Essential Master Data in SAP

MM

Prepared By
Subhrajyoti Bhattacharjee
PMP, Certified SAP EAM/PM, Certified ITIL V3
SAP EAM/PTP/PS Systems Analyst
Perth, Australia.
E-mail: subhrajyoti.b@gmail.com

Contents
1.

MATERIAL MASTER MAINTENANCE........................................................................3

2.

SERVICE MASTER MAINTENANCE........................................................................15

3.

VENDOR MASTER MAINTENANCE.........................................................................18

4.

REQUEST FOR QUOTATIONS.................................................................................30

5.

OUTLINE AGREEMENTS - CONTRACTS.................................................................36

6.

SOURCE LIST MAINTENANCE...............................................................................43

7.

PURCHASING INFO RECORD MAINTENANCE.........................................................48

8.

PRICING CONDITION RECORD MAINTENANCE......................................................53

9.

MESSAGE CONDITION RECORD MAINTENANCE....................................................53

1.Material Master Maintenance

Transaction codes: MM01 (Create)/ MM02 (Change)/ MM03

(Display)/MM17 (Mass Maintenance)/ MM06 (Flag for deletion)/ MM60
(Material List Report)
Background and some statistics:
In SAP, materials are categorized as Material types for master data
maintenance and for the purpose of relevant process activations.
Production Planning/Sales: ROH (Production consumables),
PROC (Process Material), HALB (Semifinished Products), FERT
(Finished Products), PROD (Product Groups), INLV (ABC Nonvaluated material), VERP (Packaging)
Maintenance/Structuring: ERSA (Spare Parts), HIBE
(Operating Supplies), IBAU (Maintenance Assembly), NLAG
(Non stock rarely used), HERS (Manufacturer parts)
Dependencies on Material Types
Depending on Material Types, the Screen View compositions
and Material Number ranges will differ
Criticality of material views could differ: For example - A
material type such as FERT which is usually meant for Sales
should have sales views activated; most material types subject
to External procurement will have Purchasing view available for
data maintenance; Material types relevant for MRP should have
MRP views activated with relevant data and so on.
Organizational assignments of material would differ: For
example, a cross company material code will be created at
Company code level whereas, whereas Plant specific material
will be created at Company code -> Plant level; Sales specific
material should be in addition to Plant, assigned to a Sales area
(Sales Organization + Division + Distribution Channel)
MRP Planning parameters may differ: For example: Spare parts,
Operating supplies etc. are either subject to Consumption
Based planning using MRP Type V1 Manual reorder point
planning with external requirement or No planning ND; Finished

products kind of material usually work on MRP Type PD with Lot

sizing procedure PB (Period Lot size) or EX (Exact Lot size)
Transaction screenshots and some key parameters:
MM01 To create or extend Material Master Record

Industry sector: There are 2 industry sectors that can be

chosen I: Mineral processing, M: MTS Product Groups. M is to be
used for Material type PROD only. Industry sector is a field which
in conjunction with Material Type determines Material screen
views and field layouts.
Material Type:
To be chosen carefully. Details of relevant
Material types as provided in previous section.

Views: The following are the relevant maintainable views in

Material master record along with their purpose:
Basic data 1/ Basic data 2: Header view of a material and is
generally maintained for all material types. Important fields in this
view would include Description (Mandatory), Base unit of measure
(Mandatory), Material Group (Mandatory), Product Hierarchy (To
be maintained for Product sales reporting), Division (Mandatory
sales relevant material), GenItemCatGroup (system defaulted as
per material type)
Classification view: To be maintained for material those are to be
assigned to a specific material class along with characteristic
value assignment.
Sales: Sales Org views: To be mandatorily maintained for material
that would be sold to customers (external or internal). Internal
sales refer to Stock sale between ABC entities. Key fields that
need to be maintained in the sales views include:
Sales: Sales Org Data 1: Sales unit (if different from Base unit
with conversion factor), Tax classification (GST relevant or
Exempt), Delivering plant (if supplied by an Internal plant)

