SAP Material Management Frequently Asked Question

With this Schema:

- Net Amount will be calculated from PB00, RA01, ZMUP, ZDIS.

- Tax will be calculated from PB00, RA01, ZMUP.

Total amount will be calculated from net amount and Tax.

So, ZDIS will included in Net Amount and excluded for Tax.

Q: Can we change the name of the Vendor in a PO released on another Vendor?



A: NO. You may create another PO on the vendor required by referencing any PO.



Q: We want to return unused material procured from a vendor and update stock or expense Account. How to do this effectively?



A: 1. Use movement type - 122 to reverse receipt and reopen purchase order. This can be done if you can identify the PO against which the material was received. And also credit shall be same as PO Price



2. Special movement type has to be setup if the PO is not known. The price may have to be negotiated with vendor.



Q: How do I define a new currency ? How can i set number of decimal places more than two?



A: Define a new currency in Customizing with transaction OY03



If you change the current currency all of your accounting documents will be re-evaluated by R3 and this could cause adverse affects to your financials.



Use transaction



OY04 to assign number of digits to new currency



OBBS to define conversion factors for currency conversion


OB08 to enter exchange rates



XK02 to assign new currency to Vendor Master



ME11 to create a Purchase Info record



Create MM documents with the new extended price
.
However you notice that accounting documents will still

reflect the 2 digit price and rounded to the nearest 1/100th.


Q: Our supplier delivers his product for an Auction. We sell it in auction and pay the supplier. What is the best way to handle this?



A: You can try consignment process. In this process, Vendor holds the goods until they are sold. The price to the supplier can be reset when the goods are sold in settle consignment liabilities.



Q: How can I open a previous MM period?



A: Transaction - MMPV
Menu path - Logistics->Materials



Management->MaterialMaster->Other-> Close Period



Q: We can make a particular indicator mandatory. Can I have a defaulted value for the indicator while creating Material master that can be changed later in MM02?



A: Try using transaction variant, transaction code SHDO. And then SE93. In SE93 choose the option of variant transaction





Q: How can I generate a report of cancelled PO?
A1: Use a Query with table EKKO whose field LOEKZ is the deletion indicator.



A2: Go to the initial screen of purchasing. Then go to PURCHASING -> LIST DISPLAYS -> BY PO NUMBER -> EDIT -> DYNAMIC SELECTION.



This allows you to select certain fields from the EKKO table and EKPO table. Deletion indicator can also be seen here. Use 'dynamic selections' to determine your selection criteria and run the report.



A3: You can also do this via the IMG
Go to Transaction OMEM or Menu path - MM -> Purchasing -> Reporting -> Maintain Purchasing Lists
Click on Scope of List Create New entry.



Check on Change Documents field. Name the new Scope with relevant name. This will now appear in Scope of List field in all Purchasing List Display screens.



The output will show the details of the changes like date and time of change, old value, new value etc.

Q: How can we detect a change in a Purchase Order?



A: For Header level changes: Go to Header -> Statistics -> Changes



For Item level changes: Go To Item-> Statistics -> Changes



Q: We want to pop-up a screen to show the total value of PO before saving the PO so that user can decide whether to save the PO or discard it. What is the best way ?



A: Try using EXIT_SAPLEINS_001. It is entered during the saving operation of a PO. You can review the PO, present a popup dialog using one of the POPUP_* functions enabling the user to decide either to save or abort the PO.



Q: PO item text is being adopted from the Material master.


The text has got adopted status and is not stored in the text ID tables STXH and STXL. Hence print program is not able to print these texts. How can we solve this?



A: Purchase order texts can be adopted from Info record or material master. All the texts finally gets stored in table STXH with different text application objects.



Incase of PO header text it is EKKO and PO Item text it is EKPO. Even if the texts are adopted from either of these, there is a possibility that it can be altered at PO level. Here it will get stored with object EKKO or EKPO.



