MM Master Data:

Master Data: This is a data which does not changes frequently and has some controlling functions
Transaction Data: This is a data which is generated continuously.
MM Master data mainly consists of following points

Material Master

Vendor Master

Purchasing Info Records

Source List

Quota Arrangement

Material Master:

Material Master is a central place where all the departments store data related to a particular material at
various organizational levels

Transaction code to create material master is MM01. Change – MM02 & Display MM03.

Various views in Material master represent the departments who will maintain that data. These include
• Basic Data – Common for all departments. Stores basic general information like description, unit of
measure etc.
• Purchasing View – Maintained by Purchasing department for all plants
• Sales View – Maintained by sales department for all plants
• MRP Views – Maintained by production department for all plants
• Quality Views – Maintained by Quality department for all plants
• Accounting View – Maintained by Accounting department for all plants
• Costing View – Maintained by costing department for all plants
• Storage Location – Maintained by stores department for each storage location

Material Master data is maintained at various levels as Client, Plant and Storage Location

Client Level – This is same for all plants. This is in Basic Data view and we do not mention any plant key in
this. This data is stored in table MARA.

Plant Level – All departments’ views explained above except storage location, these views are maintained at
plant level. This includes Purchasing, Sales, Quality, Accounting, Costing etc. This data is maintained at plant
level and in table MARC.

Storage Location Level – This is stored in Storage location view. This data is stored in table MARD.
Material Master Views and Field Details:
From MM point of view, relevant views are Basic Data, Purchasing, MRP, Accounting & Storage Location views.
Basic Data and Purchasing View is explained here. MRP View fields will be explained in MRP topic and Accounting
View fields will be covered in Material Valuation topic.
Creating a Material Master

Material Master is created by transaction MM01.

In this screen we either give material number externally or system assigns the number internally depending on
the number range assignment in material types

Industry sector is selected while creating material master.

Material type is given at the time of material creation. Material type has various controlling functions which
we will see in details in further portion of this topic.

Material can be copied from other material. In this case we need to select the views to be copied and from and
to organizational levels from where the data is to be copied and where to be copied.

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Then select the views to be created.

As shown in above screen, we can select some views and maintain them as default values. In this case viws
selection will always appear but with default selection maintained.

After maintaining the default values, we can also select check box, views selection only on request. By
selecting this system will not show views selection pop up but will directly go to the default views. If we have

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 to select the different views than default, then we need to click on select views button in toolbar which will
show the views selection window

Then select the organizational level for which data is to be maintained.

As the basic data is maintained at client level, we need not mention any organizational unit here. But for other
views, we need to mention the organizational unit as Plant or Storage Location for which we want to view data
Basic Data View:

Basic data view only contains information about basic fields like Material description, Unit of measure,
material group, dimension related information like weight, volume etc.

On any material master view we have information button available on all screens . This gives the
information about material type, for various views who has created these views and last changed.

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Click on the Additional Data button. Here we see various tab pages.

In the descriptions tab, we can maintain language dependent descriptions for a material.

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In the Unit of measure tab, we can maintain conversion between different units of measure.

In the consumption tab, system records the consumption per period i.e. month. This view is plant specific. We
have additional column to maintain corrected values which is useful in forecast based planning.

To return to the main screens, click on button in toolbar.

Purchasing View:

Purchasing view is maintained at plant level. This view is plant specific i.e. for different plants there will be
different data.

If the material is created for one plant and we have to create it for another plant then it is called as extend
material master to another plant. This is done by transaction create material MM01 and not by change material
MM02.

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Important fields in Purchasing View are

Description, Material Group, Base unit of measure will default from Basic data view

Order Unit – If a material has order unit different than the storage unit then it can be stored here. Ex. Stock of
a material is kept in Nos. but it is purchased In kg.

Purchasing Group – This is the buyer code responsible for the procurement of material in plant

Plant Specific Material Status – We can have different plant specific material statuses as blocked for
procurement, blocked for costing etc. If the status here is selected as Blocked for procurement, then we can
not create PO of this material on any vendor in that plant.

Automatic PO Allowed – If automatic PO creation is allowed for the material. System can automatically
create a PO in background if there is a goods receipt without PO. For this it must have been allowed for the
material in material master and respective vendor in vendor master record. Also the required master data like
info records must exist.

