Archiving the Material Master

Transaction SARA contains all the SAP archiving objects for all the SAP R/3
applications modules. All the SAP archive functions are shown in SARA. Choose
the corresponding SAP archive object, hit enter and the archive administration
menu will be shown. Provided here will be an example on how to archive the SAP
Material Master.

Archive a Material Master Record

When a material is no longer required in a company or plant, you can archive and
delete the material master record.

You have to Flag the material master record for deletion. This is known as logical
deletion.

Before a material master record can be archived and deleted, other objects (such as
purchasing documents) that refer to this material must themselves be archived. You
can see which objects these are and the dependencies between them in the network
graphic.

If a material master record cannot be archived and deleted at a given organizational

level, the reason is given in the log (for example, a purchase order exists for the
material). The log also contains technical data such as the number of material
master records read and the number deleted.

Some of the archive error log message :-

Costing data exists

Use in routing

Use in sales and distribution

Use in bill of material

Delivery exists

Costing data exists

Info record exists

Purchase order exists

The Archiving steps :-

Archiving object MM_MATNR for archiving material master records.

You can display the archived data, but not reload it.

To archive the material master, first goto transaction MM71.

Type in a variant name and click Maintain. (Tick the Test Mode for archive
simulation).

Save the variant.

Maintain the Start date and Spool parameters and click execute.

Click Goto Job Overview to check the archive status.

To do a permanent delete, goto transaction SARA and click Delete button.

Maintain the Archive Selection, Start date and Spool parameters.

Click Test Session for testing or click execute to start the deletion program.

Click Goto Job Overview to check the delete status.

Now, if you goto MM02/MM03, you will not be able to find the record in the
material master.

Meaning of Archiving Residence Time

Why do we used residence time 1 and residence time 2 in document
archiving?

Residence time 1 is for items without deletion indicator.

Before the deletion indicator is set for a document item, the system checks whan
the relevant item was last changed. Changes taken into account include a change
in the order quantity and a goods receipt, for example. The date of the last change
is compared with the current date. If no change has taken place within the
specified residence time 1, a deletion indicator is set for the item.

Residence time 2 is for items with deletion indicators.

For document items for which the deletion indicator has been set manually or
during the archiving run, the system checks how many days have elapsed since the
deletion indicator was set.
The complete document is not archived until:

- The deletion indicator has been set for all the items of a document

- None of the items have been changed within the specified Residence time 2 (i.e.
the last change was the setting of the deletion indicator.

After this, archived documents can be deleted from the database.

This enables you to set the deletion indicator automatically (residence time 1 =
fullfilled) during an archiving run and still keep those records for another time
period (residence time 2) in a two step archiving procedure.

How to use "ME98" to delete PO from system completely?

I am using "me98"(archive) to delete a PO that have a mistake for vendor

code.
The following step is:
the 1 step: I maintained and saved a variant. For this variant, I have to create
a name for this variant and select the PO which want to delete. it's right?
the 2 step: I maintained a "Start Date". For "Start Date",I select the
"immediate " to execute it. Is it right?
the 3 step: whether I maintained the "Spool Params" or not? May I execute it
immediately or not?
I have no idea for deleting PO via the "archive". How can i do that ?

Archiving is not deleting. What do you think why SAP developed that much
programs to retrieve and read data from an archive.

Archiving is saving and keeping data for a certain period (based on local laws for
data retention and auditing purposes) outside of the production data base. Such a
job is usually done to keep the database small and fast.

While doing archiving the records are written to a file and verified to be readable
and then the original record gets deleted from the database. Only if you delete then
the file with the archived data you have deleted the record forever.

Sometimes people seems to work like a burglar and want erase every single
evidence for an error. But even errors, or especially errors are subject to be audited
if they are corrected in the right way. This is the same for financial and tax
auditiors as for auditors for ISO 9000.

To be able to archive, you need to setup the path from SAP to the archive. You
need to define the size of your archive and how may records should be kept there.
Step 1: Create variant for Archiving. Give it a name. Enter your PO number. Flag
One step procedure. Flag detailed log. Erase flag for test run.

Step 2: Maintain your start date, you can use Immediate in such a small case.

Step 3: Maintain spool parameters. Enter your printer and set the values if you
want to print immediatly and if you want keep the print. I suggest to hold the spool
in the system. This helps you to determine any error.

Step 4. Execute the variant.

