MASTER DATA:

Master data contains information, stores in a database for longer period of time and it is used for
different application.
• Different types of Master Data in SAP MM are: -

1. Material Master
2. Vendor Master
3. Info Records
4. Source list
5. Quota Arrangement

1. Material Master

It is a Master file which contains information of a particular material, depending upon the views
selected from the user departments.
• Different types of views available in Material Master Record are
1. Basic data 1 & 2
2. Purchasing
3. General plant data storage 1 & 2
4. Warehouse Management 1 & 2
5. MRP (Material required planning) 1,2,3,4
6. Accounting 1 & 2
7. Costing 1 & 2
8. Quality Management
9. Plant Stock
10. Storage Location Stock
11. Classification
12. Forecasting
13. Purchase Order Text
14. Foreign Trade: Import Data

Material Type:
It is a key that assigns the material to a group of materials such as Raw materials, trading goods.
This allows you to manage different materials in a uniform manner in accordance with your
company's requirements.
The Material type defines certain attributes of the material and has important control functions.
Use: When creating a material master record, the material type determines
• Whether the material number is assigned internally or externally
• From which number range interval the material number comes
• Which screens are displayed
• The order in which screens are displayed
• Which department-specific data is displayed for the user to enter
Different Material Types available: -ROH - Raw Material
FERT - Finished Product
HALB- Semi finished Product
HAWA- Trading goods
DIEN - Services
ERSA - Spare Parts
PIPE - Pipeline material
LEIH - Returnable Packaging
HERS- Manufacturer Parts
FGTR - Drinks
FOOD- Foods
FRIP - Perishable Goods

To Create a Material Master Transaction code: -

MM01: To create
& to extend the material
MM02 :To change / edit
MM03 :To display
MM06 :To deletes the Material master
MM50 :To extend the Material views
MM60 :To See Material Master List
MMAM : To Change the Material Type
• Path of - MM01 SAP Easy Access Logistics MM Material MasterMaterialCreate General

• To Create Material Master: - Transaction Code: - MM01

Select Industry Sector & Material Type � Press Enter

When you create a material master record, you are required to classify the material according to
industry sector and material type.
Industry Sector Key that specifies the branch of industry to which the material is assigned
Use: When you create a material master record, the industry sector determines
• Which screens appear and in what order
• Which industry-specific fields appear on the individual screens

Then Click on Organization levels select Views & Press Enter

Enter Plant & Storage Location then Press Enter

Enter all the required fields in different Views (Basic data1, Sales, Accounting etc)

After entering all the fields Press enter and Save

Fields in different views in Material Master• Basic Data 1

Material Description
Basic Unit of Measure
Material Group
Old Material Number
X- Plant Material Status- Blocking option
General item category
Gross Weight
Net Weight
Volume etc
• Basic Data 2 – contains Design Drawing information

• PurchasingBasic unit of measure

Purchasing Group
Material Group
Plant – Specific – Material Status - Blocking option
Source list
Batch Management – Automatic PO
Purchasing value key
GR Processing time (number of days required after receiving a material for inspection & then
placed into the storage location)
Critical Part
Manufacturer Part number
Manufacturer

• General Plant Data Storage 1: -Basic Unit of measure

Temperature conditions
Storage Conditions
Container Requirements
Hazards material number
Batch Management
SLED (Shelf Life Expiration Date)
• General Plant Data Storage 2: -
Plant
Gross weight
Net Weight
Negative stock in plant
Profit Center

• Accounting 1: -Basic Unit of Measure

Valuation Class
Price control
Price unit
Valuation Category
Currency
Moving & Standard Price
Total Stock
Total Value
Division
• Accounting 2
Tax Price 1,2,3
Commercial Price 1,2,3
LIFO Pool

• Quality management
Unit of issue
GR processing time
Plant specific material status
QM Control key
QM procurement active
2) Vendor Master Data

The vendor master database contains information about the vendors that supply an enterprise.
This information is stored in individual vendor master records. A vendor master record contains the
vendor’s name and address, as well as data such as:

• The currency used for ordering from the vendor

• Terms of payment

• Names of important contact persons (sales staff)

Since, to the accounts department, vendors are generally creditors (accounts payable), the vendor
master record also contains accounting information, such as the relevant control account
(reconciliation account) in the general ledger.

Therefore, the vendor master record is maintained by both Accounting and Purchasing.

Features

Vendor master records contain important data on your vendors. You can also store data in the
vendor master record that applies to certain specific organizational levels (e.g. company code,
purchasing organization, plant) within your enterprise.

The vendor master record consists of three areas:

1. General data

Data that applies equally to each company code within your enterprise (address, telephone
number, language in which you communicate with your vendor, etc.).

2. Company code data

Data kept at company code level (payment transactions, number of control account, etc.).

