1 PURPOSE

This work instruction describes the process for maintaining (creation, changes) in SAP for the following material types including samples:

• Produced Materials;
• Procured Materials;
• Capitalized Spares for Projects;
• Spares (Repairs and Consumables, MRO);
• Service Items, Manufacturer Part Numbers;
• Non Stock Material;
• Returnable Packaging items;
• Non valuated

Process Flow

Finished Goods/Intermediates creation (Material Type: ZPRO)

Finished Goods/Intermediates change (Material type: ZPRO)

Factory Goods creation (Procured Materials) (Material type: ZROH, ZHBE, ZUNW, ZLAG, ZHRS)

Factory Goods change (Procured Materials) (Material type: ZROH, ZHBE, ZUNW, ZLAG, ZHRS)

2 PROCESS DESCRIPTION

Requestor (can be from various functions, for example R&D, planning, etc.) initiates business request and submits it to the Plant Data Steward depending on:

• Area of responsibility (to be determined by the type of material to be set up)
• Plant

Process step by step:

1. Plant Data Steward and/or product steward submits a request to PSRA for MSDS (if required), HTS and ECCN codes.
2. Plant Data Steward submits a request to Data Management (providing a filled out Request Form) to set up a global view (at this time the material is also temporarily blocked until all local views have been created). We make sure that there are no duplicates already existing in the system, and if all required data has been provided, set up the Global view as requested. Then the DM ticket is closed and the Plant Data Steward receives a notification that the Global view is completed.
3. Plant Data Steward gathers all information required for the local views (using the Collection form).
4. Plant Data Steward populates all the collected data for the local views.
5. Plant Data Steward advises Manufacturing, QM, Procurement and Logistics that a new item has been created so they can set up additional data (BOMs, routings, inspection plans, QIR's, Source List, etc.)
6. Once all additional data is created, the Plant Data Steward advises Finance that a new item was created.
7. Finance runs Costing.
8. Plant Data Steward then releases the block.

Data Governance is responsible for material maintenance process and its changes.

3 PROCESS DESCRIPTION FOR DMO

3.1 New Material Code (no code presently in SAP)

3.1.1 Preliminary checks and request validation

• All requests to maintain (create, change) any material codes should come from and be approved by the appropriate Plant Data Stewards. Please check appendix 1 to validate requestor.
• Request form should be provided or approved by the plant data steward and attached to the request in Freshdesk ticketing system. Verify if all mandatory fields in the request form are filled out. In case if request form is missing mandatory data, put ticket on "waiting" status, return to the requestor and ask to take appropriate action.

3.1.2 Check for potential duplicates - MM03

Transaction: MM03 - view material master 

By pressing multiple choice button, user receives pop-up window with search options for material master 

Insert the search value in * * and replace any spaces or special characters with * to get the exact value or wording in any description or numbering in the System, whether that is a part of a larger description or wording or the exact same.

Press Enter.

If you find an existing material but its description, double click on the material and compare information with information provided in the request form. If material data match the data in the form or there is a few differences, go back to the requester. But if you didn't find matching records, proceed with new material creation. 

3.1.3 Create material - MM01

⚠ Request for new material should mainly be received from Plant Data Stewards, in case if it comes from another person, an approval should be granted prior processing the request (please refer to the Plant Data Steward reference table in Appendix  – List of Plant Data Stewards for both Structural and Process Materials).

Transaction: MM01 - create new material 

Select the appropriate views and press "Continue"

⚠ Data Operations should only populate GLOBAL views – Basic data 1, Basic data 2 and Classification.
⚠ In case there is a need to populate LOCAL views, please refer to the PLANT view instructions.

In order to create material GLOBAL DATA view, select Basic data 1, Basic data 2 and Classification: 

If only GLOBAL views are selected, the System does not give a pop up window for indicating organization levels (PLANT/SALES ORG/WAREHOUSE etc.)

GLOBAL DATA: Basic Data 1 View 

After the description is entered press „Main Data" to return to the Basic Data 1 view

To Exit 'Units Of Measure tab' press „Main Data" and go to Classification tab. 

GLOBAL DATA: Basic Data 2

Leave blank.

GLOBAL DATA: Classification

Classification is a cross application component in SAP that allows addition of attributes to master data objects and to hold that information to be used for reporting, searching, applying prices, print this information, etc.

