MMPOCREATIONINDRTAIL

Title: Error! Unknown document property name.
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name.:
document property
name.:
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Filename: 8764806.doc Version: Error! Unknown document Error! Unknown document
Reference: Error! Unknown property name. property name.
document property name. Last Modified: 09.21.2007 04:29:00 Page 2 of Error! Unknown
document property name.
document property
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http://www.eno.com/government/sap_how_to_notes_training.html
Sales (SDCLK)
• VA01: Create Sales Order

• VA02: Changing Sales Orders
• VA03; Using Document Flow / Display Sales Orders
• VA05: Listing Sales Orders
• VF01: Create Billing Document
• VF03: Display Billing Document
• VF04: Process Billing Due List
• VF05: List Billing Documents
• VF11: Cancel Billing Documents
• VFX3: List Blocked Billing Documents
• XD03: Display Customer (Centrally)
• MM03: Displaying Material Master Record
• FBL5N: Reporting - Displaying Customer Accounts
• MCSI: Internal / External Sales Analysis
Purchase Order Point (POP) (see also Display transactions below)
• ME21N: Create Purchase Order - Vendor

Known
Work Instruction
Create Purchase Information Record ME11
Purpose
Use this procedure to create a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to create a Purchase Information Record.
Prerequisites
The Vendor must exist on the system.
The Material must exist on the system.
Menu Path
Use the following menu path to begin this transaction:

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• Select Logistics  Materials Management  Purchasing  Master Data  Info

Record  Create to go to the Create Purchasing Info Record: Initial Screen.
Transaction Code
ME11
Additional Information
None.

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Procedure0
1. Start the transaction using the menu path or transaction code ME11.

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Create Info Record: Initial Screen
2.0 As required, complete the following fields:
Field Name R/O/C Description
Vendor R Use Matchcode search to select vendor.
Material R Use Matchcode search to select material.
Purchasing Org. R Enter UNIV.
Plant R Enter UOL.
Info record O Leave blank.
Info category R Select Standard.
3.0 Click on to go to the Create Purchasing Info Record: General Data screen.

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Create Purchasing Info Record: General Data
Vendor mat. no. O Enter the specific Vendor’s reference / catalogue number.
Salesperson O Enter contact details.
Telephone O Enter the vendor’s telephone number.
5.0 Click on to go to the Create Purchase Information Record: Purch. Organization Data 1
screen.

document property
name.:
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Create Purchase Information Record: Purch Organization Data 1
Planned delivery time R Enter the number of days you would normally expect to
receive the goods from the vendor.
Standard quantity O Enter the estimated quantity normally ordered.
Minimum quantity O Enter the minimum quantity the vendor will supply. This is not
a mandatory field, but it is useful if this information is known.
Tax code O Leave blank.
Net price R Enter the net price of the item specific to this vendor.
7.0 Click on to go to the Create Purchasing Info Record: Purch. Organization Data 2 screen.

document property
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Create Purchasing Info Record: Purch. Organization Data 2
Quotation O If a quotation reference is given by a vendor enter here. Not a

mandatory field.
Quotation O Enter the date from which the quotation reference was given.
This is not a mandatory field.
9.0 Click on to go to the Create Purchase Information Record: Text Overview screen.

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Create Info Record: Text Overview
Info Record Note O Enter any additional text to the PIR. Text in this field is only
visible within the University and does not appear elsewhere.
Purchase Order Text O Enter any additional text to the PIR. Text in this field is visible
on the Purchase Order. Text will appear on every Purchase
Order raised using this Purchase Inoformation Record.
11.0 Once all required information has been entered, click on to save the document.
The system displays the message, “Purchasing information record ######## UNIV
UOL created."
12. You have completed this transaction.
Result
document property
name.:
document property
name.:
You have created a purchase information record.
Comments
None.
•
• ME25: Create Purchase Order - Vendor Unknown
•
Work Instruction
Create Purchase Order - Vendor Unknown ME25
Purpose
Use this procedure to create a Purchase Order for items known to be on a Contract (Outline
Agreement in SAP). Much of the process is very similar to creating a Purchase Order Vendor
Known, and Assign and Process Purchase Requisitions.
Trigger
Perform this procedure when an item is known to be on a Contract (Outline Agreement in SAP).
Prerequisites
• Material Master must exist on the System
• Contract (Outline Agreement in SAP) must exist on the system
Menu Path
• Select Logistics  Materials Management  Purchasing  Purchase Order 
Create  Vendor Unknown to go to the Vendor Unknown screen.
Transaction Code
ME25

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Procedure0
1. Start the transaction using the menu path or transaction code ME25. You will see the following
screen:
Create Purchase Order: Initial Screen
2.0 As required, complete/review the following fields:
Purchasing Group R Enter your Purchasing Group code. The search function is
available here.

File name: 8764806.doc Version: Error! Unknown document Error! Unknown document
Reference Number: Error! property name. property name.
Unknown document property Last Modified: 9/21/2007 4:29 a9/p9 Page 14 / Error! Unknown
name. document property name.
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Account Assignment R Enter the Appropriate Code.

Category
F = Order; K = Cost Centre; P = Project
Delivery Date R Enter the required delivery date, or use the dropdown
calendar to select the appropriate date.
Req. Tracking R Example: PA-AB-I2.

Number
See the Requirement Tracking Number information.
3.0 Once all fields have been completed, click on the green tick or press <Enter>. The system
will display the following screen:
Create Purchase Order: Overview of Requisition Items

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Material R Material Number. Enter directly if known or use the

matchcode dropdown list.
Quantity R Enter the quantity required.
A R Account Assignment Category. This will default if it was

entered on the initial screen.
5.0 Press <Enter> or click on the green tick You will be taken to the Account Assignment
Overlay box:
Account Assignment Overlay Box
6.0 Type the appropriate Cost Object and press <Enter> or click on the green tick You will be
taken back to the Purchase Order: Overview of Requisition Items screen.
7.0 Perform one of the following:
If Then
You want to Assign a Supply Source for the Select the item and click on the
item.
button and select the
source by double clicking on it.
You want to save this as a Purchase Order. Click on the Generate Purchase Order Button
(You will be required to assign a supply

source).

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If Then
You want to save this a a Purchase Click on the save as requisition button
Requisition.
8.0 Repeat the above steps until all required items have been entered.
Result
You have now created either Purchase Requisitions or Purchase Orders for the required items.
Comments
•
• ME28: Release Purchase Orders
Work Instruction
Release Purchase Orders ME28
Purpose
Use this procedure to release purchase orders that have exceeded the University of Leeds
purchasing thresholds. Depending on the total amount of the purchase order, the purchase
order will be blocked and must be released by authorised personnel.
Trigger
Perform this procedure when a purchase order exceeds the University of Leeds purchasing
thresholds.
Prerequisites
• The purchase order must exist on the system.
• Personnel must be authorised to release purchase orders.
Menu Path
Release to go to the Release (Approve) Purchasing Documents screen.
Transaction Code
ME28

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Release Codes
• CP = Central Purchasing Co-ordinator
• HR = Head of Resource Centre
• PM = Purchasing Manager
• XC = Central Purchasing Co-ordinator (Estates use only)
• XH = Estates Head of Resource Centre
• XP = Estates Purchasing Manager
Release Groups
• 01 = Requisitions
• 02 = Purchase Orders
Purchase Document Categories
• A = RFQ (Request for quotation)
• F = Purchase Order
• K = Contract
• L = Scheduling Agreement
Release Strategies
• The list below outlines the current release strategies for both requisitions and purchase
orders.
Process Value Released By
Requisitions Line Item Over £24999 Central Purchasing Co-ordinator.
Purchase Orders Total Net Order Value Purchasing Clerk.

below £1000
Purchase Orders Total Net Order Value 1000 Purchasing Manager/Orderer.

– 4999
Purchase Orders Total Net Order Value 5000 Purchasing Manager/Orderer.

– 24999
HoD or delegate.
Purchase Orders** Total Net Order Value over Purchasing Manager/Orderer.

25000
HoD or delegate.
Central Purchasing Co-ordinator.
• **Requires releasing at all three levels in any order.

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Procedure0
Release (Approve) Purchasing Documents
Release code R Code denoting the person responsible for the release. See
the Additional Information section at the start of the document.
The release code is the only required field. If you know the purchase order number,
you can enter it in the document number field.
3.0 Click on to generate a list of purchase orders waiting for release.

