1. Objective and Scope

1.1 Objective of this Procedure

This document will explain how Material Master Records should be managed by Data Controllers, responsible by LAM and NAM Scope. It will define main rules and best practices that should be applied to have the highest level of compliance with Solvay Group rules and attend our internal customer needs. It includes Master Records creation and modification.

1.2 Scope 

This procedure applies to all Industrial Supplies Material on LAM and/or NAM Region.  It also specifies the role of Data Controller, inside the process of Material Master Data for Industrial supplies (ZERS), Stocked and not valuated (ZUNB) and General Supplies (ZHIB). In relation with all NAM and LAM regions. Using the SAP System WP1_400 (RCS). 

2. Reference Documents

N/A

3. Definitions

4. Roles & responsibilities

5. General Operational Procedure

5.1 Description of transactions

5.1.1 Transaction MM01

This is the transaction for material creation, where we can create new Material code.

More information on section 5.3.

01 – Select Views: Click on this to select the views to be created. 

02 – Org. Levels: Click on this to select the Organizational levels to be created, such as plant, storeroom etc.

03 – Data: Click on this to start creating the items without selecting additional information (Basic Data only) select the views to be created.

04 – Material: If you already have a material code and you need to create to other plants you need to add the code here to avoid material duplication

05 – Industry sector: We need to choose the industry sector related to the material, in our case it will always be Chemical Industry.

06 – Material Type: We need to select here the material type of our creation. In our case we will choose the options below:

• Industrial Supplies (ZERS)

• Stocked and not valuated (ZUNB)

• General Supplies (ZHIB)

07 – Material: In this field we can select a material to copy the information from.

5.1.2 Transaction MM02 and MM03

Both transactions are very similar. The main difference between them is that MM02 is used to modify data and MM03 is used only to display data.

08 – Select View(s): Click on this to select the views to be check/change.

09 – Org. Levels: Click on this to select the Organizational levels to check/change.

10 – Data: Click on this to check/change general data.

11 – Material: code that you want to work on.

5.1.3 Transaction MM06

This transaction is used to flag a material for deletion in general view or a specific view.
For more information, check section 5.7.

12 – Material: Fill the Material number you want to flag or unflag for deletion.

13 – Plant / Stor. Location: Fill with the location info you want to flag or unflag for deletion.

14 – Valuation Type: Fill with the Valuation Type you want to flag or unflag for deletion.

15 – Sales Org: Fill with the Sales Organization you want to flag or unflag for deletion. 

16 – Distr. Channel/ Warehouse No./ Storage Type: Fill with the storage info you want to flag or unflag for deletion.

17 – Change Number: Fill with a Material code you want to copy the information from

5.1.4 Transaction ME11 and ME12

These SAP transactions are used to display and modify PIRs (purchasing info records). Both transactions are very similar, the main difference between them is that ME12 is used to modify data and ME13 is used only to display data.

For more information, check section 5.8.

18 - General PIR data;

19 - Location PIR data;

20 - PIR category; 

5.2 Requirements for material creation

All mandatory information in the form, approval and documentation must be provided by the requester. D&A Team will perform some quality checks in order to insert the most accurate data in SAP system.

Data Controller will double check for duplicates before completing the request and communicate with the requester if any data is missing, confused or duplicated. 

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.

The standard form used for material creation and modification is called the ZERS form, and contains all the information necessary to create the material and also add the MRP, storage, purchasing and accounting views.  

5.2.1 Searching for an existing material in RCS

You can search for existing material by using transaction MM03.

21 – On material, just select the field by clicking on it and the “match box” will appear, click on it or just press the shortcut button “F4”.

In the next window we will be able to perform our checks. To search for an existing material we normally perform searches in the tab Material by Material type, plant and long text (you can choose different parameters, depending on the information you have).

22 – Material type: you need to add here the material type that you are creating i.e. ZERS.

23 – Plant: Normally this is filled just if you want to restrict your search to a plant. We left this field blank to search in all items available to all plants

24 – Material Description: add the main part of material names with Use * between words to search a range of words. For example: V*LV will bring as result the words VALVE and abbreviation VLV

25 – Material Long text: here you can perform the check in the long texts created to materials

26 – Language key: add the language you want to search. As standard we use EN

If the material has been found, it means it is possible that the request is 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.