It creates 4 jobs:

ARV_MM_EKKO_SUB...., ARV_MM_EKKO_WRI....
ARV_MM_EKKO_DEL.....
ARV_MM_EKKO_STO.... If one of the steps fails, then everything is rolled back,
hence nothing is archived, the record is still in your database. In this case use the
jobs spool and joblogs to find out what happend.

Deletion of Vendor Consignment Records

Steps for Deletion of Consignment Records:
To delete the Consignment Record, use transaction MSK2 or menu-path:
Logistics - Materials Management - Material Master - Special Stock - Vendor
Consignment - Change and select the data of the record you want to be deleted.

To start the archiving:

Process, follow the menu path:
Logistics - Materials Management Material - Master - Other - Reorganization -
Special Stock Choose to select the records to delete and
Logistics - Materials Management - Material Master - Other - Reorganization -
Special Stock - Reorganize to create archive file.

Create Archive File: Consignment Record: Data selection

a) Select Action: Archive and enter a new Variant, for example:
Z_CONS_SELE_01, press 'Maintain'
b) On selection screen enter the data range (Vendor, Material, etc.) you want to
archive.
c) Select the 'Create Output File' if you want the selected records outputted
d) Press the green back-arrow and enter the description of this new variantt on the
screen which follows.
e) Save the variantt which brings you again to the selection screen. Press green the
back arrow again.
f) To start archiving process (batch-job), press the 'Start Date' button and select the
time when you want to start this process. Select 'Immediate' for instant processing
and press the 'Save' button on the bottom of the 'Start Time' window.
g) Select the 'Spool Parameter' button and save entries. Eventually enter a valid
printer to have the result outputted.
h) You are ready now to start the process. Press the 'Start' button and monitor the
success with the 'Job Overview' button
You can also go the 'fast path' by using transaction SE38, program MMREO002 for
selecting the data to archive. For large data archiving, use the background jobs and
run those during off-peak times. Create Archive File: Consignment Record:

Archiving process:
a) Select Action: Archive and enter a new Variant, for example:
Z_CONS_ARCH_01, press 'Maintain'
b) On selection screen, select the 'Sequential Dataset' if you selected data as
described in the Data Selection step, otherwise enter the material number and plant
for the deletion of a single record.
c) Select the fields 'Consignment' and 'Special Stock' and Test mode, if you want to
try out first.
** This applies for SAP systems prior to release 3.1H: Select also the flag called
'BATCHES'. The SAP program MMREO020 has a bug which can be worked
around with this selection. Without selecting 'BATCHES', the archived records
cannot be deleted. For systems with applied Hotpackages for 3.1H this workaround
is not necessary
d) Press the green back-arrow and enter the description of this new variantt on the
screen which follows.
e) Save the variantt which brings you again to the selection screen. Press green
back arrow again.
f) To start archiving process (batch-job), press the 'Start Date' button and select the
time when you want to start this process. Select 'Immediate' for instant processing
and press the 'Save' button on the bottom of the 'Start Time' window.
g) Select the 'Spool Parameter' button and save entries. Eventually enter a valid
printer to have the result outputted.
h) You are ready now to start the process. Press the 'Start' button and monitor the
success with the 'Job Overview' button
You can also go the 'fast path' by using transaction SE38, program MMREO020 for
selecting the data to archive. For large data archiving, use the background jobs and
run those during off-peak times. If you run the program online, you will see a
confirmation on the status bar telling 'New Archive file created:....'

Delete Archived Records: Info Record

a) Follow the menu path: Tools - Administration - Administration - Archiving
b) Select the Object Name MM_SPSTOCK for consignment / Special Stock
c) Select the menu button 'Delete'
d) Select the menu button: 'Archive Selection'
e) Click the archive created in previous step
f) Select Start Date for process and Spool Parameters for output
g) Submit selection.
h) Check status by pressing the Job Overview button *-- Venkatesan
Sivakumar

Deletion of Info Record

In order to be able to delete an info record, you have to mark the Info Records
for deletion.

To do so, use transaction ME15 and flag record for deletion. After you have deleted
all info records, use archiving program RM06IW30 or follow the menu path
Logistics - Materials Management Purchasing - Master Data - Info Record -
Follow on Functions - Archive.

Make sure that you only archive Records Marked for deletion as all records
may be deleted!

