Project – JBVNL

Master Data
End User Manual – Materials Management

Jharkhand Bijli Vitran Nigam Limited.

MATERIALS MANAGEMENT

USER MANUAL
MASTER DATA

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Table of Contents

SAP MM - Master Data .............................................................................................. 3

1 Material Master Data: .......................................................................... 3

A. Material:- ............................................................................................. 4

B. Material Type:- .................................................................................... 4

C. Material Group:- .................................................................................. 4

D. Number Range:- .................................................................................. 6

1.1 Creation of Material Master:-...................................................................... 6

1.2 Change of Material Master:- .................................................................... 17

1.3 Display of Material Master:- ..................................................................... 18

2 Vendor Master Data .......................................................................... 18

A. Vendor Account Group:-.................................................................... 18

B. Number Range:- ................................................................................ 19

2.1 Creation of Vendor Master:-..................................................................... 19

2.2 Change of Vendor Master:-...................................................................... 28

2.3 Display of Vendor Master:- ...................................................................... 28

3 Service Master Data .......................................................................... 28

A. Service Category:-............................................................................. 29

B. Service Group:- ................................................................................. 29

C. Number Range:- ................................................................................ 29

3.1 Create Service Master Record:-............................................................... 30

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SAP MM - Master Data

SAP works on real time data that is there is no time lag between data entry and data
availability. The important thing while creating any data is to maintain data integrity. SAP
data is categorized into two:

Master data - Data that is created centrally and it is valid for all applications. It remains
constant over the time but we need to update it on 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.e.g. Creating PO, PR, MIGO Etc.

SAP MM Master Data is of following two types:

1) Material Master Data

2) Vendor Master Data
3) Service Master Data

1 Material Master Data:

This is the enterprise main source of material specific data. This data will include
information on the materials that a company can procure, or produce, or store or sell.

Since there are different departments in an enterprise and each department works on
some specific material. So they will enter different information regarding their material. So
each user department has its own view of material master record. So, the data screens that
are used to create material master can be divided into two categories:

Main Data: - This will include basic data (base unit of measure, weight), purchasing data
(over tolerance and under tolerance), accounting data (standard price, moving price).

Additional Data: - This will include additional information like short description about
material, currency etc.

Material master has the four characteristics which will be discussing one by one in below
context.

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A. Material:-

 Goods or Objects that are used,Consumed, or created durring the Manufacturing may
be called the materials.
 Material can be traded, used in Manufacture,Consumed and produced.
 A Service may also be treated as material.

B. Material Type:-

Material Type is the classification of material mainly based on the attributes of the material.
It gives an indication of the category to which a particular material belongs. Materials with
some common attributes are grouped together and they are assigned to a material type.

Sr.No. Material Type(4) Description(25) Remark

1 ZCAP Capital Materials ZCAP-Capital Materials
2 ZSPA Spare Parts ZSPA-Spare Parts
3 ZCON Consumables ZCON-Consumables
4 ZSCP Scrap Materials ZSCP-Scrap Materials
5 ZCVL Civil Materials ZCVL-Civil Materials
6 ZTOL Tools ZTOL-Tools

C. Material Group:-

Material Group is a key that is used to group together several materials or services with the
same attributes. Each Material or Service is assigned to a particular material group.

Material group is used to classify materials for reporting/classification/authorization

purposes. Material Group is used for reporting purpose and you can restrict the scope of
analyses and search material master records via search helps. The detailed list enclosed
separately. The sample list of material & service groups proposed in SAP ERP are as
below.

Material
Sr.No. Description Remark
Group
1 1000 AB Cable accessories 1000-AB Cable accessories
2 1002 POLE ALL TYPE 1002-POLE ALL TYPE
3 1003 Print&Stationary mat 1003-Print&Stationary mat
4 1015 AB Switch 1015-AB Switch
5 1030 AB Switch Contact 1030-AB Switch Contact
6 1045 Aerial Bunched Cable 1045-Aerial Bunched Cable