5.3 Material Creation (ZERS, ZUNB and ZHIB)

Go to SAP transaction MM01

27 – Material: If you already have a material code and you need to create to other plants you need to add the code here to avoid material duplication, for new materials leave it blank;

28 – Industry sector: By default, “Chemical Industry”;

29 – Material Type: We need to select here the material type of our creation; in our case we will choose one of the options below, informed on the original form:

• Industrial Supplies (ZERS)

• Stocked and not valuated (ZUNB)

• General Supplies (ZHIB)

30 – Material: In this field we can select a material to copy the information from

To continue you can press enter or select field “Select View(s)”

29 - Select the following fields:

• Basic Data 1

• Basic data  2

• Purchasing

• Foreing trade: Import data (LAM materials only)

• Purchase Order text (LAM materials only)

• MRP 1 

• MRP 2 

• MRP 3

• MRP 4

• General Plant Data / Storage 1 

• General Plant Data / Storage 2

• Accounting 1

• Accounting 2

Note! You can choose to add this views as default by clicking on 31 (default setting). Everytime you enter again it will be selected

30 - Press enter again or click to proceed and choose the plant and storage location

32 – Plant: add the plant requested

33 – Sort. Location: add the storage location requested

34 – Copy from: if you are copying one material, you can add the information in those fields to copy the information to the new record

35 – Press enter again or click the check mark to proceed with the material creation

5.3.1 View ‘Basic Data 1’

36 – Material: Alphanumeric key uniquely identifying the material. – information created automatically

37 – Material Description - Text containing up to 40 characters that describes the material in more detail.

38 – Base Unit of measure - Unit of measure in which stocks of the material are managed. The system converts all the quantities you enter in other units of measure (alternative units of measure) to the base unit of measure. – 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.

39 – Material Group: Key that you use to group together several materials or services with the same attributes, and to assign them to a particular material group.

40 – Division: A way of grouping materials, products, or services. The system uses divisions to determine the sales areas and the business areas for a material, product, or service. As default the information needs to be filled as:

- ZERS: Always “WA”

- ZUNB: Always “XJ”

- ZHIB: Always “WB”

41 – Click on Additional Data to create material name on different languages: 

This will allow other person who is logged in a different language search for this material

42 – Copy descriptions to 11 languages: EN, ZH, KO, DE, FR, IT, JA, PL, PT SK, ES. You can copy the same information or translate the material name if specified on the request;

If specified on the request, go to the tab ‘Units of measure’ to set different conversions of measure: 

43 – Unit of measure in which quantities can be entered alternatively to the base unit of measure / stockkeeping unit - If one Alternative Unit of measure is provided, you can add the information here with the respective quantities;

IF LAM

44 - Go back to ‘Main data’ and skip step 45. Then go to section 5.3.3.

IF NAM

45 – If the request is for NAM click on ‘Basic data Text’

46 – Here you can add the long text for this material. If no long text is informed, just copy the material description. 

47 – Return to main data.

5.3.2 View ‘Basic Data 2’ - NAM only

NAM ONLY

66 – DG indicator profile: Alphanumeric key that uniquely identifies the dangerous goods profile. - Depending on the material type, the code “ZHS” is added for NAM requests according to the information provided on the ZERS form. 

For LAM, leave it blank.

5.3.3 View ‘Purchasing’

49 – Base Unit of measure and Material Group: Information copied from Basic data 1

50 – Purchasing Group: Key for a buyer or a group of buyers, who is/are responsible for certain purchasing activities.  - It depends on the Plant and region: 

IF NAM

IF LAM: 

51 – Autom. PO: Defines that purchase orders are generated automatically when purchase requisitions are converted into purchase orders. - Needs to be flagged to allow system create POs automatically as default.