Batch Management – If batch management is allowed for the material.

Purchasing Value Key – This is a set of few fields grouped together in a key. These fields are if material is not
received on delivery date then when the system has to send the reminder 1 / 2 / 3 automatically, Standard
delivery time. Under or over delivery tolerances in percentage, unlimited over delivery allowed,
acknowledgement required etc.

GR Processing time – This is the time taken from the material received in company to post it to unrestricted
stock. This may include GR processing, quality inspection time etc of the material
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Post to Inspection stock – If this is checked, then all the goods receipt are posted to quality inspection after GR

Quota Arrangement Usage - These are various keys defines in customizing specifying which function quota
arrangement is to be used ex. PO, PR, Scheduling Agreements, Planned Orders, Production Orders, MRP etc.

Source List – If the source list is mandatory for this material.

Material Master Customization:

Material Group:

Used Group together materials with similar characteristics or attributes.

Path: SPRO  Logistics – General  Material Master  Settings for key fields  Define Material groups

Follow the path mentioned and define the material groups as shown in above screen.

Material group and purchasing group are free floating entities in SAP not assigned anywhere in customizing
and does not have any controlling functions in SAP. These ate only used for reporting purposes.
Plant Specific Material Status:

Here we can define various material status ex. Blocked for procurement etc

Path:  Logistics – General  Material Master  Settings for key fields  Define Material statuses

Here either we can create new status or see details of status

Select “BP” which is Blocked for purchasing

In this we can see that purchasing message is entered as error and hence material gets error message if we try
to create a PO for BP Status material

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Purchasing Value Key:

Key defining reminder days, over under delivery tolerance, order acknowledgement as a set and used in
Purchasing view in material master

Path : SPRO  Material Management  Purchasing  Material Master  Define purchasing value key

Here we can see the keys defined already. Click on details button.

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Define the various values as defined in the screen above.

This key is used while creating the material maser. We just enter the key and set of values will default from
here
Material Types:

A grouping together of material with same basic characteristics as raw material, semi finished goods, finished
goods etc

Material type is to be specified when material is created

Commonly used material types are ROH – Raw Material, HALB – Semi finished Goods, FERT – Finished
Goods, HAWA – Trading Goods, DIEN – Service, PIPE – Pipeline Material

Path: SPRO  Material Master  Basic Settings  Material Types  Define attributes of material types

Following screen appears for material types

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We can either create a new material type or modify the material types given by SAP. Preferred method is to
copy and then modify

Select the material type ROH and click on details button

Material Type mainly controls following features of a material

• Number range assignment. Whether internal / external. If external, then with or without check
• Screen layout
• Which departments will maintain material master record
• Possible Procurements – internal, external;
• Price control – Standard or moving and if price control mandatory
• Quantity and value update
• Pipeline characteristics allowed for the material type

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Number range assignment:

Material type number range assignment happens through groups

Path: SPRO  SPRO  Material Master  Basic Settings  Material Types  Define number ranges for
each material types

Click on to see group features

In the screen below, we can see that the material type “ROH” is assigned to group 1

Material types not assigned to any group are listed at the bottom of the screen. Click on the material type and
click on to assign a particular material type to a group

To create a new group, follow menu path Group  Insert

To see the number range assigned to a group select the checkbox of the group and click on or follow
menu path interval  Display interval

External interval is marked as external.

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Thus material types are assigned to number ranges.

In the material types also, there is a check box to define that external number assignment without check.

If this is ticked then any material number given externally will not be checked against the external number
range assigned.

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Departments who will maintain the material master:

In the material typed definition, we define user departments. Whatever departments are selected here, these
views will be available for the material master creation

Internal / External Purchase Orders - Procurements Allowed:

In this option we define if internal procurement possible i.e. in house production or external procurement i.e.
purchase order is allowed

For both procurement types we have three options as Not allowed, allowed with warning message and
allowed.