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Release Purchasing Documents with Release Code CP
4.0 Click on purchase order to release it and click on . The purchase order will now
have a green line across it.
5.0 Click on the to save the release.
It is possible to perform this process in one step. Select the item and click on the
button. HOWEVER, you will not be given the chance to cancel the
release if you have inadvertently selected an incorrect item.
Result
You have now released a purchase order and made it available for printing.
Comments
None.
•
•
• ME57: Create Purchase Order - Assign and

Process
http://sapinfo.leeds.ac.uk/content/me57/wi/word/me57wi.doc
Work Instruction
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name.:
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Create Purchase Order - Assign and Process ME57
Purpose
Use this procedure to identify and process requisitions. Vendors may already be assigned to
requisitions or alternatively need to be assigned in this process.
Trigger
Perform this procedure when there are requisitions available for processing.
Prerequisites
None.
Menu Path
• Select Logistics  Materials Management  Purchasing  Purchase Requisition 
Follow-on Functions  Assign and Process to go to the Assign and Process Purchase
Requisitions screen.
Transaction Code
ME57
None.

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Procedure0
1. Start the transaction using the menu path or transaction code ME57

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Display: Purchase Requisition: Initial Screen
2.0 This screen allows your to enter various criteria to locate the required requisitions / materials.
There is an extensive range of search options available on this screen, you do not
need to use them all. See below for a list of the most used options. You may need to
scroll down to the bottom of the screen to display all the search options.

Purchasing requisition O Enter the SAP purchase requisition numbers.
A single number or a range of number can be used.

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Purchasing group O Enter the purchasing group. This identifies the user's
resource centre.
NOT recommended for searching.

Requirement tracking O Enter the requirement tracking number. This identifies the
number requisitioner. See below for further information.
This is the recommended search method.

Assigned purchase O Select the checkbox to display purchase requisitions where
requisitions the vendor has been assigned at requisition stage.
Closed requisitions O Select the checkbox to display requisitions that have already
been processed.
Partly order O Select the checkbox to display requisitions where some and
requisitions not all line items have been ordered.
Released requisitions O Select the checkbox to display requisitions that have actually
only been released.
Requisns. for overall O
release Leave as default .
Requisns. f. item-wise O
release Leave as default .
The Requirement Tracking Number runs throughout the purchasing process in SAP
and is used at UoL to identify 4 separate elements:
• The Purchasing Group (2 character code to identify your Purchasing group).

• The individual requisitioner (2 digit number allocated within your department).
• The tax code indicator (Example:I2 for input VAT 17.5% not recoverable).
• Text identifier T. (To help identify whether there is any additional text entered in the item
text fields).
The individual elements should be separated by a hyphen.
Example: PA-SB-i2-T
3.0 Click on .

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Assign and Process Purchase Requisitions
This screen lists all items resulting from the search on the previous screen.
4.0 From the list identify those items which are not assigned to a particular vendor. Select to
the left of each item required for processing.
5.0 Click on .
If the item that you have selected has more than one vendor, the following screen
displays. If not, you will remain on this screen, but the selected items display in green.

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Source Overview for Purchase Requisition 10008166 00020
The above screen lists the vendors supplying the selected item.
View Purchase Information Record and/or Contact Details
6.0 Select the vendor's name and then click on .
Dependant on whether the item has a purchase information record or an outline

agreement (contract) or both, the relevant screen will appear. The screen below
shows the drill-down to a purchase information record.

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Display Info Record: Purch. Organization Data 1
7. Click on to return to the Source Overview for Purchase Requisition screen.
Select and Assign the Vendor
8.0 To select and assign the vendor double click on the vendor number to select the required
vendor from the Source Overview for Purchase Requisition screen.
You will then be returned to the Assign and Process Purchase Requisition screen. The
selected vendor's number and PIR or Agreement (contract) reference is displayed on
the line item as shown on the screen below. If the screen does not close click on .

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Assign and Process Purchase Requisitions
9.0 To assign the vendor select the checkbox of the required line item.
10.0 Click on .
The Assign and Process Requisitions: Overview of Assignments screen appears.

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Assign and Process Requisitions: Overview of Assignments
This screen shows the selected assignments. Each record has an orange line and a
white line. On the white line below the vendor number there will be a number, under
the heading Preq. Click on this number to select it.
11.0 Click on .
The following dialogue boxes will appear overlaying the previous screen, as shown
below.

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Process Assignment: Create PO
12.0 Click on . (The default entries that appear in the fields can normally be accepted).
If a purchase order of the current date already exists for this particular vendor the
warning dialogue box Create Purchase order: Extension Option appears as below.

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Create Purchase Order: Extension Option
Choose to either: Extend the Existing Purchase Order or to raise a New Purchase
Order.
Remember to check if you are extending an order - the delivery points must be
identical.
If another purchasing point in the same purchasing group is attempting to place a purchase
order at the same time to the same vendor then the button will not appear in the
dialogue box.
If the vendor has an ordering address that is different from the invoice address, then you will
see a selection list that enables you to choose the correct ordering address. Use the 9
account.
The Create Purchase Order: Selection List: Purchase Requisitions screen will appear,
as shown below.

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Choose Ordering Address
Click on the 9 account and click on .

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Create Purchase Order: Selection List: Purchase Requisitions
13.0 To select the required item, click in the selection box to the left of the item. You can select
multiple items if required.
14.0 Click on , the following screen will appear:

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Create Purchase Order: Item #####
15.0 Select the relevant Tax Code indicator from the drop down list.
16.0 If there is more than one item on the purchase order click on and the system will take you
to the next item.
Once all the items have been updated, the Create Purchase Order: Item Overview
screen appears.

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Create Purchase Order: Item Overview
17.0 Click on .
The Assign and Process Requisition: Overview of Assignments screen will re-appear.
There will be a message on the status bar indicating that SAP has created a purchase
order.

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Assign and Process Requisitions: Overview of Assignments
Result
You have successfully assigned and processed purchase requisitions.
Comments
None.
•
• ME9F: Printing a Purchase Order
http://sapinfo.leeds.ac.uk/content/me9f/wi/word/me9fwi.doc
Work Instruction
Printing a Purchase Order ME9F
Purpose
Use this procedure to print a purchase order ready to forward to the vendor, or to fax a
purchase order to a vendor using the Auto Fax facility.
Trigger
Perform this procedure when a hard copy of the purchase order is required or to fax a
purchase order to a vendor using the Auto Fax facility.
Prerequisites
document property
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• The purchase order must exist on the system.

• If the purchase order is over the purchasing threshold values, then it must be released by
an authorised person.
Menu Path
Messages  Print/Transmit to go to the Print/Transmit screen.
Transaction Code
ME9F
Ensure that the purchase order has been released before printing it.

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Procedure0
Message Output
1. Start the transaction using the menu path or transaction code ME9F.

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Message Output
Document number R Enter the purchase order number. If you have just created a
purchase order the number will default.
Vendor O Enter the SAP vendor number.
Purchasing R Defaults to UNIV.

organization
Purchasing group O Enter the purchasing group code.
Document type O Use NB for purchase order.
Document date O Enter the date that the document was created.
3.0 Once you have completed the relevant fields click on .

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4.0 The following screen will be displayed. If there is a fax number located under the Fax Number
column heading (see example below) this indicates that this particular vendor has been set up
in SAP to Autofax the Purchase Order when the Output procedure is used.

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Message Output
5.0 Before outputting the message it is possible to print a Trial Printout.
5.1 Click in the selection box to the left of the purchase order line and then click on
. When the trial printout has printed a Copy icon will appear next to
the purchase order line.
If the Vendor is set up to Autofax the Purchase Order in Output mode (see note above),
when the Trial Printout functionality is used the Purchase Order will be faxed to the
Vendor, it will not Output on your SAP Printer.

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Message Output
6. To print the purchase order, click on the selection box to the left of the purchase order line and
then click on . When the purchase order has printed a green tick will
appear next to the purchase order.
If the Vendor is set up to Autofax the Purchase Order in Output mode (see note above),
when the Output Message functionality is used the Purchase Order will be faxed to the
Vendor, it will not Output on your SAP Printer.
In Case of Failure of the Fax Server the following action plan is already in place.
Select the method as appropriate from below:
• Proceed as before the Auto Fax was in place – This is, printing the purchase order and
manually faxing it to the vendor or posting it to the vendor. There are three ways of
performing the printing operation.
• The printing of the purchase order is done after switching the mode from Fax output to
printout in the messages within purchase order transaction ME21N.
• Using ME9F click on and change the output type to print and send
with changed parameters to the printer.
• Using the spool transaction SPO1, selecting the spool and printing it out. Presently this
method is being used for failed faxes due to incorrect fax numbers.
Message Output
7.0 Click on twice to move back to the menu.
Additional Icons on the Output Message Screen

The following section lists the icons on the message output screen and gives a brief description
of each:

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• These icons move the screen from left to right.
• These icons allow you to sort purchase orders in ascending or descending

order.
• Select all (green icon) allows you to select everything on the screen. Deselect
all (white icon) allows you to deselect everything on the screen.
• This icon enables you to set a filter to find a specific purchase order in a long list of
purchase orders.
• This icon enables you to select a different screen variant (if there has been one
created).
• This icon will display the list status.
• This icon sends the document to the printer or to the Vendor facsimile
machine and flags it as being printed.
• This icon will display the document on the screen.
• This icon will display the status, output, medium and partner
information for the purchase order.
• This icon will send the document to the printer, or to the Vendor facsimile
machine, however the purchase order will not be flagged as printed.
Result
You have printed or faxed the purchase order.
Changing an Autofax output to a Print output

Having followed steps to the following screen is displayed.
Message Output
• The above Vendor is set up to Autofax the Purchase Order in Output mode rather than
Print to a local SAP Printer (refer to step 12).
• If you wish to change this to output the purchase order to your local SAP Printer use the
following procedure.