52 - Purchasing Value Key: Key defining the reminder days and tolerance limits valid, as well as the shipping instructions and order acknowledgment requirement of the material for Purchasing. Fill as below:

• NAM: Always 0004

• LAM: Always 0001

53 – GR Processing Time: Number of workdays required after receiving the material for inspection and placement into storage - As standard we add 1 (insert another number only if the requester provides an information different from 1).

54 – Critical Part: Specifies whether the material is a critical part, that is, a particularly important part - This needs to be flagged if the information is provided in the form.

55 – Source list: Specifies if the material needs a source list. If NAM, always flag it. If LAM, don’t flag it.

IF NAM

Go to section 5.3.6 (MRP1)

IF LAM 

Go to next section 5.3.4.

5.3.4 View ‘Foreing trade import’ - LAM only

LAM ONLY

56 – Control code: for LAM, it’s the NCM (nomenclatura comum do Mercosul), always informed by requester. When replying to the email, we need to inform the tax team about the NCM you have added, so please copy:

• Adriano Pereira (Adriano.pereira@solvay.com) to validate the NCM if the material origin is national

• CTC team (htsclassification@solvay.com) to validate the NCM if the material origin is foreign

57 – Mat. CFOP category: This is the CFOP category of a material. -  as Standard we fill with 0

IF LAM 

Go to next section 5.3.5 (Purchase Order text (LAM only))

IF NAM 

Go to section 5.3.6 (MRP1)

5.3.5 View ‘Purchase order text’ - LAM only

LAM ONLY

58 – Here you will add the information that will appear in the PO text (long text); 

59 – Click to create in additional languages: use English, Portuguese and Brazillian Portuguese – to add this information we need to click on the file button (For LAM vendors, this field should contain the inspection level and risk of lack of material - informed on the form).

5.3.6 View ‘MRP 1’

60 – Base Unit of Measure: Information copied from General Data

61 – MRP Type: Key that determines whether and how the material is planned. Information provided in the ZERS Form.

62 – Reorder Point: If the stock falls below this quantity, the system flags the material for requirements planning by creating a planning file entry. (Note: depending on the MRP Type, this field becomes mandatory to proceed)

• NAM: Information provided in the ZERS Form.

• LAM: If MRP type is P3, it can be left it blank, according to the information provided in the form; if MRP type is Z1, it can't be left it blank, fill it with the information provided in the form.

63 – Planning time fence: The planning time fence specifies a period within which no automatic changes are to be made to the master plan.

• NAM: Always left it blank

• LAM: Always fill with 7

64 – MRP Controller: Specifies the number of the MRP controller or group of MRP controllers responsible for material planning for the material. Information provided in the ZERS Form.

65 – Lot Size: Key that determines which lot-sizing procedure the system uses within materials planning to calculate the quantity to be procured or produced.

• NAM: Information Provided in the ZERS Form

• LAM: Always “EX”

66 – Maximum stock level: Quantity of the material in this plant that may not be exceeded (Note: depending on Lot Size, this field becomes mandatory)

• NAM: Information Provided in the ZERS Form

• LAM: Information Provided in the ZERS Form (not mandatory)

5.3.7 View ‘MRP 2’

67 – Prod. stor. Location: In the case of a material produced in-house, this is the key of the storage location that is copied to the planned order, production order, or run schedule quantity.

• NAM: Information provided in the ZERS form

• LAM: Leave it blank

68 – Storage loc. for EP: Key of the storage location that is proposed in the purchase requisition in materials planning for subsequent storage of the material. In the case of a material procured externally, this storage location is proposed in the planned order in materials planning

NAM: Information provided in the ZERS form

LAM: Information provided in the ZERS form

69 – Planned Deliv. Time: Number of calendar days needed to obtain the material or service if it is procured externally. Information provided in the ZERS form

70 – GR Processing Time: Information copied from “Purchasing”

71 – SchedMargin key: Key that the system uses to determine the floats required for scheduling an order. Always fill it with “000”.

72 – Safety Stock: Specifies the quantity whose purpose is to satisfy unexpectedly high demand in the coverage period. The risk of shortfalls is reduced by having a safety stock – Information provided in the ZERS Form, if not left it blank;

5.3.8 View ‘MRP 3’

73 – Availability check: This field is related to availability that the system will analyse to check the stock. Always fill it with “02”.