Valuation – Price Control:

Here we mention the default price control for the material. i.e. Standard price or moving average price

Price control selected here will be defaulted while creating the material master in accounting view

If we select the check box, price control mandatory, then the price control while material master is defaulted
with define value here and is grayed out i.e. not possible to change

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Quantity and Value Updating:

Here we define, quantity and value updating in material master

Option here can be to update for all plants or for no plant or based on plants we can define if quantity and
value update is possible for a particular valuation area. Valuation area is plant

Quantity and value update simply refers to stock qty and value update in material master. If it is allowed stock
then procurement for stock is possible. If it is not allowed then it always has to be procurement for
consumption

If we select by valuation area then in the left pane, we can see the option quantity value updating.

Select this and then we can maintain it by individual plants

Pipeline Characteristics Allowed:

In the same step as shown above, last 2 columns refer to the pipeline characteristics i.e. if it mandatory and if
it is allowed.

Screen Layout:

Material master screen layout is done following steps

For every material type, screen reference is assigned. As shown in below screen, for material type ROH, field
reference group ROH is assigned.

The fields in material master are assigned to field reference group. Field group is a group of various fields in
material.

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Then for the combination of field group and screen reference, we decide the status whether Display, hidden,
required or optional

Field group status is defined in path: SPRO  Logistics – General  Field Selection  Assign fields to field
selection groups

Example: take the field purchasing group in material master purchasing view. The technical name for this field
is MARC-EKGRP. As shown in above screen, this is in group no. 52. Click on the arrow next to 52 no.

This will take to the field selection group.

In the above screen. We can see that for field selection group Field reference ROH is marked as required
entry.

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Material type is assigned to field reference, Material master fields are assigned to field selection group. And
for the combination of these two, we define the status Hide, Display, Required entry or optional entry.

But the problem here is that, field selection group 52 contains, two different fields Purchasing group and
planned delivery time. The above setting will make both the fields mandatory.

If we want to make only one field mandatory without disturbing the other fields in the group, then we need to
take the required field in different separate group and then make the setting.

Field selection group 1 to 205 are SAP defined and for user defined groups, the range is 206 to 240

For assigning the field to different group, just over write the field selection group value to the new value for
the required field and save.

This will assign the required field to new field selection group and then we can make it mandatory or so.

As shown above screens, field purchasing group was assigned from group 52 to 211 and then in group 211,
there is only one field, purchasing group and for the screen reference ROH, it is marked as mandatory.

This is how the material master screen layout is controlled.

Vendor Master:

Vendor master is a place where all information related to a vendor is stored

Vendor master in SAP can be maintained independently by finance and purchasing or centrally by both
departments

Vendor master Finance department transaction is F01, for purchasing department transaction is MK01 and for
central maintenance by both departments is XK01. All transaction 01 – Create, 02 – Change and 03 – Display

Vendor master data is maintained at three different levels. Client, Company Code and Purchasing
Organization

Client level data consists of general information like Address, customer no. for the vendor, bank account
information etc. This data is stored in LFA1 Table

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Company code level data consists of vendor financial data such as reconciliation account, cash management
group etc. This data is stored in LFC1 Table.

Purchasing Organization level data consists of data related to purchasing like Order currency, payment term
etc. This data is stored in table LFM1.

Purchasing Data:

Vendor master purchasing data consists of two views. Purchasing organization view and partner functions.
Purchasing Organization view

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Field in Purchasing Organization View:

Order Currency: This is the default currency in PO

Incoterms: These are the delivery terms agreed with the vendor. Ex. Ex Works

Minimum order value: This is the minimum order value for the vendor

Schema Group for vendor: This is the schema group for vendor. Based on the combination of schema group
for vendor and for the purchasing organization, pricing procedure is determined in PO

Sales person data: This is the name and contact no. of the sales person from vendor.

Account with vendor: This is the customer no. of the vendor in our system if it is created

GR based Invoice verification: For the goods deliveries, if this is selected, invoice can only be posted if GR is
done. Not possible to post invoice before GR if this is selected

Automatic Evaluated Receipt Settlement (ERS) for deliveries: If this is selected, then deliveries can be settled
automatically for vendor payment through ERS (Evaluated Receipt Settlement). No need to post individual
invoices.

