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Material Handlers

MM_PM_300

Introduction

• Content
• Objectives

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Course Content

• Unit 1 – Organizational Structure and Master Data
• Unit 2 – MIGO Functions and Features
• Unit 3 – Basic Inventory Concepts and Processes
• Unit 4 – Goods Receipts
• Unit 5 – Reservations & Goods Issues
• Unit 6 – Transfer Postings
• Course Summary

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Learning Objectives

• At the conclusion of this course you should be able to:
• Understand the relationship between the organizational structure and master data
• Use SAP transaction codes to execute various goods movements
• Create a personal favorites list of frequently used movement types
• Understand the relationship between goods movements and movement types
• Execute goods movements in SAP

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Learning Objectives cont’d

• At the conclusion of this course you should be able to:
• Cancel/ reverse goods movements
• Execute a return to vendor transaction and issue goods using specific transaction codes to cost centers, work orders, reservations and scrap
• Transfer materials from one location to another
• Pick and issue materials
• Differentiate between a stock and non-stock material

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Unit 1

Organizational Structure and

Material Master

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Learning Objectives

• At the conclusion of this unit you should be able to:
• Understand the organizational structure from an inventory management viewpoint

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• Display material master by plant and storage location views

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UK Enterprise Structure

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Client 300

UK

Company

Code

UK00

Plant

UK10

SLoc

0002

FSC

SLoc

0003

MCPPD

SLoc

0004

Life Sci

SLoc

0001

Stores

Material Master

• UK manages basic data on all its materials in the material master
• The material master stores all the relevant data needed to procure, store and consume a material
• Data in the material master is organized by levels (client, plant, storage location, etc.)
• Materials are also grouped together using material types
• Material types group together materials with similar attributes
• UK Central Stores will use two material types:
• YIBE – Stocked facility supplies
• YLAG – Non-stocked facility supplies

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Display a Material – MM03

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Select the “views” to be displayed by selecting the box to the left of the view

Based on the views selected, organizational values are required

Material Master - Basic Data 1

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• General data: Information used to manage materials

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• Other fields may populate based on specific information

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Material Master - Purchasing View

• The Mfr part number is the actual vendor part number and will be printed on the purchase order

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Material Master - Plant/Storage Data 1

• The Storage bin field is used to identify the location of the material in the Storage Location (A01-01-112)

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Material Master - Plant Stock

• Plant Stock displays the stock situation within the entire plant (UK10)

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Material Master - Storage Location Stock

• Storage Location Stock displays the stock available within the storage location (0001)

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• Stock in transfer is also displayed

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• Change storage location by selecting

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Summary

• You should now be able to:
• Understand the organizational structure from an inventory management viewpoint
• Display material master views
• Determine which materials are stock and non-stock
• Determine where materials are located

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Unit 2

Inventory Management Overview

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Learning Objectives

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• At the conclusion of this unit you should be able to:

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• Understand the high level process overview

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• Understand the goods movement concept in SAP

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• Describe different kinds of goods movements in SAP and their relationship to movement types

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Key Process Changes –

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Goods Movements

• A Goods Movement is movement of inventory that changes inventory balances in a given location
• Goods movements are represented by movement types
• Movement types are 3 digit numerical codes that describe the inventory transaction
• All material movements require the use of a combination of material master data and movement types
• You will not be able to perform some movement types if there is not inventory in the plant or storage location
• Material documents and accounting documents are generated real-time providing an audit trail for the goods movement

Material Movements - Examples

These are examples of typical material movements:

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• Goods Receipts - MIGO

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• Goods Issues – ZMM_GI_GR

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• Stock Transfers (One Step or Two Step) - MIGO

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• Transfer Postings - MIGO

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**UK uses other movement types for Physical Inventory

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Movement Types

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Baxter Medical Supplies

UK Central Stores

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Goods Receipts

• Goods receipts for stock material increase inventory
• A packing slip is required at time of receipt with a purchase order number on the document
• Stock/Non-Stock materials have the same movement type
• The referenced purchase order is updated to reflect the material as delivered

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Stock Material (101)

Goods Issues

• Goods issues move inventory from one account to another (from an inventory stock account to a departmental account)
• Each type of goods issue is represented by a different movement type
• Examples of goods issues are:

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Reservation (261)

Cost center (201)

Scrap (551)

Stock Transfer Types

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• Stock Transfers

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• Physical goods movement

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• Stock transfers can have one or two steps.