5.3.9 View ‘MRP 4’

No actions to be performed on this view, just pass through it to enable the fields. 

5.3.10 View ‘Plant Data / stor. 1’

74 – Storage Bin: Identifies the storage bin within a storage location where the material is stored.

• NAM: If any information was sent in the form add it accordingly, if not use“NEW ITEM”

• LAM: Leave if blank

5.3.11 View ‘Plant data / Stor. 2’

75 – Profit Center: Key which together with the controlling area uniquely identifies a profit center. Information will always be informed in the ZERS Form

5.3.11 View ‘Accounting 1’

For NAM

76 – Valuation Class: Default value for the valuation class for valuated stocks of this material. Always Z120.

77 – Moving Price: Material’s price – add the price informed in the x1000

78 – Price Unit: Number of units to which the price refers. – Always 1000

79 – Standard Price: Standard price of the material – Same information as Moving Price

For LAM

80 – Valuation Class: Default value for the valuation class for valuated stocks of this material. 

ZERS - Z120 for consumption items, Z160 for industrialization

ZHIB – Z170 for all materials, except if its requested to use Z075

81 – Price Unit: Price of the material. – add the price informed in the x1000

82 – Per Price unit: Number of units to which the price refers. – Always 1000

5.3.12 View ‘Accounting 2’

For NAM: no actions to be performed on this view, just pass through it to enable the fields. 

For LAM:  

83 – Material usage: This indicator shows the intended usage of a particular material in inventory. – use code 1 for Industrialization or 2 for Consumption (type of material provided on the form)

84 – Material origin: This indicator shows whether the products were produced inside Brazil or were imported. If the goods were imported, it also indicates whether they were imported directly by the company or not. – information provided on the form with the codes below:

Origin of material:

• 0 - National - except indicated for codes 3, 4,5, or 8

• 1 - Foreign - imported directly

• 2 - Foreign - acquired nationally

• 3 - National - merchandise or asset with import content is over than 40%

• 4 - National - when the production is according to Decree-law 288/67, and laws 8.248/91, 8.387/91, 10.176/01 and 11.484/07

• 5 - National - with import content less than or equal to 40%

• 6 - Foreign - imported directly, no similar national, listed in “Resolução CAMEX”

• 7 - Foreign - acquired nationally, no similar national, listed in “Resolução CAMEX”

• 8 - National - with import content over 70%

85 – When complete, save the material. 

5.4 Creating additional accounting views - ZN/ZR

This procedure applies for LAM materials, in Paulinia plant (Brazil). If the requester informs that the material is recoverable (this information should be placed on the form) we have to create the views ZN/ZR that are the split accounting view.

• ZN is related to prices for a new material

• ZR is related to prices for a recoverable material

5.4.1 Enabling different types of valuation. 

Enter in transaction MM02, choose the ‘Accounting 1’ view.  

86 – Enter with material number;

87 – Press enter, select ‘Accounting 1’;

88 – Click on the check mark;

89 – Add Plant code (7525 if Paulinia);

90 –Click on the checkmark or press enter;

91 – Valuation Category: Determines whether stocks of the material are valuated together or separately. – We need to fill out this with a “Z” to allow us to create ZN/ZR views

Save it. 

5.4.2 Creating ‘ZN’ view

Now go to transaction MM01, to create the new valuation types. 

92 – Enter Material code you want to create the ZR/ZN;

93 – Material copy from: use the same material;

94 – Press enter and then select views ‘Accounting 1’ and ‘Accounting 2’;

95 – Click the checkmark;

96 – Plant: code 7525 in organizational levels;

97 – Copy from: use the same plant code;

98 – Valuation type: choose ZN (Price related to new item);

99 – Click the checkmark;

100 – Price Unit: Price of the material. – add the price informed in the x1000

101 – Per Price unit: Number of units to which the price refers. – Always 1000

As we copied the information from the material without the split view, the fields are already completed. For more information, check section 5.3.11.

