LEARN SAP MM: Master Data

SAP R/3 works on real time data that is there is no time lag between data entry and data availability. The important thing while creating any data is to maintain data integrity. SAP R/3 data is categorized into two:

Master data - Data that is created centrally and it is valid for all applications. It remains constant over the time but we need to update it on regular basis. For Example: Vendor is a type of master data that is used for creating purchase orders or contracts.
Transactional data - Data that is associated with processing of business transaction is Transactional data.

SAP Master Data is of following two types:

Material Master Data
Vendor Master Data

Material Master Data

The key points about material master are as follows:

This is the enterprise main source of material specific data. This data will include information on the materials that a company can procure, or produce, or store or sell.
Since there are different departments in an enterprise and each department works on some specific material. So they will enter different information regarding their material. So each user department has its own view of material master record. So, the data screens that are used to create material master can be divided into two categories:
Main Data: This will include basic data (base unit of measure, weight), purchasing data (over tolerance and under tolerance), accounting data (standard price, moving price).
Additional Data: This will include additional information like short description about material, currency etc.

Material master has the four characteristics which will be discussing one by one in below context.

Material Types

Materials with some common attributes are grouped together and they are assigned to a material type. This will differentiate materials and allow organization to manage different materials in systematic manner in accordance to company’s requirement. For example: Raw Material, Finished Products are some of the material types. Material type can be created by following the below steps.

Path to create material type:

IMG >= Logistics General >= Material Master >= Basic Settings >= Material Types >= Define Attributes of Material Types

TCode: OMS2

On display IMG screen select Define Attributes of Material Types execute icon by following the above path.

Select New Entries icon.

Fill in the required information like name of material type and description. Click on save. A new material type will be created.

Material Groups

Material group is a wider range of material type. Materials with some common attributes are taken together and they are assigned to material group. For Example: Suppose we have some materials which need packaging, so there material type can be electrical or food products but we can group these material types and put them in packaged material group. Material Group can be created by following below steps:

Path to Create Material Group:

IMG => Logistic General => Material Master => Settings for Key Fields => Define Material Groups

TCode: OMSF

On display IMG screen select Define Material Groups execute icon by following the above path.

Select New Entries Icon.

Enter the name of material group along with its description. Click on Save. A new material group will be created.

Number Range

When we create material master record every material is recognized by a number, that number will be unique and known as material number. We can assign number to material through two ways:

External number assignment - While creating material you have to enter your own number (containing alphabets or digits), and that should be unique.
Internal number assignment - While creating material you need not enter any number, system will automatically generate a unique number to that material.

Define Number Range:

Internal number range can be defined by following the below steps:

Path to Create Number Range:

IMG => Logistic General => Material Master => Basic Settings => Material Types => Define Number Range for Each material Type

TCode: MMNR

On display IMG screen select Define Number Range for Each material Type execute icon by following the above path.

Select Intervals Icon.

We can define number range here and EXT (external tab, if it is checked then external number assignment can be done in that material). Click on save. Number Range is now defined for the material.

Assignment of Number Range:

After defining we need to assign it to material group. Number range can be assigned by following the below steps.

In the same screen as shown above select Groups tab.

For a particular material group we can assign number range here. Click on save. Number range is now assigned to material group.

Material Master Creation

Material master contains all materials that a company procures produces or sells. Material Master is a central data that is available at all the levels. Material can be created by following the below steps:

Path to create Material Master:

Logistics => Materials Management => Material Master => Material => Create Material

TCode: MM01

Note: For any create transaction we use 01, for edit 02, for display 03 as suffix.

On SAP Menu screen select create icon by following the above path.

Fill in all required details like material number (if external number assignment), material type, industry sector.

Select the views you want to maintain for your material.

Enter name of plant and storage location.

Enter the required information in your material views like unit of measure, currency, standard price, moving price etc. Click on save. A new material will be created.

Vendor Master Data

The key points about vendor master are as follows:

This is the enterprise main source of vendor specific data. This data will include information on vendors from which a company can procure or it can sell.
Vendor Master Record will contain information like vendor's name, address.
Data in vendor master record is divided into three categories:
General Data:General data is maintained at client level and it is valid for all organizational levels.
Accounting Data:Accounting data is maintained at company level and it is valid for all plants belonging to that company.
Purchasing Data:Purchasing data is maintained at purchasing organization level.

Vendor master has the three characteristics which will be discussing one by one in below context.

Vendor Account Group

Vendors are categorized according to requirements and some of the vendors having similar characteristics are grouped together and placed in one category. For Example: All local vendors can be placed under one account group. Vendor Account group can be created by following the below steps.

Path to create Vendor Account Group:

IMG => Logistic General => Business Partner => Vendors => Control => Define Account group and field selection(vendor)

TCode: OBD3

On display IMG screen select Define Account group and field selection (vendor) execute icon by following the above path.

Select New Entries icon.

Fill in all necessary details like name of account group, general data, and field status. Click on save. A new Vendor Account Group will be created.

Number Range

When we create vendor master record every vendor is recognized by a number, that number will be unique and known as vendor number. As discussed in material master, in similar way we have external as well as internal number assignment for vendor master.

Define Number Range:

Number range can be defined by following the below steps:

Path to create Number Range:

IMG => Logistic General => Business Partner => Vendors => Control => Define Number Range for Vendor master record

TCode: XDN1

On display IMG screen select Define Number Range for Vendor master record execute icon by following the above path.

Select change Interval icon. It will create number range for customer account.

Select the Insert Interval Icon.

We can define number range here and EXT (external tab, if it is checked then external number assignment can be done in that vendor). Click on save. A new Number Range will be created.