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8.0 Click in the selection box to the left of the purchase order line and then click on
the following screen will be displayed.
Message processing, purch. documents: Output
9.0 Under the Medium column click on to display the options menu and change the current
option 'Fax' to 'Print Output'.
10.0 Click on .

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Message processing, purch. documents: Output
11.0 Enter your local SAP Purchase Order printer name. If you are unsure of this there is a
matchcode search facility attached to this field, once you have entered the printer name select
Print Immediately box and click on to return you to the screen displayed in step 8,
click on once again and the following message will be displayed.
Save messages
12.0 Click on and then repeat step 12 to output the purchase order to the designated local
SAP Purchase Order printer.

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Result
You have successfully changed the output mode of a purchase order.
Comments
None.
Material Master Records (MMR) / Purchase Information

Record (PIR) (see also Display transactions below)
• ME11: Create Purchase Information Record
•
Work Instruction
Create Purchase Information Record ME11
Purpose
Use this procedure to create a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to create a Purchase Information Record.
Prerequisites
The Vendor must exist on the system.
The Material must exist on the system.
Menu Path
Record  Create to go to the Create Purchasing Info Record: Initial Screen.
Transaction Code
ME11
None.
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Procedure0

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Create Info Record: Initial Screen
Material R Use Matchcode search to select material.
Plant R Enter UOL.
Info record O Leave blank.
3.0 Click on to go to the Create Purchasing Info Record: General Data screen.

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Create Purchasing Info Record: General Data
Vendor mat. no. O Enter the specific Vendor’s reference / catalogue number.
5.0 Click on to go to the Create Purchase Information Record: Purch. Organization Data 1
screen.

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Create Purchase Information Record: Purch Organization Data 1
Standard quantity O Enter the estimated quantity normally ordered.
Minimum quantity O Enter the minimum quantity the vendor will supply. This is not
a mandatory field, but it is useful if this information is known.
Tax code O Leave blank.
Net price R Enter the net price of the item specific to this vendor.
7.0 Click on to go to the Create Purchasing Info Record: Purch. Organization Data 2 screen.

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Create Purchasing Info Record: Purch. Organization Data 2
Quotation O If a quotation reference is given by a vendor enter here. Not a

mandatory field.
Quotation O Enter the date from which the quotation reference was given.
9.0 Click on to go to the Create Purchase Information Record: Text Overview screen.

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Create Info Record: Text Overview
Info Record Note O Enter any additional text to the PIR. Text in this field is only
Purchase Order Text O Enter any additional text to the PIR. Text in this field is visible
Order raised using this Purchase Inoformation Record.
11.0 Once all required information has been entered, click on to save the document.
The system displays the message, “Purchasing information record ######## UNIV
UOL created."
Result
document property
name.:
document property
name.:
You have created a purchase information record.
Comments
None.
•
• ME12: Changing Purchase Information Record
Work Instruction
Change Purchasing Information Record ME12
Purpose
Use this procedure to change a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to update a Purchase Information Record.
Prerequisites
The Purchase Information Record must exist on the system.
Menu Path
Record  Change to go to the Change Info Record: Initial Screen.
Transaction Code
ME12
None.

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Procedure0

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Change Info Record: Initial Screen
2.0 As required, review the following fields:
Material R Use Matchcode search to select vendor.
Plant R Enter UOL.
Info Record O Enter the Info Record number if known. If the Material
Number and the Vendor Number are not entered then this
field is a required field.
3.0 Click on to go to the Change Info Record: General Data screen.

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Change Info Record: General data
Vendor mat. no. O Enter a specific Vendor’s reference / catalogue number.
Order unit O Enter the order unit for the material.
5.0 Click on to go to the Change Info Record Organization Data 1 screen.

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Change Info Record: Purch. Organization Data 1
Standard quantity R Enter the estimated quantity normally ordered.
Minimum quantity O Minimum quantity vendor will supply. This is not a mandatory
field, but it is useful if this information is known.
6.1 Follow this process if you want to change the price of the material on this Purchasing
Information Record. Click on the button to go to the Validity Periods:

Conditions screen.

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Validity Periods: Conditions
6.2 To change the price, double click on the valid on date.
Example: 07.02.2001
The Change Gross Price Condition (PB00) : Condition Supplements screen appears.

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Change Gross Price Condition (PB00): Condition Supplements
6.3 Enter the new price in the rate column.
6.4 Click on to save the changes.
The changes will be saved and you will be taken back to the Change Purchasing Info
Record: Initial screen. If you have more changes and just want to continue processing
then click on to move back to the Change Info Record: Purch. Organisation Data 1
screen. You will have to save your changes before exiting.
7.0 Click on to go to the Change Info Record Organization Data 2.

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Change Info Record: Organization Data 2
Quotation O Enter the quotation reference given by a vendor. Not a

mandatory field.
Quotation from O Enter the date from which the quotation reference was given.
9.0 Click on to go the Change Info Record: Text Overview screen.

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Change Info Record: Text Overview
Info Record note O Enter any additional text to the PIR. Text in this field is only
Purchase order text O Enter any additional text to the PIR. Text in this field is visible
Order raised using this Purchase Information Record.
11.0 Click on to save the modified data and return to the Change Info Record: Initial Screen.

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Change Info Record: Initial Screen
The system displays the message, "Purchasing info record XXXXXXXX UNIV UOL
changed".
Result
You have updated an purchasing information record.
Comments
None.
•
•
• ME15: Purchase Info Record - Flag for Deletion
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Work Instruction
Purchase Information Record - Flag for Deletion ME15
Purpose
Use this procedure to flag for deletion a Purchasing Information Record.
Trigger
Perform this procedure when it is required to delete a Purchasing Information Record. The
Purchasing Information Record will be flagged for deletion, but the record will not be deleted
until an archiving process is performed.
Prerequisites
The PIR must exist on the system.
Menu Path
Record  Flag for Deletion to go to the Flag for Deletion: Initial Screen.
Transaction Code
ME15
None.

document property
name.:
document property
name.:
Procedure0

document property
name.:
document property
name.:
Flag Info Record for Deletion: Initial Screen
2.0 As required, complete the following fields for the info record to be flagged for deletion:
Material R Use Matchcode search to select vendor.
Plant R Enter UOL.
Info record O If you know the Info Record Number, you can enter it here. If
the Material Number and the Vendor Number are not entered
then this field is a required field.
3.0 Click on to go to the Flag Info Record for Delection: Initial screen.

document property
name.:
document property
name.:
Flag Info Record for Deletion: Initial Screen
Complete info record R

Click on . Select this option if you want to delete the
complete information records.
Purch. org. data R

Click on . Select this option if you want to delete
purchasing organisation data.
5.0 Click on to update the info record.
The system displays the message,"Purchasing info record XXXXXXXX UNIV UOL
changed."

document property
name.:
document property
name.:
Result
You have flagged an info record for deletion.
Comments
None.

document property
name.:
document property
name.:
This page is intentionally left blank.
•
• MM01: Create Material Masters
http://sapinfo.leeds.ac.uk/content/mm01_P/wi/word/mm01_pwi.doc
Work Instruction
Create Material Master Record MM01
Purpose
Use this procedure to create a new Material Master.
The unique details of any individual item that is purchased by the University can be entered into
the SAP system as a Material Master Record.
Advantages of using Material Master Records:
Material Master Records (MMR’s) provide added strength as every item purchased / entered
into SAP can be tracked throughout the system.
Helps to avoid duplication of data.
Automatically determines the G/L account code at requisition and / or Purchase Order Point.

