Mass Maint Docstoc Com

Mass Maintenance of
Procurement Data in SAP
Applies to:
SAP ECC 5.0 & SAP ECC 6.0. For more information, visit the Enterprise Resource Planning homepage.
Summary:
This document helps the P2P consultants to understand the mass maintenance of various data objects in
SAP. It is suit for those consultants who are new to this subject. How the mass maintenance is carried out for
the business requirement, has been explained in a simple and understandable way. Any suggestions and
improvements towards this document will be always welcome.
Author: Mohamed Hasan Rifaie.M
Company: Larsen & Toubro Infotech Ltd.,
Created on: 20th November 2009
Author Bio:
M. Mohamed Hasan Rifaie is now an associate of Larsen & Toubro Infotech Ltd. He has total 8
years of experience, out of which more than 2 years experience in the area of SAP Consulting in
Procure to pay (P2P) process and Supplier Relationship Management (SRM). He has worked
various industries like Electro mechanical construction, Automobile, Refrigeration industry as a
Procurement Executive. He has secured University Rank in Engineering degree.
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© 2009 SAP AG 1
Mass Maintenance of Procurement Data in SAP
Table of Contents
Mass maintenance ........................................................................................................................................ 3
Types of Mass maintenance ....................................................................................................................... 3
Mass changes: .............................................................................................................................................................. 3
New data addition: ...................................................................................................................................................... 3
Approach to Mass maintenance ................................................................................................................. 4
Dialog mode ................................................................................................................................................................. 4
Background mode......................................................................................................................................................... 4
Mixed mode.................................................................................................................................................................. 4
Mass changes in data ................................................................................................................................. 4
Transaction codes for Mass change........................................................................................................... 5
Variant ...................................................................................................................................................... 5
Mass Maintenance Process in Procurement.................................................................................................... 6
Mass maintenance of Procurement Master Data ........................................................................................ 6
Variant creation for Material master object ............................................................................................................... 9
Mass maintenance of purchasing documents ............................................................................................................ 30
New data addition ....................................................................................................................................... 37
Background processing ............................................................................................................................... 39
Related Content .......................................................................................................................................... 43
Copyright .................................................................................................................................................... 44

© 2009 SAP AG 2
Mass maintenance
Mass maintenance is otherwise called changing of large volume of data in the process of end to end
business. The advantage of mass maintenance over unit or individual maintenance is mainly because of
lesser time consuming and mass change. It can be also termed as mass data change.
Following are the list of advantages in terms of mass maintenance,
Changing large volume of business data
Fast and reliable compared with individual maintenance
Consistent in data change
Several fields for the particular business data can be changed at a time
Possible to change or add data to the existing records
Possible to automate the mass change by the way of background job.
Mass maintenance can be carried out almost all of the primary modules master data such as MM, SD, FI &
PP. In this document explains about the mass maintenance of data objects related to procurement.
Types of Mass maintenance

Mass maintenance can be termed as per below depends on the business needs,
Mass changes:
In this mass change, the data shall be replaced by another data required for the business. For example,
material group change in material master record, terms of payment change in vendor master record and
plant change in the purchase order document. Simply, it will replace the data with new one. Technically
speaking we need to maintain a variant for the mass data change. Variant maintenance will be dealt in the
coming page.
Please note that, we cannot simply change the master data by using this system. Changing data is governed
by certain organization setup. For example we can easily change the purchase group or material group in the
material master or the purchase order. Since these elements are maintained at client level. If we found it is
suitable for our business, obviously we can change it.
But, certain parameters for example purchase organization in the purchase order cannot be changed as like
material master or vendor master. We need to consider the organization link also for this case.
However, it is advisable to carry out this mass changes by an experienced user or business person in order
to avoid certain mistake.
New data addition:

In this mass addition of new data, a new data shall be added to the existing master data or documents
depend on the requirement for the business. Like mass change, here we shall define new field value such as
tolerance key value, cash management group, expedite date and other necessary data for the business.
Please note that, changing or adding organizational data should be valid and inter related with each other.
(Duly configured) or else system will throw error log once the job executed.
It can be the addition of certain field value in the material master record or the vendor master record.
Please note, no configuration needed for carrying out the mass maintenance in terms of mass change or
adding new value to the existing master data.
Only the required variants are to be created for carrying out a smooth and faster maintenance, while
maintaining the data.