Sales: Sales Org Data 1: Material Statistics Group (Mandatory

1 possible value 1- ABC SIS), Account Assignment Group
(Mandatory is critical for auto determining Sales revenue
account, choose from dropdown based on Product type), General
Item cat group/Item category Group (auto populated based on
material type, determines Item category in line item of sales
documents where the material is used)
Sales:
General/Plant:
Availability
check
(01Daily
requirement/02 Individual requirement), Transportation Group
(Mandatory essential for Transportation route determination),
Loading Group (Mandatory essential for Shipping point
determination)
MRP Views: The following MRP views exist with some of critical
fields as underlined
MRP 1: MRP Type (Usually PD used for Product based material,
V1 for Spares/supplies, and ND for material not subject to MRP),
MRP Group (For grouping material with special MRP parameters
different from Plant MRP parameters), Lot Sizing (PB Period Lot
size, EX Exact Lot size), MRP Controller (as relevant), Reorder
point (to be manually set for MRP Type V1)
MRP 2: Procurement Type (Usually F External procurement),
Special procurement type (10 Consignment, 30
Subcontracting, 40 procurement from alternate plant),
Scheduling Margin Key (determines Float periods during MRP run
such as Planned order -> Preq conversion float etc), Planned
delivery time (For external procurement), GR processing time,
Stock Determination Group (single group 0000 configured), Safety
Stock (if relevant)
MRP 3: Period indicator (M Monthly planning, relevant for
Forecast based MRP which is not used here), Strategy Group
(used for Planning strategy identification of Planned independent
requirements, not much relevant in ABC process perspective with
no PP), Planning material/Conversion factors between material
(Not relevant as planning is done on the material directly and not
on alternate material)

MRP 4: BOM explosion of dependant Requirement Selection

method, Individual/Collective (not in use in ABC) used mostly
when SAP Production planning with Routings-BOM-Production
versions used for detailed production planning not done within
SAP system SAP at ABC.
Purchasing: This view is critical and must be maintained for all
material subject to purchasing (external or internal). Some of the
important fields include: Order unit (if different from Base unit,
corresponding conversion factors may have to be maintained),
Purchasing Group (identifies the group within purchasing team
responsible for procurement), Purchasing value key (controls
reminder
deadlines,
Delivery
tolerance limits,
shipping
instructions), Tax indicator for material (subject to tax or Tax
exempt), Automatic PO check box (if checked it will lead to
automatic creation of PO during PR -> PO conversion,
dependency in vendor master of vendor automatic PO should
have been ticked)
Work Scheduling: This view is to be maintained for materials
relevant to Production planning, which is not within ABC SAP
scope. In this view, some of the critical fields that can be
maintained are Batch Management (if material subject to Batch
management), Inspection stock (if material is to be posted to
Quality Inspection stock during GR), Critical part indicator (this
indicator is used for marking critical parts to be taken into
account during Physical inventory sampling as well as in
Reporting), Serial No profile (for activating serial nos. and
corresponding business movements allowed for material serial
no.)
Plant data/stor1: Important Fields under this view include Unit of
issue (if different from Base unit, conversion factors may have to
be maintained), Storage Bin (Fixed storage bins 10 char, not
dynamic WM storage bins), Cycle counting (CC)
indicator (for
parts to be used for ABC cycle counting, leading to auto Physical
Inventory document generation based on CC parameter settings),
Batch Management checkbox (if Batch management is to be
activated), Shelf Life data fields (Not relevant in ABC process
perspective)

