SAP Master Data in Logistics

In SAP you can distinguish 3 major types of master data :

- Material master data - Vendor master data - Customer master data

Also part of the master data are :

Info records Price lists Source lists

1. Vendor master data

1.1. How to create vendors ?

From the Purchasing main menu, click master datavendorcentralcreate

CREATE VENDOR : INITIAL SCREEN

Fill out the purchasing organisation, the account group and company for whom you wish to create a vendor. Spector Bene only has 1 purchasing organisation (0001). When creating a vendor , SAP requires information for which activity a vendor needs to be created. Example When Progestio orders material from a new supplier, the Progestio company code needs to be entered. Spector Bene recognizes 2 account groups : LIEF and ZINT LIEF is to be used when creating an external vendor, ZINT when creating an intercompany vendor. Note : Entries can be checked when next to the entry box shows a drill down arrow. Click and make your choice.

Leave blank when creating a new vendor Define for which company the vendor is created

ZINT for intercompany vendors LIEF for external vendors

Referencing supplier master data It is possible to creating a vendor by copying the features of an other vendor. Just fill out the vendor code and purchasing organisation in the reference box. Press enter.

CREATE VENDOR : ADDRESS (general level)

Legal code NV, BVBA, SA, LTD,

Supplier short name for search purposes

Language code

Note : Entry is compulsary when the entry box shows a question mark. After the necessary entries, press enter.

CREATE VENDOR : CONTROL DATA (general level)

Vendor VENDOR Nr NR Sap SAPAssigned ASSIGNED

Vat Nr VAT NR W/O W/O COUNTY County Code CODE Vat Code VAT CODE (ONLY (Only Belgian BELGIAN SUPPLIERS) Suppliers)

CREATE VENDOR : PAYMENT TRANSACTIONS (general level)

Vendor country code

Bank key Ex 001 = ASLK

Bank account number

Last 2 numbers of bank account number

Press enter

CREATE VENDOR : ACCOUNTING INFO (company level)

Always 440000

Always 012

ASCI vendor number

Press enter.

Double invoice control marker always active

CREATE VENDOR : PAYMENT TRANSACTIONS (company level)

Click DEB1

Click required payment terms

CREATE VENDOR : CORRESPONDENCE (company level)

Press enter.

No entries required on this screen

CREATE VENDOR : PURCHASING DATA (purchasing level)

Invoice currency

Click required terms Click required terms

As required

Compulsory order confirmation

See more entries

001 : Central Purchasing 002 : Technical Purchasing 003 : EDP

Average vendor lead time

Press enter

CREATE VENDOR : PARTNER FUNCTIONS (purchasing level)

No entries required on this screen

To store the vendor master data, press the save button !!! This action concludes the set up of supplier master data. Your vendor is now stored in SAP.

1.2. How to change vendor master data ?

From the purchasing main menu, click master vendorcentralchange

Press enter. You reach the change vendor master data initial screen.

CHANGE VENDOR : INITIAL SCREEN

Enter the purch. orgn. nr

Enter the vendor nr if known or double click the box to enter your search selection. Info required

Enter the company code or double click the box to enter your serach seleciton. Info optional. Choose which set of data you wish to change by flagging the appropriate box

Press enter and change the relevant data. PRESS THE SAVE BUTTON AFTER YOU MADE YOU CHANGES TO STORE THE INFORMATION.

1.3. How to display vendor master data ?

From the purchasing main menu, click master vendorcentraldisplay

Press enter. You reach the display vendor master data initial screen.

DISPLAY VENDOR : INITIAL SCREEN

Enter the purch. orgn. nr

Enter the vendor nr if known or double click the box to enter your search selection. Info required

Enter the company code or double click the box to enter your serach seleciton. Info optional. Choose which set of data you wish to change by flagging the appropriate box

Press enter.

2. Material Master Data

2.1. How to create a material master ?

SAP main menuLogisticsmaterial managementmaterial master

2.1.1. Creation of a material.

Click enter.

CREATE MATERIAL : GENERAL : INITIAL SCREEN

By default pick M=Mechanical engineering

Enter HAWA

Press enter.

After having entered, SAP asks which views need to be created for a particular part.

Not all views need to be created to make SAP work. Flag those views that you wish to create. Views to be created : Basic data Classification Sales : General/Plant data Purchasing Purchasing Order text MRP 1 Storage Warehouse management Accounting Purchasing Warehouse SD Purchasing Purchasing Purchasing Warehouse Warehouse Purchasing

After having the views you wish to create, SAP requires info for which plant the part is created

CREATE MATERIAL : GENERAL : INITIAL SCREEN

Select and enter the values you require.