On tab 'Accounting 2’:

Fields ‘Material usage’ and ‘Material origin’ should be filled as the reference material, since  we copied the information the fields should be already populated. If needed, check section 5.3.12 for more information.

Save it.

5.4.2 Creating ‘ZR’ view

102 – Enter Material code you want to create the ZR/ZN;

103 – Material copy from: use the same material;

104 – Press enter and then select views ‘Accounting 1’ and ‘Accounting 2’;

105 – Click the checkmark;

106 – Plant: code 7525 in organizational levels;

107 – Copy from: use the same plant code;

108 – Valuation type: choose ZN (Price related to new item);

109 – Click the checkmark;

110 – Price Unit: Price of the material: always 10.00

111 – Per Price unit: Number of units to which the price refers. – Always 1000

As we copied the information from the material without the split view, the fields are already completed, pay attention to change the price to 10,00

On tab accounting 2

Fields ‘Material usage’ and ‘Material origin’ should be filled as the reference material, since  we copied the information the fields should be already populated. If needed, check section section 5.3.12 for more information.

5.5 Waste Material Creation

For Brazil, we have the Waste Material Process for Paulinia Plant. The responsible and authorized people to create these materials are: Mauricio Janssen and Wagner Macedo (for contract maintenance). We have 3 types of materials to create in the process.

After all creations, we answer the requester with number of the 3 materials. Then, send a ticket via Freshdesk with the materials numbers to group IS-IP-EHS asking them to link the ZUNB and ZDIE materials. 

5.5.1 Waste material - ZRPC creation

Before you create the material you need to check if this ZPRC exist (see section 5.2.1). If it does not exist, please follow the next steps.

Go to transaction MM01:

112 – Industry Sector: Fill with Chemical industry

113 – Material Type: Fill with Commercial Product

Click enter to select the views; 

114 – Select the views ‘Basic Data 1’ and ‘Basic Data 2’

115 – Description: Insert with description. (Informed by requester).

116 – Base unit of measure: Insert with unit of measure (informed by requester);

117 – Material Group: Insert material group 0251;

118 – Division: Insert division LH;

119 – General Item Category Group: Insert Item Category NORM.

120 - Go to ‘Additional Data’:

121 - Use languages EN, ZH, KO, DE, FR, IT, JA, PL, PT SK, ES;

122 - Add the description;

123 - Back to ‘Main Data’; 

124 - Enter ‘Classification’ tab

125 – Class: Insert class ‘LIP0031345’.

126 – Description: Insert description ‘WASTE’.

On label data

127 – Pack Unit of Measure: Insert with Unit of Measure. (Informed by requester, same of the basic data 1).

5.5.2 Waste Material - ZUNB creation

After creation the ZPRC we will create the ZUNB material:

128 – Industry Sector: Fill with Chemical industry.

129 – Material Type: Fill with Stocked and not valuated.

130 – Select the views: 

• Basic Data 1

• Basic Data 2

• Sales: Sales Org. Data 1

• Sales: Sales Org. Data 2

• Sales: General/Plant Data

• Foreign Trade: Export Data

• Sales Text

• Purchasing

• Foreign Trade: Import Data

• Purchase Order Text

• General Plant Data / Storage 1

• General Plant Data / Storage 2

• Warehouse Management 1

• Warehouse Management 2

• Accounting 1

• Accounting 2

Press enter. 

131 – Plant: Fill with plant 7525;

132 – Storage Location: Fill with the storage (informed by requester);

133 – Sales Organization: Fill with sales org BR13;

134 – Distribution Channel: Fill with distribution Channel 2P;

135 – Warehouse Number: Fill with warehouse # A76;

136 – Storage Type: Fill with storage type  902;

Tab ‘Basic data 1’

137 – Description: Insert with description. (Informed by requester, the package needs to be mentioned);

138 – Base unit of measure: Insert with unit of measure (informed by requester);

139 – Material Group: Fill in with ‘0251’;

140 – Division: Fill in with ‘LH’;

141 – General Item Category Group: Fill in with ‘NORM’;

142 – Gross Weight: Fill in with ‘1’;

143 – Weight Unit: Insert the Weight Unit (informed by requester, same of base unit of measure);