Plant data/stor2: Important fields under this view include

Negative stock in Plants (In ABC Sales process perspective, issue
to Sales order of Finished goods are from Negative stock, hence in
FERT materials particularly, this would be ticked), Ser. No profile
(not in use at ABC in general), Stock determination group (for MRP
material, stock determination group 0000 set up)
Accounting 1: This is a critical view for all valuated materials
which are valuated in books of accounts. Important fields include
Valuation class (critical in automatic determination of stock
account based on material movement posting keys, specific for
material types, ex. FERT usually valuated to Finished Products
valuation class), Price control (Defaulted as per material type
setting; S- Standard price control with variations posted to Price
difference - PRD account or V Moving average price with price
variations directly posted to stock account), Standard/Moving
average price (as relevant)
Accounting 2: Fields pertaining to Determination of Lowest Value
Tax price 1/2/3 (prices at which material is valuated for Tax),
Commercial price 1/2/3 (price at which material is valuated for
commercial purpose), Devaluation indicator (identifies number of
years a material has been identified as a Slow moving/nonmoving, in Lowest value identification process, materials are
devaluated on a configured % basis for each +1 count of being
identified as slow/non-moving) May not be currently within ABC
PTP scope
Costing 1: This view is particularly relevant for
Finished/Semifinished products. Costing using Material Origin has
been found to be used with Material costs being updated against
primary cost elements in Controlling module. Relevant Origin
Group (for subdividing material and overhead costs) as configured
are set.

Costing 2: Contains details of Previous, Current and Future cost

estimates.
MM02/MM03 To change/display material master records

Changes can be made to fields of all/selected views and of data

specific to Organizational level (For example- changing plant

specific data views of the material against a certain plant while

leaving the plant specific data of material in another plant
unaltered).

In Display transaction, no changes can be made.

MM17 To change/display material master records
This transaction is used for making mass changes to a material or a
set of material. Changes can be made to a single field of a specific
view or multiple fields of multiple views.
In the first screen select the Table group in which field (s) are to be
mass maintained and execute.

Then enter specific selection criteria for material to be changed

such as Material No/ Plant/ Sales Org etc. as relevant to choose the
material where changes are to be done. Select the field to be
changed from field catalog.

Make relevant changes and save.

MM06 Flagging Material for deletion

In this transaction users can specifically select if the Material is to
be flagged for deletion at Client level (across all organization
levels) or at specific Organizational level say Plant/Storage
Location/Sales Org/Distribution channel etc.

MM60 Material List Report

It is a List report on Materials in the system. Users need to enter the
selection criteria in the selection screen and execute the report to
get the list of selected Material and their details.

2. Service Master Maintenance

Transaction codes: AC03 (Service Master Central Maintenance),
AC06 (Service List)
Background and some statistics
Services are critical in ABCs business process perspective as a wide
range of services are procured across the various business units in
the company. Services are categorized using Service categories and
given below are the relevant service categories available in ABC SAP
Production system, along with no. of activities defined data taken
from SAP table ASMD.
ALL ABC Services - 1,356 Service activities
EQPT Equipments 95 Service activities
LAB Labour 541 Service activities
MAT Material 13 Service activities
SERV Miscellaneous Services 84 Service activities
TASK Specified Tasks - None
AC03 (Service Master Central Maintenance)
This is a central transaction for creation of New service activities,
changing/displaying existing service activities. By default, the
transaction opens up in Display mode.

Data in a Service Master is grouped under Header Data, Basic Data,

Standard Service Cat., Time Management, Purchasing Data, Internal
Work, and Long Text
Header Data: Header data in a Service activity would include
Description of Activity (short text), Service Category, Base Unit of
Measure, Short Text change allowed (to be ticked if future changes in
short text is to be allowed), Deletion indicator (to mark activity as
deleted0
Basic Data: The key fields under Basic Data include Mat/Srv. Group
(critical to maintain correctly for reporting and Account
determination), Valuation Class (Mandatory to be very carefully
maintained as a set of valuation classes are defined in MM
valuation for every nature of service valuation class leads to G/L
account determination for services during creation of Service PO),
Tax Indicator (Optional can be maintained, defines Liable to Tax,
exempt, non deductable etc. which would flow over to PO -> IR for
the activity), Formula (not seen to be used much here, usually used
to associate service activity quantity calculation to a formula, for
example, Digging of a pit -> volume of pit dug could be the measure
using Volume formula)
Standard Service Cat: Fields relevant if the service is to be used as a
part of a standard service catalog, which are in general not being
used here.