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Material / Accounting Documents

• Material documents provide an on-line audit trail of the goods movement type executed
• Each movement type and reversal movement type will generate a material document
• An accounting document will provide an on-line audit trail of the associated dollars with the movement type
• Not all transactions generate an accounting document: for example when a material is moved between storage locations

Effects of Goods Receipt

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Goods Receipt

PO History Updated

Summary

• You should now be able to:

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• Explain the use of movement types

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• Understand the relationship between transaction and reference documents

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• Understand the relationship between movement types and transaction

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Unit 3

MIGO Features & Functions

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Learning Objectives

• At the conclusion of this unit you should be able to:
• Explain a transaction variant

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• Understand the relationship between transaction variants and reference documents

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• Understand the relationship between movement types and transaction variants

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• Create a Personal List for frequently used movement types

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MIGO Structure

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Header

Item Overview

Line Item Detail

Document

Overview

Transaction Variants

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• Transaction variants describe the type of goods movement and must correspond to the appropriate goods movement
• SAP defaults the last transaction variant executed by the user and may need to be changed for the current goods movement
• All MIGO transaction variants can be accessed using the transaction code: MIGO-Goods Movement

Reference Documents

• Reference documents are linked to Transaction Variants

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• Examples of reference documents are:
• Purchase Orders
• Reservations
• Work Orders

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• Only certain reference documents are allowed for each transaction variant

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• SAP will display Error Messages in the event a user tries to use the wrong combination of Transaction Variant and Reference Document

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Goods Receipt Reference Documents

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The goods receipt transaction variant controls what documents can be referenced (used) for the goods receipt

Goods Issue Reference Documents

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The reference documents for a goods issue are different then those for a goods receipt

Based on the reference document selected, SAP will prompt the user for the appropriate document number

Transfer Posting Reference Documents

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The combination of transaction variant and reference document also determines the appropriate movement types for the transaction

Movement Types

Movement Types:

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• Represent the type of goods movement

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• Control how the goods can be moved

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• Determine how the screen looks and what information must be entered

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• Movement types must be used anytime material is received, issued or transferred

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Personal List Favorites

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2

1

3

To display list of movement types click

or you can press the F4 key to display

Delete Line Items From Personal List

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To delete a line item from your Personal list:

1. Select the line item
2. Click on the Delete from pers. value list icon

Display All Values

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To display all movement types:

1. Click on the Display All Values icon
2. SAP will display all movement types
3. Scroll down to display all movement types

Exercise

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Exercise 3.1

• Navigate to the MIGO
• Create a personal favorite list for movement types:101,102, 201,202, 221,222,261,262,313, 314, 315
• Click on the different transaction variants
• Link transaction variants to reference documents

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Summary

• You should now be able to:
• Explain the use of transaction variants
• Understand the relationship between transaction variants and reference documents
• Understand the relationship between movement types and transaction variants
• Create a Personal List for frequently used movement types
• Post a goods movement

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Unit 4

Goods Receipts

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Learning Objectives

• At the conclusion of this unit you should be able to:
• Post goods receipts for:
• A single purchase order
• Multiple line item purchase order
• A partial delivery
• Cancel / Reverse a goods receipt
• Display the material documents
• Understand the impact of a goods receipt
• Return a material to a vendor

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Process Flow: GR for Stock Materials

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R3P-MM-RECEIVER-INV

Receive Stocked Items Against a P.O

GR = Goods Receipt

Goods Receipt for Purchase Order

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Transaction Variant = Goods Receipt

Referencing Document = Purchase Order

Movement Type = 101

4500004445

MIGO Process -1

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Command Field

MIGO Process - 2

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First line item is “Display” only

Details for the first line item is defaulted to the Detail data section

MIGO Process - 3

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Quantity?

How much is being received (open order qty. defaults)

Where?

Plant (UK10) & Central Stores Location (0001)

This is the Item Detail section

MIGO Process - 4

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The “Item OK” indicator must be selected for each line item

Post the goods movement by clicking on either of the Post icons

Goods Receipt for Consumables

• Non-Stocked materials are not inventory managed – they do not go into inventory upon receipt.
• Non-Stocked materials are “consumed” by a cost center, an order, or WBS element

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Receive Non-Stocked Items Against a P.O

Goods Receipt for a Cost Center

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• The Goods Recipient and Unloading Point let the Material Handler know where to deliver the goods.

Goods Receipt for Multiple Line Item PO

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The “Item OK” indicator MUST be selected for all line items that are part of the goods receipt

GR for Multiple Line Item PO cont’d

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Item “OK”

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All items must be checked “OK” to be posted in SAP

Partial Goods Receipts

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Partial goods receipts are allowed in SAP

Partial goods receipts mean that receipt quantity is less than the ordered quantity.