© 2009 SAP AG 3
Approach to Mass maintenance

Mass maintenance can be carried out based on the following mode
Dialog mode
Background mode
Mixed mode
Dialog mode
Dialog mode is meant for changing small volume of data with respect to certain field value. It is common for
both mass data change as well as mass data addition. In this dialog mode, we need to enter the data
manually and execute the script. In dialog mode there is an option for test execute. We can check the result
in the test mode also. Depends on the frequent of change or add data, one can define the variant for the data
group.
Background mode
Background mode is meant for handling really mass data with respect to almost most field value. Like dialog
mode, it is common for both mass data change as well as mass data addition. In this background mode, we
need to set the background process with respect to the object to be changed and the variant related to the
object. Here, there is no method of test mode execution. All execution will taking place in the background in
order to avoid the system load. Here, we need to define the variant for the data group. Variant can be
defined during dialog mode process or separately. Background mode can be defined immediately or during
certain time or during certain event.
Mixed mode
It is a mixed of both dialog mode as well as background mode. One needs to start with dialog or manual
mode and need to switch over to the background mode for the real changes.
Mass changes in data

The following are the list of master data and documents possible to carry out the mass change.
Mass maintenance of Procurement data:
Material master
Materials (Industry)
Materials (Retail)
Vendor master
Purchasing info record
Purchase requisition
Purchase order
Purchasing scheduling agreement
Purchasing contract
Mass maintenance of Sales data:
Customer master
Sales order
Customer quotation
Customer contract

© 2009 SAP AG 4
Mass maintenance of Production planning data:

MRP data
Mass maintenance of Financial and controlling data:
G/L account
Profit center
Apart from that, we can also change Business partner data in a mass way.
In this document explains how the mass data changes are happening in procurement environment.
Transaction codes for Mass change

MASS – Mass maintenance of object data (common for all the business)
MSJ1 – Mass maintenance in the background
MEMASSPO – Mass maintenance of Purchase order
MEMASSRQ – Mass maintenance of Purchase requisition
MEMASSCONTRACT – Mass maintenance of Contract
MEMASSSA – Mass maintenance of scheduling agreement
MEMASSIN – Mass maintenance of Material info record
MM17 – Mass maintenance of material master
XK99 – Mass maintenance of vendor master
There is no need of memorizing all the transaction codes mentioned above. You can find all the T codes in
the SAP Easy access menu under respective business area. For example, if you want to maintain data for
material master, you can go to the SAP Easy access menu and found the mass maintenance under Material
master.
Variant
SAP has given one provision for frequently data change / additions with the help of certain parameter. This is
called Variant. We have to club the particular data field as a group and save as a variant. This will save the
time.
The following data can be saved as a variant
Fields available for selection
Selection criteria entered in these fields
Fields to be changed
New values for the fields to be changed
Please note, it is not possible to define a variant in background mode
When you save your variant, a dialog box appears asking you to specify a name and description for the
variant. This dialog box also offers you the option of excluding information from the variant. You do this by
choosing further options and by deselecting or selecting the information accordingly.
Here too, only the criteria are saved according to which the new records are created. If, for example, the
reference record is changed, the new record will also differ.
Variant creation is explained detailed in material master mass data maintenance.

© 2009 SAP AG 5
Mass Maintenance Process in Procurement

Under this mass maintenance process of procurement data, the following will be covered,
Mass maintenance of Procurement Master data
Mass maintenance of Purchasing documents
Mass maintenance of Procurement Master Data

The following are the master data in procurement point of view,
Material master
Vendor master
Purchasing info record
Material master maintenance
Transaction code: MM17
Menu path:
SAP Easy accessLogisticsMaterials management Material master  Mass maintenance
Select it,

© 2009 SAP AG 6
Execute it,
Here, the following material, we are changing the data (Material number: MM100 to MM107), the following
screenshot showing the field values which are to be changed by another field values. Base unit of measure,
material group, division, X-pant material status, purchasing group and valuation class
Please note that, valuation class can be changed only if no stock is existing for the material. Here, we are
taking into account of valuation class change only for reference.

© 2009 SAP AG 7
By using transaction code MM17 or by using SAP Easy access menu, we can go to the mass change of
material master.

© 2009 SAP AG 8
Variant creation for Material master object
Please note that, we can change the data with or without the help / using variant. But background mode of
mass change variant is mandatory.

© 2009 SAP AG 9
Here, it is showing table and field value of all the data related to material master. From all these data we
need to create variant for our mass change requirement. Following steps show how to create variant for the
following (Base unit of measure, Material group, Division, X-pant material status, purchasing group and
valuation class.)
Click any one of the table value and execute it,

© 2009 SAP AG 10
Choose the selection field; we will end up with the selection field screen where we can compile for variant
creation.

© 2009 SAP AG 11
Here, we need to move the data from the Pool to the selection criteria section.

© 2009 SAP AG 12
Once all the field value moved from the Pool data, it is ready for creating the variant.
Then Goto, Variants and save the variant,

© 2009 SAP AG 13
Give the name for the variant, description and save it.
Thus, the variant for material master object has been created. We need to follow the same method for the
creation of variant for other object type also.

© 2009 SAP AG 14
Execute it,
Here, you will see three tabs pertaining to difference data level. (like general data, material valuation and
plant level data).

© 2009 SAP AG 15
Enter the new value to be changed for all the fields.