The other tabs like Internal Work/Time Management not relevant in

ABC process perspective. Purchasing tab can be used to maintain
Purchasing Status field (can denote if service item is Obsolete,
Hazardous etc.). Long text tab is used to maintain Long texts.
AC06 (Service List)
It is a report on Service activities in the system. Users need to enter
the selection criteria in the selection screen and execute the report
to get the list of selected service activities and their details.

3.Vendor Master Maintenance

Transaction codes: XK01 (Create central maintenance)/XK02
(Change central)/XK03 (Display central)/ XK05 (Block or Unblock)/
XK06 (Flag for deletion)/ XK99 (Mass Maintenance)
Background and some statistics
Vendors are usually managed centrally by the Accounts Payable
team in close collaboration with Contracting and Purchasing team.
Vendors can be external vendors or internal plants supplying stock.
They can be further classified into Long term vendors or one time
vendors. Vendors usually supply Goods including Products, Stock
and Non stock/consumable items, Consignments; Services Freight
& Logistics, Consulting, Contract Labour/Manpower.
Vendors are categorized using Account Groups in SAP which also
determines the screen/field layouts of vendor master record, Partner
functions and number ranges for internally numbered vendors.
As per LFA1 table in SAP, there are around 9,495 vendors in the ABC
Production system of which:
Account
Account
Account
Account
Account
Account

Group
Group
Group
Group
Group
Group

0001 Vendor - 6,879

0004 Invoice presented by 1
0005 Forwarding agents 1
0006 Ordering address 250
CPDL One time vendor 5
MNFR Manufacturer - 2,230

XK01 Vendor creation (Central)

In initial screen, select the appropriate values of Company code,
Purchase organization, Account Group

Vendor master has 3 main Groups of data General, Accounting,

Purchasing data which are further sub-grouped and can be accessed
through page scroll down or Next/Previous page keys:
General Data: Address data including Name, Postal Address,
Communication methods (Fax/E-mail address etc),

Control Data: Screen further sub divided into relevant sections for
Account Control (Can set if vendor is also a Customer/Trading Partner),
Tax information (most fields are relevant for vendors of
European/South American countries); Reference data (only certain
fields as Industry, Proof of Delivery relevant mostly unchecked,
ServiceAgentProcGroup (for shipment cost calculation) may be
relevant); Person Subject to withholding tax (if relevant)

Payment Transaction details: Bank Account details, Alternative Payee

(if payer is a separate vendor account)

Contact Person Details: Details of contact person from vendor side.

Accounting Information: Reconciliation Account (Mandatory- G/L

account grouping vendors in Accounts payable), Cash Management
Group (Mandatory - Grouping vendors for planning based on business
relationship etc.) are relevant fields filled for ABC vendors.

Payment Transactions - Accounting: Most important fields include

Payment terms (as configured in system, usually used to control when
to pay and Discounts if any if paid within a certain defined number of
days Payment terms defined at ABC also segregate case to case
invoices, ERS payments, Payroll payment etc.), Check double invoice
(if checked system will check during invoice processing if the invoice
is a duplicate invoice based on certain parameters such as invoiced
amount, reference document no. etc.) , Payment methods (allowed
payment methods for vendor such as BPAY, Cash, Cheque, Transfer,
Payroll EFT etc.)

Correspondence Accounting: Fields grouped under Dunning data (to

be maintained if Dunning/reminders for payments are to be set,
Correspondence (correspondence details such as Name of Accounting
clerk, Telephone No of accounting clerk, Fax No of Accounting clerk, Email of Accounting clerk)
Purchasing Data: Fields grouped into Conditions (Order Currency,
Vendor payment terms, Incoterms Internationally accepted terms
defining ownership of Carriage/Insurance/Freight costs, Schema Group
vendor (for vendor specific pricing procedure in Purchasing
documents); Sales Data; Control Data (Parameters that can be set
under Control data include whether vendor is subject to GR-Based IR,
Automatic PO during PR -> PO conversion, ERS settlement indicator
periodic settlement based on Invoice Plan or ERS, Acknowledgement
required on vendor receiving a PO, Service Based IR Invoicing
based on Service entries and acceptance, Return vendor - if returns
are sent to vendor, ABC Indicator - for vendor grouping as per
importance); Default Material Data (Purchasing Group for vendor,
Planned Delivery time, Rounding profile (for rounding deliverable
quantity as per rounding rule)