Click enter

CREATE MATERIAL-GENERAL: BASIC DATA M HAWA Fields to be entered : Base unit of measure Material group Old Material number Product hierarchy Description Language Net weight Gross weight Unit of weight : select and enter : defines to which productgroup the part belongs (eg hoofdgroep ASCI) : former material number Can be used to enter an equivalent ASCI material code : feature to classify material (hoofdgroep, groep, subgroep, merk) : allows to enter a material description in 1 or more languages : allows selection of language : enter

Go the next view

CREATE MATERIAL-GENERAL : CLASSIFICATION

After entering , go to the next view CREATE MATERIAL-GENERAL : SALES : GENERAL/PLANT DATA M HAWA Fields to be entered : Transportation group :

defines how the material is shipped : pallets, boxes, bags

click and go to the next screen

CREATE MATERIAL-GENERAL : PURCHASING M HAWA

Go to the next view

CREATE MATERIAL GENERAL : PURCHASE ORDER TEXT M HAWA This feature allows to have a specific comment text printed on the purchase order.

After entering go to the next view

CREATE MATERIAL-GENERAL : MRP 1 M HAWA Fields to be entered : MRP type Reorder point Planning time fence MRP controller Lot size key Minimum lot size Fixed lot size Maximum lot size Maximum stock level : : : : : : : : : key that determines whether and how the material is planned if stock levels drop below this point, MRP will issue order proposal period within which SAP can not change proposals person having created and managing the material key determining the lot-size-procedure to be used minimum quantity SAP will present as ordering qty fixed minimum order qty or multiple single order qty that can not be exceeded qty of material in this plant that cannot be exceeded

Goods receiveing processing time : time necessary to move goods from the receiving area to its bin Planned delivery time Safety stock : delivery time lapse between vendors plant and our plant (work days) : self explanatory

Go to the next view.

CREATE MATERIAL-GENERAL : STORAGE M HAWA Fields to be entered : none

Go to the next view.

CREATE MATERIAL-GENERAL: ACCOUNTING M HAWA Fields to be entered : Valuation category Valuation class Moving average : : : key to be activated with X in case of batch managed material If not leave blank ! select the activity the material is allocated to as user entity when creating a material, moving average price=piece price

You have reached the last view of the material master. Save your material master. SAP assigns a material number to the material.

2.1.2. Changing of a material Material masterchangeimmediatelyenter

Select and enter the material. Click views you wish to change. Change and save your changes.

2.1.3. Display of a material. Material masterdisplay currententer

2.1.4. Deletion of a material Material masterflag for deletionimmediatelyenter

Select and enter the material. Click views you wish to display.

2.1.5. Creation of non valuated stock material and non stock material 2.1.5.1. Definitions - Non valuated stock material Material entering the warehouse and having a stock location but which is not valuated (eg promotion material) - Non stock material Material that does not enter the warehouse and that has no stock location (eg office equipment) 2.1.5.2. Creation Same procedure is to be followed as when creating a valuated stock material (see page 44). However when entering your material type, choose UNBW for non valuated stock material or NLAG for non stock material. The rest of the order creation cyclus remains unchanged, except for a few views which do not have to be created.

Enter UNBW (non valuated stock material) Or NLAG (non stock material)

Changing, displaying or deleting such material is done in the same way as valuated stock materials.

3. Additional master data in Materials Management

3.1. Info Records
Purchasingmaster datainfo recordcreate

Press enter The purchasing info record is a source of information for Purchasing. It contains info on a specific material and a vendor suppluyying the material. For example the vendors current pricing is stored in the info record. Info records are created automatically when an order is issued. Info records can be changed manually (see procedure below).

CREATE PURCHASING INFO RECORD : INITIAL SCREEN

Enter a vendor Enter a material

Enter the purch org.

Enter a plant

Enter info and press enter.

CREATE PURCHASING INFO RECORD : GENERAL DATA

Enter as required

Enter as required

For further info entry , press purch. org. data 1

CREATE PURCHASING INFO RECORD : PURCH. ORGANIZATION DATA 1

Enter data as required in all white fields

Should you wish to return to the previous screen, press general data. Should you wish to enter conditions, press conditions.

CREATE PURCHASING INFO RECORD : CONDITION SUPPLEMENTS

Allows entry of staffling conditions

Shows default conditions

Allows changing order validity date

CREATE PURCHASING INFO RECORD : TEXT OVERVIEW Should you wish to add text press texts.