© 2009 SAP AG 16
Before actually processing, one need to execute in test mode. The option available in terms of Test changes.
Execute the test changes and will get the following result.

© 2009 SAP AG 17
Once the test changes are found o.k. then you can execute in real time mode by applying the changes as
per below.
Apply the same for all the three tabs.

© 2009 SAP AG 18
Then finally save it. By checking the material master again for the changes happened. The following
screenshot showing the changed values for the materials.

© 2009 SAP AG 19
Vendor master maintenance:

SAP Easy accessLogisticsMaterials management Purchasing Master data  Vendor
Mass maintenance
Transaction code: XK99

© 2009 SAP AG 20
In this section, we will see another method of maintaining mass data in vendor master. Here, we are not
defining any variant and we are changing data without variant. Here you need to go,
Select it,

© 2009 SAP AG 21
Enter the vendor number and company code details,
Choose field,

© 2009 SAP AG 22
Here, we need to move the data from the Pool to the selection criteria section. Enter the new value in the
respective field.

© 2009 SAP AG 23
Apply changes,
Execute it,

© 2009 SAP AG 24
Then finally save it. By checking the vendor master again for the changes happened. The following
screenshot showing the changed values for the vendors.

© 2009 SAP AG 25
Info record
Info record maintenance:
SAP Easy accessLogisticsMaterials management Purchasing  Master data Info record
Mass maintenance
Transaction code: MEMASSIN
Select it,

© 2009 SAP AG 26
Select any one of the data and execute it,
Give the info record numbers and execute it,

© 2009 SAP AG 27
Select changed value,
Choose the field value to be changed,

© 2009 SAP AG 28
Then apply changes and save it.

© 2009 SAP AG 29
Mass maintenance of purchasing documents

Under this, the following will be covered,
Purchase order:
SAP Easy accessLogisticsMaterials management Purchasing  Purchase order Mass
maintenance
Transaction code: MEMASSPO

© 2009 SAP AG 30
Select the purchase order item and execute it,
Enter the purchase document number and execute it,

© 2009 SAP AG 31
Choose the fields,
Apply changes and save it.

© 2009 SAP AG 32
Mass change contract / Scheduling agreement:

Transaction code: MEMASSCONTRACT / MEMASSSA

© 2009 SAP AG 33
SAP Easy accessLogisticsMaterials management Purchasing  Outline agreement 

Contract  Mass maintenance

© 2009 SAP AG 34
Like purchase order we need to give the contract or scheduling agreement document number and execute
the same operation. Here only difference is object type (Purchase contract object type)

© 2009 SAP AG 35
You can change data in a number of different purchase orders quickly and straightforwardly, in a single step.
It is possible to change header and item data such as the plant, the terms of payment, or the purchasing
group in all the selected POs simultaneously.

© 2009 SAP AG 36
New data addition

Adding mass value:
Transaction code: MASS
SAP Easy accessLogisticsCentral functions Mass maintenance  Mass maintenance 
Dialog processing
Execute it,

© 2009 SAP AG 37
Execute it,
Select the Do not change existing data indicator on the tab “Data records to be changed”. Choose the tab
page Data records to be created.
Enter the selection criteria for creating the new records & determining the reference record if required.

© 2009 SAP AG 38
Background processing
Transaction code: MSJ1
SAP Easy accessLogisticsCentral functions Mass maintenance  Mass maintenance 
Contract  Background processing
Select it,
Enter the object type and variant name and execute it,

© 2009 SAP AG 39
Choose Execute background mode.

© 2009 SAP AG 40

© 2009 SAP AG 41

© 2009 SAP AG 42
Related Content
http://forumsa.sdn.sap.com/thread.jspa?threadID=1496021&tstart=0
For more information, visit the Enterprise Resource Planning homepage.

© 2009 SAP AG 43
Copyright
© Copyright 2009 SAP AG. All rights reserved.
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Mass Maintenance of

Procurement Data in SAP

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Types of Mass maintenance

New data addition:

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Approach to Mass maintenance

Mass changes in data

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Mass maintenance of Production planning data:

Transaction codes for Mass change

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Mass Maintenance Process in Procurement

Mass maintenance of Procurement Master Data

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Variant creation for Material master object

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Click any one of the table value and execute it,

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Then Goto, Variants and save the variant,

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Enter the new value to be changed for all the fields.

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Apply the same for all the three tabs.

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Vendor master maintenance:

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Enter the vendor number and company code details,

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Select any one of the data and execute it,

Give the info record numbers and execute it,

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Select changed value,

Choose the field value to be changed,

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Then apply changes and save it.

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Mass maintenance of purchasing documents

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Select the purchase order item and execute it,

Enter the purchase document number and execute it,

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Choose the fields,

Apply changes and save it.

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Mass change contract / Scheduling agreement:

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SAP Easy accessLogisticsMaterials management Purchasing  Outline agreement 

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