Partner Functions: Basic partner functions activated as configured per

Account Group of vendor the most essential ones being OA Ordering
address, VN Vendor, PI Invoice presented by

XK02 Vendor change

In the initial screen the views are first selected in which the changes
are to be done. If all data is to be changed all views are selected,
changes done and vendor master saved.

XK03 Vendor display

In the initial screen the views that are to be displayed are first selected
for display and then proceed to display the data.

XK05 Block or Unblock Vendor

Vendors can be Blocked or Unblocked at Company code (all/selected

ones) and/or Purchasing Organization (all/selected ones) or for Quality
reasons or Completely Blocked. Vendors can be blocked for Posting
(accounts related postings at a company code level) or for Purchasing
(creation of Purchasing documents)
In initial screen enter Vendor No, Company Code (if to be blocked on a
particular Company code), Purchasing organization (if to be blocked on
a particular Purchasing Organization)

Enter more specific details like Block on specific Company code or

all, Block on all Purchasing Org. Quality Block reasons (if applicable)
in the main screen and save

XK06 Flag for Deletion

In the initial screen, Vendor, Company code, Purchase organization is
at first chosen.

Then users need to choose if all data or specific area data such as
Purchasing and/or accounting data is to be deleted. By selecting
Company code specific deletion or purchasing organization specific
deletion, vendor is marked for deletion in only those selected areas.

Deletion blocks can also be set for General data and/or Company code
specific data.

XK99 Vendor Mass Maintenance

The views which are to be maintained are first selected, and
transaction executed

Enter the selection criteria for selection of the vendors for mass
maintenance
Further selection fields can be chosen for selection value entry (if
required)

Select the fields that are to be changed

Perform changes as relevant and save data. All vendors with new data
will be updated.

4.Request For Quotations

Transaction codes: ME41 (Create), ME42 (Change), ME43 (Display),
ME44 (Maintain supplement), ME4L/ME4M/ME4S/ME4B/ME4C/MELB
List Reports
Background and some statistics:
RFQs are requests for quotations for Goods or service requirement
from potential vendors. Post creation, RFQs are sent out as SAP
messages to identified vendors. Relevant message settings are done
in system which is documented later as Message Condition records.
RFQs can be created directly or with reference to a Purchase
requisition if the Purchase requisition is the original documented
point of requirement identification.
Till date there are 27,728 RFQs in the SAP Production system.

ME41 (Create RFQ)

In Initial screen, some important entries include document type AN,
RFQ Creation Date, Quotation Deadline Date, Purchasing
Organization. Purchasing Group, Item category (Standard item or
Service), Delivery Date, Plant, Storage Location, Material Group, and
Requirement Tracking No.

For RFQs created with reference to a Purchase Requisition, most of

data as above comes from Purchase requisition details.
In the Header Data section of the RFQ, details for fields such as
Validity start, Validity end, Collective No (for grouping multiple
RFQs), Target value, Quotation Deadline etc. are entered

Item details including Item category, Material No/Textual description,

Quantity, Unit of supply, Delivery Date, Material Group, Plant, Storage
Location are entered in the Item screen

Delivery schedule can be assigned if Goods/services are expected to

be delivered in partial quantities spread over the validity period by
certain dates

Vendor addresses (including communication details such as E-mail, Fax

No. depending on SAP output message type set for AN, mostly
observed as Fax output) are to be maintained for Vendors to whom the
RFQ would be dispatched. If vendors are already created within the
SAP system, entering the Vendor No. would pull up all the details.

ME42 (Change RFQ)

Enter the RFQ No, make necessary changes if required and save.