Auto ERS for return deliveries: ERS for return deliveries

Acknowledgement Required: This is if the vendor had to acknowledge the order given to him

Automatic PO: If auto PO is allowed for vendor

Services based invoice verification: Similar to GR Bases IV for Service procurement, invoice can not be
posted before service entry sheet

ABC Indicator: Depending on the total business volume with vendor, it can be rated as A. B or C. This is only
used for reporting purpose

Purchasing Group: Default purchasing group for the vendor

Planned Delivery time: Planned delivery time for the vendor. This is used in MRP
Partner Functions:

A vendor can have different partner functions as ordering address, Goods Supplier, Invoicing Party etc.

These partner functions are maintained in this tab

Ex. Partner function Invoicing party will be automatically defaulted in the invoice verification process for the
vendor
Plant as Vendor:

To create plant as vendor, from the purchasing organization view, follow menu path Extras  Additional
Purchasing data. A pop will appear and maintain the plant to which this vendor code is to be assigned

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Data Retention Level:

Below the purchasing organization level, vendor data can be maintained at following levels
• Plant
• Vendor Sub Range

This is allowed in the account group for the vendor. But this is not a constraint i.e. even if it is not allowed for
the account group, we can activate this functionality for a vendor. For this follow menu path Extras 
Alternative Data

If the data is not created, then it will ask if you want to create the data. Click in yes.

In the next screen, it will ask which plants you want to maintain the data and which views to be maintained,
purchasing organization, partner functions

This can also be maintained from the additional data button in purchasing organization view.

This will take the data one step down as shown in below figure

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This is the most specific data and will be used where plant + Purchasing organization combination matches. If
plant level data is not found then purchasing organization level data will be used

Vendor Account Group:

While creating the vendor master record, we mention what is the account group of the vendor

Vendor account group are configured in Logistics General

Account group is a classifying feature between vendor master record

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Path to maintain account group: SPRO  Logistics General  Business Partner  Vendor  Control 
Define Account groups and field selection

Select the account group and click on details button to maintain the account group

Account group mainly controls five characteristics of a vendor master record as

• Number Range
• Whether one time vendor
• Field selection status
• Allowed data retention level as Plant & Vendor sub range

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 • Partner schema allowed
Number Range Assignment:

In the above screen, we can see that the no. range 01 is assigned to account group 0001

To see how the number ranges are assigned, follow the customization path SPRO  Logistics General 
Business Partner  Vendor  Control Define Number Ranges for Vendor Master Record

Click on Intervals.

In the number range object, we see the allowed number range, current number range for internal no. ranges
and if the no. range is an external no. range

To see the assignment click on Number Range button from the Vendor Number ranges screen as shown above

Here the number range 01 is assigned to vendor account group 0001

One Tine Vendor:

In the account group definition there is a checkbox to define if this is a one time account

One time account is for group of vendors for which we do business only once or very rarely.

Certain data such as name, address, bank account details are entered at the transaction level and not at the
master record level
Screen Layout:

various fields in vendor master record are grouped according to view as shown in above screen
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Double click on the group to see the detailed screen layout for group

Field group will have sub group as shown above

In the sub group list, individual fields are given status if Suppress i.e. hidden, or required entry i.e. mandatory
or optional entry or display only

Thus the screen layout for vendor master record is controlled by account group
Data Retention Level:

Vendor master purchasing data can also be maintained for specific plant or vendor sun range

This is defined in account group as shown in above screen

If this is allowed then data can be maintained at plant level or vendor sub range level

Vendor sub range is a division of vendor

Plant level data maintenance of vendor master purchasing data is explained in details in above sections
Partner Schema:

Partner schema is assigned to account group

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Various roles are assigned to the schema and these roles will then be available in vendor master purchasing
data partner function view

Purchasing Information Record (PIR) / Info Records:

Another master data in SAP, which stores the relevant information for the combination of Material, Vendor,
Purchasing Organization and Plant

Info Records are created by transaction ME11. Change ME12. Display ME13.