The open order quantity (quantity still to be received) is displayed on the purchase order line item

Any number of partial goods receipts can be recorded for a PO line item up to the ordered quantity.

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Over deliveries are not

allowed in the system!

Example:

Ordered Quantity = 50

Goods Receipt Quantity = 20

Open Order = 30

Partial Goods Receipts cont’d

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1^st Receipt:

Quantity ordered = 10

1^st receipt quantity = 3

2^nd Receipt:

Open order qty. = 7

The open order quantity is displayed for the next receipt

GR for PO Number Unknown

• If the PO number is not on the accompanying paperwork for the goods receipt, you may search for the PO using the F4 (possible options) key

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Under/Over-Delivery Tolerances

• The Under- and Over-delivery tolerances are set in the purchase order.
• SAP will issue warnings and/or error messages for under- and over-deliveries
• Under-tolerance – soft warning message
• Over-tolerance – hard error message

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Printing Goods Receipts Slips

• Goods receipts transactions can be printed to a pre-defined printer
• Select (3) Collective Slip – Includes all items in the goods receipt

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Display Material Document – MIGO

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1

Goods Receipts Documents

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Goods Receipt

Exercise

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Exercise 4.1

• GR for POs:
• Single Item
• Consumable
• Multiple items
• Partial receipts
• Display a material document

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Cancel a Goods Receipt

• Canceling a goods movement in SAP is very common
• Cancel is the method SAP uses to correct an incorrect goods movement
• The basic rule to cancel any goods movement in SAP is to take the originating movement type number and add “1” to equal new movement type number
• For example:
• Goods receipt : 101 + 1 =
• Goods receipt reversal: 102

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Cancel a Goods Receipt Process - 1

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• From the SAP Easy Access menu, enter MIGO in the Command field and press the Enter key.
• SAP will navigate to the MIGO transaction

• Select the transaction variant (A03) “Cancellation”
• The reference document (R02) Material document defaults
• Enter the material document for the GR and press the Enter key
• SAP will display the details of the material document

Cancel a Goods Receipt Process - 2

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• Click on the Where tab - The movement type is 102
• Click in Text field and type reason for cancellation
• Select the Item OK checkbox

Cancel a Goods Receipt Process - 3

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• When the transaction is posted, SAP will update the Open Order quantity on the purchase order
• The vendor can resend the correct material

Return to Vendor

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GR = 2 CV (case)

1CV is OK – we keep it

1CV is wrong product and we need to send back to vendor

Return to Vendor Process - 1

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Transaction Variant = (A02) Return Delivery

Reference Document = (R02) Material Document for original GR

SAP defaults the GR quantity

Quantity can be changed to return ONLY the damaged quantity (1 CV)

Return to Vendor Process - 2

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Return to Vendor transaction require a Reason code

Click on the Where tab

Use the F4 Possible Options key s to select the appropriate reason for the return

*Note the movement type is a 122

Return to Vendor Process - 3

• Select the Post button or the Post icon

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Return to Vendor Process - 4

• When the transaction is posted, SAP will change the Open Order quantity on the purchase order
• The vendor can resend “good” material

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Exercise

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Exercise 4.2

• Cancel/Reverse a single line item GR
• Cancel/Reverse a multiple line item GR
• Return to Vendor

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Summary

• You should be able to:
• Post goods receipts for:
• A single purchase order
• Multiple line item purchase order
• A partial delivery
• Cancel / Reverse a goods receipt
• Display the material documents
• Understand the impact of a goods receipt
• Return a material to a vendor

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Unit 5

Goods Issues

&

Reservations

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Learning Objectives

• At the conclusion of this unit you should be able to:
• Understand the concept of goods issues in SAP
• Understand what reservations are and why they are used
• Understand the difference between transaction codes ZMM_GI_GR and MB1A
• Post goods issues using ZMM_GI_GR for:
• Cost centers
• Reservations
• WBS Elements
• To scrap

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Learning Objectives cont’d

• At the conclusion of this unit you should be able to:
• Use custom transactions to mass process reservations:
• ZMM_PICKT_PM
• ZMM_PICKT_MRP_PM
• MB26
• ZMM_SHORT_PM
• Cancel / Reverse Goods Issues
• Print goods issues material documents

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Reservations – MB21

Reservations are:

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• Requests to a Storage Location to keep a stock material ready for issue at a future date for a certain purpose

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• Placeholders in SAP used to ensure that a material is available when required

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• Created manually or automatically via MRP

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Reservation

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Material: 300024

Req. Date: 05/01/07

Quantity: 20 ea.

