Table of contents
Scope
ERP
References
Attachments
1. Objective and Scope
1.1 Objective of this Procedure
This document is a complement to Standard Operating Procedure "Article Creation and Management", adapting the process to North America.The Material Master Data management includes the material´s creation, modification and deletion flags, as well as the Storage, MRP and Purchasing Views and PIR creation. These items will be presented in this procedure.
Requests can be performed by the Stockroom Coordinator or the Buyer, in this case, the request is auto-approved, as the Buyer is responsible for reviewing and approving the requests.
All requests are sent to Master Data via e-mail or Webform
E-mail: general.3s-codif@solvay.com
WebForm: https://sites.google.com/a/solvay.com/solvay-buyer-portal/
The PtP Portal User´s guide can found at: https://docs.google.com/a/solvay.com/presentation/d/1rln_Sp3OadG6nZUJLrd7VTJjYBUvCa1lsiPfYh7BNNk/edit#slide=id.p
The referral material mentioned in this procedure, such as ZHS Material Code List and Languages List are contained in the Main Master Data file.
This document´s objective is to provide a guide to managing Material Master Data.
1.2 Scope
Under Master Data´s scope, is the management of Industrial Supplies for NAM region.
2. Main Part
2.1 Roles and Responsibilities
| Requester | Prior to submitting a new request, it is the requester´s responsibility to ensure the material does not exist in SAP already, so no duplicates are created in the system. If the material was not found, the ZERS form must be filled and submitted for the Buyer´s review and approval. Once the authorization is obtained, the form and approval must be sent to Master Data team. |
|---|---|
| Master Data | Requests are received by the team, who will check if the form was filled correctly and if the required approval was obtained. A second search in the system is performed by the team, to ensure no duplicates are created. After the material and views are created, the request is forwarded to the site´s Controller, who will create the Accounting View and finish the material creation process. |
2.2 Creating Material
| Description | Requests for material creation can be performed by the Stockroom Coordinator or the Buyer, in this case, the request is auto-approved, as the Buyer is responsible for reviewing and approving the requests. |
|---|---|
| ZERS Form | The standard form used for material creation and modification is called the ZERS form, and contains all information necessary to create the material and also add the MRP, storage, purchasing and accounting views. |
| Material Creation Workflow |
|
Checking duplicates
The resquester is responsible for checking if the material is already created in the system, however, Master Data performs a final check, as explained below:
Go to SAP MM03
- Click on
- Click on
to open the menu - Select the option Material by Material type, Plant and long text
- Material type: ZERS
ZERS is the material type used for industrial supplies
Material description: Information available in the requester´s form, under Material Short Description
Use * between words to search a range of words. For example: V*LV will bring as result the words VALVE and abbreviation VLV
If the material has been found, it means it is possible that the request is a duplication, so contact the requester for verification. Inform the RCS material number and description for reference.
If the material was not found, continue the material creation.
Creating Material MM01
Go to SAP transaction MM01
- Industrial Sector: Chemical industry
- Material type: /Industrial Supplies
Enter
- Select Basic Data 1 and Basic Data 2
On Basic data 1, the material number is filled automatically by the system. The remaining items, should be completed as detailed below:
- Short description: available in ZERS form
Check the ZERS form for the nomenclature´s rules
- Base Unit of Measure: available in ZERS form
The base UOM should be the smallest unit possible. For example, if the material is requested by case, the base UOM should be each and the alternate UOM should be case.
Division for ZERS (Industrial Supplies)
- Material Group: available in ZERS form
- Division: WA
On Basic Data 2, follow the instructions below:
Check if the Material Group available in the ZERS form is included in the ZHS Material Code List.
- Check DG indicator profile
- Click on Additional Data
The ZHS Material Code List provides all material groups that should receive the Dangerous Group indicator ZHS, which means Supplies subject to Health, Safety and Enviroment requirements, printed in the PO.
On the Descriptions tab, complete the fields described below:
- Complete the Language field with the information found in the Languages list
- Copy the first line of the Material Description to the remaining lines
The first line will be populated automatically
If the base UOM is different from the Ordering UOM, there should be an Alternate Unit of Measure mentioned in the ZERS form. Complete the Units of measure tab with that information:
- Fill the second line with your Alternate UOM
In this example, 12 each = 1 case
On the Basic Data Text tab:
- Add the Long Description available in the ZERS form
- Copy the Material number and paste it in the ZERS form for future reference
2.3 Creating the MRP / Storage Views
MM01
Go to SAP transaction MM01
- Insert the material number
- Industry sector = Chemical Industry
- Material Type = Industrial Supplies
Enter
- Select all MRP views
- Select all General Plant Data / Storage views
When working with more than 1 item, the Default Setting button can be used so the views are automatically selected.
- Plant: Info in ZERS form
- Stor. Location: Info in ZERS form
- Plant-sp. Matl status
A block (Z1) can be set in this field so the material cannot be used until all views are created.