document property
name.:
document property
name.:
All items purchased on a regular basis and, in particular, those based on a contract will have a
Material Master Record created for them.
Vendor details can be referenced (indirectly) to the Material Master Record, i.e. Catalogue /
Vendor material numbers.
Future purchases of items can be made against a Material Master Record rather than re-writing
the full details.
Vendor Material numbers are stored in SAP and can be used as search facility.
The main exception to using Material Master Records will be for materials that will only ever be
purchased on a single occasion.
For additional Information regarding Material Master Records please see the Material Master
Policy http://www.leeds.ac.uk/purchasing
Material Types are directly involved with the creation of Material Masters.
The University of Leeds currently uses three Material Types within the SAP System. (The code
references are based on their German origins).
Code: ZLAG - Non-Stocked materials - These will make up the vast majority of the materials
purchased by the University. They may be a material purchased quite regularly but not
specifically defined as a "Stocked Item". By definition Non-Stocked materials can never have
an official stores location. See ZAWA below.
Code: ZAWA - Stocked materials - Defined as "Valuated stock held in an official University
store". All stock items require a Material Master Record and will always have a stores location.
Code: ZIEN - Services - More or less self-explanatory. Services include consultancy fees,
maintenance agreements, fees for professional services etc. Once again these materials can
obviously never have a stores location.
Trigger
Perform this procedure when a new Material Master is required in the system.
Using Material Master Records.
Material Master records may be created and changed centrally or by authorised users within
individual departments.
The University of Leeds operates the following policy for creating and maintaining Material
Master Data:
Repetitively Purchased items.
Regularly Purchased items within a department.
These items are to be created and maintained locally by authorised users within a University
Resource Centre.
Contracted Items. University, Consortia or National Contracts & Agreements.
These items are to be created and maintained by authorised users within the Central
Purchasing Office.
Valuated Stock Items.
These items involve Material Requirement Planning and Forecasting, and will be created and
maintained by the Central Purchasing Office.

document property
name.:
document property
name.:
Intrastat Items.
All Intrastat items must have a Material Master Record and are to be created and maintained
locally by authorised users within a resource centre.
Text Entry Items.
Text entry line items may be used for non-repetitive items.
(One-Off never to be purchased again).
No maintenance is required for Text entry items, but the advantage of automatic determination
of G/L Account code, and detailed analysis and reporting is lost.
Prerequisites
None.
Menu Path
• Select Logistics  Materials Management  Material Master  Material  Create
General  Immediately to go to the. Create Material – Initial screen.
Transaction Code
MM01
None.

document property
name. :
document property
name. :
Procedure0
1.0 Start the transaction using the menu path or transaction code MM01.

document property name. Last Modified: 9/21/2007 4:29 a9/p9 Page 147 / Error! Unknown
document property
name. :
document property
name. :
Create Material (Initial Screen)
Material Leave Blank.
Industry sector R Defaults to University.
Material type R Enter Non-stock material or Service as appropriate.
If Then
You are creating a Material Master for a Enter the number for the existing material in the
material that is very similar to an existing Copy from… Material field. This will cause
material. many of the fields to default in to the new
record.
Not Leave blank.
4.0 Selecting Default from the main menu will enable you to select the relevant defaults for:
Industry Sector R University.

document property
name. :
document property
name. :
Views (Screens) R Basic Data.

Those shown Purchasing.
opposite are standard
Purchase Order Text.
for Non-stock
Materials and Accounting.
Services
Organisation Levels R Company Code = UNIV.

Plant = UOL.
5.0 Click on .
6.0 As required, complete/review the following dialogue boxes.
These entries will default if you have completed the entries in the above table.

document property
name. :
document property
name. :
Select View(s)
7.0 Click on .

document property
name. :
document property
name. :
Organizational Levels
8.0 Click on . The following screen appears.

document property
name. :
document property
name. :
Create Material xxxxxxx (Basic Data, Non-stock material)
Language R Defaults to EN. If not enter EN.
Material description R Enter a description of the material required.

See below for standard format – Do not use “U” to indicate
unit as this is often confused with micron.

document property
name. :
document property
name. :
Base unit of Measure R Use EA for Each wherever possible.
Material Group R Enter or select a suitable material group from the matchcode.
Material Description format.
Please use the following format:

1. Main Noun.
2. Descriptive adjectives.
3. Unit of Measure description.
Example: Gloves Rubber Red Large (Pack 10)
10.0 Once complete, click on .

document property
name. :
document property
name. :
Create Material xxxxxxx - (Purchasing, Non-stock Material)
Purchasing group R Enter your own purchasing group or select from matchcode.
Example: PA
12.0 Click on to go to the next screen.

document property
name. :
document property
name. :
Create Material (Material Number) - Purchase Order Text, Non-stock Material)
13.0 If required, enter any additional text regarding the material, which is to appear on the purchase
order.
14.0 Click on to move to the next screen.

document property
name. :
document property
name. :
Create Material xxxxxxx - (Accounting, Non-stock Material)
Valuation class R The valuation class creates a link to the GL Account Code.
Use the matchcode search to find the relevant code.
Example: 542C = Stationary.
Price control R Enter ‘V’. Moving average price / periodic unit price.
Mov. Avg. price R Enter the current price from the vendor who you will be linking
the MMR to via the PIR / Contract.
This price does not need to be altered in the MMR when
creating subsequent PIR’s / contracts to other vendors.
The Last data screen reached screen appears.

document property
name. :
document property
name. :
Last data screen reached
16.0 Click on to save the data.
The system displays the message "Material xxxxxxx created". The Create Material
(Initial screen) appears.
Result
You have created a Material Master Record (MMR).
Comments
None.

document property
name. :
document property
name. :
•
• MM02: Change Material Master
•
http://sapinfo.leeds.ac.uk/content/mm02/wi/word/mm02wi.doc
Work Instruction
Change Material Master Record MM02
Purpose
Use this procedure to change information on an existing Material Master Record.
Trigger
Perform this procedure when information on the existing Material Master Record is incorrect.
Menu Path
• Select Logistics  Material Management  Material Master  Material  Change 
Immediately to go to the Change Material: Initial Screen
document property
name. :
document property
name. :
Transaction Code
MM02
None.

document property
name. :
document property
name. :
Procedure0
If Go To
You wish to change information on a Purchasing material master. Step
You wish to change a description relating to an Internal market material Step
master.
You wish to Amend or Add new Unit of Measures and their conversion Step 10
to Base Unit Of Measures
You wish to enter future prices for an internal market material master. Step
You wish to change lead times for an internal market material master. Step
2.0 Start the transaction using the menu path or transaction code MM02.

document property
name. :
document property
name. :
Change Material (Initial Screen)
Material R Enter the material number of the material that requires

changing. The matchcode search help is available from here.
4.0 Click on . The Select Views dialogue box appears.

document property
name. :
document property
name. :
Select View(s)
5.0 Select the screen view(s) that require changing by clicking on to the left of the screen
title.
The views may be automatically selected if you have previously created a material
or used this screen before.
6.0 Click on . The Organizational Levels dialogue box appears.

document property
name. :
document property
name. :
Organizational Levels
Plant R Will default to UOL. If not enter UOL.
8.0 Click on . The Change Material xxxxxxx (Basic Data, Non-stock Material) screen
appears.
The screens that are displayed depend on the views selected previously – in this
example we will assume all views were selected.

document property
name. :
document property
name. :
Change Material xxxxxxx (Basic Data, Non-stock Material)
Material description O If the description of the material requires changing – for

example spelling error – the change can be made here.
Base unit of measure O Material unit can be changed here.
Internal market users: DO NOT change base unit of

measure.

document property
name. :
document property
name. :
Material group O Material group can be changed here.
Internal market users: DO NOT change material

groups.
10.0 To add or amend Units of Measures conversion values:
Perform this step only if you wish to maintain a Unit of Measure that is different to
the Base Unit of Measure.
Change Material 4003900 (Basic Data, Stock - RCS)
10.1 0Click on .

document property
name. :
document property
name. :
Change Material 4003900 (Units of Measure, Stock - RCS)
10.1 To add new units of measures, as required, complete/review the following fields:
X R Numerator for conversion.
AUn R Alternate Unit of Measure.
Y R Denomenator for Conversion.
Bun Base Unit of Measure.
10.2 Click on to return to basic data screen.
10.3 Click on to save changes and exit Material Master Maintenance.

document property
name. :
document property
name. :
11.0 Once all required changes have been made click on to go to the next screen.
Change Material xxxxxxx (Purchasing, Non-stock Material)
Purchasing group O The purchasing group can be changed here.
Internal market users: DO NOT change purchasing

groups.
13.0 Once all required changes have been made, click on to go to the next screen.
document property
name. :
document property
name. :
Change Material xxxxxxx (Purchase Order Text, Non-stock Material)
14.0 The additional text for the material can be changed/updated here.
15.0 Once all required changes have been made, click on to go to the next screen.

document property
name. :
document property
name. :
Create Material xxxxxxx (Accounting, Non-Stock material)
Valuation Class O The valuation class provides a link to the GL Account Code.
This would not normally require changing.
Price Control O
To change the price of a Material on the
Material Master Record, follow steps 15.1.
16.1 Follow this process to change the price of the material in the material master
record. Click on the Price Control field and delete the ‘v’.
document property
name. :
document property
name. :
16.2 Click on the Standard Price field and enter the new material price.
16.3 Click on . The system will display the message ‘Prices have been
recalculated.’
16.4 Click on the Price Control field and re-enter the ‘v’.
16.5 Click on the Standard Price field and delete the price.
16.6 Click on . The system will display the message ‘Prices have been
recalculated.’
17.0 .For internal market users wishing to enter future prices for materials, access the Change
Material xxxxxxxx (Accounting, Internal market material) screen.
Change Material xxxxxx (Accounting, Internal market material)

document property
name. :
document property
name. :
Future price R Enter the future price for the material.