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Material
Sr.No. Description Remark
Group
7 1060 Capacitor Bank 1060-Capacitor Bank
8 1075 Civil Works 1075-Civil Works
9 1090 Conductors 1090-Conductors
10 1105 Copper Control Cable 1105-Copper Control Cable
11 1120 Curr.& Pot.Transfor. 1120-Curr.& Pot.Transfor.
12 1135 D.O.Fuse 1135-D.O.Fuse
13 1150 Distribution Board 1150-Distribution Board
14 1165 Distribution Box 1165-Distribution Box
15 1180 Distribution Transf. 1180-Distribution Transf.
16 1195 Earthling 1195-Earthling
17 1210 ElectricalConduit-PI 1210-ElectricalConduit-PI
18 1225 Fabricated Items 1225-Fabricated Items
19 1240 FeederPilar/SMDB/MDB 1240-FeederPilar/SMDB/MDB
20 1255 Fire extinguishers 1255-Fire extinguishers
21 1270 GI Service Pipe 1270-GI Service Pipe
22 1285 Heat Shrinkable Kit 1285-Heat Shrinkable Kit
23 1300 HG Fuse set 1300-HG Fuse set
24 1315 Insulators &H/w fitg 1315-Insulators &H/w fitg
25 1330 Lightening Arrestors 1330-Lightening Arrestors
26 1345 Line Support (Poles) 1345-Line Support (Poles)
27 1360 Metering Equipment 1360-Metering Equipment
28 1375 P.G. Clamps 1375-P.G. Clamps
29 1390 Painting with Matl. 1390-Painting with Matl.
30 1405 Pipe Connector 1405-Pipe Connector
31 1420 Power Transformer 1420-Power Transformer
32 1435 PVC insulated Cables 1435-PVC insulated Cables
33 1450 Safety Equipment 1450-Safety Equipment
34 1465 SCADA Material 1465-SCADA Material
35 1480 Stay Set 1480-Stay Set
36 1495 Structur,Gantry Colm 1495-Structur,Gantry Colm
37 1510 Testing Equipment 1510-Testing Equipment
38 1525 Tool Kit 1525-Tool Kit
39 1540 VCB,C&R Panel 1540-VCB,C&R Panel
40 1555 XLPE insulated Cable 1555-XLPE insulated Cable
41 1570 DPC Aluminium wire 1570-DPC Aluminium wire
42 1585 Ring Main units 1585-Ring Main units
43 1600 UG Cables relatd mat 1600-UG Cables relatd mat
44 1615 Other Misc. Equipmnt 1615-Other Misc. Equipmnt
45 1630 Meter Box 1630-Meter Box

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Material
Sr.No. Description Remark
Group
46 1645 Tower line river crs 1645-Tower line river crs
47 1660 LED Lights 1660-LED Lights
48 1675 DG sets(3 Phase) AMF 1675-DG sets(3 Phase) AMF
49 1690 Nuts & Bolts 1690-Nuts & Bolts
50 1705 TRW Items 1705-TRW Items
51 3000 SERVICE-PROJECT 3000-SERVICE-PROJECT
52 3001 SERVICE-O & M 3001-SERVICE-O & M

D. Number Range:-

When we create material master record every material is recognized by a number, that
number will be unique and known as material number. We can assign number to material
through two ways:

External number assignment - While creating material you have to enter your
own number (containing alphabets or digits), and that should be unique.

Internal number assignment - While creating material you need not enter any
number, system will automatically generate a unique number to that material.

Material master contains all materials that a company procures, produces or sells. Material
Master is a central data that is available at all the levels.

Material Number Range Number Range Number

Description(25)
Type(4) From To Range

ZCAP Capital Materials 1000000000 19999999999 Internal

ZSPA Spare Parts 2000000000 29999999999 Internal
ZCON Consumables 3000000000 39999999999 Internal
ZVSR Scrap Materials-Valuated 4000000000 49999999999 Internal
ZCVL Civil Materials 6000000000 69999999999 Internal
ZTOL Tools and Tackles 7000000000 79999999999 Internal

1.1 Creation of Material Master:-

Path to Create Material Master Record:-

SAP Menu Path Logistics => Materials Management => Material Master => Material
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=>Create (General)=>Immediately
SAP T-code MM01
1.1.1 SAP Easy Access

Step Action
(1) MM01 is now entered in the Transaction box.
(2) Click Enter .
1.1.2 MM01 – Create Material

Step Action
(1) Industry Sector: Select the Industry Sector (U-Utility)
(2) Material Type: Select the Material Type
(3) Click Enter .
Material Number range is Internal, so Material number will be generated
Note:-
automatically after saving transaction.
1.1.3 MM01 – Create Material
Select required views to create material.

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Step Action
(1) Select View(s): Select views

(2) Click Continue (Enter) .

Note:- If you want to maintain MRP view then you can select and Maintain it.
1.1.4 MM01 – Create Material

Step Action
(1) Plant: Select the Plant
(2) Storage Loc.: Select the Storage Location
(3) Click Continue (Enter) .

