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Batch Management in Sales and Distributions
1. 1.0 Batch
2. 1.1 Definition
Batch is a quantity or partial quantity of a certain material or product that has been produced according to the
same recipe. It represents a homogenous unit with unique specifications.
Note :
Batches are always assigned to a material
Batches can only be used for materials that are to be handled in batches
1.2 Purpose
In various industries particularly the process industry you have to work with homogenous
partial quantities of a material or product throughout the logistics quantity and value chain
There are various reasons for this:
Legal requirements (for example, the guidelines set out by GMP (Good Manufacturing Practice) or
regulations on hazardous material
Defect tracing, callback activities, and regression requirement
The need for differentiated quantity-and value-based Inventory Management (for example, due to
heterogeneous yield/result qualities or varying constituents in Production.
Differences in usage and the monitoring thereof in materials planning in SD and Production.
Production or procedural requirements (for example, settlement of material quantities on the basis of
different batch specifications).
2.0 Batch Level and Number Assignment
1. 2.1 Batch Level
In the SAP System, the batch number uniquely identifies the batch. You use the batch level to specify whether
the batch number for a material is unique in one plant, or in all plants.
Plant level
The batch number is unique in connection with the plant and material.
The batch number is only known in the plant in which it was created if the stock is transferred to another plant,
the batch is unknown in the recipient plant and the system does not adopt any data. You have to recreate and
specify the batch in the receiving plant; that is, the same batch number may have different specifications in
several plants.
Material level:
The batch number is unique in all plants in connection with the material.
The same batch number has the same meaning for the material in all plants. One batch number cannot have
different specifications in different plants. During stock transfer to another plant, the specification of the batch is
known in the destination plant even if the batch is placed into storage in that plant for the first time.
Client level:
The batch number is unique in the whole client. A batch number can only be assigned once in the
client. You cannot assign the same batch number for different materials
Batch Management in Sales and Distributions
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1. 2.2 Batch Number Assignment
The batch number may be assigned at different times, for example:
During manual creation of a batch
When carrying out goods movements, for example, goods receipt or transfer posting
During creation of a process or production order
When a usage decision is made in quality management
During quality analysis (due to aging, for example)
When creating a purchase order
3.0 Batches in Sales Processing
1. 3.1 Sales Documents for Batches
For materials managed in batches individual batch numbers can be entered for the following documents:
Pre-sales documents (such as inquiries or quotations)
Sales orders
Delivery
3.2 Batch Checks
If you enter a batch number directly into the sales document, system may carry out the following checks :
1. Availability of Batch
2. Expiry Date for Batch etc.
4.0 Copying Batch Numbers
1. 4.1 Copying Batch Numbers in Sales Documents
When a pre-sales document is copied to a sales order, any existing batch numbers are also automatically
copied but cannot be changed in the sales order.
For a sales order with materials to be managed in batches that does not have a preceding document, batch
numbers can be changed until subsequent documents, such as the delivery, have also been created.
1. 4.2 Copying Batch Numbers from Sales Order to Deliveries
When copying a sales order with batch numbers to a delivery, all batch data is automatically copied. The batch
numbers which are copied to the delivery cannot be changed.
when creating a delivery, if the system discovers that the copied batch is not valid, a warning is issued by the
system. In this case, the batch specification must be changed in the sales document source
1. 4.3 Automatic Batch Determination in Delivery Documents
If no batch number is proposed in the sales order for an item with material to be handled in batches, automatic
batch determination can be carried out in the delivery.
1. 5.0 Splitting Batches in a Delivery
Batch split describes the situation when you want to specify quantities from more than one batch for a
particular delivery item.
To carry out batch split in a delivery, proceed as follows:
In the delivery, mark the item for which you want to split batches and choose Goto Item Batch split.
1. 6.0 Master Data for Materials handled in Batches
2. 6.1 Batch Management Indicator
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If a material is managed in batches, you indicate this fact in the material master record in either the Purchasing
or Plant data/storage 1 views.