Field	Description	Value	Example
Choose „Material Class" (001) and press "Enter":	It is possible to change Class Types by selecting the „Other Class Types" button It is possible to add Classes by pressing the „Multiple choice button"	Material Class (001)
	It is optional to add class that does not have any Characteristics under it.  SAP Class codes are highlighted in light grey color:	Copy from the form  Engineering: ZCYMC_ENGR_MAT ECCN: ZCYMC_ECCN_HTS Manufacturing: ZCYMC_MANF_MAT Procurement: ZCYMC_PROC_MAT Product management: ZCYMC_PRDM_MAT Shipping: ZCYMC_SHIP_MAT Process Materials: ZCYMC_PROCESS_MAT	For example:  1. Add class ZCYMC_ENGR_MAT and press enter.  1.1. Add Characteristics as per the form for the given class. 2. Add the next Class.  2.1. Add Characteristics as per the form for the given class. etc.
	Characteristic codes are highlighted in light grey color next to the Characteristic descriptions.	Copy from the form  Manufacturing: ZCYMC_MANF_MAT - field Sub Batch Config End Date. If populated, add the date when material has been created in format 29.09.2021. (day/month/year)
Choose „Batch" (023) and press "Enter"	It is possible to change Class Types by selecting the „Other Class Types" button It is possible to add Classes by pressing the „Multiple choice button" Batch class is mandatory for ZROH materials (except packaging) and ZPRO materials (including packaging).	Batch (023)

Save the material by pressing „Save" button

4 CREATING PLANT VIEWS / EXTENDING TO ANOTHER PLANT

The process of creating plant views and extending material to another plant.

Transaction: MM01 and the user has to select the .

• enter the existing material number, Industry sector, Material type, and press „Enter"
• Select Plant Views + Organizational levels

• Indicate the relevant Plant/Stor.Location/Sales org./Distr. Channel/Warehouse No.
• In case the material has to be extended to another plant – user should indicate the new plant number
• Press Execute

Following chapters will cover each plant view separately and provide defaulted values as a reference.

4.1 Sales View

4.1.1. Sales: sales org. 1

7.1.2. Sales: sales org. 2

4.1.3. Sales: General/Plant

4.2 Purchasing View

4.2.1. Purchasing

4.3 Purchase Order Text view

4.3.1. Purchase Order Text 

Enrich if available for Capitalized Spares (ZUNW), Spares (ZHBE) or Returnable Packaging (ZLEH) Material

4.4 MRP views

4.4.1. MRP1 

• MRP Group
  • If Procurement Type = 'E' then Z040
  • If Procurement Type = 'F' then ZDRT (for ZROH materials)
• ABC indicator – default to C or enter as indicated in the template
• MRP Type
  • For ZROH, ZPRO – the Default value is PD
  • For ZUNW, ZHBE, ZLEH – the Default value is ND
• Reorder Point – insert from template
• MRP Controller – choose from the list (see template)
• Lot Size – the Default value is EX
• Minimum Lot Size – please leave this field BLANK
• Maximum Lot Size – please leave this field BLANK
• Fixed Lot Size – please leave this field BLANK
• Maximum Stock Level – please leave this field BLANK
• Assembly Scrap % – please leave this field BLANK