Create Archive File: Info Record:

a) Select Action: Archive and enter a new Variant, for example: Z_EINA_ARCH_
01, press 'Maintain'

b) On selection screen enter the data range (Vendor, Material, etc.) you want to
archive.

c) Deselect the 'Test' flag if you don't want to test first.

d) Press green back-arrow and enter the description of this new variantt on the
screen which follows.

e) Save the variantt which brings you again to the selection screen. Press green
back arrow again.

f) To start archiving process (batch-job), press the 'Start Date' button and select the
time when you want to start this process. Select 'Immediate' for instant processing
and press the 'Save' button on the bottom of the Start Time' window.

g) Select the 'Spool Parameter' button and save entries. Eventually enter a valid
printer to have the result outputted.

h) You are ready now to start the process. Press the 'Start' button and monitor the
success with the 'Job Overview' button You can also go the 'fast path' by using
transaction SE38, program RM06IW30 to archive info records. For large data
archiving, use the background jobs and run those during off-peak times. If you run
the program online, you will see a confirmation on the status bar telling 'New
Archive file created:.... ' Delete Archived Records: Info Record
a) Follow the menu path: Tools - Administration - Administration - Archiving
b) Select the Object Name MM_EINA for info records
c) Select the menu button 'Delete'
d) Select the menu button: 'Archive Selection'
e) Click the archive created in previous step
f) Select Start Date for process and Spool Parameters for output
g) Submit selection.
h) Check status by pressing the Job Overview button *-- Venkatesan

Purchase Order and Sales Order Workflow

Purchase Order workflow ( Transaction : ME23N) determines the approval path for
the buying organization . It first goes to the buyer, buyer's manager & thereafter
based on the cost center & the associated amount, it goes for approval through the
Cost Center organization .

i.e,

Buyer ( Requestor in the procurement deptt. of the buying organization)

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v
Procurement Manager
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v
Cost Center org. approval ( based on amount & Sign.Authority
level)

Regarding , Sales Order( Transaction: VA01); it is created in the Sales Org of the
company & basically governs the pricing structure of the order .The routing of an
SO is

Sales Org. ( based on the cost center of the sold item)

|
|
v
Distribution Channel
|
|
v
Division
 |
|
v
Reg. Sales office
|
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v
Sales Group
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v
Sales Person

Workflow of Purchase Requisition Release Strategy

Configuration of Purchase Order Release Strategy

Following is the procedure for workflow enabling of Purchase Requisition

Release Strategy:

1. The standard workflow template provided by SAP for PR Release is

WS00000038. This information could be retrieved from the SAP help.

2. It is assumed that the release procedure has been setup in the system by the
functional consultant, as shown below:
3. The customization of the PR Release Strategy could be verified at the
following location:
SPRO SAP Reference IMG Material Management Purchasing Purchase
Requisition Release Procedure Procedure with classification Setup procedure
with classification

4. Click on workflow in the above screen (screenshot shown below):

5. Now define the recipients of the PR Release work item as per the release
group (refer to screenshot below). For testing purposes, the recipient type is taken
as US, instead this can also be taken as Position, Organization Unit and others.

6. Now go back to the previous screen and click on Release Codes. Here enter
the value 1 in the workflow column for the release groups the workflow has to
be configured.

7. Activate the event linkage of the workflow either in SWDD or PFTC.

8. Mark all the tasks (unless background tasks) as General Task in the agent
assignment and generate.

Physical Inventory Item Class

My question is about Physical Inventory. In general we do PI once in a year.
Well for which item class ( A, B, C or none) we mostly do this excercise and
why. I know what PI is but as far as industrial practice and logic behind
selection of the item is concerned, I have a doubt.

Dakshita
Managing your physical inventory is a crucial part of running your business, if it is
not monitored correctly you could have large variances, both negative or positive.
A physical inventory count is carried out to determine the exact physical quantity
of an article that is in your store at a particular time.

Stock quantities are then updated based on the actual level determined during the
physical count.

It is important to monitor the accuracy of your stock levels, not only to identify any
stock loss that may be occurring, but also to avoid processing sales against stock
that you physically do not have, also to know when it is necessary to replenish
stocks that run low.

George Sewmungal

I think you are asking about the stratification analysis: i.e.: after the unit cost X
annual volume is calculated for all items, you sort the list and mark off the strata
from the top down:

A = 70% - 85% of accumulated value

B = 10% - 20% of accumulated value
C = 5% - 10% of accumulated value
D or Blank = fasteners, no cost/low cost items etc.