ME43 (Display RFQ)

Enter RFQ No in initial screen of transaction, and execute to display
RFQ details
ME44 (Maintain Supplement)
Enter RFQ No in initial screen of transaction, and execute

Maintain Supplements (primarily additional Texts Header Text, Header

Note, Pricing Type, Deadline) and save.

5.Outline Agreements - Contracts

Transaction codes: ME31K (Create), ME32K (Change), ME33K
(Display), ME9K (Transmit to vendor)/ ZM01 ZM15: Customized
transactions for ABC Contracts
Background and some statistics
In SAP, Outline Agreements can be of 2 types Contracts or Scheduling
Agreements. Contracts can further be classified into Value Contracts
(WK Type) or Quantity contracts (MK type).
Outline agreements are legally binding agreements with Vendors for
delivery of Goods or services within a span of time called the Validity
period of the agreement. In case of Contracts, deliveries of

Goods/services can be done at any point of time within the validity

period, whereas, in case of Scheduling agreements, a mutually agreed
delivery schedule covering the validity period drives when and how
much of the Goods/Services will be delivered.
As observed, Value Contracts are primarily being setup in ABC SAP
system. It is to be noted that a complete Quotation evaluation ->
Contract finalization cycle takes place in a separate Contract
Management System, which is outside SAP and not within the scope
of this document. Final contracts are uploaded into SAP for execution.
In this document, only manual creation of contracts in SAP has been
documented. Automated upload (if any) has not been detailed.
Currently there are 475 Value Contracts and 5 Quantity Contracts in
SAP Production system as per EKKO table. There are no scheduling
agreements currently in Production system and hence it will not be
elaborated further.
ME31K (Create Contracts)
Contracts can be created directly or with reference to an RFQ or
Purchase requisition. In this section, direct creation method has been
detailed.
In the initial screen, select the Vendor, Agreement type, Agreement
Date, Purchasing Organization, Purchasing Group, Item category (
for Standard, K for Consignment items, D for Service), Account
Assignment category (F- Order, K Cost Centre, P Project, U
Unknown, Z Balance sheet), Plant, Storage Location, Material Group,
as relevant.

Header Details are entered including Validity Start/End, Payment terms,

Incoterms, Target value, Supplying vendor (if different from contracting
vendor), Invoicing party (if different from contracting vendor) and other
details as relevant

Header Conditions (if any) are entered. Header conditions are binding
for the entire Contract and would usually be applied on Gross value or
Net value of contract. It can be a form of Discount, as being offered by
vendor within the validity period of contract or it can be a Surcharge
applicable, as per condition type selected. These conditions are usually
Time/Period based conditions.

Item details including Material No. /Short Text, Target Quantity, Order
Unit, Net price, etc. as relevant

Detailed Item conditions can also be maintained which could include

Freight, Item level Discounts or Surcharges, Customs duty etc. as
relevant at item level.

In Item Details section, further details including Reminder/Expedite

dates, Info record update (auto update at Plant level or no update
etc), Under delivery/Over delivery Tolerances, Default Tax code,
Receiving stock type (Unrestricted/Quality inspection/Blocked), GR/IR
Control parameters (GR/Non val. GR/IR/GR Based IV) can be set,
which would regulate the further process of PR-> PO -> GR -> IR
based on the contract.

In Item Additional Data section, details such as Planned Delivery

Time, GR Processing Time, Incoterms, Weight/Volume fields for order
unit etc. can be maintained

If the Contract Item category is D Services, Service details can

also be entered in a Service section by clicking on Services icon.

ME32K (Change Contracts)

Enter Agreement (Contract) No. and press enter to proceed to make
changes

ME33K (Display Contracts)

Enter Agreement (Contract) No. and press enter to display the record

ZM01 ZM15: Customized transactions for ABC Contracts

Given below is the List of Z Transactions for ABC Contracts. Brief

details, as quoted in Z- Programs information section are quoted as
complete details on these custom transactions are currently not
available.
ZM01

Download
Contracts

Download details of materials in a contract to

allow vendors to quote on items. The upload program will then be use
d to put data into the system.
ZM02

Upload
Contracts
Upload details of materials in a contract to
allow vendors to quote on items.