Example: 25.00
Valid from R Enter the date from which the future price is to be valid.
Validity dates can also be in the past.

Example: 01.11.01
Entering the new prices and validity dates does not automatically update the price
list on the specified date. Transaction CKME needs to be run to update the price
list.http://sapinfo.leeds.ac.uk/content/ckme/cc/html/index.htm
19.0 For internal market users wishing to change lead times for materials, access the Change
Material xxxxxxxx (Sales: General/Plant Data. Internal market material) screen.

document property
name. :
document property
name. :
Change Material xxxxxxx (Sales: General/Plant Data, Internal market
Setup time O Enter the lead time (in days) to set up a material.
This will determine how long it takes for a seller to

produce the material. For example, if a buyer selects
this material to be purchased and only gives a 3 hour
delivery time, a message will appear on the buyer's
screen informing that delivery time can not be met as
2 days are required for this material.
Example: 2

document property
name. :
document property
name. :
The system displays the message ‘Material xxxxxxx Changed.
21.0 Once all required changes have been made click on to save the changes.
Result
You have made changes to the Material Master Record.
Comments
For detailing information on the menu options and icons refer to the Display
Material document, transaction code MM03.

document property
name. :
document property
name. :
Goods Receipt Note Point (GRN) (see also Display

transactions below)
• MIGO Goods Receipt Manual
MIGO
Listed below are topics within the MIGO transaction code.
Click on a topic to navigate to more information on the task you need to

carry out.

document property
name. :
document property
name. :
Good Receipt Manual
Goods Receipt Manual (MIGO)
Purpose
Use this procedure to create a goods movement in SAP (goods receipt/material issue).
• These movements play is a vitally important part of the purchasing and financial
processes within the University of Leeds.
• At this stage in the process, the University's finances are directly affected.
• When entering a GRN (Goods Receipt Note) for a non-stock item the expense is
written to relevant G/L account and departmental cost object (Dr). A liability is also
generated on the University balance sheet in favour of the vendor (Cr).
• When entering a GRN for a stock item the value is held in the University's balance
sheet (Dr), until the stock is issued to the departmental cost object benefiting from the
supply. A liability is also raised on the balance sheet in favour of the vendor (Cr).
• When entering a material issue the University's stock value on the balance sheet is
reduced (Cr) and the departmental cost object is charged (Dr).
Mistakes that occur at this stage impact directly on invoice verification, accounts
payable and ultimately onto the University budgets as a whole.
Trigger
Perform the GRN procedure when the goods have been delivered and a delivery note has
been signed quoting the purchase order number.
The role of a GRN is to enable authorised members of staff to formally receipt goods
and/or services onto the SAP system. This should not be confused with the physical action
of receiving goods from a supplier and signing a delivery note for them.
GRN Procedure for Foreign trade - To enable the University to submit its statutory report to
HM's Customs and Excise - for all goods received from European Economic Union
Countries, the Commodity Code and the indicator for Inclusion needs to be maintained.
Perform the Material Issue procedure when goods have been removed from stores and
you have the departmental cost object details to be charged.
Prerequisites
Before goods can be receipted a purchase order must have been placed and the goods
either delivered, collected or a service provided.

document property
name. :
document property
name. :
• Any reference to goods is, in most cases, equally applicable to services. (The
exceptions being storage locations, stocked items etc.).
Menu Path
• Select Logistics  Materials Management  Inventory Management  Goods
Movement  Goods Receipt  for Purchase Order  PO Number Known to go
to the Goods Receipt for Purchase Order screen.
Transaction Code
MIGO
The objective of this process is to replicate physical goods movement in SAP.

document property
name. :
document property
name. :
Material Document processing
1. Perform one of the following:
If Go To
You wish to create a goods receipt for a Purchase Order Step 2
You want to create a GR for an European Union Vendor PO Step 20
You want to cancel a material document Step 31
You want to do a goods receipt for multiple purchase orders Step 39
You want to display a material document Step 45
You want to set a default Step 53
You wish to enter a goods issue Step 54
You want to use short cut options Step 55
2. Start the transaction using the menu path or transaction code MIGO.

document property
name. :
document property
name. :
Goods receipt for Purchase order
The goods receipt screen is divided in Goods receipt for Purchase order

document property
name. :
document property
name. :

document property
name. :
document property
name. :
Return to procedure
to three sections, Header Data, Item Overview section and Item Detail information. The
Header Data and the Item Detail sections are opened and closed via their own
roller-blind button .
3. As required, review the following fields:

• Goods Receipt Field Definitions
Goods Receipt R
Check that this field has defaulted correctly for the
transaction you are performing.
Purchase Order R Enter the associated purchase order number.

Example:4500147229

document property
name. :
document property
name. :
• Purchase Order Field Definitions

Goods Receipt R
Purchase Order R Enter the associated purchase order number.

Example:4500147229
Return to procedure
4. Click on .

document property
name. :
document property
name. :
Goods Receipt for Purchase Order Goods Receipt for Purchase Order

document property
name. :
document property
name. :

document property
name. :
document property
name. :
Return to procedure
The view may vary from the screen above dependent on which tabs were selected
when the screen was last closed.
Header Details - Goods Receipt for Purchase Order Header Details - Goods
Receipt for Purchase Order
Return to procedure
5. As required, complete/review the following fields:

document property
name. :
document property
name. :
• Document Date Field Definitions

Document Date R The date on the delivery note
Posting Date R The in which the debit is to be made in the UoL accounts.
SAP will only post values to periods that

remain open. If you have a problem with the posting date
then check the entry corresponds with the current accounting
period. If confusion still exists contact your local finance
office for assistance.
Delivery note R Enter the delivery note number.
Example: 123456
Return to procedure

document property
name. :
document property
name. :
• Posting Date Field Definitions


Example: 123456
Return to procedure

document property
name. :
document property
name. :
• Delivery note Field Definitions


Example: 123456
Return to procedure
6. Click on .
Tabs...
• Select the Vendor tab on the header to display vendor detail information.
• Select the People tab to display the purchasing group and purchase order point Information.
Now the header information is complete. The item overview and item detail screen
will allow you make an entry.
Example: The item you wish to goods receipt is highlighted on the item overview line and is then
displayed on the item detail screen allowing you to accept the goods into the
system.

document property
name. :
document property
name. :
Item Overview - Goods Receipt for Purchase Order Item Overview - Goods
Return to procedure
To view the all fields along the line, use the scroll bar along the bottom.
Item Overview - Goods Receipt for Purchase Order Item Overview - Goods
Return to procedure

document property
name. :
document property
name. :
• Material Field Definitions

Material O The SAP material number if applicable.
Material description R The long text material description from the purchase order.
OK R Indicates that a goods receipt is being posted against the

item.
If you are not posting against the item then deselect the check
box .
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used at UoL include:-
101 = Goods receipt for purchase order onto UoL premises.
102 = Reversal of the goods receipt for purchase order.
Example: 102 can be used to reverse a goods receipt. It
produces a minus "quantity received" in the
system.
122 = Return the delivery to the sender, especially usefull if
only part of the original delivery is to be returned.
Order quantity R Indicates the total quantity order to date.
Received R Quantity of goods already received.
E R Unit of measure.
Example: EA = Each
Fi R Delivery completed indicator for the purchase order item.
Vendor R Vendor master record number.
Vendor R Vendor name.
Purchase Order R The purchase order number.
Item R The item number on the purchase order.
Plnt R Plant in which Purchase order was raised and goods are to be
receipted.
Requisitioner O If the purchase order has been processed using a SAP

requisition the end requisitioner's name is displayed here.

document property
name. :
document property
name. :
Material group R Description of the material group assigned to the item

purchased.
Vendor material O Vendor catalogue / product code.

number
A R Account assignment category.
Recipient O Goods recipient.
Unloading point O Point at which item is to be unloaded / delivered.
R O/R Reason for movement.
Reason O/R Long text description for the reason for movement.
Example: Goods returned to vendor due to damage on
delivery.
Ext.amount LC R Value amount of the item in local currency.
Return to procedure

document property
name. :
document property
name. :
• Material description Field Definitions


item.
box .
system.
Example: EA = Each
receipted.


