.
Invoice is now posted for the goods receipt.
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12. SAP MM Purchase Requisition
Procurement in every organization starts with gathering requirements. Once

requirements are gathered, we need to inform the purchasing organization. A Purchase
Requisition is a document that contains a list of requirements. The key points to note
about a purchase requisition are as follows:
A purchase requisition is a request that is made to the purchasing organization to

procure a certain list of materials.
It is an internal document and remains within the organization.
Purchase requisition needs approval from the purchasing organization.
If a purchase requisition has already been approved, then it can be modified only
to a limited extent.
Purchase requisition can be created for the following procurement types:
o Standard: Getting finished material from vendor.
o Subcontracting: Providing raw material to vendor and getting finished

material.
o Consignment: Procuring material that is kept in companys premises and

paying to vendor for that.
o Stock transfer: Getting material from within the organization.
o External service: Getting services like maintenance from a third-party

vendor.
Create Purchase Requisition

A Purchase Requisition can be created by following the steps given below:
Path to Create Purchase requisition:

Logistics => Materials Management => Purchasing => Purchasing Requisition =>
Create
TCode: ME51N
Step 1: On the SAP Menu screen, select the Create execute icon by following the above
path.
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Step 2: Fill in all the required details such as name of the material, quantity, delivery date,
material group, and plant. Click on Save. A new Purchase Requisition will be created.
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After creating a purchase requisition, we need to send our requirements to the vendor. It
is done through a document that is known as the purchase order. A purchase order can
be directly created from a purchase requisition.
Creating Purchase Order from Purchase Requisition

Follow the steps given below to create a purchase order from a purchase requisition.
Step 1: Enter TCode to go to the purchase order home screen. Select Purchase
Requisition as shown in the following screenshot.
TCode: ME21N
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Step 2: Provide the purchase requisition number for which you want to create a
purchase order. Then select the execute icon.
Step 3: Drag the standard reference Purchase Requisition to the cart next to the NB
Standard PO.
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Step 4: Verify the details of the purchase order and do the necessary changes as per
requirement. Click on Save. You now have a purchase order from the selected purchase
requisition.
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13. SAP MM Request for Quotation
Vendor selection is an important process in the procurement cycle. Once requirements

are gathered, we start looking for possible suppliers who can fulfill the requirements at
the best possible price. So, a request is made to the vendors to submit their quotations
indicating the price of the material along with their terms and conditions. This request is
known as the request for quotation (RFQ). Listed below are the key points to note about
a request for quotation:
Request for quotation is a form of invitation that is sent to the vendors to submit
a quotation indicating their pricing and terms and conditions.
It contains details about goods or services, quantity, date of delivery, and date of
bid on which it is to be submitted.
Quotation is a reply by a vendor in response to a request for quotation.
An RFQ can be created by the following two ways:
Manually
Automatically from a Purchase Requisition
Manual Creation of RFQ

An RFQ can be created manually by following the steps given below:
Path to Create RFQ:

Logistics => Materials Management => Purchasing => RFQ/Quotation => Request for
Quotation => Create
TCode: ME41
path.
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Step 2: Fill in all the required details such as type of RFQ (if standard, then AN),
language, date of RFQ, purchasing organization, and group.
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Step 3: Provide the name of the material, quantity of material, material group, and
quotation deadline date.
Step 4: Provide the quantity and delivery date for the material.
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Step 5: Provide the vendor address (street number, city, country, pin code) to which
you are addressing the RFQ. Click on Save. A new Request for Quotation will be created.
Automatic Creation of RFQ from Purchase Requisition

RFQ can also be created with reference to purchase requisition by following the steps
given below:
Step 1: On the home screen of RFQ, select Reference to PReq tab.
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Step 2: Enter the requisition number for which you want to create an RFQ. Click on
Save. A new Request for Quotation will be created with reference to Purchase
Requisition.
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14. SAP MM Outline Agreement
Vendor selection is an important process in the procurement cycle. Vendors can be

selected by quotation process. After having shortlisted a vendor, an organization enters
into an agreement with that particular vendor to supply certain items with certain
conditions. Typically when an agreement is reached, a formal contract is signed with the
vendor. So, an outline agreement is a long-term purchasing agreement with a vendor.
The key points to note about an outline agreement are as follows:
An outline agreement is a long-term purchasing agreement with a vendor

containing terms and conditions regarding the material that is to be supplied by
the vendor.
The terms of an outline agreement are valid up to a certain period of time and
cover a certain predefined quantity or value.
An outline agreement can be of the following two types:
Contract
Scheduling Agreement
Contract
A contract is a long-term outline agreement between a vendor and an ordering party
over a predefined material or service over a certain framework of time. There are two
types of contracts:
Quantity Contract: In this type of contract, the overall value is specified in

terms of the total quantity of material to be supplied by the vendor.
Value Contract: In this type of contract, the overall value is specified in terms of
the total amount to be paid for that material to the vendor.
Follow the steps given below to create a contract.
Path to Create Contract:

Logistics => Materials Management => Purchasing => Outline Agreement => Contract
=> Create
TCode: ME31K
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path.
Step 2: Provide the name of the vendor, type of contract, purchasing organization,
purchasing group, and plant along with the agreement date.
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Step 3: Fill in all the necessary details such as the agreement validity start date, end
date, and pay terms (i.e. terms of payment).
Step 4: Provide material number along with the target quantity. Click on Save. A new
Contract will be created.
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Scheduling Agreement
A scheduling agreement is a long-term outline agreement between the vendor and the
ordering party over a predefined material or service, which are procured on
predetermined dates over a framework of time. A scheduling agreement can be created
in the following two ways:
Creating scheduling agreement
Maintain scheduling lines for the agreement
Creating Scheduling Agreement

Follow the steps given below to create a scheduling agreement.
Path to Create Scheduling Agreement:

Logistics => Materials Management => Purchasing => Outline Agreement =>
Scheduling Agreement => Create => Vendor Known
TCode: ME31L
path.
Step 2: Provide the name of the vendor, agreement type (LP for scheduling agreement),
purchasing organization, purchasing group, plant along with agreement date.
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Step 3: Fill in all the necessary details such as the agreement validity start date, end
date, and pay terms (i.e. terms of payment).
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Step 4: Provide material number along with the target quantity, net price, currency, and
material group. Click on Save. A new Scheduling Agreement will be created.
Maintain Scheduling Lines for the Agreement

Schedule lines can be maintained for a scheduling agreement by following the steps
given below.
Path to Maintain Schedule Lines:

Logistics => Materials Management => Purchasing => Outline Agreement =>
Scheduling Agreement => Delivery Schedule => Maintain
Step 1: On the SAP Menu screen, select the Maintain execute icon by following the
above path.
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Step 2: Provide the scheduling agreement number.
Step 3: Select the line item. Go to Item tab. Select Delivery Schedule.
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Step 4: Provide the delivery schedule date and the target quantity. Click on Save.
Schedule lines are now maintained for the scheduling agreement.
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15. SAP MM Quota Arrangement
A particular material can be procured from different vendors depending upon the
requirement. In this way, the total requirement of a material is distributed to different
vendors, i.e., the quota is assigned to each source of supply. This is known as quota
arrangement. The key points to note about quota arrangement are as follows:
Quota arrangement divides the total requirement of material among certain

sources of supply, i.e. vendors, and then assigns a quota to each source.
This particular quota specifies the portion of material that is to be procured from
an assigned vendor or source.
Quota rating is used to determine the amount of material that is to be assigned

to a particular source or vendor. The source with the lowest quota rating
represents a valid source.
Quota rating can be calculated by using the following formula:
Quota rating = (Quota Allocated Quantity + Quota Base Quantity)/Quota
where Quota Allocated Quantity is the total quantity from all orders that is
procured from a particular source. Quota Base Quantity is the quantity from a
new source of supply. Quota is the total requirement of material that is given to a
particular source of supply.
The mandatory setting before creating a quota is that the info record and the
source list should be maintained for the particular material. Also, in the material
master, the source list and quota arrangement usage check boxes should be
checked. This setting can be made in the material master by going to TCode
MM03. In purchasing view, check the quota arrangement usage and the source
list. Setting is now maintained for quota arrangement.
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Create Quota Arrangement

Quota arrangement divides the total requirement of a material among certain sources of
supply, i.e., vendors. Follow the steps given below to create a quota arrangement.
Path to Create Quota Arrangement:

Logistics => Materials Management => Purchasing => Master Data => Quota
Arrangement => Maintain
TCode: MEQ1
above path.
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Step 2: Enter the material number and plant for which quota arrangement needs to be
maintained.
Step 3: Provide dates in valid from and valid to and value in quantity split.
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Step 4: Enter the name of vendors and the assigned allocated quantity to them. Click on
Save. Quota arrangement is now maintained for the particular material.
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16. SAP MM Posting Period
SAP ERP systems were designed so that business can be conducted in an efficient way.
Documents such as purchase order, request for quotation, goods receipt are essential
elements in a business. These documents need security, i.e., if any of the documents is
posted incorrectly, then the business can get affected at various levels. In order to
secure these documents, we have a concept known as the posting period.
A posting period allows one to post and make changes in the documents only in a
specific time period. Sometimes you will get errors like posting allowed only in this time
period for a certain company code. It means for a particular company code, a posting
period is maintained and posting to that document is only allowed within that period. A
posting period for a company can be defined using five fields which are as follows:
Maintain Fiscal Year Variant
Assign Fiscal Year Variant to Company Code
Define Variants for Open Posting Periods
Assign Variant to Company Code
Open and Close Posting Periods
Maintain Fiscal Year Variant

Fiscal year variant is the time period during which financial statements are withdrawn for
a company. Different companies have different fiscal years. Fiscal year variant can be
maintained by following the steps given below.
Path to Maintain Fiscal Year Variant:

Financial accounting => Financial Accounting Global Settings => Ledgers => Fiscal Year
and Posting Periods => Maintain Fiscal Year Variant
TCode: OB29
Step 1: On the Display IMG screen, select Maintain Fiscal Year Variant by following the
above path.
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Step 2: Click New Entries.
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Step 3: Provide the name of the fiscal year variant along with the description and
number of posting. Click on Save. A new Fiscal Year Variant will be created.
Assign Company Code to Fiscal Year Variant

Follow the steps given below to assign company code to the fiscal year variant.
Path to Assign Company Code to Fiscal Year Variant:

and Posting Periods => Assign Company Code to Fiscal Year Variant
TCode: OB37
Step 1: On the Display IMG screen, select Assign Company Code to Fiscal Year Variant
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Step 2: We can view the existing assignment and change it accordingly. Click on Save.
Fiscal Year Variant is now assigned to company code.
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Define Variants for Open Posting Periods

Follow the steps given below to define variants for open posting periods.
Path to Define Variants for Open Posting Periods:

and Posting Periods => Posting Periods => Define Variants for Open Posting Periods
TCode: OBBO
Step 1: On the Display IMG screen, select Define Variants for Open Posting Periods by
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Step 3: Enter the name of the variant. Click on Save. A new Variant will be created for
open posting periods.
Assign Variant to Company Code

Follow the steps given below to assign a variant to company code.
Path to Assign Variant to Company Code:

and Posting Periods => Posting Periods => Assign Variants to Company Code
TCode: OBBP
Step 1: On the Display IMG screen, select Assign Variants to Company Code by
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Step 2: We can view the existing assignment and change it accordingly. Click on Save.
Variant is now assigned to company code.
Open and Close Posting Periods