The logic is that the A items will be comprised of costly or high volume items that
account for the majority of the companys inventory assets. These are usually only
about 15 20% of the material numbers in the database. They are usually counted
4 times or more per year. Some companies count these every month.
Mismanaging these items can bankrupt the company and they deserve special
attention. Anyway that is the conventional wisdom.

B items are middle value/volume and are usually counted twice a year or
thereabouts.

C items are low cost/volume items and are usually counted only once per year.
They usually account for about 80% of the number of items in inventory but only
20% of the value. The most important thing about C items is to keep them in stock
so you dont run out.

The selection within each stratum is usually random but not necessarily. Some
companies will store the items in segregated shelving and count by shelf, for
example.

I hope this more completely answers your question. If not, please ask for
clarification.
Physical Inventory Process
What are the step to do physical inventory process? I want to make zero stock
and then upload the actual stock?

First you can use the trn. MI01 there put all the material save, then use T-Code
MI04 there you have to enter the count the if you want put 0, put it and make the
tick then save then use MI22 post the difference.

About Physical inventory process you have another way :

1. Use t-code MI31 instead of using MI01 , it will give you a document number of
all your stock.
2. If you did not get the document number use t-code MI24 .
3. MI21 to print the document.
4. MI04 to enter the count if you want put 0.
5. MI07 post.

Create PI document using MI01 (MI31 -Using Batch)

Enter Count Using MI04 (Select Zero Stock Indicator)
Post Count results using MI07
Check Results using MI24
Upload initial Stock using MB1C 561

Tips by : Phani

Note: For the first initial upload, the best options is to get your abapers to write a
simple BDC upload program from the SAP screen mb1c (mvt type 561) using the
file type csv (format save in excel).

If you freeze wrongly, you can used MI02 to manually delete the freeze physical
inventory documents number.

what is A, B, C and D Indicator for a

material for cyclic count
All the material may not be important for cyclic count purpose, it
may be required to count some items frequently and some items
rarely.

A cyclic count indicator A or B or C or D is allocated to material in

the material master based on either consumption value
(consumption X rate) or forecast value (forecast quantity X rate).
The item with more consumption value are classified as A, and
with minimum as D.

A indicator items will be counted frequently (say every

month), D will be less frequently (say every 6 months or every
one year). Daily a number of items will be taken for count, some
may be with A indicator, some with B and so on.

Mark all materials that are to be included in cycle counting with a

cycle counting indicator in the material master record (storage
data). The cycle counting indicator is used to group the materials
together into various cycle counting categories (for example, A, B,
C, and D).

There is an option in SAP to have a fixed indicator for a

material say A for a material which does not have a high
consumption value but it is important to count it every
month, then the material can be marked as A indicator in
material master with indicator fixed

In Customizing OMCO, for Inventory Management, you can define

for each category the time intervals at which the materials are to
be counted.

Fields : No. of phys. inventories per fiscal year for cycle

counting

For e.g. A - 12, B - 6, C - 3, D - 1

Specifies how often during the fiscal year a physical inventory is

to be carried out for a material subject to cycle counting.

The system uses this specification to convert the count interval

into workdays.
Fields : Physical inventory interval (in workdays) for cycle
counting

For e.g. A = 12 times per year and your Total Factory Calendar
days = 300

The interval will be calculated as 300 / 12 = 25 days

Specifies after how many workdays following the last inventory

count another physical inventory has to be carried out for a given
material.

The count interval is determined automatically on the basis of the

number of physical inventories specified for the fiscal year.

Fields : Float time (in workdays) for cycle counting

For e.g. A - 10, B - 20, C - 30, D - 0

Indicates the number of workdays by which the planned count

date may vary from the current date.

For examples :-

For the plant, the float time is five days.

A physical inventory has been planned for a material belonging to

category C for June, 1. On expiration of the float time (after June,
6), the physical inventory has not yet been carried out.
Irrespective of the category, the material is parked for the next
cycle counting run.

Fields :- Percentage of performance measure for cycle

counting ind.

Specifies the percentage allocation of the materials to the

individual cycle counting categories.

The percentage value is used for automatic assignment of the

cycle counting indicator.

For example :-

In the given plant, 200 materials are subject to the cycle counting
physical inventory procedure.

In Customizing for Inventory Management, the following

percentage allocation has been defined for the plant:

A materials: 50%
B materials: 25%
C materials: 15%
D materials: 10%
----
100%
----

In the cycle counting analysis, the materials are sorted by

consumption. After completion of the analysis, the cycle counting
indicator is assigned as follows:

The first 3 materials (sorted in descending order according to

consumption) represent 50% of the consumption and have the
indicator A.