To

ZM04

Price
Determination
for
Contracts
-This report changes the net price of the contract EKPO-NETPR
with the value calculated from the actual price condition of the
contract position.
ZM05 Contract Header Report No purpose maintained in Program
information section
ZM08 Contract Document ERS/GR-IV change To change ERS/GRIV checkbox parameters as set within GR-IR control section in

contract. Program calls ME32K transaction to update ERS/GR-IV

parameter values.
ZM09 PTP: Info-record ERS/GR-IV/Planned Del Time Change Calls
ME12 (Purchasing Info record Change transaction to update the
ERS/GR-IV checkboxes, Planned Del Time set.
ZM13 Vendor Classification Report Contracts No purpose
maintained in Program information section Possibly generates an
output report with detaiols from Vendor classification data on
Contracts
ZM14 Vendor Classification Report Insurances No purpose
maintained in Program information section Possibly generates an
output report with details from Vendor Classification data on
Insurance details
ZM15 Vendor Classification Report Bank guarantees No purpose
maintained in Program information section Possibly generates an
output report with details from Vendor Classification data on Bank
Guarantee related field details

6.Source List Maintenance

Transaction codes: ME01 (Create), ME03 (Display Source List), ME04
(Changes to Source List), ME05 (Auto Generate Source List), ME06
(Analyse Source List), ME07 (Delete Source List), ME0M (List Display
By material)
Background and some statistics
Source List is a record of possible sources of supply for a particular
Material of a specific Plant. Source Lists are usually points of Source
determination during the creation of Purchase requisition during MRP
run (if marked as MRP relevant), or during PR -> PO source
assignment. Items in agreements which are Account assigned (to Cost
Centre, Projects etc.) cannot be set as MRP relevant. Items with
individual requirements can be MRP relevant.
If there are outline agreements (ex. Contracts) for a particular
Material in a Plant within a certain validity period, we can generate

source list records with association to the existing Agreement for the
relevant validity period.
With reference to EORD (Purchasing Source List) table in SAP,
currently there are 32,398 Source List records (Not relevant to MRP)
and 15,397 MRP relevant Source List records in the Production
system.
ME01 (Create Source List)
In initial screen, Material Number and Plant is entered

In the entry screen either Source List record can be manually entered
with details of Valid From, Valid To, Vendor, Purchasing Org, Order
Unit, Agreement No, Item No (of agreement), Fixed Vendor, MRP
relevance, Manufacturer Part No. (if any)
Alternatively by clicking on Generate records icon
system can be
asked to generate auto record lines if there are existing outline
agreements. While doing so, the Validity period is to be specified and
it is to be specified whether system will delete/retain/invalidate
existing records if any within the validity period.

New record line(s) would be generated. Retain the appropriate line

and save the Source List.

ME03 (Display Source List)

Enter Material No and Plant in the initial screen and press enter to
display source list pertaining to a Material for a plant

ME05 (Auto Generate Source List)

This transaction is specifically for auto generation of Source List
using a selection List format. Using this transaction Source List can
be generated for e or multiple materials in a single or multiple
plants. The selection parameters and execution process is similar to
the auto Generation functionality detailed in ME01 Create Source List
in a section above.
Selection variant as set in initial screen can also be used.

ME07 (Delete Source List)

Using this transaction Source List/Source Lists for Material/Materials
upto a certain validity period can be deleted.

It should be initially run on a Test run mode and then run with
Change document generation activated.
ME0M (List Display By material)
In initial screen enter Material No (s) and/or Plant ID and execute

7.Purchasing Info record Maintenance

Transaction codes: ME11 (Create PIR), ME12 (Change PIR), ME13
(Display PIR), ME15 (Flag PIR for deletion)
Background and some statistics
Purchasing Info records are source of information for the procurement
of a certain material from a certain vendor.
Purchasing Info records can be created for either a Standard item,
Subcontracting item, Pipeline or Consignment item. These are
referred to as Info category of PIR.
Analysis of EINA and EINE table has revealed that, currently there are
36,123 Purchasing Info records with 45,318 Purchasing data records in
SAP Production system. Most of the Purchasing Info records in
Production are set against Standard items with very few Consignment
and Subcontracting Purchasing Info records.