Posting period allows you to post and make changes in the documents only in a specific
time period. Open and close posting periods can be maintained by following the steps
given below.
Path to Open and Close Posting Periods:

and Posting Periods => Posting Periods => Open and Close Posting Periods
TCode: OB52
Step 1: On the Display IMG screen, select Open and Close Posting Periods by following
the above path.
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Step 3: Provide the name of variant, account details, and the year allowed for posting.
Click on Save. Posting Period is now maintained for the variant.
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17. SAP MM Purchase Order Types
SAP ERP was introduced so that procurement can be done efficiently in terms of time
and cost. Procurement can be done for various types of goods and services. Procurement
starts with creating a purchase order, i.e., a formal document given to vendors and it
includes a list of goods and materials that are to be procured. Accordingly, purchase
orders can be created for different types of procurement. The type of procurement can
be maintained in a field that is known as item category as shown below.
For different procurement types, there are four types of purchase orders, which are as
follows:
Subcontracting Purchase Order
Consignment Purchase Order
Stock Transfer Purchase Order
Service Purchase Order
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Subcontracting Purchase Order

In 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 products are listed in the purchase order and
provided to the subcontractor.
Follow the steps given below to create a subcontracting purchase order.
TCode to create Purchase Order: ME21N

Subcontracting Item Category: L
1. Provide the TCode in the command field.
2. It will take you to the purchase order screen.
3. Provide all the necessary details such as the name of the vendor, item category,
name of material, plant for which material is procured, and the date of delivery.
4. Click on Save. Subcontracting Purchase order will be created.
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Consignment Purchase Order

In consignment, material is available at the organization store premises, however it still
belongs to the vendor (seller)/Owner of the material. If you utilize the material from the
consignment stocks, then you have to pay to the vendor.
Follow the steps given below to create a consignment purchase order.

Consignment Item Category: K
4. Click on Save. Consignment Purchase order will be created.
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Stock Transfer Purchase Order

In stock transfer, 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 known as the stock transport order.
Follow the steps given below to create a stock transfer purchase order.

Stock Transfer Item Category: U
4. Click on Save. Stock Transfer Purchase order will be created.
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In service, a third party provides services to a company. These services include
maintenance functions such as electricity and oiling of machines. Follow the steps given
below to create a service purchase order.

Service Item Category: D
4. Click on Save. Service Purchase order will be created.
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18. SAP MM Inventory Management
Procurement process starts with gathering requirements and ends with procuring goods
from vendors. Once the goods are procured from a vendor, they need to be placed in the
companys premises in correct place so that they can be consumed when required.
Inventory management deals with placing and handling the stock received from the
vendors in correct place within the companys premises.
Listed below are the points to note about inventory management:
Inventory management deals with the management of stock, either on value or

quantity basis.
It includes planning, entry, and keeping records of all the movements of goods.
Goods movement creates a document that updates all the stock quantity and
value in the inventory that is known as the material document.
A material document is referred by a document number and document year.
One normally comes across the following terms while doing inventory management:
Movement Type
Goods Receipt
Reservation
Goods Issue
Movement Type
Movement type describes the type of stock posting in inventory. It represents whether
the posting in stock is against goods receipt or goods issue. The important movement
types in SAP MM are as follows:
101 - Goods receipt for purchase order or order.
103 - Goods receipt for purchase order into GR blocked stock.
201 - Goods issue for a cost center.261 - Goods issue for an order.
301 - Transfer posting plant to plant in one step.
305 - Transfer posting plant to plant in two steps - placement in storage.
311 - Transfer posting storage location to storage location in one step.
313 - Stock transfer storage locations to storage location in two steps - removal
from storage.
Movement types can be reached out by following the steps given below:
Path to Reach Movement Type:

Logistics => Materials Management => Inventory Management => Goods Movement
=> Goods Movement (MIGO)
TCode: MIGO
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Step 1: On the SAP Menu screen, select Goods Movement (MIGO) by following the
above path.
Step 2: Select GR Goods Receipt drop-down. You will get a lot of standard movement
types and you can choose one according to your requirement.
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Goods Receipt
Goods receipt is the phase where the material is received by the ordering party and its
condition and quality are verified. Depending upon the movement type, stock is posted
in inventory with the help of goods receipt. Goods receipt will show the increase in
warehouse stock. Goods receipt has two scenarios:
Creation of Goods Receipt
Cancellation of Goods Receipt
Creation of Goods Receipt

Goods receipt can be posted by following the steps given below.
Path to Post Goods Receipt:

TCode: MIGO
above path.
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Step 2: Goods receipt can be posted against various documents. Select the required
document from the drop-down. In this case, we are selecting purchase order. Select the
movement type according to the requirement.
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Step 3: It will fetch all the details from the selected reference document such as
material, quantity, plant, etc. Select check tab to check the document. Then click on
Save. A material document number will be generated. Goods receipt is now posted
against a purchase document.
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Cancellation of Goods Receipt

Sometimes a goods receipt is not posted correctly, in which case, it is to be cancelled.
Follow the steps given below to cancel a goods receipt.
Path to Cancel Goods Receipt:

TCode: MIGO
Step 1: On the MIGO screen, select Cancellation against a Material Document Number
from the drop-down. Provide the material document number.
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Step 2: It will fetch all the details from the material document. Select the check tab to
check the document. Then click on Save. A material document number will be
generated. Goods receipt is now cancelled.
Reservation
Sometimes, stocks are to be blocked in advance so that they can be made available at a
particular point of time. This is known as reservation. Reservation ensures that
availability of stock at a particular time. Reserved quantity can be viewed by TCode
MMBE. Provide the material number and plant. Reserved quantity can be seen in the
reserved tab as shown below.
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Follow the steps given below to create a Reservation.
Path to Create Reservation:

Logistics => Materials Management => Inventory Management => Reservation =>
Create
TCode: MB21
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path.
Step 2: Enter the date, movement type, and the plant for which reservation is to be
made.
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Step 3: Enter the order number against which you want to make a reservation. Provide
the details of material and the quantity that is to be reserved. Click on Save. Reservation
is now made for the order.
Goods Issue
Goods issue means moving a stock out of inventory that may be due to several reasons
like withdrawing of material for sampling or returning the goods back to the vendor. A
goods issue results in a decrease in quantity in the warehouse. Follow the steps given
below to post a goods issue.
Path to Post Goods Issue:

TCode: MIGO
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above path.
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Step 2: Select goods issue from the drop-down. Goods issue can be posted against
various documents. Select the required document from the drop-down. For example, in
this case, we are selecting purchase order. Select the movement type according to the
requirement.
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Step 3: It will fetch all the details from the selected reference document such as
material, quantity, plant, etc. Select the check tab to check the document. Then click on
Save. A material document number will be generated. Goods Issue is now posted against
a purchase document.
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19. SAP MM Invoice Verification
Every organization acquires goods or services to complete its business needs. Once
goods are procured from a vendor and placed in companys premises through goods
receipt, we need to pay to the vendor for the acquired goods and services. The amount
to be paid along with the details of the material is provided by the vendor in the form of
a document that is known as the invoice. Before paying to the vendor, we need to
verify the invoice. This process of verifying the invoice before making a payment is
known as invoice verification. The key points to note about invoice verification are as
follows:
Invoice verification marks the end of procurement, after purchase order and
goods receipt.
Invoice posting updates all the related documents in financials and accounting.
Blocked invoice that vary from actual invoice can be processed through invoice
verification.
One normally comes across the following terms in invoice verification:
Posting of Invoice
Blocked Invoice
Evaluated Receipt Settlement (ERS)
Posting of Invoice
Posting of invoice is done after having received the goods from the vendor and after
having completed the goods receipt. The invoice received from a vendor is verified
against cost, quantity, and quality by the ordering party, and then the invoice is posted
against that purchase order.
This is the phase where the vendor (seller) is paid from the company and reconciliation
of the invoice and PO is accomplished. Follow the steps given below to post an invoice.
Path to Post Invoice:

Logistics => Materials Management => Logistic Invoice Verification => Document Entry
=> Enter Invoice
TCode: MIRO
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Step 1: On the SAP Menu screen, select Enter Invoice by following the above path.
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Step 2: Fill in all the necessary details such as invoice posting date, amount that is paid
to the vendor along with the quantity for which the amount is paid. Click on Save.
Invoice is now posted for the goods receipt.
Blocked Invoice
Sometimes the accounting department may not be able to pay a vendor as per the
invoice raised. This may happen in the following scenario. You try to post an invoice,
however the system expects certain default value against the purchase order or the
goods receipt and the posted invoice differs from the default value. This may lead to
invoice blocking. Invoice blocking is caused due to:
Variance in amount at item level.
Variance in quantity at item level.
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It is difficult to analyze small variances in invoice. So, tolerance limits are set up in the
system and if the variance in the invoice is within the tolerance limit, then the system
accepts the invoice. If the variance exceeds the tolerance limit, then it may lead to
invoice blocking. In such cases, we need to manually unblock or release the blocked
invoice if it has to be processed. Follow the steps given below to unblock an invoice.
Path to Release Blocked Invoice:

Logistics => Materials Management => Logistic Invoice verification => Further
Processing => Release Blocked Invoice
TCode: MRBR
Step 1: On the SAP Menu screen, select Release Blocked Invoices by following the above
path.
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Step 2: Provide necessary details such as company code, invoice document number,
vendor, posting date, and purchasing group. Then click the execute button. The blocked
invoice will be released.
Evaluated Receipt Settlement

Evaluated Receipt Settlement (ERS) is an easy method of settling goods receipt
automatically. If the ordering party has agreed with the vendor on all financial terms and
condition, then it need not verify the invoice. Invoice will be posted automatically from
the information present in the purchase order and the goods receipt. Given below are
the advantages of having an ERS:
Purchase orders can be settled and closed quickly.
It reduces human efforts, as there is no need to verify the invoice.
Amount and quantity variances in invoice can be avoided with the help of ERS.
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To implement ERS, some mandatory settings are to be done in the vendor master.
1. Go to XK02 (Change mode of vendor master).
2. Select Control data tab.
3. Check the AutoEvalGRSetmt Del. and AutoEvalGRSetmt Ret box.
4. Click on Save. Now the particular vendor is enabled for ERS.
Follow the steps given below to create an ERS.
Path to Create ERS:

Logistics => Materials Management => Logistic Invoice verification => Automatic
Settlement => Evaluated Receipt Settlement (ERS)
TCode: MRRL
Step 1: On the SAP Menu screen, select Evaluated Receipt Settlement (ERS) by
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Step 2: Fill in all the necessary details such as company code, plant, goods receipt
document number and date, vendor, and purchasing document. Click on Save. ERS will
be created for the corresponding purchase order and goods receipt.
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20. SAP MM Service Management
Besides procurement of goods, an organization may occasionally require some kind of

services. Such services include small maintenance tasks such as changing the lights,
painting, and housekeeping. These services are carried out by external contractors and
hence the whole process of procurement of services is known as service management.
The key points to note about service management are as follows:
Services are meant for direct consumption instead of keeping them in inventory.
Service description along with its unit of measure is stored as master data in a
record that is known as the service master record.
The system stores the services that have been procured as a record in a sheet
that is called as the service entry sheet.
Service procurement can be of the following two types:
o Planned Services - In planned services, at the time of procurement,

specifications like quantity and price are known. It means the nature and scope
of service is clear before the procurement.
o Unplanned Services - In unplanned services, at the time of procurement,

specifications like quantity and price are not known. It means the nature and
scope of service is not clear before the procurement. These services can be
extended as per requirement.
Service management deals with the following terms:
Service Master Record
Service Entry Sheet
Service Master Record

Service master record contains the details of all the services that can be procured from
an external vendor within an organization. It contains the description of services along
with their unit of measure. Service master record serves as a reference for creating
service purchase order, but it is not necessary. Service purchase order can also be
created manually without reference. Follow the steps given below to create a service
master record.
Path to Create Service Master Record:

Logistics => Materials Management => Service Master => Service => Service Master
TCode: AC03
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Step 1: On the SAP Menu screen, select Service Master by following the above path.
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Step 2: Click the Create New Service icon as shown below.
Step 3: Fill in all the necessary details such as service category, base unit of measure,
and valuation class. Click on Save. A new Service will be created.
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In SAP MM, services are accomplished with the help of service purchase order. The
requirement of service with its description along with quantity is given to a third party in
the form of service purchase order. In a service purchase order, the most important field
is item category. For service, item category will be D. Follow the steps given below to
create a service purchase order.
Path to Create Purchase Order:

Logistics => Materials Management => Purchasing => Purchase Order => Create =>
Vendor/ Supplying Plant Known
TCode: ME21N
Service Item Category: D
Step 1: On the SAP Menu screen, select Vendor/ Supplying Plant Known by following the
above path.
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Step 2: Provide all the necessary details such as the name of the vendor, item category,
name of material, plant for which material is procured, and the date of delivery. Click on
Save. Service Purchase order will be created.
Service Entry Sheet

A service entry sheet stores a record of all the services that have been procured. In case
of goods procured, we maintain a goods receipt document; whereas in case of services,
we maintain a service entry sheet. It accommodates the charges that we need to pay to
the vendor. Follow the steps given below to create a service entry sheet.
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Path to Create Service Entry Sheet:

Logistics => Materials Management => Service Entry Sheet => Maintain
TCode: ML81N
above path.
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Step 2: Provide all the necessary details such as purchase order number, service
number, quantity, and price. Click on Save. A new Service Entry Sheet will be created
for the corresponding purchase order.
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21. SAP MM Valuation
Procurement process starts with creating a purchase order and ends with invoice
verification. In the whole process, one of the important parts is material valuation. While
creating purchase orders, material price is a mandatory field and it is automatically
determined. It happens because material valuation is maintained in the SAP system in
the material master. Material valuation represents integration between MM & FI
(Financial Accounting) modules, since it updates the general ledger accounts in financial
accounting. The key points to note about material valuation are as follows:
Material valuation helps in determining the price of the material, and in which
general ledger account it needs to be posted.
Material valuation can happen at company code level or plant level.
Material can be valuated based on different types of procurement; it is known as

split valuation.
Split Valuation
Split valuation helps in valuating the stocks of a material in the same valuation area
(company or plant) differently. Some of the examples where split valuation is required
are as follows:
Stock that is procured externally from a vendor has a different valuation price
than the stock of an in-house production.
Stock obtained from one vendor is valuated at a different price than the stock
obtained from another vendor.
Same material having different batch may have different valuation prices.
Split Valuation needs to be activated before setting any other configuration. Follow the
steps given below to activate split valuation.
Path to Activate Split Valuation:

IMG => Materials Management => Valuation and Account Assignment => Split
Valuation => Activate Split Valuation
TCode: OMW0
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Step 1: On the Display IMG screen, select Activate Split Valuation by following the
above path.
Step 2: Click the option Split Material Valuation Active. Click on Save. Split valuation is
now activated.
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Some important terms under split valuation are as follows.
Valuation Area: Material may be valuated at plant level or at company code

level. The level at which materials are valuated is known as valuation area.
Valuation Category: Valuation category is the criteria on which material is split

valuated.
Valuation Type: Valuation type specifies the features of a valuation category.
Split Valuation Configuration

Follow the steps given below to do split valuation configuration such as defining
valuation category and valuation type.
Path to Configure Split Valuation:

IMG => Materials Management => Valuation and Account Assignment => Split
Valuation => Configure Split Valuation
TCode: OMWC
Step 1: On the Display IMG screen, select Configure Split Valuation by following the
above path.
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Step 2: Click Global Types to create valuation type.
Step 3: Click the Create button.
Step 4: Provide the name of the valuation type. Click on Save. A new Valuation Type will
be created.
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Step 5: Now go to the same screen and click Global Categories to create valuation
category.
Step 6: Click the Create button.
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Step 7: Provide the name of the valuation category. Click on Save. A new Valuation
Category will be created.
Step 8: Now go to the same screen and click Local Definitions to map valuation type and
valuation category.
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Step 9: Click the Cats. -> OU button.
Step 10: Provide valuation type, valuation category, and set the status as active, and
then click the Activate button. Valuation category and valuation type are now mapped
and both are activated.
After maintaining the valuation type and valuation category, you can mention them in
the material master as shown below.
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Go to mm02 (Change screen for material master). Here you can maintain the valuation
category and valuation class in accounting view. On this basis, valuation of the material
will be done in a purchase order.
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22. SAP MM Account Determination
In SAP MM, procurement process involves the cost of goods and services that needs to
be paid to the vendor by an organization. The cost being paid must be posted in an
organization necessarily in a correct general ledger (G/L) account. It is quite impossible
to recollect and feed the correct G/L account every time during procurement. To avoid
this inconvenience, the SAP system can be configured so that the system will
automatically determine the correct G/L account that needs to be posted. G/L account is
posted when goods receipt is done as well as during clearing the invoice verification.
Account determination deals with the following terms:
Define Valuation Control
Group together Valuation Areas
Define Valuation Classes
Configure Automatic Posting
Define Valuation Control

Valuation areas can be grouped together and can be assigned to one grouping code, if
they belong to the same G/L account. For example, different plants under one company
code can be assigned the same valuation grouping code and vice versa. Before this,
valuation grouping code must be activated and this can be done by following the steps
given below.
Path to Activate Valuation Grouping Code:

IMG => Materials Management => Valuation and Account Assignment => Account
Determination => Account Determination without Wizard => Define Valuation Control
TCode: OMWM
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Step 1: On the Display IMG screen, select Define Valuation Control by following the
above path.
Step 2: Select Valuation grouping code. Click on Save. Valuation grouping code is now
activated.
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Group Together Valuation Areas