• Procurement Type
  • If produced in this plant, default to 'E'
  • If procured (see scenarios below), default to 'F'
  • If both produced and procured, DO YOU PRODUCE PRODUCT more often In-House?
    • If Yes, default to 'E'
    • If No, default to 'F' (for ZROH materials)
  • For ZUNW, ZHBE or ZLEH – the Default value is F with the exception of R&D Samples where it is E
• Special Procurement Type
  • If Procurement Type = 'E' and
    • Phantom – the Default value is 50
    • Else Default is BLANK
  • If Procurement Type ='F' and product is procured from
    • External vendor – Default to BLANK
    • Vendor consigned – the Default value is 10
    • Sub-contractor – the Default value is 30
    • From any physical locations under Heanor 1, Heanor 4, Manchester or Tulsa – select from list of SAP plants separated by '/' if multiples
    • Cytec plant not on SAP – default to BLANK
• Backflush
  • If material is Batch managed – leave Backflush BLANK
  • If material is NOT Batch managed – value may be necessary
• Batch Entry – please leave this field BLANK
• Production Storage Location – please leave this field BLANK. If available by MFG or LOGISTICS, provide location.
• Storage Location for EP
  • For all ZPRO Materials this value should be set to 0002
  • For all ZROH, ZHBE Materials this value should be set to 0001
  • For all ZUNW or ZLEH Materials the Default value is 0
  • For 2065 (Broken Arrow only) – please select 0001
  • For 2070 (United Frozen Storage) – please select 0002
• In House Production – the Default value is 0
• GR Processing Time in Days (duplicate from Purchasing view) – the Default value is 1
• Sched. Margin Key – the Default value is 000
• Planned Delivery Time – number of calendar days needed to obtain the material if it is procured externally
  • If Procurement Type = 'F' (Procured) at this plant, enter a value in calendar days. Value must be greater than 0.
  • If Procurement Type = 'E' (Produced) and sub contracted at this plant (special procurement type = SUBC/30), enter a value in calendar days. Value must be greater than 0.
  • If information is unavailable, the Default value is 1.
• Safety Stock – if available, use the value; otherwise leave blank
• Minimum Safety Stock – if available, use the value; otherwise leave blank
• Safety Time indicator – defines whether the safety time is only to apply to independent requirements or to all requirements. Enter as requested.
• Safety time/act.cov. - enter number of workdays by which the requirements are to be brought forward (if requested).

• Period Indicator – the Default value is M
• Strategy Group – the Default value is 40
• Consumption Mode – please leave this field BLANK
• Fwd Consumption Per – please leave this field BLANK
• Bwd Consumption Per – please leave this field BLANK
• Total Replenishment Lead Time – BLANK except for ZPRO with Procurement type = E and Special procurement key = BLANK – value exists.

• Method for Selecting Alternative Bills of Materials
  • For ZPRO with Procurement Type = 'E' and Special procurement key = BLANK, default this value to 3, else BLANK.
  • If Material is a Phantom Material (Procurement Type = E, Special procurement key = 50), then this should be kept BLANK

7.5 Work Scheduling view (not visible for ZROH)

• Unit of Issue
  • If Base Unit of Measure = M2, then the Default value is M
  • If the Unit of Issue is different than the Base Unit of Measure then populate accordingly
• Under Delivery Tolerance – the Default value is 10
• Over Delivery Tolerance – leave this field Blank
• In House Production Time – leave this field Blank

• Production Unit – if Base Unit of Measure = M2, then the Default value is M
• Production Supervisor – if Procurement Type = F, then Default = 999. If Procurement Type = E choose from table below
• Production Scheduling Profile – if Procurement Type = F, then Default = 999. If Procurement Type = E or Procurement Type = X choose from table below
• OB Management – value "1" only for ZPRO and ZROH whenever Batch Management is active

Production Supervisor – choose from table ONLY if the Procurement Type = E:

Production Scheduling Profile – choose from table below, ONLY if the Procurement Type = E or Procurement Type = X:

7.6 Plant Data View

• Storage Bin (Issue Pending) – please leave this field BLANK. If Material Type = MRO, input the Storage Bin Number associated with the item.
• Container Storage (Container reqmts) – please leave this field BLANK
• Physical Inventory Indicator for Cycle Counting – for all IM Materials default ='B' or as indicated on template
• CC Fixed – please leave this field BLANK
• Label Type – if GLOBAL field "Sub Batch Config" is set, then default to 'M7', otherwise default to 'M6'
• Label Form – the Default value E1
• OB Management
  • The Default value is 1
  • Please leave this field BLANK for materials that are not Batch Managed (see template)
  • For ZUNW/ZHBE/ZLEH – please leave this field BLANK
• Batch Management – see template
• Storage Conditions
  • For ZPRO the Default value is 20
  • For ZROH the Default value is 10
  • For ZUNW/ZHBE/ZLEH the Default value is 0
• Haz Material Number – please leave this field BLANK
• Min. Rem. Shelf Life – if Total Shelf Life is greater than 0, the Default value is 1
• Total Shelf Life
  • Select Month to Days conversion from list
  • If "infinite days", default to '7300'
• Period Indicator for SLED – default to Days

7.7 Warehouse mgmt. views

• Unit of Issue – if Base Unit of Measure = M2, then default to M
• Picking Storage Type – please leave this field BLANK
• Hazardous Material Number – please leave this field BLANK
• Storage Type Ind. for Stock Removal – if B Management is BLANK, then default to '001', otherwise, default to '002'
• Storage Type Ind. for Stock Placement – OB Management is BLANK, then default to '001', otherwise default to '002'
• Bulk Storage Indicator – please leave this field BLANK
• Special Movement Indicator for Warehouse Management – please leave this field BLANK

Please note Storage Strategies section is visible only if Warehouse Number is filled in selection screen of Organizational Levels.