Text which is not printed on any document

Text which is printed on the PO only

After having entered either general info, condition info or text info, press save !

3.2. Source list

Purchasingmaster datasource listmaintain A source lists specifies the allowed (and disallowed) sources of supply for a material within a plant.

Press enter.

MAINTAIN SOURCE LIST : INITIAL SCREEN

Enter a material

Enter a plant

MAINTAIN SOURCE LIST : OVERVIEW SCREEN

List valid from List valid to

Vendor Purchasing organiazation

Agreement nr

Line item of agreement Marker identifying preferred vendor

Marker identifying vendor not to be used (blocked)

Press save.

4. Customer Master Data

1. How to enter the Master Data menu(s) Business Partners & Pricing The different types of business partners (customers) and the pricing information is part of what is known as the master data in SAP. Master data are the central building blocks used by the system. Master data is usually more or less fixed for a longer period and used for the creation of different types of documents (e.a. sales order, purchase order, ).

The following screenshot shows the changes in the menu. Notice that the title bar indicates that you are in the SD Master Data screen.

2. How to create a (customer) partner Within SAP customers are called Business Partners there are a number of different partners indicating the nature of the relationship. E.g. Sold-to Party refers to a standard customer while Ship-to party refers to the place where the goods are to be delivered. A new customer within the Spector SAP environment will always be created as a Sold-to party later on the information can be further extended with ship-to and other partner functions. This will be further detailed in the section partner function.

The Sold-to party will be centrally created. This means that all the views for this customer will be created. Further specification for particular views (e.g. accounting) will be handled by the responsible departments A view consists of a number of fields grouped together around the same topic, it can be spread over several screens.

The views themselves are again grouped in three logical blocks: General data Company code data Sales area data

Before entering the data itself we have to specify where we will create the customer this is the company code and the sales area . Also the account group needs to be determined, indicating the kind of business partner. When a business partner is nnot yet known in the system account group can be one of two options: ZSOL: Spector sold to party This refers to an external customer, a customer not part of the Spector group. ZINT: Spector branch with interco billing This refers to a customer part of the Spector group.

The sales area is defined by the combination of Sales organization Distribution channel Division

The customer number (for ZSOL) will be created automatically by the SAP system and need not be entered. Al internal customers (ZINT) will need a customer id. Account Group: choosing an account group determines further handling of the account (e.g. auto-numbering or not) for Spector all specific created account groups start with Z, like: ZSOL, ZPAY, ZBIL, ZINT. Standard, creation of a customer (business partner) is done by selecting type ZSOL these types will be discussed in the section partner functions. Reference fields: these fields are NOT used to enter customer data but to create a customer based on another account. If the customer account to be created is almost the same as another known account the customer n, sales organization, distribution channel and division is entered. It is not necessary to enter all these fields when creating only the general customer info SO is not relevant. This function is also very useful to add additional divisions where the customer exists. The customer n is the same for all sales organizations!

The following will handle the different views, field by field.

General data Address

Here you can enter the address and communication data for the customer . Most fields are self-explanatory. Remarks: Name is the name of the shop (not contact person) Title: NV, BVBA, District: general area local place name. ? indicates a field that has to be filled in, without it the system can not continue Telebox: used to put the inactive date from the ASCI legacy system. When importing an inactive customer the Telex number, Teletex number are not apllicable for all countries Dataline, can be used to enter the telephone number used to make a computer-tocomputer connection with the customer

General data Control data ACCOUNT CONTROL

Vendor: if the customer is also Vendor, its vendor number goes here (entry with lookup). Trading partner: inter-company code used to identify a customer as part of the Spector Group. Authorization: makes it possible to further detail security issues. Group key: customers can be grouped together (reporting)
TAX INFORMATION

Tax code 1: not used Tax code 2: VAT number without language specification. Fiscal address: not used by Spector Bene. Equalization tax: not used for Spector Bene (specific for Spain). Suppress price: if checked the prices on the delivery note will be suppressed.

VAT registration n: VAT number with language specification, this entry will be checked for syntax depending on the country code.
REFERENCE DATA / AREA

Location n 1 & 2, check digit: specific for Germany SpBene not used. Industry: not used Location code: not used Transport zone:
General data Marketing

Not used by Spector Bene.