Reservations – MB21

• The following movement types are used when creating a reservation:
• 201 – Issue material to a cost center
• 261 – Reservation generated by Work orders
• 311 – Goods transfer from one storage location� to another storage location. These are created automatically by MRP
• A goods issue against the reservation will relieve the inventory from one location and consume it into another

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Reservation Structure

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Create a Reservation Process - 1

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• From the SAP Easy Access menu, enter MB21 in the Command field and press the Enter key
• SAP navigates to the transaction

Base date: The date the material is required

Movement type: The type of goods movement used to issue the reservation

Plant: UK10

Press the Enter key, or click on the New item button or the Create icon

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Reservation Process - 2

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Enter the Cost Center, material number, quantity and storage location

M = Movements Allowed (accept the default). Press the Enter key.

To display the details of the line item, double-click on the material number

Reservation Process - 3

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SAP displays the item details for the material.

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You may add or change existing information

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Click on the Post icon to post the reservation

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Note: Additional line items may be added by clicking on the New item button or Overview icon

List of Reservations- MB26

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This transaction can be used to execute various lists to display reservations before posting goods movements

For the purpose of displaying a list of reservations, any combination of material(s), cost centers and requirements date can be used.

SAP displays the reservations that meet the selection criteria

Exercise

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Exercise 5.1

• MB21 Create a reservation for a cost center
• Use MB26 to execute a list of reservations

Goods Issues thru Reservation Management

• Goods issues typically move inventory from one G/L account to another (From Central Stores inventory stock account to Physical Plant Division )
• Each type of goods issue is represented by a different movement type in the system
• Examples of goods issues are:

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Reservation (201)

Cost Center (201)

WBS Element / Project (221)

Work Order (261)

Scrap (551)

ZMM_PICKT_MRP_PM

• The first step in reservation management is to execute a pick list
• This list will print at designated locations and lists all materials and their quantities that need to be picked from the storage location

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ZMM_PICKT_MRP_PM has two selection criteria:

Status of Reservation: M or B

Required Date: Today’s date

ZMM_PICKT_MRP_PM

• After executing ZMM_PICKT_PM, SAP creates the pick ticket that will tell the storage location what materials to pick

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• The list will print at designated printers

Posting Goods Movements - MB26

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From the SAP Easy Access menu, enter MB26 in the Command field and press the Enter key

SAP navigates to the Picking List screen

Enter a selection criteria such as material, reservation number, or date

Click on the Execute icon or press the F8 key

SAP displays the reservations that meet the selection criteria

Picking List

• Select the line items to be posted

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• Click on the Stock Determination button to default the storage location

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• Click on the Post icon to post the goods movements

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Note: As soon as the transaction is posted, the inventory for the selected line items is reduced

Completion Indicator

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Issued Qty. = 7

Confirm Picked Quantities – ZMM_SHORT_PM�

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Multiple selections allow you to enter a list of reservation numbers instead of entering a range of reservation numbers

ZMM_SHORT_PM

• After picking the materials from the warehouse, this transaction is printed and sent with the material
• It displays the requested quantity, the picked quantity and shortages (if applicable)
• The shortage quantity may or may not be filled. If it has been determined items with short quantities should be filled, the completion indicator tab must be left unchecked on the zmm_pickt transaction.

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Exercise

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Exercise 5.2

• Execute ZMM_PICKT_PM
• Post goods movements using MB26
• Execute ZMM_SHORT_PM

Process Flow: GI to a Cost Center

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Execute Transaction ZMM_GI_GR to create a Credit Issue Stocked Items to a Cost Center - Movement Type 202

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Execute Transaction ZMM_GI_GR to Issue Stocked Items to a Cost Center - Movement Type 201

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Issue to a Cost Center

R3P-MM-ISSUER

Note: GI = Goods Issue

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ZMM_GI_GR Goods Issue to Cost Object

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ZMM_GI_GR Goods Issue to Cost Object

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1. Enter the Plant
2. Enter the storage location
3. Enter the goods recipient
4. Enter the Cost Object number
5. Material Document can be printed by selecting the print out box.

2 ways to generate goods issues.

1. Manual Data entry
2. Scanner download

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To return/credit a material,

Complete transaction by repeating steps above, but check “Reversal” box.