There is no need to store this at PO level if there is no change made to the text at PO level,.
Try these: Check for texts in EKKO or EKPO ( depending on header or item level)



If no text gets returned back check in object EINA for info record or MATERIAL for material master long text.( table is same i.e. STXH)



Q: While creating a purchase order we can see that there is the "Info rec. update" in the box item detail screen. How can we change the default setting for this box?



A: In MM Purchasing configuration (use Transaction code: OMFI), you can assign the default value of info records update for buyers then assign it through parameter ID EVO (check the configuration documentation)

Q: I want to have multiple addresses of a vendor - for ex: mailing, shipping, payment remittance, several billing addresses, etc.



Suppose we have 25 addresses for one company, what is the best way without creating 25 separate companies and their addresses?



A: You can solve this problem by using Partner functions. Using Transaction WOLP, Partner roles and partner schemas at vendor level and purchasing Document level can be defined.



Create as many vendor numbers as required (say 25 -in this case) and assigning to the respective partner roles.


Q: The source list is created for a material ie. source list required is marked. When a PO is created a different vendor can still be selected and even if 'fix' indicator in source list is marked, system only shows warning msg.



How can we fix a purchase order to only a fixed vendor for a material ?





A1: Try changing the warning message into an error message. Note the message number. Then use menu
OLME -> Environment-> system message.


A2: Tick the indicator "Source List" in the material master (purchasing view) By ticking this, the procurement would be only possible from sources specified in the source list. You may also think of making the field mandatory in the material master.



Q: We want the Vendor code as 'abc1234' where first 3 characters are alpha and the last four digits are digits serial numbers. What is the solution?


A: Use an user exit. With this user exit, you can check but can not force the user to enter the value correctly.


Q: We want to set up a Preferred Vendor list to enable users to determine the Vendor to be called for the material required while raising the Requisition. What is the best way?



A: Use Transaction ME01 to Maintain Source List. At the preferred vendor, click the Fix check box. By this preferred vendor is automatically assigned whenever 'Follow on function' is called for your PR (Create PO).



Q: What is the SAP standard way for deleting all the vendors centrally from the system?


A: 1. Mark vendors for deletion: XK062.



2. Run SAPF047 which creates an entry in an internal SAP table which is used later



3. Run SAPF058. Check "General Master record" and "MM Data" boxes on, "Test Run " off. Enter Purchase Organizations.



4. Run SAPF058. Check "General Master record" and "FI Data" boxes on, "Test Run " off. Enter Purchase Organizations. ABAP programmer can create an ABAP program to do it.

Q: How can we create one inventory doc with all your materials to count instead of generating one doc for each material?



A1: You can carry out transaction MI01 - by referencing your plant & storage location. You can then enter as many inventory materials as you want.



A2: Set maximum number of items to say 50 using Transaction MICN. The same can be preset using transaction OMCN.


Q: How is GR/IR account related to Inventory?

A: If you are involved with inventory, then you need the GR/IR account (Inventory Account) when the IR is posted.
If you are not involved about inventory, then the system does not need the GR/IR account when the IR is posted, the system needs a G/L instead of the GR/IR account.
Q: We tried RMCB0300 to find out logical value for stock item by date. But after re-valuation, stock value is supported by month instead of date. How can we find the logical value for stock item by date?



A: Use Transaction MC49


Menu path :

1. Information systems -> Logistics -> Inventory management->Material -> Document Evaluations -> Stock value -> Mean inventory or



2. Logistics -> Logistics controlling -> Inventory Controlling Environment -> Document evaluations -> Stock value -> Mean Stock Value.


Q: How can we transfer stock from one vendor to another vendor?



A: DO 542 and then 541 to the new vendor.

Q: How can I cancel a posted invoice? The error message 'BSEG-GSBER is not an input field' is appearing. Even OSS note -94932 did not help.


A: The error is due to suppression of Business area field in the field status group. Due to this, while reversing the document, the system finds this field is suppressed and hence does not proceed further.



Locate the field status group for the recco account entered in the vendor master and the relevant field status variant.



In IMG, go to FI Global settings-Documents- Line items-Control-Maintain field status variant.



Here for the relevant field status variant and the field status group you may find the business area field has been suppressed.