ME11 (Create PIR)

In initial screen Vendor, Material ID, Purchasing Org, Plant and Info
category selection (Standard item or Consignment etc.) needs to be
entered.

Data is maintained under General Data, Purchasing Data, Conditions,

Texts tabs
General Data tab would include further subsections like Vendor Data,
Origin Data, Supply Options, Purchase Order Unit of Measure.
Some key fields maintained under above sub sections include 1/2/2
Reminder/Expediters,
Salesperson,
Telephone,
Order
Unit,
Conversion factor (if any), Country of origin, Region, Available from,
Available to, Fixed vendor etc.
Purchasing Org Data1 tab would include further subsections Control
data (with some main fields being Planned Delivery Time, Purchasing
Grp., Standard Qty, Overdelivery Tolerance, Underdelivery
Tolerance), Conditions section

Conditions tab (for setting condition types like Base Price, Freight,
Discounts/Surcharges, Customs duty if any etc. as applicable)

Texts section with 2 Text types Info record Notes and Purchase
Order Text (will automatically flow to Purchase Order created with
source assignment from Material Info record)

ME12 (Change PIR)

In initial screen enter Vendor, Material, Purchasing Org, Plant, Info

record No (if known), Info category and press enter

Make relevant changes and save the Purchasing Info record.

ME13 (Change PIR)
In initial screen enter Vendor, Material, Purchasing Org, Plant, Info
record No (if known), Info category and press enter to display details

ME15 (Flag PIR for deletion)

In initial screen enter Vendor, Material, Purchasing Org, Plant, Info
record No (if known), Info category and press enter to display details

Select whether the Complete Info record and/or Purchasing Org. data
is to be marked for deletion and save the record.

8.Pricing Condition Record Maintenance

Transaction codes: MEK1/MEK2/MEK3 (Create/Change/Display)

Background and some statistics
Pricing Condition Records are usually created against pricing
conditions such as Discounts, Surcharges, Taxes etc. and are driven
on the Access sequence pertaining to the Condition type. Pricing
conditions are critical components of Pricing Procedures. Maintaining
Condition records ensures that driven on the Pricing procedure of a
Purchase Order, condition types get selected and based on Access
sequence condition value match-ups with relevant field values at
Purchase Order level, condition record values are picked up from
condition tables.
Conditions can be standard conditions or Custom defined conditions
in MM configuration.
Access sequence against Condition types are defined in MM
configuration and are referred to as Key Combination in Condition
Records transactions.

MEK1/MEK2/MEK3 (Create/Change/Display Condition Records)

Enter relevant details as driven by access sequence and save

9.Message Condition Record Maintenance

Transaction codes: MN01/MN02/MN03 (Create/Change/Display for
RFQ),

MN04/MN05/MN06 (Create/Change/Display for Purchase Order),

MN07/MN08/MN09 (Create/Change/Display for Outline Agreement),
MN13/MN14/MN15 (Create/Change/Display for Service Entry Sheet)
Background and some statistics
Condition records for messages are maintained. Maintenance of
message conditions (like other condition types) is based on a defined
access sequence. Access sequence is the set of rule or sequence in
which SAP searches condition records of a certain condition type
from condition tables.
Currently message conditions pertaining to RFQ, Purchase Order,
Outline Agreements have been found to be defined in Production
MN01/MN02/MN03 (Create/Change/Display Message cond. for RFQ)
Select Output type and Key combination or Access sequence

Enter relevant details as driven by access sequence and save

For Change and Display of Message condition, the process is

similar just the Transaction codes differ
Also, same process is followed using relevant transaction codes for
other Output types like Purchase Order, Outline Agreements.