document property
name. :
document property
name. :

purchased.

number
delivery.
Return to procedure

document property
name. :
document property
name. :
• OK Field Definitions

item.
box .
system.
Example: EA = Each
receipted.


document property
name. :
document property
name. :

purchased.

number
delivery.
Return to procedure
• Movement type

document property
name. :
document property
name. :
Field Definitions

item.
box .
system.
Example: EA = Each
receipted.


document property
name. :
document property
name. :

purchased.

number
delivery.
Return to procedure
• Order quantity
• Received
• E
• Fi
• Vendor
• Vendor
• Purchase Order
• Item
• Plnt
• Requisitioner
• Material group
• Vendor material number
• A
• Recipient

document property
name. :
document property
name. :
• Unloading point
• R
• Reason
• Ext.amount LC
You cannot amend a highlighted item on the item overview section of the screen. You
must view and make the changes in the item detail section.
8. Click on the tab.
Item Detail - Material information Item Detail - Material information
Return to procedure

document property
name. :
document property
name. :

document property
name. :
document property
name. :
• Material Field Definitions

Material R Description of the material from the purchase order / SAP

material number (if a material master was used).
Vendor material no. O Catalogue/product code.

purchased.
Return to procedure

document property
name. :
document property
name. :
• Vendor material no. Field Definitions



purchased.
Return to procedure

document property
name. :
document property
name. :
• Material group Field Definitions



purchased.
Return to procedure
10. Click tab.
Item Details - Quantity Confirmation

11. Perform one of the following:
If Then
The delivery is complete with the quantity Check the quantity values in both these fields
ordered matching the quantity of the are correct. Select the Item OK check box
delivery
to flag this item for goods receipt.
The quantity of the delivery is not the value Change the value to the quantity actually
displayed in the 'Qty in unit of entry' field received on the delivery. Select the item OK
check box to flag this item for goods

receipt based on the actual goods delivered.
If the item has been partially goods receipted previously, then the quantity details tab
will show the received quantity as well as the ordered quantity as shown in the
screen above.
12. Click tab.

document property
name. :
document property
name. :
Item Details - Where/Movement of Goods Item Details - Where/Movement of

Goods
Return to procedure

document property
name. :
document property
name. :
• Movement type Field Definitions

Movement type R This will default depending on the transaction you are
performing.
101 = Goods receipt for purchase order into warehouse/stores.
102 = Cancellation (goods receipt reversal).
122 = Return delivery.
Stock type R Leave the default - Unrestricted use.
Plant R Default from Purchase Order - Check or enter/select the correct

plant if field is blank
Storage location O/R Not displayed for non-stock items
If item is stock then this field must be completed/checked.
Goods recipient O Entered at purchase order stage - person expecting the goods.
Unloading point O Entered at purchase order stage.
Text O Free format text field.
Return to procedure
• Stock type
• Plant
• Storage location
• Goods recipient
• Unloading point
• Text
14. Click tab.

document property
name. :
document property
name. :
Item Details _ Purchase Order Data

15. As required review the following fields: Item Details _ Purchase Order Data
Return to procedure

document property
name. :
document property
name. :
• Purchase order Field Definitions

Purchase order R Displays the purchase order number and related line item
number. Click on the purchase order history icon to
display the purchase order history for a particular item.
For detailed information see the display purchase order

history transaction.
Del Complete Ind Defaults to Set automatically when all expected units have
been goods receipted.
Do not change this setting unless you know for certain

that outstanding items will NOT be delivered.
When the "delivery completed" indicator is set no further
goods receipts will be expected for this item and any
outstanding commitments are cleared.
Requisitioner O If the purchase order was created using a SAP requisition this
field is the paper requisitioners reference.
This field is not visible if it hasn't been populated in the

Purchase Order
Return to procedure
• Del Complete Ind

• Requisitioner
16. Click tab.

document property
name. :
document property
name. :
Item Details - Partner Tab Item Details - Partner Tab
Return to procedure

• Vendor
18. Click tab.

document property
name. :
document property
name. :
Item Details - Account Assignment details Item Details - Account

Assignment details

document property
name. :
document property
name. :
• G/L Account Field Definitions

G/L Account R Default from Purchase Order.
Not displayed for stock items
WBS O/R OR WBS element to be charged for the item.
Not required for receipt of stock items
Internal Order O/R OR Internal order number to be charged for the item.
Cost Centre O/R Cost centre account to be charged for the item.
Profit Centre R Defaults - Profit centre linked to item or cost object quoted
above
Return to procedure
• WBS
• Internal Order
• Cost Centre
• Profit Centre
The above data defaults from the Purchase Order, any amendments will have to be
made on the Purchase Order before GRN is entered.
20. INTRASTAT - The University of Leeds is now required to submit the INTRASTAT goods
received report on a monthly basis to the HM's Customs and Excise department. This is a
statutory report and failure to comply with this result in severe penalties. INTRASTAT is
valid only for Movement of Goods between the European Economic Union member
countries.
Please see the previous steps for more information on the other tabs.

document property
name. :
document property
name. :
The Delivery Note accompanying the goods almost always carries the Commodity
Code no. relevant to the particular item. This information is likely to be presented
differently by different vendors.
While entering GRN for purchases from Vendor located in EEU countries, a new
"Import" Tab will appear on the Header as well as the Item details view as shown in
the following screen shot.
Ensure the "Item Details" view is open, if not click the icon to display the Item
Details view.
The following steps are valid only for Goods Receipts posted against an EEU vendor for supply of
goods:
Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar
21. To complete the INTRASTAT details, Click tab on the Item Details View.
If you notice this tab appearing on the Goods Receipt screen, please ensure you
select the tab to verify the completeness of this document. It is possibly to exit the
Goods Receipt transaction and saving the document without ever having to go to
this Tab.

document property
name. :
document property
name. :
Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar Goods

Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar

document property
name. :
document property
name. :

document property
name. :
document property
name. :
Return to procedure
Please note the Traffic light indicates the incompleteness of the Foreign Trade
data in the document.
Check even if the Traffic light is to ensure the correct data has been
maintained.
22. To maintain the Import data, Click tab. The commodity code is normally a 8
digit code and needs to maintained without any spaces/blanks between the digits.
Import Data Import Data
Return to procedure
23. For a list of available commodity codes Click .

document property
name. :
document property
name. :
The complete list of Commodity codes have not been uploaded into the SAP system.
Only those used in the past have been maintained.
Please contact Michael Murphy or Richard Lewis of Central Purchasing for

inclusion of new Commodity Codes.
Commodity codes (1) 86 Entries Found Commodity codes (1) 86 Entries

Found

document property
name. :
document property
name. :
Return to procedure
24. Select the required commodity code and Click .
Return to procedure
25. Click and maintain the relevant indicator.

document property
name. :
document property
name. :
Return to procedure

document property
name. :
document property
name. :
• Exclusion/Inclusion Indicator Field Definitions

Exclusion/Inclusion R Exclusion/Inclusion Indicator.

Indicator
This indicator controls the inclusion of the item in the
Intrastat Report. If a Commodity Code for the item
has been provided by the Vendor, this indicator
should be "IN-Inclusion". Please check to see if the
correct indicator has been maintained.
Example: IN for Inclusion or XL for exclusion.
Return to procedure
27. Click to exit the Foreign Trade tab.
Please follow the above steps to complete the Foreign Trade information for each of
the line items in the Goods Delivery Note.

document property
name. :
document property
name. :
Goods Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar Goods

Receipt Purchase Order 4500255768 - Ajaykumar Vidyasagar

document property
name. :
document property
name. :

document property
name. :
document property
name. :
Return to procedure
28. Check each item on the delivery note corresponds to the line item on the purchase order.
Remember to select the Item OK check box for each item if the delivery is
correct.
When the information is complete, to ensure the details entered are correct click on
If there are any errors or warnings these will show on each line item using the traffic
light system as shown below.
Traffic Light - Item Overview Section Traffic Light - Item Overview Section
Return to procedure
To view the messages relating to the traffic light response double click on the status
light to show the message.