- MRP Type: Info in ZERS form
- Reorder Point: Info in ZERS form
- MRP Controller: Info in ZERS form
- Lot Size: Info in ZERS form
- Max stock level: Info in ZERS form
- Rounding value: Info in ZERS form (Optional field)
Go to MRP 2 tab
- Prod stor. Location: Info in ZERS form
- Storage loc. For EP: Info in ZERS form
- Planned Deliv. Time: Info in ZERS form
- SchedMargin key: 000
- Safety Stock: Info in ZERS form
Go to MRP 3 tab
- Availability check: Info in ZERS form
Go to MRP 4 tab
No info is entered in this tab, however it must be created as well
Go to Plant Data/Stor 1 tab
- Storage Bin: Info in ZERS form
If the information was not provided in the form, insert NEW ITEM. The plant will later fill the actual bin reference.
Go to Plant data/stor 2 tab
- Profit Center: Info in ZERS form
After creating the MRP and Storage views, the next step is to create the Purchasing View.
2.4 Creating the Purchasing View
MM01
Enter SAP transaction MM01
- Enter the material code
Enter
- Select the Purchasing View
- Plant: Information available in the ZERS form
- Purchasing Group: Search for the information in the Main Master Data file, using the plant as reference
- Check the Autom. PO box
- Purchasing Value Key: 0004
- GR Processing Time: 1
- If the material is listed in the ZERS form as critical, check the Critical part box
After the Purchasing View is created, the next step is to create the Purchasing Info Record.
2.5 Creating a Purchasing Info Record
Description
The PIR is a method for managing the purchase price. An alternate management method is a contract. When a contract exists, then the PIR should not be used for the same material.
A new PIR is created when a purchase from a new material/supplier combination is needed. Within the PIR there is another unique combination named Purchasing Org. Data, formed by the combination of the Purchasing Org., Info Category and Plant Code. If one of those elements is changed, this results in a new record within the PIR.
In the PIR´s General View the WW fields are available. These fields determine the information common to all plants using the material/supplier combination.
The PIR´s maintenance is the buyer´s and LPR´s responsibility. Any information missing in the ZERS form (previously approved by the buyer) and necessary in the PIR should be completed by them.
Creating PIR
Check if the material has a Z1 Plant-supplier material status. This code means that the material creation is in progress, so it blocks the creation of the PIR and consequently, the PO.
To check and remove the Z1 block, go to SAP transaction MM02
- Insert the material number
Enter
- Select the Purchasing View
- Plant Number: Available in the ZERS form
If the field Plant-sp.matl status is populated, deleted its contents
Go to SAP transaction ME11
Insert the information below:
- Vendor: Information available in the ZERS form
- Material: Insert the material code created
- Purchasing Org: 3012
3012: Industrial Supplies North America
- Plant: information available in the ZERS forms
After all the information is filled in the first screen, press Enter
- Vendor Mat. No.: Information available in the ZERS form under column Supplier Part #
- Salesperson: Information available in the ZERS form
- Telephone: information available in the ZERS form
- Order Unit: Insert the alternate UOM in case it was provided
Enter
- Pl. Deliv. Time: Already populated
- Purch. Group: Check the Main Master Data file for the Buyer to the specific plant in use. After that, check the buyer´s Purch. Group.
- Standard Qty: 1
- Tax Code: LN
LN: US – AP Sales tax
- Price: information available in the ZERS form
- Incoterms: information available in the ZERS form
Go to Conditions tab
- Update the validity period
The validity period is usually extended to 2 years
Go to Texts tab
- Double click in the Purchase order text field
- Insert the material´s long description, available in the ZERS form
OBS: For imported materials, the following fields must be entered: Country of Origin, Region, appropriate Tax Code and Configuration Control (Z003 or Z004).
2.6 Changing a Material
Description
Requests to update a material can be sent by the Storeroom administrator, Buyer or LPR.
The information that is setup in tabs Basic Data 1 and Basic Data 2 are common to all plants that use the material. To update information present in those tabs, approval from all Storeroom personal from the different plants is necessary. Purchasing views are plant specific, so no approval is required.
Changing Material
MM02
Go to SAP transaction MM02
- Insert the material number
Enter
- Select the views desired
- Change the information in the respective tab
2.7 Deletion Flags
2.7.1 PIR Deletion Flag
Description
If a new vendor will be used to supply a material or that material is no longer in use, a request to add a deletion flag for a PIR will be received.
Deletion Flag
Go to SAP transaction ME1M
- Insert the material number
- Select the PIR desired
Go to Conditions tab
Double click on the Validity period
- Change the Valid to field to a past date
- Change the Purch. Group field to E00
Purch. Group used for deleted items. E00 = Corporate
Go to Extras
Go to Deletion Flags
Check Deletion flag box desired
The complete info record box blocks the PIR from being used by all plants associated to it. Before checking this box, make sure to verify with all plants if that is convenient.
2.7.2 Material Deletion Flag
Description
If the material is no longer in use, a request to add a deletion flag to it will be received. The deletion flag can be added to either the material or plant level. In the material level, all plants using the material will be affected. In this case, the approval from all plants is necessary. The plant level will affect only a specific plant, so other locations will still be able to request that particular material.
Deletion Flag
Go to SAP transaction MM06
- Input the material number
- Input the plant number
If the material is shared by multiple plants, the deletion flag must be added to the requester plant only, with exception of having approval from all plants
Enter
- Check the material box if the deletion flag will be added to material level
- Check the plant box if the deletion flag will be added to the plant level
2.8 Updating Price and Validity Period
Description
Requests to update the PIRs validity period can be received.
Go to SAP transaction ME1M
- Insert the material number
- Select the PIR desired
Go to Conditions tab
- Add price
- Add validity period