The next 12 materials represent 25% of the consumption and

have the indicator B.

The next 49 materials represent 15% of the consumption and

have the indicator C.

The remaining 136 materials represent the rest (10%) of the

consumption and have the indicator D.
You can use the program ABC Cycle Counting Analysis (MIBC -
RMCBIN00) to perform an analysis. In this analysis, the system
assigns the materials to the individual categories according to
consumption or requirements (forecasts).

You can also specify whether this analysis is to consider only the
materials with cycle counting indicator or all materials. The cycle
counting indicator in the material master records can be updated
automatically by this program.

Marking Materials for Cycle Counting

This step is only required if you perform cycle counting for the
first time or if you want to update the cycle counting indicators.

In the material master record (storage data), maintain the cycle

counting indicator for all the materials that are to be included in
cycle counting.

You can set the indicator in one of the following two ways:

1. Manually in the material master record. To do this, choose

Material -> Change from the Material Master menu.

2. Automatically using ABC analysis To do this, choose

Special procedures -> Cycle counting -> Set CC indicator from
the Physical Inventory menu.

Open Physical Inventory Document

How to check for open physical inventory document and how to delete it?

Step-1 :

You can check report for Display physical Inventory document for material
through Transaction Code- MI22, you should be maintain details as require and
execute (F8) and you will see the list of Inventory document number and see
document status "Doc. active " means "Not yet counted" OR you can use T Code
MI23.

Step-2 :

For deletion of Inventory document, you can use transaction code MI02 >> Enter
Phys. inventory doc. Number & Fiscal year >> Click on delete icon button
(Shift+F2) >> and you will see a small message screen "Do you want to delete the
document" -> click on "Yes" for delete the inventory doc.

MI01 -> Create physical inventory document -> Enter Document Date -> Planned
count date -> Plant Code>Storage Location -> Click on Enter button -> you will
get the separate screen -> Enter material code -> and click on SAVE button
(Ctrl+S) -> you will get Physical inventory document number. (MI02-Use for
delete) (After getting Physical inventory document number you go with MIO4)

MI04 > Click on enter button>you will get "Enter inventory count screen>Enter
Phys. inventory doc. no>Fiscal year>Count date>click on enter button>you will
get separate screen>Enter physical qty>and click on save button ((Ctrl+S)>you
will get massage from the SAP Count entered for phys. inv. doc. 100000112"
(After completed above transaction you please go with MI07)

MI07 -> You will get Post inv. differences: initial screen -> Enter Phys. inventory
doc. -> Fiscal year -> Posting date -> click on enter button -> you will get separate
screen with deference qty -> click save button (Ctrl+S) -> you will get document
number generated from the system (Diffs in phys. inv. doc. 100000112 posted with
m. doc. 4900001246)

Individual Inventory documentation

Creation MI01 - Individual physical inventory

Creation MIS1 - Inventory Sampling document

Creation MICN - Cycle count inventory document

Creation ** Collective Inventory document

Creation MI31 - Own stock without special stock

MIK1 - Vendor consignment

MIQ1 - Project stock MIM1 - Returnable Transpiration material

MIW1 - Customer Consignment stock

MIV1 - Returnable material with customer

MIO1 - Material provided to Vendor (Subcontracting material)

MI31 - Physical Inventory Document Materials Not

Appearing
While executing transaction code MI31, problem is that not all materials was
selected for the plant. What is wrong?

You probably had already done a physical count earlier.

SAP standard settings for selection exclude materials that were already counted in
the current fiscal year.

If you want count the materials again, you have to click the ACC TO STOCK
button and check the boxes for include materials subject to physical inventory and
include already counted batches.

Physical Inventory Carried Out for This Material

Selects for physical inventory those materials for which a physical inventory has
already been carried out.

- If the indicator is set, materials that have already been inventoried will be re-
selected.

- If this indicator is not set, only the non-inventoried materials and the non-
inventoried batches will be selected.
Explain how to use Tcode MI31
This transaction is used to create physical inventory documents for multiple
materials in your plant and storage locations. Inventory documents may be created
and printed prior to the count date; however, the posting block should not be set
until the day of the actual physical inventory count.
1. From the SAP R/3 System screen, enter transaction code MI31.