1. 6.2 Availability Check
In the General Sales view, or in the MRP view, choose availability check group CH. The replenishment
lead time should not be considered in the dynamic availability check for batches, since batches are not
reproducible.
1. 6.3 Classification
A Class must be assigned with Class type 022 or 023.
1. 7.0 Batch Specifications
2. 7.1 Definition
Batch specifications describe the technical, physical and/or chemical properties of a batch. You store batch
specifications, such as batch status or active ingredient potency, as characteristics in the Classification
System.
Example : Batches of car paint are specified by color value, viscosity and expiration date. The characteristics
color value, viscosity and expiration date for these properties are stored in the classification system and the
respective values are assigned to each individual batch.
1. 7.2 Specifications in the Classification System [Characteristics]
You define properties of the material and its batches and store them as characteristics in the classification
system.
1. 7.3 Classes
You create classes for the material and the batches and assign the characteristics to the classes.
1. 7.4 Class Type
The class must be assigned to a class type. There are two class types of the category Batch for batches and
their materials:
022 at plant level
023 at client or material level
7.5 Material Master Record
Material master record is to be created and assigned the desired class to the material and assign
characteristics to the material. Only one Class may be assigned for the Class type 022 or 023.
The replenishment lead time should not be considered in the dynamic availability check for batches, since
batches are not reproducible. In the General Sales view, or in the MRP view, choose availability check group
CH.
1. 8.0 Path for creating various objects
2. 8.1 Characteristics [CT04]
Cross Application Components Classification Master Data Characteristics
1. 8.2 Classes [CL01]
Cross Application Components Classification Master Data Classes
1. 8.3 Batch [MSC1N]
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Logistics Central Functions Batch Management Batch Create
1. 9.0 Creating a Batch Master Record
2. 9.1 Creating a Batch Master Record Manually
To create a batch master record manually, choose Logistics Central Functions Batch Management Batch
Create
1. 9.2 Creating a Batch Master Record in the Background
The system creates a batch master record in the background in the following procedures:
The first time goods are received for a batch
During creation of a process or production order
When a usage decision is made in quality management
During a recurring inspection
For transfer postings (when you want to split a batch, for example)
When creating a purchase order
10.0 Batch Determination
1. 10.1 Batch determination in Supply Chain Process
Batch determination is used for all types of goods movements from the warehouse to find batches that meet
defined specifications. It is used for the following areas :
1. i. Inventory Management (IM),
2. ii. Production (PP/PP-PI)
3. iii. Sales and Distribution (SD)
4. iv. Warehouse Management System (WM)
5. 10.2 Condition Technique
Condition Technique is used for the determination of Batches.
1. 11.0 Batch Determination in Sales and Distribution
2. 11.1 Points for Batch Determination
There are four points at which you should use batch determination in Sales & Distribution. These are:
Quotations
Quantity contracts
Sales orders (or scheduling agreement)
Delivery
11.2 Path for Configuration
IMG Logistics General Batch Management Batch Determination and Batch Check
1. 11.3 Path for Condition Records
Logistics Central Functions Batch Management Batch Create
1. 12.0 Batch Determination Configuration[for Sales and Distribution]
2. 12.1 Standard Condition Tables
3. 12.2 Standard Access Sequences
001 Material
002 Customer/material
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003 Customer/plant/material
004 Destination country/material group
005 Destination country
006 Material group
Access sequences SD01, SD02, and SD03 are defined in the standard SAP R/3 System
1. 12.3 Standard Strategy types [Condition Types]
Strategy types SD01, SD02, and SD03 are defined in the standard SAP R/3 System
1. 12.4 Standard Batch Search Procedure
The standard SAP R/3 System contains search procedure SD0001
1. 12.5 Allocate Batch Search Procedure/Activate Check
Batch search procedures are assigned to the combinations of sales organization, distribution
channel, division and sales document type. [1000 10 00 OR SD0001].
Set indicator Check batch, if the system has to check manually entered batches
1. 12.6 Activate Automatic Batch Determination in SD
Auto batch determination indicator is set for those order and delivery item categories for which batch
determination is to be triggered automatically.