144 – Net Weight: Fill in with ‘1’;

145 – Materials Group Packaging Materials: Insert the Material Group Pack (If bulk’ was informed fill in with 001, if not leave it blank);

Tab ‘Basic data 2’

146 – Basic Material: Fill with ZPRC code previously created;

147 – DG Indicator Profile: Insert the DG Indicator (For dangerous material fill in with ‘GPP’, if not dangerous use ‘Z00’);

148 - Click ‘Additional Data’; 

On ‘Additional data’:

149 – Copy descriptions to 11 languages: EN, ZH, KO, DE, FR, IT, JA, PL, PT SK, ES. You can copy the same information or translate the material name if specified on the request;

150 – Alternative Unit of Measure: Insert the unit of measure. (Informed by requester if necessary).

Tab ‘Sales: sales org 1’ 

151 – X-dist. Chain status: Insert the chain status = ‘63’;

152 – Valid from: Insert the creation date;

153 – Delivering Plan: Insert plant ‘7525’;

154 – Material Group: Insert material group ‘0251’;

155 – Cash discount: Must be checked;

156 – Tax Data: Insert the tax information: a line for ‘IBRX - 1’ and a line for ‘ISS3 - 1’;

Tab ‘Sales: sales org 2’  

157 –  Acct Assmt Grp Mat: Insert group material ‘F’;

158 – Gen item category group: Insert category group ‘NORM’;

159 – Item category group: Insert item category group ‘ZWST’; 

Tab ‘Sales: general/ plant’  

160 – Material freight grp: Insert material freight group ‘EMBA’;

161 – Availability check: Fill in with ‘KP’;

162 – Transportation Group: Insert the transportation group code:

• Bulk materials: 0003 

• Non bulk: 0009.

163 – Loading Group: Insert the loading group code:

• Bulk materials: E00U

• Non bulk: E00V.

164 – Material Group Pack Matls: Insert the group pack code:

• Bulk materials: 0001

• Non bulk: 0007;

Tab ‘Foreign trade export’  

165 – Control Code: Insert the NCM. (Must be informed by requester).

166 – Mat CFOP category: Fill in with ‘0’

Tab ‘Sales Text’  

No actions to be performed on this view, just pass through it to enable the fields. 

Tab ‘Purchasing’ 

167 – Purchasing group: Fill in with ‘FMT’;

Tab ‘Foreign trade import’

168 – Control Code: Insert the NCM. (Must be informed by requester);

169 – Mat CFOP category: Fill in with ‘0’;

Tabs /Purchase Order text’ + ‘Plant data / stor. 1’ + ‘Plant data / stor. 2’ + ‘Warehouse mgmt 1’ + ‘Warehouse mgmt 2’ + ‘Accounting 1’: 

No actions to be performed on these views, just pass through it to enable the fields. 

Tab 'Accounting 2’: 

170 – Material usage: Fill in with ‘1’;

171 – Material origin: Fill in with ‘0’.

5.5.3 Waste material - ZDIE creation

After the creation of ZUNB material,  we will create the ZDIE. 

Go to MM01 transaction: 

172 – Industry Sector: Fill with Chemical industry.

173 – Material Type: Fill with /Services.

174 – Select the views: 

• Basic Data 1

• Sales: General/Plant Data

• Foreign Trade: Export Data

• Purchasing

• Foreign Trade: Import Data

• Purchase Order Text

• Accounting 1

• Accounting 2

• Label data

175 – Plant: Fill with ‘7525’

Note! Do not fill sales organization for this material

Tab 'Basic Data 1’: 

176 – Description: Insert the material description. (Informed by requester, the package need be mentioned);

177 – Base unit of measure: Insert with unit of measure (informed by requester);

178 – Material Group: Fill in with ‘0251’;

179 – Division: Fill in with ‘LH’;

180 – General Item Category Group: Fill in with ‘NORM’;

181 – Gross Weight: Fill in with ‘0’;

182 – Weight Unit: Insert the Weight Unit (informed by requester, same of base unit of measure);

183 – Net Weight: Fill in with ‘0’;

184 - Go to ‘Additional data’:

185 – Copy descriptions to 11 languages: EN, ZH, KO, DE, FR, IT, JA, PL, PT SK, ES. You can copy the same information or translate the material name if specified on the request;

Tab ‘Sales: general/ plant’: 

186 – Profit center: Insert the Profit Center informed by requester.