2. Click or press Enter. The Selected Data for Phys. Inventory Docmts w/o Special
Stock screen displays.

3. Enter or select a value for each of the following required fields:

Plant (enter plant code)

Storage location (do one storage location at a time)

Name of session

Remove the checkmark from the Materials marked for deletion field will exclude
items previously marked for deletion from the inventory document.

The default session name is MB_MI01.

Enter your initials and the session number after the default session name to identify
it as your own.

Example:

MB_MI01_WW1

Max. no. items/doc - use 99 for main storage location;

Use 300 for truck storage locations.

Planned count date - enter date of inventory count.

Physical inventory number - enter fiscal year followed by plant number and
storage location. Example: 2013FY60118071.

MI31

Create Physical Inventory

Documents (in batch)

- Set posting block - check if count is immediate; do not check if creating batch
documents ahead of the inventory count date.

- Sorting - click on and select Plnt-Stor.bin description-Material.

4. Erase any variants under Display options.

5. Click the Batch Input Created for the Creation of Phys. Inv. Docmts screen
displays.

Enter through any system information messages or errors.

6. Click the Batch Input: Session Overview screen displays.

7. Click in the gray box next to the session name to highlight row. Click the
Process Session {Session name} dialog box displays.

8. Select the Background radio button.

9. Click the following message displays:

- Session(s) transferred to background processing.

It takes approximately 5 to 6 minutes for the system to process a batch session.

Please wait at least 5 minutes before continuing with Step 10.

10. Click in the gray box next to the session name and click the Batch Input: Log
Overview screen displays.

11. Click in the gray box next to the session name and click .

The Batch Input Log for Session {Session name} screen displays.

If the batch processing is completed the last line in the Message column should
read - Batch input processing ended. If this message does not appear on the last
line adequate time was not provided for the batch process to be viewed. SAP
continues the batch processing in the background.

Use transaction MI24 to retrieve a complete list of Physical Inventory Documents

created.

11. Record the physical inventory document numbers created. You will need the
document numbers to print the inventory documents.

Clicking on can print this list.

12. View the log for any errors generated.

A material master record being blocked for updates at the time of processing may
cause errors. Add the material to a physical inventory document using transaction
code MI02.
Overview of the Physical Inventory Function
What is use of physical inventory in IM and WM?

Introduction

An organization carries out physical stock verification on periodic basis. It is

carried out monthly, quarterly, half yearly and yearly. Based on physical stock, we
compare it with the book balance and if things are mismatch with the book balance
we increase/ reduce the stock accordingly with proper approval from the concern
authorities.

Transaction Summary

Physical inventory transactions are used to match the physical stock of a material
with logical stock in the system. You create the physical inventory document in
transaction MI01. Then you check and count the material and enter the actual stock
of the material in transaction MI04. Then you complete the physical inventory
document at transaction MI07 by posting the difference.

Functions

As well as providing a wide range of options for carrying out an inventory of your
stocks, the physical inventory functions in the R/3 System allow you to obtain an
overview of the progress of the physical inventory for each material at each stage
of the process - from creating the physical inventory document to posting the
physical inventory differences.

With all the functions listed, you only call up data that is stored in the system. You
cannot change any data.

The following functions in the physical inventory menu provide information on the
physical inventory:

Displaying the physical inventory documents for a material (RM07IMAT)

Choose Environment -> Phys. inv. doc. for mat.

Displaying the physical inventory data for a material (RM07IINV)

Choose Environment -> Phys. in. data for mat.

Displaying the physical inventory overview (RM07IDOC)

Choose Environment -> Physical inv. overview.

Displaying the physical inventory list (RM07IDIF)

Choose Environment -> Physical inv.list

Displaying the list of physical inventory differences (RM07IDIF)

Choose Difference -> List of differences

Displaying changes to physical inventory documents (RM07ICDD)

Choose Environment -> Changes to phys. inv. doc.

Displaying a Physical Inventory History

When you display or change a physical inventory document, you can display the
physical inventory history for every physical inventory item. Choose Goto ->
Physical inventory. history.

Reports

The documentation for each report contains detailed information on evaluation

options.

You can also call up additional functions from the Environment menu.