In valuation grouping, valuation area and valuation grouping code are assigned to the
company code. This can be done by following the below steps.
Path to Define Valuation Area and Valuation Grouping Code:

Determination => Account Determination without Wizard => Group Together Valuation
Areas
TCode: OMWD
Step 1: On the Display IMG screen, select Group Together Valuation Areas by following
the above path.
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Step 2: Here you can define a valuation area with grouping code, and assign them to a
company code. Click on Save. Valuation area and valuation grouping code are now
defined for a company code.
Define Valuation Classes

Valuation class categorizes the G/L account on the basis of material type. For example,
raw material will have different G/L account than the finished material, as the costs will
be different in both the cases. Account reference is also maintained along with the
valuation class. Account reference and valuation class can be defined by following the
steps given below.
Path to Define Account Reference and Valuation Class:

Determination => Account Determination without Wizard => Define Valuation Classes
TCode: OMSK
Step 1: On the Display IMG screen, select Define Valuation Classes by following the
above path.
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Step 2: Click the Account Category Reference button.
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Step 4: Provide the name of ARef (Account reference) along with its description.
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Step 5: Now go to same screen and click Valuation Class.
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Step 7: Provide the name of valuation class, ARef (Account reference), and description
of valuation class.
Step 8: Now go to the same screen and click Material Type/Account Category Reference.
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Step 9: Here you can map material type with ARef (Account reference). Click on Save.
G/L account can now be posted for different material types.
Configure Automatic Posting

G/L account is automatically determined for each of the transactions. It happens so
because automatic postings are configured in the SAP system. Automatic posting can be
configured by following the steps given below.
Path to Configure Automatic Posting:

Determination => Account Determination without Wizard => Configure Automatic
Postings
TCode: OMWB
Step 1: On the Display IMG screen, select Configure Automatic Postings by following the
above path.
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Step 2: Click Account Assignment.
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Step 3: Here you can maintain the transaction for which automatic account
determination is there. Click on Save. Automatic posting for transactions is now
configured.
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23. SAP MM Configuration
SAP MM is flexible enough to allow its configurations to be modified in the background to

suit the business requirements of an organization. Configurations help in making custom
enhancements in the structure. This chapter describes some of the important
configurations in SAP MM.
Assign Fields to Field Selection Groups

This configuration allows one to make some fields optional, hidden, or mandatory in the
master record. Follow the steps given below to set this configuration.
Path to Assign Fields to Field Selection Groups:

IMG => Logistic General => Material Master => Field Selection => Assign Fields to Field
Selection Groups
TCode: OMSR
Step 1: On the Display IMG screen, select Assign Fields to Field Selection Groups by
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Step 2: Select the entry in which you want to make the changes.
Step 3: Here you can change the properties of the fields as hidden, display, required
entry, or optional entry. Click on Save. Field Groups are now set with the desired field
entries.
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Maintain Field Selection for Data Screens

This configuration allows one to make some data screens in the master data as optional,
hidden, or mandatory. Follow the steps given below to set this configuration.
Path to Maintain Field Selection for Data Screens:

IMG => Logistic General => Material Master => Field Selection => Maintain Field
Selection for Data Screens
TCode: OMS9
Step 1: On the Display IMG screen, select Maintain Field Selection for Data Screens by
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Step 2: Select the field selection group in which you want to make changes. Here you
can make changes in the field reference as hidden, display, required entry, or optional
entry. Click on Save. Field selection for data screens is now maintained.
Maintain Company Codes for Materials Management

This configuration allows one to maintain company codes with a period along with the
fiscal year. Follow the steps given below to set this configuration.
Path to Maintain Company Codes for Materials Management:

IMG => Logistic General => Material Master => Basic Settings => Maintain Company
Codes for Materials Management
TCode: OMSY
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Step 1: On the Display IMG screen, select Maintain Company Codes for Materials
Management by following the above path.
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Step 2: Provide details such as name, company code, along with the fiscal year and the
period for that. Click on Save. Company code is now maintained for materials
management.
Define Attributes of System Messages

Sometimes the system does not allow us to save a document when its information is
incomplete. In such cases, the system issues some messages to indicate the probable
cause of error. These system messages can be set up by following the steps given
below.
Path to Define Attributes of System Messages:

IMG => Logistic General => Material Master => Basic Settings => Define Attributes of
System Messages
TCode: OMT4
Step 1: On the Display IMG screen, select Define Attributes of System Messages by
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Step 2: Here you can maintain type of message (warning or error), message number
along with the description of message. Click on Save. System messages are now
maintained.
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Define Number Ranges Purchase Requisition

When we create a purchase requisition, every requisition is recognized by a unique
number that is known as the purchase requisition number. We can define a number
range manually, otherwise the system can automatically assign the same. Follow the
steps given below to define a number range for purchase requisition.
Path to Define Number Ranges:

IMG => Materials Management => Purchasing => Purchase Requisition => Define
Number Ranges
TCode: OMH7
Step 1: On the Display IMG screen, select Define Number Ranges by following the above
path.
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Step 2: Select edit mode of Intervals tab.
Step 3: Here you can maintain a number range accordingly. Then click on Save. Number
range for purchase requisition is now maintained.
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Define Document Types Purchase Requisition

Different types of documents are created for purchase requisition. Follow the steps given
below to maintain document types for purchase requisition.
Path to Define Document Types:

IMG => Materials Management => Purchasing => Purchase Requisition => Define
Document Types
Step 1: On the Display IMG screen, select Define Document Types by following the
above path.
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Step 3: Provide details such as the name of the document type with its description. Click
on Save. Document types for purchase requisition are now defined.
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Define Number Ranges RFQ/Quotation

When we create RFQ/Quotation, every quotation is recognized by a unique number
known as quotation number. We can define a number range manually, otherwise the
system can automatically assign the same. Follow the steps given below to define a
number range for RFQ/Quotation.
Path to Define Number Ranges:

IMG => Materials Management => Purchasing => RFQ/Quotation => Define Number
Ranges
TCode: OMH6
Step 1: On the Display IMG screen, select Define Number Ranges by following the above
path.
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Step 2: Select edit mode of Intervals tab.
Step 3: Here you can maintain a number range accordingly. Then click on Save. Number
range for RFQ/Quotation is now maintained.
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Define Document Types RFQ/Quotation

Different types of documents are created for RFQ/Quotation. Follow the steps given
below to maintain document types for RFQ/Quotation.
Path to Define Document Types:

IMG => Materials Management => Purchasing => RFQ/Quotation => Define Document
Types
Step 1: On the Display IMG screen, select Define Document Types by following the
above path.
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Step 3: Provide details such as document type with its description. Click on Save.
Document types for RFQ/Quotation are now defined.
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24. SAP MM Transaction Codes
SAP MM provides some shortcuts to save time and effort. These are known as
transaction codes. Transaction codes are the shortcut codes that take us directly to the
screen desired. These codes are provided in the command field. Some of the important
transaction codes are as follows.
T-Code Description
OX15 Create Company
OX02 Create Company Code
OX10 Create Plant
OX09 Create Storage Location
OX08 Create Purchasing Organization
OME4 Create Purchasing Group
OX18 Assign Plant to Company Code
OX01 Assign Purchasing Organization to Company Code
OX17 Assign Purchasing Organization to Plant
MM01 Create Material
MM02 Change Material
MM03 Display Material
MB51 Material Document List
MMDE Delete All Materials
MMNR Define Material Master Number Ranges
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XK01 Create Vendor
XK02 Change Vendor
XK03 Display Vendor
ML33 Create Vendor Conditions
ME11 Maintain Purchasing Info Record
ME01 Maintain Source List
ME51N Create Purchase Requisition
ME52N Change Purchase Requisition
ME53N Display Purchase Requisition
ME41 Create RFQ/Quotation
ME42 Change RFQ/Quotation
ME43 Display RFQ/Quotation
ME31L Create Scheduling Agreement
ME32L Change Scheduling Agreement
ME33L Display Scheduling Agreement
MEQ1 Create Quota Arrangement
MEQ2 Change Quota Arrangement
MEQ3 Display Quota Arrangement
ME21N Create Purchase Order
ME22N Change Purchase Order
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ME23N Display Purchase Order
ME29N Release Purchase Order
ME59N Automatic generation of Purchase Order
MIGO Post Goods Movement
MB1A Goods Withdrawal
MB1B Transfer Posting
MB1C Post Other Goods Receipts
MB01 Post Goods Receipt for Purchase Order
OMJJ Customizing: Define New Movement Types
MIRO Enter Incoming Invoice
MIRA Fast Invoice Entry
MR8M Cancel Invoice Document
MRBR Release Blocked Invoices
OMR6 Tolerance limits: Invoice Verification
MIR5 Display List of Invoice Documents
MIR6 Invoice Overview
MIR7 Park Invoice
MRIS Settle Invoicing Plan
AC02 Service Master
ML81N Create Service Entry Sheet
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MRRL Evaluated Receipt Settlement
MMB1 Create Semi Finished Product
MMF1 Create Finished Product
MMG1 Create Returnable Packaging
MMH1 Create Trading Goods
MMI1 Create Operating Supplies
MMK1 Create Configurable Material
MMN1 Create Non-Stock Material
MMBE Stock Overview
MB52 List of Warehouse Stocks on Hand
MB21 Create Reservation
MBST Cancel Material Document
MB5T Stock in Transit
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25. SAP MM Interview Questions
Dear readers, these SAP MM Interview Questions have been designed especially to
get you acquainted with the nature of questions you may encounter during your
interview for the subject of SAP MM. As per our experience, good interviewers hardly
plan to ask any particular question during an interview. Normally questions start with
some basic concepts on the topics and later, they continue based on what you answer.
Q: What do you know about SAP?
A: SAP is an enterprise resource planning software that was produced by a German

corporation. It 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.
Q: What are the organizational levels in SAP R/3?
A: The top level of the organizational structure is the client, followed by company code,
which represents a unit with its own accounting unit. The next level down is plant where
procurement activities take place. A plant produces goods and makes goods available for
the company. The purchasing organization is legally responsible for the procurement
transactions. This group is further subdivided into purchasing groups.
Q: What are the important steps in the procurement life cycle?
A: Procurement starts with gathering requirements, then creating a purchase requisition,

followed by creating a purchase order that has to be sent to the vendor. After this,
goods will be supplied by the vendor and goods receipt is done along with invoice
verification. Then the vendor is paid for the supplied goods and services.
Q: What do you mean by special stocks?
A: Special stocks are stocks that are managed differently, as these stocks do not belong
to the company and these are being kept at some particular location.
Q: How stock is being transferred from one plant to another plant?
A: Stock within plants is transferred with the help of stock transport order. One plant
orders the goods internally from another plant (receiving plant/issuing plant) with the
help of stock transport order.
Q: What are some of the movement types for stock transport order?
A: One step transfers of materials can be posted using movement type 301. Other
movement types are 303, 351, 641, or 643 in the stock transport order.
Q: What is the difference between purchase requisition and purchase order?
A: Purchase requisition is an internal document; it is a request that is made to the

purchasing organization to procure a certain list of material. Purchase order is a formal
document that is given to the vendor containing the list of items to be procured from the
vendor.
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Q: What is an RFQ and how is it different from quotation?
A: RFQ is a request for quotation and it is a form of invitation that is sent to the vendors
to submit quotations indicating their pricing and terms and conditions, while quotation is
a reply by a vendor in response to the request for quotation.
Q: What are the transactions that cause change in stock?
A: Goods receipt and goods issue will cause change in stock, as goods receipt will
increase the warehouse stock and goods issue will decrease the warehouse stock.
Q: What do you mean by reservation?
A: Sometimes, a stock has to be blocked in advance so that it can be made available at