Tab ‘Foreign trade export’: 

187 – Control Code: Insert the NCM: ‘ISS_NCM.SA’;

188 – Mat CFOP category: Fill in with ‘0’; 

Tab ‘Purchasing’: 

189 – Purchasing group: Fill in with ‘FMT’;

190 – Automatic PO: Check;

191 – Purchasing Value Key:  Fill in with ‘0003’;

Tab ‘Foreign trade import’ : 

192 –  Control Code: Insert the NCM: ‘ISS_NCM.SA’;

193 – Mat CFOP category: Fill in with ‘0’;

Tab 'Accounting 1’ : 

194 – Division: Fill in with ‘LH’; 

195 – Valuation Class: Fill in with ‘Z802’;

196 – Price unit: Fill in with ‘1’;

Tab 'Accounting 2’ : 

197 – Material usage: Fill in with ‘1’;

198 – Material origin: Fill in with ‘0’;

Tab 'Label data’ 

No actions to be performed on this view, just pass through it to enable the fields. 

Note! Do not forget to answer the requester with number of the 3 materials. Then, send a ticket via Freshdesk with the materials numbers to group IS-IP-EHS asking them to link the ZUNB and ZDIE materials.

5.6 Material updates 

Modifications of Material views could be necessary to adjust some information that was wrongly inserted during it creation; to adapt any information or to update its master records. The requests to any modification should be made via fresh desk. 

NOTE: Price in accounting view cannot be changed, if it was wrongly added you need to contact the plant controller to update it

The modifications should be made in RCS.

Go to MM02 transaction: 

199 – Material: Insert the material number that you want to edit;

Then press enter and select the organizational levels you want to change the information for a specific plant code or storage location and which views you want to edit from the material.

Use sections above to find out more about each field you might want to update.

Note! The views shown will be the same as the creation ones. If the material is created for more than one plant and you need to modify general information, check first with the stock manager (LAM) or plant buyer (NAM) if the modification can be done for all plants.

5.7 Material inactivation

5.7.1 Material deletion 

Go to transaction MM06:

In here you can add the material levels you would like to block. If you wish to block general data, just place the material #: 

200 – Material: Fill the Material number you want to flag or unflag for deletion.

201 – Plant; Stor. Location; Valuation Type; Sales Org; Distr. Channel; Warehouse No. and Storage type: Fill with the sublevels you with to flag or unflag for deletion;

Press enter

Select the views you want to mark for deletion and save it.

5.7.2 Material blocking 

Go to transaction MM02:

202 – Enter with material number

203  – Press enter and select the ‘Purchasing’ view; 

204 – Add Plant code

205 - Plant-sp.matl status: Add code Z0 – Blocked for all

5.8 Purchasing Info Records (PIR)

The PIR is a method for managing material’s purchase price with a specific vendor (as an alternate management method of contracts). When a contract exists, then a 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, it 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 warehouse’s responsibility, either changing the records themselves or sending requests to Provisioning. Any information missing in the ZERS form (previously approved by the buyer) and necessary in the PIR should be completed by them.

5.8.1 Standard PIR creation

Go to transaction ME11:

206 – Vendor: Information available in the ZERS form

207 – Material: Insert the material code created

208 – Purchasing Org: 

• For NAM: 3012 Industrial Supplies North America

• For LAM: 3020 Industrial Supplies Latin America 

209 – Plant: information available in the ZERS forms

210 – Info Category: this is the type of the PIR that will be created. As standard we create within option “Standard”

After all the information is filled in the first screen, press Enter

211 – Vendor Mat. No.: If informed on the ZERS form, add the material number used by the vendor;

212 – Salesperson and Telephone: If informed on the ZERS form, add vendor’s point of contact; 213 – Order Unit: Specifies the unit of measure in which the material is ordered. - Insert the alternate UOM in case it was provided;