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1.1.5 MM01 – Create Material

Step Action
(1) Material Description: Input Material description (Limit:-40 Characters only)
(2) Base Unit of Measure: Select the Base Unit of Measure
(3) Material Group: Select the Material Group
(4) Click Enter .
Note: - Old material number or or any another field could additionally added if details
available.

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1.1.6 MM01 – Create Material

Step Action
(1) Click Enter .

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1.1.7 MM01 – Create Material

Step Action
(1) Purchase Group: Select the correct Purchase Group(Optional field)
(2) Tax Ind. For Material : Input Tax Indicator for Material(Mandatory field)
(3) GR Processing Time: Input the GR Processing Time (Optional field)
(4) Click Enter .

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1.1.8 MM01 – Create Material

Step Action
(1) Control Code: Input the Control Code (HSN Code) Mandatory field
(2) Click Enter .

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1.1.9 MM01 – Create Material

Step Action
(1) Purchase Order Text: Input the PO text, if available
(2) Click Enter .

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1.1.10 MM01 – Create Material

Step Action
(1) Click Enter .
Note: - Unit of issue or any another field could additionally added if details
available.

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1.1.11 MM01 – Create Material

Step Action
(1) Profit Center: Select Correct Profit Center (Mandatory Field)
(2) Click Enter .

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1.1.12 MM01 – Create Material

Step Action
Moving Price: Input the Moving price (Optional Field) If you know then
(1)
you can maintained it.
(2) Click Enter .

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1.1.13 MM01 – Create Material

Step Action

(1) Click Save

1.1.14 MM01 – Create Material

Step Action
(1) Material 1000000322 Created
1.2 Change of Material Master:-
Path to Change Material Master Record:-
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SAP Menu Path Logistics => Materials Management => Material Master => Material
=>Change=>Immediately
SAP T-code MM02
1.3 Display of Material Master:-
Path to Display Material Master Record:-

SAP Menu Path Logistics => Materials Management => Material Master => Material
=>Display =>Display Current
SAP T-code MM03

2 Vendor Master Data

The key points about vendor master are as follows:

This is the enterprise main source of vendor specific data. This data will include
information on vendors from which a company can procure or it can sell.

Vendor Master Record will contain information like vendor's name, address.

Data in vendor master record is divided into three categories:-

General Data: - General data is maintained at client level and it is valid for all organizational
levels.

Accounting Data: - Accounting data is maintained at company level and it is valid for all
plants belonging to that company.

Purchasing Data: - Purchasing data is maintained at purchasing organization level.

Vendor master has the three characteristics which will be discussing one by one in below
context.

A. Vendor Account Group:-

Vendors are categorized according to requirements and 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.

Vendor A/c
Sr.No. Description Remark
Group
1 ZDOM Domestic Vendor ZDOM-Domestic Vendor

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Vendor A/c
Sr.No. Description Remark
Group
2 ZSRV Service Vendor ZSRV-Service Vendor
3 ZIMP Import Vendor ZIMP-Import Vendor

B. Number Range:-

When we create vendor master record every vendor is recognized by a number, that
number will be unique and known as vendor number.

Vendor no., address like street name, postal code, country, bank details of vendor,
accounting information of the vendor, terms of payment that are defined between company
and vendor (if available) are saved while creating the vendor master.

V. A/c Group Name From To Number Range

ZDOM Domestic Vendor 1000000 1999999 Internal
ZSRV Service Vendor 2000000 2099999 Internal
ZIMP Import Vendor 3000000 3099999 Internal
2.1 Creation of Vendor Master:-
Path to Create Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Create
SAP T-code XK01
2.1.1 SAP Easy Access

Step Action
(1) XK01 is now entered in the Transaction box.
(2) Click Enter .