3. Purchasing data

Data of importance with regard to your enterprise’s purchasing activities and which is kept
at purchasing organization level (contact person, terms of delivery, etc.).

Account Group:

The account group determines, for example, that only those screens and fields of the vendor
master record that are needed for the relevant role of your business partner are displayed and
ready to accept user input.

Path :Logistics General under Business Partners VendorControlDefine Account Groups and
Field Selection (Vendor).
The account group determines:

• The type of number assignment and the number range from which the account number
used by the system to identify the vendor is assigned

• Whether or not a one-time vendor is involved

• Which fields the screens of the vendor master record contain and whether entries in these
fields are mandatory or optional

• Which data retention levels below the purchasing organization are allowed (for example,
vendor sub-range)

• Which partner determination schemas are valid

Maintaining Vendor Master Records

• Create vendor master record

• Change vendor master record

• Block vendor master record

• Use one-time vendor

• Display list of vendors

Create Vendor Master Record

1. Choose Master data Vendor

 Central
 Create
 from the Purchasing menu.

2. Enter the purchasing organization and an account group. If you want to use another vendor
master record as a reference, enter the account number of that vendor in the Vendor
(creditor) field (under Reference). Press ENTER .

3. The Create Vendor: Address screen appears. Enter the address and press ENTER .

4. The Create Vendor: Control screen appears. On this screen, enter the accounting data
needed by the payment and dunning program, and data for declarations to the tax
authorities. Press ENTER and enter the necessary data on the subsequent screens that
appear.

5. On the Purchasing Data screen, enter purchasing-specific data such as the order currency or
the key for the terms of payment and then press ENTER .

6. The Create Vendor: Partner Roles (partner functions) screen appears. Maintain the
necessary partner roles on this screen. (See Partner Roles in Purchasing.)

7. Click to save the vendor master record.

Change Vendor Master Record

1. Choose Master dataVendorPurchasingChange.

 2. Enter the vendor number and the purchasing organization, and select the data you wish to
change. Press ENTER .

3. Enter your changes and click to save your input.

Block Vendors

Suppose you would like to prevent further deliveries from a vendor who has supplied goods of poor
quality. You can freeze or "block" the vendor account in the vendor master record.

Once you have set the blocking indicator in the vendor master record, purchase orders can no
longer be placed with this vendor. The "blocked" status for the vendor applies until such time as
you cancel the blocking indicator.

To block a vendor, proceed as follows:

1. Choose Master dataVendorPurchasingBlock. Enter the vendor number and the

purchasing organization. Then press ENTER .

2. A screen appears, on which you can indicate whether the vendor is to be blocked for a
specific purchasing organization or for all purchasing organizations.

Click to save your input.

Use One-Time-Vendor

You can create special vendor master records for vendors from whom you procure goods only once
or rarely, so-called One-Time Vendor Master Records.

For example, suppose you order goods from a vendor with whom you usually do not
place orders, because your main vendor was not able to supply the required items.
In this case, you would use a "one-time vendor" master record.

In contrast to other master records, a "one-time vendor" master record is used for several
vendors. The purpose of this is to avoid the unnecessary creation of an excessive number of
individual vendor master records. For this reason, you may not store any vendor-specific data in a
"one-time vendor" master record.

When creating a "one-time vendor" master record, you must assign a one-time account group.
This account group determines that the vendor-specific fields are suppressed. You don’t need to
enter this data until the time a purchasing document (e.g. a PO) is created.

When you create a purchasing document with a one-time vendor, you will be asked to enter the
vendor address. Enter the vendor’s name and address.

Like all other master records, you can display, block, or delete one-time vendor master records.
Purchasing Info Record

Serves as a source of information for Purchasing. The purchasing info record (also referred to in
abbreviated form as the "info record") contains information on a specific material and a vendor
supplying the material. For example, the vendor's current pricing is stored in the info record.

The info record allows buyers to quickly determine:

• Which materials have been previously offered or supplied by a specific vendor

• Which vendors have offered or supplied a specific material

Structure

Content of an Info Record

The info record contains:

• Data such as prices and conditions that you can store for the relevant purchasing
organization or plant

• The number of the last purchase order

• Tolerance limits for overdeliveries and underdeliveries

• The planned delivery time (lead time required by the vendor to deliver the material)

• Vendor evaluation data

• An indicator showing whether the vendor counts as the regular vendor for the material

• The vendor sub-range to which the material belongs

• The availability period during which the vendor can supply the material

The info record contains quotation and ordering data. The data in the info record (prices for
example) is also used as default data for purchase orders.

For instance, you can store the current and future quotation conditions (discounts, fixed costs etc.)
in the info record, in order to be able to copy them into Pos. You can also maintain the vendor’s
conditions directly in the info record.