Key combination for the info records is

Info records are of four types. Standard, Subcontracting, Pipeline and Consignment

Depending on Item category in PO, appropriate info record will be selected
• Item Category in PO “Blank” – Standard Info Record
• Item Category in PO “L” – Subcontracting Info Record
• For Consignment & Pipeline – Info record not used in PO but to settle the deliveries in MRKO
transaction. These will be seen in details in Various Procurement Cycles

Info Record data is stored into four different stages / Tabs as General, Purchasing, Conditions & Texts

General Data consists of general data common for all plants and purchasing organizations as vendor data lie
reminder 1/2/3/ days, sales person name and contact details etc. and Order unit etc

Click on the purchasing data button in application toolbar to maintain the purchasing data

Purchasing Data: This tab contains control data and price data for the vendor

This data contains planned delivery time for vendor, purchasing group, standard order qty, minimum order
qty, shipping instruction, under and over delivery tolerances, if unlimited over delivery is allowed, GR based
invoice verification is allowed, order acknowledgement required by vendor, tax code etc

Conditions we maintain when the info record is being created for the first time. Detailed conditions are
maintained in conditions tab

Conditions Tab: This tab contains the detailed conditions. Click on the conditions button in application tool
bar to maintain conditions

Info record conditions are always time dependent. Here we maintain the start and end date of the condition
record.

We can also mention the main and the supplementary conditions lie freight etc.

The entire set will be defaulted in the PO

Text Tab: Click on the text tab in application tool bar to maintain the texts.

In the text tab, we can maintain various texts. PO Text will be copied to the PO.

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General Data Tab:

Purchasing Data Tab:

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Conditions Tab:

Texts Tab:

Info record conditions are stored in combination of tables. Table A017 will have the key combination and a
condition record no. will be given in the table (Field KNUMH)

With this condition record no. detailed conditions will be maintained in table KONP

Info record can also be maintained with or without plant. If the specific combination with plant is found in PO,
then the data for plant specific info record will be defaulted in PO else without plant will be defaulted

Info records can also be maintained without material. In this case these are maintained for the material group
and in such cases material group field becomes mandatory

Info update indicator is PO will update the last purchasing document no. in the info record. Conditions are not
created automatically.
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Info update indicator is found in material tab of item details section of PO

To see the last document in the info record, follow menu path Environment  Last Document. It will directly
take to the last document i.e. Purchase Order

Purchase Order price history can also be seen from menu path Environment  Order price history

Source List:

Source list is another master data in purchasing

Source list is nothing but the approved vendor list for supplying a particular material in a particular plant

If source list is made mandatory for a particular material then PO can only for the vendors maintained in
source list

Source list can be activated at two levels as Plant and Material Master

Plant level activation of source list is done in customization. Menu path SPRO  Materials Management 
Purchasing  Source List  Define source list requirement at plant level

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If source list is activated at plant level, then it becomes mandatory to maintain source list for all materials in
plant for procurement

Source list activation at material level is done in material master purchasing view. In this case source list is
applicable only for the material

Source list is maintained at plant level.

It is maintained in transaction ME01.

In the source list, we maintain validity period from to date, vendor no., purchasing organization to allow a
vendor for purchasing

From source list, we can mark a particular vendor as fixed or preferred vendor. If this is marked then this will
be defaulted as source of supply in the purchase requisitions

Vendor can also be blocked for a particular period through source list

If schedule lines are to be generated through MRP, then this scheduling agreement must be maintained in
source list with MRP relevant indicator as 2 i.e. record relevant for MRP. Create schedule lines automatically.

If a particular material is to be blocked for a period for procurement from all vendors, then just mention the
start and end date, do not mention any vendor and click on blocked. This will block all the vendors from
creating PO in the period mentioned

Material can also be blocked for procurement from material master purchasing view by giving plant specific
material status as blocked for procurement but there we can not mention the validity period which can be
mentioned in source list by above method.

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Quota Arrangement:

Quota arrangement is used to divide the material requirement in various sources of supply

Quota arrangement is maintained for a material at plant level for a particular period in transaction MEQ1.

We can always maintain quota from today or in future date but never back dated

In quota arrangement, we can divide the 100% into various sources as internal or external

Internal sources can be In house production or production in other plant

External sources can be standard procurement (standard procurement i.e. sp. Procurement type blank as shown
in above screen), Consignment, subcontracting or stock transfer from other plant

Requirement generated through MRP will get divided in the proportion mentioned in the quota arrangement

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