Process Flow: GI to a WBS Element

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Execute Transaction ZMM_GI_GR to reverse a goods movement - Movement Type 222

Execute Transaction ZMM_GI_GR to Issue Stocked Items to a WBS Element -Movement Type 221

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Issue to a WBS Element

R3P-MM-ISSUER

To a WBS Element

Note: GI = Goods Issue

Exercise

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Exercise 5.3

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• Post a Goods Issue using ZMM_GI_GR

Summary

• You should now be able to:
• Understand the concept of goods issues in SAP transaction codes
• ZMM_GI_GR
• Understand what reservations are and why they are used
• Post goods issues using ZMM_GI_GR for:
• Cost centers
• Reservations
• WBS Elements
• To scrap

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Summary cont’d

• You should now be able to:
• Use custom transactions to mass process reservations:
• ZMM_PICKT
• MB26
• ZMM_SHORT
• Cancel / Reverse Goods Issues
• Print goods issues material documents

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Unit 6

Transfer Postings

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FSC

UK Stores

Learning Objectives

• At the conclusion of this unit you should be able to:
• Execute a two step transfer posting
• Display stock in transfer
• Cancel a two step transfer posting

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Stock Transfers – 2 Step

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R3P-MM-ISSUER

Transfer Postings

• Goods movements do not only occur in the form of goods receipts and goods issues. Internal stock transfers might also be necessary

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• A stock transfer from storage location to storage location in the same plant causes an update of the stock quantities in both storage locations

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• Stock transfers can be executed using a one-step or two-step procedure

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• UK will use both one-step and two-step stock transfer procedures

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One-Step vs. Two Step-Transfer Postings

• The one-step procedure is entered in a single transaction MB21. Material is removed from and placed in storage simultaneously with movement type 311. This can be achieved either manually or by use of scanners.

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• The two-step procedure entered thru MIGO movement 313 displays as stock in transfer. After the Remove from Storage is posted at the issuing point, the stock appears as “Stock in Transfer“ status in the material master at the receiving storage location

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0001 Central Stores

Storage Loc. To Storage Loc. – Two Step

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Storage Loc. 0001 Central Stores

Step 1: Remove from storage

Movement 313

Movement 315

Storage Loc. 0002

FSC

In Transfer

Step 1: Remove From Storage (313)

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Stock in Transfer

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Stock in Transfer is displayed in the Material Master – Storage Location Stock view

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Step 2: Place in Storage (315)

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Display Storage Location Stock

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Stock in Transfer is cleared and added to Unrestricted stock

Cancel / Reverse Goods Movements

• The general rule to cancel a movement is to add “1” to the movement type that created the movement

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• A 102 cancels a 101
• A 222 cancels a 221
• A 314 cancels a 313
• A 316 cancels a 315

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• Cancellations are generally mistakes that are easily corrected in SAP with the corresponding movement type

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Cancel / Reverse 313

• To cancel / reverse a 313:
• You executed a 313 to put material in transfer to FSC (0002). Before you posted the 315, you discovered that the material needs to go to Med Ctr PPD (0003) instead

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• The 313 must be cancelled (314) to put the stock back in transfer status, then transferred to the correct storage location

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Cancel/Reverse a Two-Step Transfer Posting

• To cancel the entire two-step transfer posting (313 and 315) you must cancel the 315 material document first then cancel the 313 material document
• For example:
• You executed a 313 to put material in transfer to FSC (0002). Then you posted the 315.
• You discovered that the material needs to go to Med Ctr PPD (0003) instead
• The 315 movement must be cancelled first with (316)
• Then 313 movement can be cancelled with a with (314)
• The material can then be transferred to the correct storage location

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Cancel/Reverse: Process

• 1^st: Cancel the 315 material document

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• 2^nd: Cancel the 313 material document

Summary

• You should be able to:
• Execute a two step transfer posting
• Display stock in transfer
• Cancel / Reverse a two step transfer posting

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Exercise

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Exercise 6.1.1

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• Post Two-step Stock Transfer using MIGO

Course Summary

• You should be able to:
• Understand the relationship between the organizational structure and master data
• Understand the ZMM_GI_GR transaction code
• Use the ZMM_GI_GR and MIGO transaction to execute various goods movements in SAP
• Create a personal favorites list of frequently used movement types
• Execute goods movements in SAP
• Cancel/ reverse goods movements

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Course Summary cont’d

• You should now be able to:
• Understand the relationship between goods movements and movement types
• Execute a return to vendor transaction, issue goods to cost centers, reservations and scrap
• Transfer materials from one location to another
• Pick and issue materials to reservations
• Differentiate between a stock material and non-stock material

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