Organizational Levels

An info record can apply to the following organizational levels:

• Purchasing organization

• Plant

Procurement Types in Info Records

• Standard

A standard info record contains information for standard purchase orders. The info records
can be created for materials and services with and without master records.
 • Subcontracting

A subcontractor info record contains ordering information for subcontract orders. For
example, if you subcontract the assembly of a component, the subcontractor info record
would include the vendor's (subcontractor’s) price for assembling the component.

• Pipeline

A pipeline info record contains information on a vendor’s commodity that is supplied through
a pipeline or pipes (for example, oil or water) or by similar means (for example, electricity
through the mains). The info record contains the vendor’s price for the consumption of such
commodities by the buyer ("pipeline withdrawals"). You can store withdrawal/usage prices
for different validity periods.

• Consignment

A consignment info record contains information on a material that vendors keep available at
their own cost on the orderer’s premises. The info record contains the vendor’s price for
withdrawals by the orderer from consignment stock. As in the case of the pipeline info
record, you can store prices for different validity periods.

Order Price History

The purchase order price history logs the various prices charged for a material by a vendor.

Texts in the Info Record

The info record contains the following text types:

• Info record memo

An internal note or comment that is adopted in the PO item. The info record memo is not
printed out.

• PO text in info record

This text serves to describe the order item and corresponds to the PO text in the material
master record. It is adopted in the PO item and included in the printout.

• Short text

For material that has a material master record, the short text (short description) is adopted
directly from the material master record in the PO or the outline purchase agreement.

ME11 Create Purchasing Info Record

ME12 Change Purchasing Info Record
ME13 Display Purchasing Info Record
ME14 Changes to Purchasing Info Record
ME15 Flag Purch. Info Rec. for Deletion
ME16 Purchasing Info Recs. for Deletion
Maintaining the Source List

Call up the transaction as follows:

Menu Path From the Master data node Source list ® Maintain
(or Display, if no new outline agreement has been
created).

Transaction Code ME01, ME03

1. On the Maintain Source List: Initial Screen, enter the following data:

Field Europe North America

Material 100-430 100-430

Plant 1000 3000

2. Choose .

The Maintain Source List: Overview Screen displays the available source list records.

3. Maintain the source list by entering a new line in the list. Enter the following data:

Field Europe North America

Valid from Today’s date Today’s date

Valid to End of next year End of next year

Agreement Number of the quantity Number of the quantity contract

contract you displayed or you displayed or created
created

Item 10 10

Fix X (fixed or preferred source) X (fixed or preferred source)

4. To check the correctness of the entries, choose .

If you note any problems with the source list records proceed as follows: If the list already
contains data, select the relevant items, then choose . In the Delete Source List Records
dialog box, choose Yes. To check the correctness of the entries, choose .

5. If required, correct your entries.

 6. Choose .

The system issues a message to confirm the transaction.

7. Choose .

Maintain Quota Arrangement (MM-PUR)

A quota arrangement is a mechanism for determining which portion of the total requirement of a
material over a period is to be procured from a certain source. If quota arrangements exist in the
system, they exert an influence with regard to precisely which source (perhaps from a number of
different possibilities) is assigned to a given purchase requisition.

Activities in Materials Management

Activity Transaction

Maintain quota arrangement MEQ1

Display quota arrangement MEQ3

Display changes to quota MEQ4

arrangement

Analyze quota arrangement MEQ6

Delete quota arrangement MEQ7

Monitor quota arrangement MEQ8

Quota arrangements per MEQM

material

To set up a quota arrangement for the procurement of a material, proceed as follows:

1. Choose Master dataQuota arrangementMaintain.

2. Enter the material and plant number. Then press ENTER to display the overview screen for
the quota arrangement periods.

3. Enter a validity period for the quota arrangement.

 Enter the date until which the quota arrangement is valid. The start date is calculated by
the system.

Press ENTER .

4. Select the quota arrangement and choose Goto � Item overview to display the item
overview screen of the quota arrangement.

5. Enter a quota arrangement item for each source of supply you want to include in the quota
arrangement. You must enter the following data.

Procurement type

A quota arrangement can provide for external procurement or in-house production. Enter f
(the indicator for external procurement) in the P column.

Special procurement type

Enter k in the S column, for example, if a consignment arrangement for the material exists
with the vendor.

Vendor number

Enter the number of the vendor from whom you want to procure, if the material is procured
externally.

Procurement plant (supplying plant):

Enter the key of the procurement plant (supplying plant) in column PPl, if the procurement
type provides for in-house production.

Quota

In the Quota column, enter the quota assigned to each item. The quota determines which
portion of a total requirement over a period should be procured from the source in question.

For example, suppose a quota arrangement contains two sources of supply and you enter a
quota of 1 for both. This means that each source is then allocated 50% of the total
requirements for the material over the period in question.

6. Press ENTER .

The percentage distribution of the quotas is calculated and displayed automatically by the
system.

7. Save the quota arrangement.

The system assigns a number to the quota arrangement item automatically.