document property
name. :
document property
name. :
Display Logs Display Logs
Return to procedure
A goods receipt note can still be posted even with the traffic light at Amber status as
this is just a warning message not an error message. However you can investigate
the message further by double-clicking
Only when you are happy that you understand all messages given and the
consequences of ignoring them should you proceed to the next step. If in doubt
seek advice.
29. When the information entered is correct click on to post the document into the system.
The system displays the message "Material Document 50000xxxx posted".
30. Note the material document number on the paper delivery note.
Result
You have now created a goods receipt material document.
If the item you receipted was a stock item then the stock levels in the specified plant
and storage location will be increased accordingly.
Comments
Now look at cancelling a material document and display purchase order history.
31. Cancellation of a Material Document

document property
name. :
document property
name. :
Perform this function only when you wish to cancel the complete quantity receipted
on a particular line or all lines of a Material Document from SAP.
Prerequisites
You must know the Material Document number of the Goods receipt you wish to cancel
before starting to perform this transaction.
• To find the material document number, display the purchase order history for the
particular item and note the document number.
For more information see the Work Instruction for Display Purchase Order History.
The objective of this process is to cancel a goods receipt material document from a
purchase order in SAP.
32. Start the transaction using the menu path or transaction code MIGO.

document property
name. :
document property
name. :
Goods Receipt Purchase Order - Cancellation Goods Receipt Purchase

Order - Cancellation
Return to procedure
document property
name. :
document property
name. :
33. Click on to display the drop down list as shown above.
34. Select cancellation.
Note when you select the cancellation option, the system automatically defaults the
required field to material document. You must enter the material document that is
to be cancelled in this field.

document property
name. :
document property
name. :
Cancellation Material Document Goods Receipt Purchase Order -

Cancellation
Return to procedure
document property
name. :
document property
name. :

document property
name. :
document property
name. :
• Material document number Field Definitions

Material document R Enter the material document number.

number Example: 50179492
Return to procedure
36. Click on .

document property
name. :
document property
name. :
Cancellation Material Document Cancellation Material Document
Return to procedure

document property
name. :
document property
name. :
Note the movement type will be the reversal code applicable to the movement type of
the document being reversed.
There maybe more than 1 item on a particular material document.
When cancelling a material document item you are cancelling the whole quantity
originally receipted on that document for that item.
37. Check each item individually using the Item Details Section of the screen. If the item is to be
cancelled make sure the Item OK check box is selected for that item.
The Item tab shows the Movement type. Free text can be entered here if
required.
Item Tab - Where Item Tab - Where
Return to procedure
38. Click on or to confirm the cancellation of the material document.

document property
name. :
document property
name. :
The system displays the message "Material document 50179493 posted".
To return the goods to vendor use the same process but select Return Delivery
(movement type 122) from the Transaction Type drop down menu. When returning
goods to the supplier you can amend the quantity if not all units are being returned.
Goods Receipt for Multiple Purchase Order numbers

• When a Delivery note quotes more than one Purchase Order number perform the
following steps:
39. Start the transaction using the menu path or transaction code MIGO
40. In the Goods Receipt for Purchase Order screen enter the 1st Purchase Order number.
41. Click on .
42. The items for the 1st Purchase Order will be displayed. Now enter the 2nd Purchase Order
number into the Purchase Order number field:
43. Click on .

document property
name. :
document property
name. :
Goods Receipt Purchase Order Goods Receipt Purchase Order

document property
name. :
document property
name. :
Return to procedure
Note the Title Bar shows Purchase Order number 4500191976. The numbers in the
Purchase Order field show 4500147229 and 4500191976. The items from both are
now in the item overview section of the screen.
To goods receipt multiple Purchase Orders they must be from the same vendor. If not
then an error message similar to the following will be given.
Return to procedure
44. Continue with the transaction as normal, checking and selecting each item to be receipted.
45. Display Material Document:
• There are numerous ways to display a material document in SAP. Two of which are
either via Display PO History or by using the MIGO screen.
For detailed information on each tab on the 'Display Material Document' screen, refer
to steps 6 through to 19. These steps outline the process for performing a goods
receipt and through each step review the tabs and their contents.
46. Start the transaction using the menu path or transaction code MIGO. You will see the
following screen:

document property
name. :
document property
name. :
Return to procedure

document property
name. :
document property
name. :
47. Click on to display the drop down list as shown above.
48. Select Display.
Note when you select the display option, SAP defaults the required field to material
document. You must enter the material document number in this field.
Material Document Number Material Document Number
Return to procedure
49. As required, complete the following fields:

document property
name. :
document property
name. :
• Material document number Field Definitions

Material document R Enter the material document number that you want to display.
number Example: 50179494
Return to procedure
50. Click on

document property
name. :
document property
name. :
Display Material Document Display Material Document
Return to procedure

document property
name. :
document property
name. :
51. Review the tabs/fields as required.

52. Setting Defaults
The new transaction allows personal settings for individual user ID's.
53. This is accessed by the following Menu Path Settings  Default Values
Change Default Values Change Default Values
Return to procedure

document property
name. :
document property
name. :

document property
name. :
document property
name. :
• Storage Location Field Definitions

Storage Location O The value entered here will default for all stock receipts.
In Plant O Material movements will be made in the plant defined to default

here.
Propose the OK O
function in future All items for receipt will default with the already flagged, they will be automatically
selected as OK for goods receipt.
Return to procedure
• In Plant
• Propose the OK function in future
If you determine any default values, you change the entry but you must remember to
do this for any items not fitting the defaulted criteria.
You should not change any other settings on this screen. Doing so may result in you
being unable to perform your duties.
54.1 Click on to confirm and save this default setting.
Button Bar Button Bar
Return to procedure
55. The Button bar in SAP 4.6 contains information and short cut options, the following table
outlines each option:

document property
name. :
document property
name. :
• Show overview Field Definitions

Show overview
Displays an additional frame containing relevant
information.
Restart
Restarts a fresh transaction.
Short cut options

Short cut options:
Hold - Holds the information entered without actually posting the
Goods Receipt.
Example: If you are in the middle of the transaction but wish to
continue with it later you can put the document
on Hold. You must remember though, no further
transactions can take place regarding the
Purchase Order until the Material document is
release from the Hold Status.
Check - The Material Document is checked for any missing
mandatory fields.
Post - Performs the same function as selecting the icon.
Help
Launches an additional frame. Functionality is the
same as show overview.
Return to procedure
• Restart
• Short cut options
• Help
56. Click on to exit the transaction.
Result
You have cancelled a material document, set default values, and used short cut options.
57. Enter Goods Issue.

document property
name. :
document property
name. :
Purpose
Use this procedure to update SAP stock records.
Trigger
Perform this procedure when stock is issued from stores.
Prerequisites
• The material issued must be held as a stock material item in SAP
• There must be sufficient available stock in SAP to cover the quantity issued
• You must have details of the cost object that is to be charged with the cost of the
stock. (Cost center, internal order, Production order, Project etc.)
If you are unable to issue the required quantity of stock do not ignore it. Please carry
out investigations using the information below to assist you.
Here are some possible reasons the system will prevent stock being issued; before you
begin investigations check the following;
• Have the prerequisites specified above have been met?
• Did you follow the instructions correctly?
• If yes is the answer then begin your investigations, the following may help you to
identify the cause of the problem;
58. Insufficient stock could be because of the following reasons. Review the following and take
appropriate action as described below:
If Then
Goods Receipts have not been kept up to Refer to relevant goods receipt point. Ask if all
date. documents are up to date.
The stock has been receipted into a different Check the storage location entered in the goods
storage location to the one you are receipt.
attempting to issue from.
The stock has already being issued to the Display cost object for details of issues to date
job/cost object. or refer to finance contact for assistance.
59. There may be problems with charging. Review the following and take appropriate action as
described below:

document property
name. :
document property
name. :
If Then
The job/cost object quoted has been closed Refer to person providing information and check
or has insufficient funds to cover the cost of accuracy and/or refer to departmental finance
the issue contact for assistance.
An incorrect cost object quoted. Refer to person providing information and check
accuracy and/or refer to departmental finance
contact for assistance.
60. Here are a few SAP Stock Reports you may find useful in your investigations;
• MB52
• MB51
• MMBE
• MB5B
• MC48
• MC45
• MB5L
• ME2M

document property
name. :
document property
name. :
• MB25 Field Definitions

Transaction Code Description Use
MB52 Warehouse Shows value and quantity of stock held in each storage
Stock location stock item
MB51 Material List material documents; can select by material, movement

Documents type, posting date etc.
MMBE Stock Overview Overview of stock held by storage location for a particular
material
MB5B Stock for Lists by material value of stock receipts and issues for the
Posting Date specified period; display documents related to the values
MC48 Stock Value Analyse current stock value
MC45 Stock Usage Value of stock used for a particular period

Values
MB5L List of Stock List of stock values per GL; can drill to individual stock
Values quantity and value per material for raw materials and per
sales document for finished goods.
ME2M Purchasing List of Purchase Orders for a specified material in a

Documents for specified plant. Drill down to Purchase Order display.
Material
MB25 Reservation List List of Reservations for a specified material in a specified