Displaying material documents for a material

Displaying a material document for a physical inventory document

Displaying a stock overview for a material

Displaying the material master record

Displaying archived documents

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Test Question
Physical Inventory can take place at the __________________ level

a) Storage Location
b) Plant
c) MRP Area
d) Warehouse Management System

---

Answer

a, b, d

Inventory Serial Number Management

In which scenarios (industry), do we use the serial number and batch number.
I know that in process industry we use the batch number (where shelf life is
important) and in machine tools manufacturing company, electronics parts
manufacturing company, we use the serial number. Apart from this can you
give me some examples and explain, where serial number and batch number
gets used.

Batch: When a quantity (Kg, Ltr...) in lump sum need to be identified separately in
inventory, then that material is batch managed.

Advantage: Each batch stock can be identified in Stores separately.

Dis-advantage: For every transaction of this material Batch as additional parameter

is to be placed in SAP.

Serial Number: If you want to distinguish each Item (generally unit of measure will
be EA, PC.. etc) in the inventory, then serial number will be used.

Advantage: we can track the movements of each serial number of material.

Dis-advantage: every time, you need to place the serial nuber for every one
quantity for movements.

Batch & Serial Number: both to-gether can also be used to maintain the group of
items classified as Batch at the same time each item can be identified through serial
number. Please note that lot of data (Batch & serial numbers) to be placed for each
movment.

Batch: Batch for material can be activated in Purchasing view / Plant data storage
view of material master.
Serial Number: Separate serial number profile need to be created and placed at
work scheduling view or plant data storage view of material master.

1. At what point we create the *serial numbers*? Do we create the serial

numbers as master records or we create it by the time we take the order. (As a
transactional data)

2. At what point we create the Equipment Master ? Do we create the

Equipment master records as master records or we create it by the time we
take the order. (As a transactional data)

In Most of the scenarios I have come accross, we create both equipment and serial
number as master records.

This is because each serial number or a equipment has a unique physical entity
behind it and this physical entity needs to be traced for its movements, availablity,
usage history.

A very simple example is a truck. Each truck needs to have a serial number so that
its location can be traced and see if its available for transporting materials. Only
time its used as transactional data when you need to generate labels for
transporting dangreous goods. So that each container or box has a unique number
on its label and could be traced.

To use serial numbers, enter serial number profiles in the master record for the
relevant materials. Serial numbers are usually specified in the delivery item.
However, you can also define them in the order.

Materials for which you carry out plant maintenance require equipment master
records so that maintenance can be administered.

Your create equipment record in transaction IE01

Serial number is also a master record, as it will be unique for a particular material.
The serial number will be mostly given at the time of delivery. But this can be
effectively controlled by the serializing procedure. We can create a serial number
by IQ01. As and when you do transaction with serialised material, the status will
get updated.

Equipment also have same like serial number, this can be effectively created with
transaction IQ01, activate the equipment view.
I want to use serial number for material, so that we can use the same in each
and every transaction of material like in refurbishment also, please guide me
all Config settings for the same.

You have to configure the serial number profile & assign it to Material master. In
the configuration profile of serial number, you have to check the check box for
serial number required for processing & set the Goods movement transaction
where you want to automatically create the serial number or create the serial
number for the material using Tcode IQ01.

During Serial Number profile in Serializing Procedure you have to maintained the
following settings:

MMSL - Maintain goods receipt and issue doc. 03 02

SDLS - Maintain delivery 03 02

SDRE - Maintain returns delivery 03 02

In Serialization profile, there is an checkbox for (Existing required) uncheck that

check box & then test your transaction. You will get an button "Create new in serial
number" in selection screen during goods receipts...Create new serial number for
material there & then make goods receipt.

Assign Serial Number to existing stocks

IQ02 - Edit - Special Serial Number Functions

- Change to - From Stock
- Stock Type - '01'
- Plant - 'XXXX'
- Storage Location 'XXXX'
- Save

Edit - Special Serial Number Functions

- Change back - To Stock

Serial Number For Existing Stock

Question:

Generation of serial numbers for existing stock in storage

location.

This is regarding the serial number profile and equipment

generation.
For the future transactions if the serial number profile is activated
then the equipment generation will be done.

But for the existing stocks available in Storage location, how

should we manage this activity i.e. how should we generate serial
numbers.

As per our knowledge we need to move material out to a dummy

material and then maintain serial number profile for the reqd
material, then take back the stocks again. But, as we need to do
this activity for huge number of materials, so please suggest if
there is any alternative, so that we can do this activity faster.

Resolution:

There is no alternative for this, Please do not make the mistake of

activating serial number profile for a material that has stock, we
have faced similar issues in the past.