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2.1.2 XK01 – Create Vendor

Step Action
(1) Company Code: 1000
(2) Purchase Organization : 1000
(3) Account Group: Input Account Group ZDOM
(4) Click Enter

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2.1.3 XK01 – Create Vendor

Step Action
(1) Title: Input the Title
(2) Name : Input the Name of Vendor
(3) Search term 1/2: Input the Search term
(4) Street/House number: Input the address of vendor
(5) City: Input the City
(6) Country: Select the Country
(7) Region: Select the Region
(8) Postal code: Input Postal Code
(9) Click Enter
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2.1.4 XK01 – Create Vendor

Step Action
Tax Number 3: Input the GSTIN number of vendor (Mandatory Field) 15
(1)
Digit
(2) Click Enter

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2.1.5 XK01 – Create Vendor

Step Action
(1) First Name: Input the Name of Contact Person (Optional Field)
(2) Click Enter
2.1.6 XK01 – Create Vendor

Step Action
(1) Recon.Account : Select the Reconciliation Account(Mandatory Field)
(2) Click Enter

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2.1.7 XK01 – Create Vendor

Step Action
(1) Payment Terms : Select the Payment Terms
(2) Check double invoice : Ticked
(3) Click CIN Details Tab
2.1.8 XK01 – Create Vendor

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Step Action
(1) Withholding Tax : Select Withholding Tax tab
(2) PAN Number : Input PAN Number( 10 Digit)
(3) GST Details : Select GST Details tab
2.1.9 XK01 – Create Vendor

Step Action
(1) GST Ven Class. : Select the Vendor Classification for GST

(2) Click Back

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2.1.10 XK01 – Create Vendor

Step Action
(1) Click Enter

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2.1.11 XK01 – Create Vendor

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Step Action
(1) Order Currency : Select Order Currency
(2) Terms of Payment : Select the Payment Terms
(3) Schema Group,Vendor : Select correct Schema Group-Vendor
(4) GR-Based Inv.Verif : Ticked

(5) Click Save

Note: - For service vendor:-Pls ticked “Srv.Based Inv.Ver.”

2.2 Change of Vendor Master:-

Path to Change Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Change
SAP T-code XK02
2.3 Display of Vendor Master:-
Path to Display Vendor Master Record:-

SAP Menu Path Logistics => Materials Management => Purchasing=> Master
Data=> Vendor => Central => Display
SAP T-code XK03

3 Service Master Data

Every organization acquires goods to complete its business needs. Besides these goods
procurement, an organization may require occasionally some kind of services. These
services will include small maintenance task like 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 about
service management are as follows.

 Services are meant for direct consumption instead of keeping them in inventory.

 Service description along with unit of measure is stored as master data in a record

that is known as service master record.

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 System stores the services that have been procured as a record in a sheet called as

service entry sheet.

Service procurement is of following two types:-

Planned Services: - In planned services at the time of procurement specifications like
quantity and price are known in advance. It means nature and scope of service is clear
before procurement.
Unplanned Services: - In unplanned services at the time of procurement specifications like
quantity and price are not known in advance. It means nature and scope of service is not
clear before procurement. These services can be extended as per the requirement.

A. Service Category:-

Key used to differentiate between services according to their usage.

The service category defines certain attributes of the service and has a control function.

Sr.No. Service Category Description

1 All Service

B. Service Group:-

Key that you use to group together several services with the same attributes.

Sr.No. Service Group Description

1 3000 SERVICE-PROJECT
2 3001 SERVICE-OP & MAINT.

C. Number Range:-

Specifies the number of the service master record for which you want to enter, change or
display data.

Service
Description(25) From To Number Range
Category(4)
All Service 10000000 19999999 Internal

Service master record contains the detail of all the services that can be procured from
external vendor within an organization. Service master record contains description of

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services along with the unit of measure. This 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. Service master record can be created by following the
below steps.

3.1 Create Service Master Record:-

Path to Create Service Master Record:-

SAP Menu Path Logistics => Materials Management => Service Master => Service
=> Service Master
SAP T-code AC03
3.1.1 SAP Easy Access

Step Action
(1) AC03 is now entered in the Transaction box.
(2) Click Enter .

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3.1.2 AC03 – Display Service

Step Action

(1) Click “Create New Service”

3.1.3 AC03 – Create Service Master Record

Step Action

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Step Action
(1) Service Short text: Input Short text of Service
(2) Service Category: Input Short text of Service
(3) Short text Change allowed: Ticked
(4) Base UOM: Input the UOM
(5) Mat/Sev.Group: Input the Service Group
(6) Valuation Class: Input the Valuation Class
(7) Tax Tariff Code: Input the SAC code
(8) Tax Indicator: Input Tax Indicator
3.1.4 AC03 – Create Service Master Record

Step Action
(1) Long text: Input Long text of Service
(2) Click Enter .

(3) Click Save .

You can also press Ctrl+S.

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3.1.5 AC03 – Create Service Master Record

Step Action
(1) Data records Saved: Activity number assigned(10000019)

Manual End

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