a particular point of time. This is known as reservation. Reservation ensures availability
of stock and it can be used when required. Reserved quantity can be viewed by tcode
MMBE.
Q: Can you manually create a purchase requisition with reference to documents

such as purchase order or scheduling agreement?
A: No, purchase requisition cannot be created with either of these, as it is an internal

document which is controlled by the purchase organization.
Q: Is material and vendor data available at all organizational levels?
A: Yes, material and vendor data is available at all levels, as it is normally created for
company and it is valid for the levels below company.
Q: What do you mean by release procedure?
A: Release procedure means approval of documents like purchase orders and purchase
requisition manually by the criteria defined in the configuration.
Q: If you have multiple line items in a purchase order, can you release that
purchase order line by line?
A: No, release is done only at the header level in a combined way for all the line items in
case of purchase order.
Q: What do you mean by material type?
A: Materials with some common attributes are grouped together and they are assigned
to a material type. This will differentiate materials and allow an organization to manage
different materials in a systematic manner in accordance to the companys requirement.
Q: What is a source list?
A: Source list includes a list of possible sources of supply for a material over a given
framework of time. A particular material can be ordered from different vendors in
different time intervals. This information can be maintained in a source list.
Q: What do you mean by consignment stock?
A: In consignment, material is available at the companys premises, however it still

belongs to the vendor (seller)/Owner of the material. If we utilize the material from
consignment stocks, then we have to pay to the vendor.
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SAP MM
Q: What is invoice verification?
A: Once goods are procured from the vendor and placed in companys premises through
goods receipt, we need to pay to the vendor for the acquired goods and services. The
amount to be paid along with the details of material is provided by the vendor in the
form of an invoice. Before paying to the vendor, we need to verify the invoice. This
process of verifying the invoice and paying to the vendor is known as invoice verification.
Q: What do you mean by outline agreement?
A: Outline agreement is a long-term purchasing agreement with the vendor containing

the terms and conditions regarding the material that is supplied by the vendor. Outline
agreement is valid up to a certain period of time and covers a certain predefined
quantity or value.
Q: What is the difference between contract and scheduling agreement?
A: Contract is a long-term outline agreement between the vendor and the ordering party
over a predefined material or services over a certain framework of time. Scheduling
agreement is a long-term outline agreement between the vendor and the ordering party
over a predefined material or service, which are procured on predetermined dates over a
framework of time.
Q: What is the difference between planned and unplanned services?
A: In planned services, at the time of procurement, specifications like quantity and price
are known. It means the nature and scope of service is clear before the procurement,
whereas in unplanned services, specifications like quantity and price are not known at
the time of procurement. It means the nature and scope of service is not clear before
the procurement. These services can be extended as per requirement.
Q: What is quota arrangement?
A: A particular material can be procured from different vendors depending upon the
requirement. So, the total requirement of a material is distributed among different
vendors, i.e. quota is assigned to each source of supply. This is known as quota
arrangement.
Q: What do you understand by posting period?
A: Documents such as purchase order, request for quotation, goods receipt are essential
in a business. These documents need security, i.e., if any of these documents is posted
incorrectly, then the business can get affected at various levels. In order to secure these
documents, we have a concept of posting period. Posting period allows us to post and
make changes in the documents only in a specific time period.
What is Next?
Further, you can go through the examples which you have practiced with the subject,
and make sure you are able to speak confidently on them. If you are a fresher, then the
interviewer does not expect you to answer very complex questions, rather you have to
keep your fundamentals strong.
Secondly, it really doesn't matter much if you could not answer a few questions, but it
matters how you answer the ones that you do. Be confident during your interview. We at
tutorialspoint wish you all the very best.
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Copyright & Disclaimer i

SAP Business Process 1

2. SAP MM SCREEN NAVIGATION 2

Standard Toolbar Icons 3

Standard Exit Keys 4

3. SAP MM PROCUREMENT PROCESS 6

4. SAP MM ORGANIZATION STRUCTURE 11

SAP Implementation Guide 11

SAP IMG Path 11

Menu path for MM Configuration 14

5. SAP MM ENTERPRISE STRUCTURE 15

6. SAP MM DEFINING ORGANIZATIONAL STRUCTURE 19

Create Company Code 22

Create Storage Location 26

Create Purchasing Organization 28

Create Purchasing Group 30

7. SAP MM ORGANIZATIONAL UNITS 32

Plant to Company Code 33

Purchasing Organization to Company Code 34

Purchasing Organization to Plant 36

Standard Purchasing Organization to Plant 38

8. SAP MM MASTER DATA 39

Material Master Data 39

9. SAP MM PURCHASE INFO RECORD 60

Creation of Purchase Info Record 60

10. SAP MM SOURCE DETERMINATION/LIST 64

Automatic Creation of Source List 64

Manual Creation of Source List 65

11. SAP MM PROCUREMENT CYCLE 68

Creating Purchase Order 68

Posting Goods Receipt 70

12. SAP MM PURCHASE REQUISITION 74

Create Purchase Requisition 74

Creating Purchase Order from Purchase Requisition 76

13. SAP MM REQUEST FOR QUOTATION 79

Manual Creation of RFQ 79

Automatic Creation of RFQ from Purchase Requisition 82

14. SAP MM OUTLINE AGREEMENT 84

15. SAP MM QUOTA ARRANGEMENT 92

Create Quota Arrangement 93

16. SAP MM POSTING PERIOD 96

Maintain Fiscal Year Variant 96

Assign Company Code to Fiscal Year Variant 98

Define Variants for Open Posting Periods 100

Assign Variant to Company Code 101

Open and Close Posting Periods 102

17. SAP MM PURCHASE ORDER TYPES 105

Subcontracting Purchase Order 106

Consignment Purchase Order 107

Stock Transfer Purchase Order 108

Service Purchase Order 109

18. SAP MM INVENTORY MANAGEMENT 110

Movement Type 110

Goods Receipt 112

Goods Issue 119

19. SAP MM INVOICE VERIFICATION 123

Posting of Invoice 123