General data Payment transactions

Ctry:: code for the country where the bank account is held. This will be used to check the bank account itself for integrity. Bank key: this identifies the bank where the account is held and the type of bank account. A bank account checking procedure is linked to the bank key number of digits, format, .

Bank account: the actual account itself. CK & UNKT: used to enter additional data connected to the account country specific. These fields have other meaning based on the selection of Ctry. Spector Bene will not use these fields. Collection: when the customer will use the account for domiciled payments, this box must be checked. Whether domiciliation will be used or not still needs to be indicated at payment terms. Bank data: gives the detailed info connected to a bank key, like bank address. Alternative payer: the payer can be set on two levels: For a company code (here) view payment transactions For a sales area partner functions If a payer is defined on the lower level (sales area) then that data will be used Payer in document: when checked it is possible to change/enter the bank details when making sales documents (sales order, shipment & billing).

General data Unloading points

This screen is used to sum up the different unloading point at the customer. An unloading point is a place and time where Spector can physically deliver the goods for the customer (at the customer). Unloading point: name of the unloading point (e.g. back of shop via wooden gate). Customer factory calendar: here it is possible to indicate the calendar used for this customer when delivering goods. A factory calendar is used on different places in SAP, it is literally a calendar determining official holiday, weekends, . By choosing the French factory calendar delivering on the 16 of July will not happen (national holiday France). UP: ? Goods receiving hrs.: by double clicking the gray beam you get a pop-up where the hours can be entered when the customer can receive goods.
General data Foreign trade

General data Contact persons

This screen is used to keep information on the contact person(s) at your customer. Most fields are self-explanatory - First name, Last name Telephone1, Address, Department, Function.

Company code data Accounting info

This screen is used to enter the accounting info related to a customer. In Spector this data will be maintained by the accounting department.
ACCOUNTING INFORMATION

Reconciliation account: the account indicated FI, chart of accounts Spector refers to the account where all customer debts will be grouped (Spector: 400 000). Head Office: if this is a customer within a larger (corporate) structure, it is possible to indicate the head office, this is a reference to another business partner (= customer id). This field is purely informational, Authorization: used for authorization, who can update, delete, create? Sort key: Subsidy indication: Planning group:

INTEREST CALCULATION

It is possible to add interest on customer debt in Interest indication: Interest calculation frequency: will the interest be calculated on a weekly, monthly, yearly bases? Last key date: the system generates a date in this field every time the account has been checked for interest calculation. Last interest calculation: the system generates a date in this field every time the accounts debt has been changed due to added interest.

Company code data Payment transactions

PAYMENT DATA

Payment terms: B/e exchange terms: Check cashing time: Tolerance group: Record payment history: Known/neg. leave: Alternative payer: Individual payer: B/exch. rate:
AUTOMATIC PAYMENT TRANSACTIONS

Company code data Correspondence

Company code data Insurance

Sales area data Sales

Sales area data Shipping

Sales area data Billing

Sales area data Output Not used Sales area data Partner functions

3. Overview of the pricing structure

In the sales menu (logistics sales/distribution) choose the sales menu, under master data youll find the option prices

The prices maintained in this section are sales prices for materials defined by MM, these materials may be trade goods (HAWA), services (DIEN) or evaluated non-stock material (NLAG). Prices are defined on three levels Material Price list (via price list type) Customer specific

Pricing is very flexible in SAP Spector Bene will use 2 condition types. A condition type exists of a number of action sequences. The action sequences for Spector Bene are the three levels described above. Both condition types have the same action sequence but are linked to different sales documents (order & scheduling agreement*) PR00: this is the standard condition type and will be used for a (standard) sales order PR99: this condition type will be used for scheduling agreements (wholesale) When setting the prices for PR00 you can use the first three items of the prices menu (material price, price list type & customer specific). Setting prices for PR99 can be done by using Prices sched. agreement there too you can choose to set the price for a material, price list or custom specific). Entering the pricing data is the same for PR00 & PR99 (same screens) see point 7. What is a scheduling agreement? A scheduling agreement is an agreement with your customer where he/she buys a certain amount of a certain product on a specific date. (cf. gespreide leveringen). Remark: prices can be created, changed & displayed whatever the choice screens and functionalities are more or less the same.

4. How to enter pricing data

We will discuss the change option to get all the screens. Material First

Remark: price is set within sales organisation & distribution channel. Further

Price list First

Remark: here an additonal reference has to be made to the pricelist! Further

Initially Spector Bene will not make use of this level of pricing!

Customer specific First

Further

Remark: here an additonal reference has to be made to the customer!