7.8 Quality management view

• QM material auth. Group – should be the SAME as in Basic Data
• Documentation Required – if QM necessary, the Default value is √
• Inspection Interval – see template
• QM in Procurement is Active – if product is externally procured by plant or Procure Type is 'F', default to √. Otherwise BLANK.
• Control key for Quality Management in Procurement:
  • If "QM in Procurement is Active" field = √ and you don't want to implement procurement controls in the current plant, select '0000'
  • Select Z930 to enable Quality Cert requirement, Invoice blocking (until it moves out of QI stock), No Document Control
• Certificate Type
  • Select E21 (COC) if the document in which the manufacturer declares that the products supplied are in compliance with the requirements of the order, without inclusion of test results.
  • Select E31 (COA) if the document issued by the manufacturer in which he declares that the products supplied are in compliance with the requirements of the order and in which he supplies test results.

• Inspection Setup

• Please mark the Types as ACTIVE
• Enter Average inspection duration

For Inspection types 01, 04 & 09 average inspection duration needs to be entered by the user. The other settings are Default and will be populated automatically.
Maintain 01 and 09 for Raw materials.

For Inspection types 01 & 09 average inspection duration needs to be entered by the user. The other settings are Default and will be populated automatically.
ZHBE/ZLEH – for Structural Materials Quality Management Data view should not be created

7.9 Accounting views

• Valuation Class
  • P001 – If ZROH item is a raw material
  • P003 – If ZROH item is a packaging and empty
  • P004 – If ZROH item is a trading good
  • P002 – If ZHBE item is a Spare part/MRO
  • S001 – If ZDEN item is a service item
  • M001 – If ZPRO item is a semi-finished product
  • M002 - If ZPRO item is a finished product
• Material Price Determination
  • For ZPRO and re-sale ZROH* the Default value is 3
  • For ZHBE and ZROH the Default value is 2
  • For ZDEN the Default value is BLANK

PLEASE NOTE FOR ZROH: Please change Price Determination to 2 for all materials except Re-sale Items. If saved by mistake, please notify the FI team to change via CKMM. Once entered, this will be un-editable via material master.

• Standard Price – fill from template
• Price Unit – defaulted to 1
• Price Control Indicator
  • For ZPRO, ZDEN and re-sale items the Default value is S – Standard price
  • For ZROH, ZHBE the default value is V – Moving average price

PLEASE NOTE FOR ZROH: Please change Price Control Indicator to V for all materials except Re-sale Items. If saved by mistake, please notify the FI team to change via CKMM. Once entered, this will be un-editable via material master.

• Future Price – fill from template
• Previous Price –leave this field BLANK

*re-sale ZROH – value RESALE MATERIAL - Purchased Finished Good in Material Planning Subtype field in Classification

7.10 Costing Views

• With Quantity Structure – the Default value is √
• Material Origin – the Default value is √
• Costing Lot Size – represents a typical run size for a manufactured product:
  • If ZROH, the Default value is 1
  • If ZPRO and Procurement Type 'F', the Default value is 1
  • If ZPRO with Procurement Type 'E' and everything else – lot size is required

• Profit Center – choose from the list (entered in Sales/General Plant view) (see template):

  Business Line	Region
  	NA	LA	AP	EU
  Structural Materials	1201	3201	5201	7201
  Process Materials	1202	3202	5202	7202

  
  

5 DEACTIVATE/ACTIVATE

• Plant data Steward submits request to GBS if deactivation/reactivation is GLOBAL by coordinating with Local data stewards from MFG, Logistics, QM and FI
• If deactivation/reactivation is LOCAL, it is done by the plant data steward (by coordinating with Local data stewards from MFG, Logistics, QM and FI)

For global deactivation change the following values of the Material:

• X-plant Matl Status = 10 (field found on Basic Data 1 view)
• Plant Sp Matl Status = 10 (field found on MRP 1 view and on Purchasing view)
• MRP Type = ND (field found on MRP 1 view)
• Flag for deletion in MM06 for all plants

For local deactivation change the following values of the Material:

• Plant Sp Matl Status = 10 (field found on MRP 1 view and on Purchasing view)
• MRP Type = ND for the requested plant(s) (field found on MRP 1 view)
• Flag for deletion in MM06 only for requested plant(s)

Deactivation in MM06:

• Go to MM06
• Enter the material number ( additionally specific plant/ Stor.location/ Sales org./ Distr. Channel/ Warehouse Nr can be selected), press „Enter"

• Select the material to be set for deletion flag
• In case of removing deletion flag, the user should uncheck the box next to the Material number, press „Save"

P.S. It is possible to deactivate/activate materials for specific Plant/ Stor.location/ Sales org./ Distr. Channel/ Warehouse Nr, that is usually performed by the Plant Data Steward

8 CREATING MATERIAL WITH REFERENCE

Materials can be created using reference material (already existing one). The system will copy all the information from the old to the new one except:

• Quality management 'Inspection Setup' checkmark
• Buyer group

• Go to MM01
• Indicate "Industry Sector" and "Material Type" and "Copy from.."
• Select material views
• Select organizational levels to be copied

6 LIST OF MULTIPLE STORAGE LOCATIONS - MMSC

• In order to list multiple Storage locations to specific material/plant combination, indicate the material number, plant and select: „list extendable storage locations only", press – „Enter"

• The System gives already listed Storage Locations and user can add additional ones that are assigned to the plant, press „Save"

4 MASS UPDATE 

• Mass Maintenance of Material Master is performed when a common change needs to be made across a large number of materials
• Go to MM17
• Select „Fields" tab
• Search for the relevant Screen field name for the necessary field

• Select the relevant Description ( Screen field), press Execute

• Enter the material number(s), press Execute

• Enter the new value
• Press „Carry out mass change" button, press „Save"

• If changes have been carried out successfully, green Icon appears on the next Screen
• In case of any errors, the Icon will appear red and the user can validate the reason for the error by pressing „Details":

9 VALIDATE /REPORT/SEARCH

9.1 MM03 – view material master

• By pressing multiple choice button, user receives pop-up window with search options for material master 

• Insert the search value in * * to get the exact value or wording in any description or numbering in the System, whether that is a part of a larger description or wording or the exact same
• Select the necessary value and press "Copy"

In order to Search material by any value in the Classification view, please use "Materials for Class" search option.
First of all the user has to know which Classification class contains the necessary value, e.g., "Old Material number" is in Engineering Class – ZCYMC_ENGR_MAT

• Select "Materials for Class" search option

• Select the relevant Classification Class and Class type 001

• Insert the look-up value in * * and select "Find in initial class". The system will give out search results in the box below

9.2 MM04 – Material based changes

• Enter material number (additional Plant/sales org etc. Specifications can be indicated)

• View all changes performed in the material

• Double click on an entry to view values/text changed 

9.3 ZCYMAT_QUERIES – view based report

• By changing the 'Extended program name' (see list of program names below) you can get a report on different views of the material

• Enter the material number(s) and press "Execute"

List of program names:

ZDM_MAT_QUER10Texts

Exporting the report

• Export in Excel, please do not use second option

• Export in .txt, .html etc. formats

• Export in word document, please use “Create document” option

9.4 MM60 – field report

• MM60 - Materials List - used to display a list of materials based on the values entered.
• For Riga and Plant Enablers (limited number of fields).
• Materials can be searched as based on material number, plant number, type, group, created by
• By setting the 'Valuated materials only' checkmark, only materials with Accounting and Costing will be displayed

• Export to Excel

9.5 ZCYMAT_CD – display changes

• Used to look at changes in materials in bulk as based on a specific date
• Also can be used to view a change report for a specific material by indicating the Object ID or by entering the material number with a «*» in front of it

Appendix 1 – List of Plant Data Stewards for both Structural and Process Materials

Appendix 2 – Material Request form

Appendix 3 – Material Types

Appendix 4 – Material number ranges

Appendix 5 – Material type definition

Appendix 6 – Required Documentation for Material Maintenance Requests Based on the Type of Change