Best way to remove the stock, activate serial number profile, take
back the stock in with serial number.

Use 201 & 202 movements for this as you can track down any
discrepancies or issues.

Question:

Serial Number change for existing stock.

We have stock of many materials for which we have serial

number assign to it, now we need to change the serial number of
existing stock, like we have One material Code ABC and stock is
100 sr. no. is 1,2,3, etc. now we to change this as 09111001 to
09111100. How to do this and how to assign default sr. no. in
format 09111001 onward means YEAR - MONTH - LOT NO. - Sr. No
09 11 1 001

Resolution:

Once assigned serial number is not possible to change. You need

to reverse the goods movement and do it again.
You cannot direct change the serial numbers for the existing
stocks.

For that what you can do is:

Cancel all the Inventory documents against which you have

received that serial number stock.

After cancelling the documents, then create the serial number in

IQ03 Tcode.

Now while doing GRN for all the above stock which you have
cancelled above, mention the serial numbers as 09111001 TO
09111100 .

This will solve your problem.

Difference between Serial Number and

Batch Management
Explain the difference between Serial Number and Batch Management in
brief.

Serial number management and batch management are different functions that can
be used in conjunction with each other.

Batch: Group of material with similar characteristics can be assigned under a

Batch.

For example every Nokia battery has a unique serial number and then can assign a
unique batch number to serial number(for example 1001 to 2000).

If they get many customer complaints and issues in the serial number range from
1001 to 2000 they will replace the whole batch with new one.

A batch represents a non-reproducible subset of the total quantity of a material held

in stock, which is managed separately from other subsets of the same material.

For Example, Different production lots (for example, paints, wallpapers,

pharmaceutical products), delivery lots or quality grades of a material.

Therefore, Batch Management is used in the entire logistics process from

procurement to sales. Batches are the subset of a total quantity held in stock. Batch
Management helps to trace the material in case of complaint. For Example, in the
FMCG industry, if a material is produced and supplied in the retail market. One of
the retailer complains of a defect in the product. It necessitates for the
manufacturer to track the entire material that has been produced in one lot. This
production lot manufactured can be tracked and taken back from the market
effectively if the batches are assigned to the material. Hope you understand.

Serial number: When you assign serial number profile to material in work
scheduling view. Whenever a new material is produced or procured then a serial
number will be assigned to the material either manually or automatically. Serial
number is used for tracking purpose also.

Whereas a serial number is a number that you give to an individual item of

material in addition to the material number, in order to differentiate between this
individual piece and all other items of the material.

Therefore, Serial no. is basically created for a material which are same in shape
and size but have different no. for e.g. Nokia mobile (6600). You can create a
serial no. profile with t-code "OIS1" and assignment in "OIS2". This profile can
be assigned in material master under sales general/plant tab in general plant
parameters.

Conclusion:

The combination of material number and serial number is unique. It is not

necessary to use the batch management function to use serial number management.

Serial Number Profile From SAP MM

Explain the steps in serial number profile from SAP MM point of view.

Serial Number: If you want to distinguish each Item (generally unit of measure
will be EA, PC.. etc.) in the inventory, then serial number will be used.

Advantage: we can track the movements of each serial number of material.

Serial Number: Separate serial number profile need to be created and placed at
work scheduling view or plant data storage view of material master.

Configuration settings

You have to configure the serial number profile and assign it to Material master.

In the configuration profile of serial number, you have to check the check box for
serial number required for processing and set the Goods movement transaction
where you want to automatically create the serial number or create the serial
number for the material using Tcode IQ01.

SPRO IMG Path:

Sales and Distribution -> Basic Functions -> Serial Numbers -> Determine Serial
Number Profiles
-> Select your Serial Number Profile

During Serial Number profile in Serializing Procedure you have to maintained the
following settings:

MMSL - Maintain goods receipt and issue doc. 03 02

SDLS - Maintain delivery 03 02

SDRE - Maintain returns delivery 03 02

In Serialization profile, there is an checkbox for (Existing required) uncheck that

check box & then test your transaction. You will get an button "Create new in serial
number" in selection screen during goods receipts...Create new serial number for
material there & then make goods receipt.

Assign Serial Number to existing stocks

IQ02 - Edit - Special Serial Number Functions

- Change to - From Stock

- Stock Type - '01'

- Plant - 'XXXX'

- Storage Location 'XXXX'

- Save

Edit - Special Serial Number Functions

- Change back - To Stock