214 – Conversion: Rate between the alternate UOM and the base UOM;

215 – Go to ‘Pruch. Org. Data 1’

216 – Pl. Deliv. Time: Number of calendar days needed to obtain the material or service if it is procured externally. - Should be already populated;

217 – Purch. Group: Check the Main MasterData file for the Buyer to the specific plant in use. After that, check the buyer’s purchasing group;

218 – Standard Qty: Quantity of the material normally ordered, fill in with ‘1’ unless otherwise specified; 

219 – Tax Code: 

• For NAM: LN

• For LAM: Leave it blank

220 – Price: Price after all discounts and surcharges into account.

• For NAM - information available in the ZERS form 

• For LAM – Price always $10,00 x 1000 (unless otherwise specified);

221 – Incoterms: Commonly-used trading terms that comply with the standards established by the International Chamberof Commerce (ICC). - information available in the ZERS form

222 – Go to Conditions tab

223 – Update the validity period

• For NAM -  The validity period is extended to 2 years + end of year of PIR’s creation;

• For LAM – Always 31.12.2999

Return on F3. 

Hit ‘Texts’.

225 – Double click on Purchase order text

Note! The Info record Text field is just a note within the PIR and that is not reflected in the purchase order, unlike the Purchase order text field that is related to the text field that is reflected in the purchase order.

226 – Add Long description

Return and save. 

5.8.2 Subcontracting PIR creation (Scheduling agreement contracts)

For LAM we have specificity for schedule agreements that are created with the code L for subcontracting. In this case we create the PIR in the Info Category subcontracting. 

The procedure is the same as section 5.8.1 (above), except for:

• On step 210 you should select ‘Subcontracting’ 

• On stepp 220 pricing should be the same as scheduling agreement; 

Save. 

5.8.3 PIR Modification

Use transaction ME12. Here, we can update the price, vendor contact, material part number, PIR text and other information we added on PIR’s creation.

Fill in all fields as per steps 206 to 210 (section 5.8.1). 

Then explore the PIR according to the fields you would like to update. Please keep section 5.8.1 in hands to make sure default fields are not changed. 

For price/ validity dates updates: 

227 - Go to ‘Conditions’

228 - Select ‘new validity period’ to create the new price information (we may also select ‘New with reference’ – it will get the information from selected line with a starting date of today – this option is better to use when updating PIRs for Raw materials or Packaging due to scales and/or freight prices already added)

Then update pricing/ dates as requested. 

5.8.4 PIR deletion

On ME12, enter the PIR to be deleted. 

229 - Go to ‘Extras’ and then click on the ‘Deletion flags’

230 - Choose which level you want this PIR to be flagged for deletion.

• Complete info record will block all info Record

• Purch. Org. Data will block the plant view related to this Info Record

Return to ‘General data’ 

231 - Change Purchasing group to E00. This way it won’t get in specific reports and/or automatic POs;

Save it.

5.8 Source list - NAM materials

This process is applicable only for NAM materials. This allows the Provisioning team to automatically assign a vendor and a material when it is necessary to create a purchase order. It’s necessary to create the PIR (check section 5.8) before creating the source list.

Go to transaction MM02

232 – Enter with material number, press enter

233 – Select view ‘Purchasing’, press enter

234 – Add Plant code, press enter

235 - Flag ‘Source list’;

Save it.

Go to transaction ME01

236 – Enter material number and plant code;

Press enter

237 – Click on Generate Records

238 – Click on the checkmark

Save it.

5.8.1 Source list mass creation

If you find necessary to generate the source list to more than one material, there is a to mass create them through transaction ME05.

239 – Enter material number and plant code;

240 – MRP indicator: Fill in with ‘1’;

312 – Remove the flag on “Test Run”;

242 - Select the lines you need to created the source list.

243 – Select “fix”

Save it.

If the material has more than one line available, but with different vendors, contact the site buyer to check which vendor should have the source list created. If it’s necessary the create the source list for more than one vendor, it will be necessary to fix the source list to one of them.

End of document.