Inventory plant. Can specify many other search parameters including
Management storage location. Drill down to reservation display.
Return to procedure
61. Access the transaction MIGO:

document property
name. :
document property
name. :
Goods Issue Goods Issue
Return to procedure

document property
name. :
document property
name. :

document property
name. :
document property
name. :
• Goods Issue Field Definitions

Goods Issue R
Reservation R
transaction you are performing. If not select the correct option.
If issuing against a reservation choose Reservation
If issuing to a Production Order or Internal Order choose

Order (Media Services Kirkstall)
For all other issues choose Others
Return to procedure
• Reservation
62.1 Enter the relevant Production Order number or the Reservation number in the
blank field to the right.
Notice the movement type changes to reflect the selections made. (201-Reservation,
261-Production Order).
62.2 If you select Others you may have to change this to reflect the cost object to be
charged. See table following:

document property
name. :
document property
name. :
• Cost centre Field Definitions

Cost centre O Enter 201. For reversals enter 202
WBS/Project O Enter 221. For reversals enter 202
Order O Enter 261 For reversals enter 262
Return to procedure
• WBS/Project
• Order
64. To Issue against Multiple Production Order numbers or Reservations.
To issue against multiple Production orders or Reservations click on after entering

the first number. The related items will default and the field will go blank, enter the
next number and click on . Continue until all required items have been
defaulted. Review each line as per instructions below.
Goods Issue - Header detail Goods Issue - Header detail
Return to procedure

document property
name. :
document property
name. :

document property
name. :
document property
name. :
• Document Date Field Definitions

Document Date R Todays date
Posting Date R Date the goods were removed from stores. This is the date
the cost object should be charged with the value of the
material issued.
SAP will only allow postings the accounting periods that

remain open. If you have problems saving the document
because of accounting periods being closed then check the
entry corresponds with current accounting periods, if
confusion still exists contact your local finance office for
assistance.
Doc.Header Text O If required enter a short not relating to the issue. This field can
be viewed in some financial reports.
Return to procedure
• Posting Date
• Doc.Header Text
66. Click on :
Goods Issue - Item overview Goods Issue - Item overview
Return to procedure
Use the scroll bar along the bottom to display all fields available.

document property
name. :
document property
name. :
Goods Issue - Item overview Goods Issue - Item overview
Return to procedure

document property
name. :
document property
name. :
67. As required, complete/review the following fields. Not all fields have been
described below, only those relevant. Field Definitions
Material R SAP Material master number
Material Short Text R Material description
OK R
Indicates that the material is to be issued ..
If you are not issuing the item then ensure the check box is
de-selected
You can select an item for issue here as well as in the

item detail section.
Qty in UnE R Quantity to be issued. Change this field if actual quantity

issued differs from expected.
EUn R Unit of entry.
Storage location R The storage location from which goods have been removed.
Stor Loc R Long description of storage location from which goods have
been removed.
Order R Production Order to be charged with value of material issued.
Operation R Operation on Production to which material is assigned.
Company Code R UNIV
Options used for goods issue are:-
201 = Issue to reservation. (202 = reversal)
261 = Issue to Production Order. (262 = reversal)
Direction R + = Receipts
- = Issues
SAP defaults the direction the stock will move based on

the movement type entered in the header.

document property
name. :
document property
name. :
Stock type Stock can be segregated based on the quality etc. This
determines which type of stock will be reduced.
Plant R Plant area the stock will be issued from
Plnt R Description of plant
Reservation R Reservation number that will be reduce/cleared by the issue.
Issues to Production orders will also have a reservation

as MRP has reserved the stock on behalf of the
Production Order.
Item R Item on the reservation
Final Issue R If flagged no further issues are expected for this reservation,
although they are still permitted. SAP will set this flag
automatically if the quantity issued matches or exceed the
quantity reserved.
Quantity R Quantity of total material issued to be charged to this cost

object.
Storage bin R Bin location of material in warehouse
Requirement quantity R Quantity of material reserved on reservation.
Withdrawal quantity R Quantity of material already issued for reservation.
Return to procedure
• Material
• Material Short Text
• OK
• Qty in UnE
• EUn
• Storage location
• Stor Loc
• Order
• Operation
document property
name. :
document property
name. :
• Company Code
• Movement type
• Direction
• Stock type
• Plant
• Plnt
• Reservation
• Item
• Final Issue
• Quantity
• Storage bin
• Requirement quantity
• Withdrawal quantity
68. Click on to enter additional items not defaulted automatically.
Goods Issue - Item details

69. As required, complete the relevant fields on the item detail tabs (see above for detailed
explanation of each field):
• Material Tab
• Quantity
• Where
• Reservation
• Account assignment
70. Click on to check your input.
If there is insufficient stock to cover the quantity you wish to issue check your input. If
all is correct you will have to cancel the document and check that all goods
receipts are up to date.
71. Click or to save your entry.

document property
name. :
document property
name. :
72. System display message "Material document 49xxxxxxxx posted":

73. Record this number on the material issue sheet:
Result
You have issued material out of stock. The SAP stock records will be updated in the
storage location of the plant you entered when inputting the transaction.
The calculated cost of the material issued will be charged to the cost object entered on the
line item(s).
Comments
It is important that stock records are maintained regularly, failure to do so will result in
incorrect reporting in many areas. It will also undermine the accuracy of any calculations
performed when MRP is active.
If the system prevents you issuing stock for any reason, use the information detailed at the
beginning of this document help with your investigations.
To display the document see instructions in step 45.
To cancel material document see instructions in step 31 Return to procedure
Document Overview and MIRO
Invoice Posting Point (IPP) (see also Display transactions below)
• MIRO: Logistics Invoice Verification

• MR8M: Cancel Invoice Document
Display (for use with roles: POP, MMR, PIR, GRN and IPP)
• FK10N Display Vendor Balance

• KO03: Display Internal Order

document property
name. :
document property
name. :
• KS03: Display Cost Centre

• MB03: Display a Material Document
• MBGR: To be loaded at a later date
• MBSM: To be loaded at a later date
• ME13: Display Purchasing Info Record
• ME1L: List Display PIR's per Vendor
• ME1M: Display PIR's per Material
• ME1P: PIR's Purchase Order Price History
• ME23N: Purchase Order Display
• ME2B: Purchasing Documents per Requirement Tracking Number
• ME2C: List Displays Purchase Orders by Material Group
• ME2K: List Display: Purchase Orders by Account Assignment


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Title: Error! Unknown document property name.

Error! Unknown Error! Unknown document property name.

Error! Unknown document property name.

• VA01: Create Sales Order

Purchase Order Point (POP) (see also Display transactions below)

• ME21N: Create Purchase Order - Vendor

Create Purchase Information Record ME11

Error! Unknown document property name.

• Select Logistics  Materials Management  Purchasing  Master Data  Info

Error! Unknown document property name.

Error! Unknown document property name.

Create Info Record: Initial Screen

2.0 As required, complete the following fields:

Field Name R/O/C Description

Vendor R Use Matchcode search to select vendor.

Material R Use Matchcode search to select material.

Purchasing Org. R Enter UNIV.

Plant R Enter UOL.

Info record O Leave blank.

Info category R Select Standard.

Error! Unknown document property name.

Create Purchasing Info Record: General Data

4.0 As required, complete the following fields:

Field Name R/O/C Description

Salesperson O Enter contact details.

Telephone O Enter the vendor’s telephone number.

Error! Unknown document property name.

Create Purchase Information Record: Purch Organization Data 1

6.0 As required, complete the following fields:

Field Name R/O/C Description

Standard quantity O Enter the estimated quantity normally ordered.

Tax code O Leave blank.

Error! Unknown document property name.

Create Purchasing Info Record: Purch. Organization Data 2

8.0 As required, complete the following fields:

Field Name R/O/C Description

Quotation O If a quotation reference is given by a vendor enter here. Not a

Error! Unknown document property name.

Create Info Record: Text Overview

10.0 As required, complete the following fields:

Field Name R/O/C Description

12. You have completed this transaction.

You have created a purchase information record.

Create Purchase Order - Vendor Unknown ME25

Error! Unknown document property name.

Create Purchase Order: Initial Screen

2.0 As required, complete/review the following fields:

Field Name R/O/C Description

Error! Unknown document property name.

Field Name R/O/C Description

Account Assignment R Enter the Appropriate Code.

Req. Tracking R Example: PA-AB-I2.

Create Purchase Order: Overview of Requisition Items

Error! Unknown document property name.

4.0 As required, complete/review the following fields:

Field Name R/O/C Description

Material R Material Number. Enter directly if known or use the

Quantity R Enter the quantity required.

A R Account Assignment Category. This will default if it was

Account Assignment Overlay Box

7.0 Perform one of the following:

(You will be required to assign a supply

Error! Unknown document property name.

Release Purchase Orders ME28