User

Guide Title: Create Material Master for stock item

File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Process Description

The Material Master is an information record for an item that is held in stock and issued from a store
at a future date
The record contains a description, storage details, specifies the storage location, method of
replenishment and issue price
Descriptions from the record are defaulted into a purchase order together with Vendor & Price
information from a matching Purchasing Information Record (PIR)

Contents

This document will take you through the process required to create a Material Master Record
following the steps below

Section Contents

1.1 Required Fields

1.2 Accessing the Create Material Master screen
1.3 Selecting views for the Material Master record
1.4 Assigning a Storage Location to a Material Master record
1.5 Creating the Material Master record

1.1 Required Fields

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 1/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Input - Required Fields Field Value / Comments

Material Material code to uniquely identify material

Industry sector University

Material Type University material Type

Storage Location Code for ordering group responsible for a warehouse

Warehouse Number Code for storage area

Storage Type 005 Fixed Bin Storage

Base unit of measure Unit of measure in which material is managed

Material group Code for describing a group of like products

Old material number Number from a previous system or a superceded material

Language EN for English

Material description Short text to identify material to supplier and for interrogation purposes

Order unit Where order unit differs from base unit eg pack to case

Purchasing group Code to identify departmental purchasing group associated with Material
Master
Long text Extra free text for additional information that can be held in record or
printed on order
MRP type V1 for manual reordering

Reorder point Quantity of material at which reordering should be considered

MRP controller Code for store responsible for planning and ordering material

Lot size key HB code for replenishment from reorder point to maximum stock level

Maximum stock Quantity of material needed to satisfy usage and purchasing/storage costs

Schedule margin key 000 a required entry

Planed delivery time Number of days between order and delivery

Period indicator T for day

Hazardous material number Descriptive code

Availability check 01 for daily

Temperature conditions Special storage temperature requirements

Unit of issue Only used if different from base unit of measure

Storage bin Code for storage bin allocated to a material in a specific storage location

Valuation class General ledger code that categorizes expenditure eg 5003 chemicals

Moving average price Initial price of material including VAT

Price unit Number supplied for a price

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 2/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

1.2 Accessing the Create Material Master screen

To access the Create Material Master screen follow the SAP standard menu path:
Logistics > Logistics Execution > Master Data > Material > Material > Create > Immediately

Or use the transaction code MM01

1.3 Selecting views for the Material Master record

On the screen Create Material (Initial Screen) enter date from the table below

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicable
Material Code number of item R Alpha numeric code to uniquely Maximum of 18
identify the item in the Material characters
Master records
Industry sector UNIVERSITY R Default or select from drop down list
Material type UNIVERSITY MATERIAL R Default or select from drop down list
TYPE

use the screen button Select view(s) to display the pop up screen Select View(s)

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 3/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Select all eight views by clicking on the box at the beginning of each descriptive line
or use the green ''select all'' screen icon at the bottom of pop up screen
Select the check box for ''Create views selected''

Note
These views record the different types of data that is held on an individual material. It is possible to
omit certain views such as MRP- (material requirements planning )and proceed without them or
create them later.

Use the Organisational levels screen button on pop up screen to activate next screen

1.4 Assigning a Storage Location to a Material Master record

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 4/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicable
Plant The whole business unit R Default UNIV for university

Storage Designated location for R Type code for location where

Location storing and issuing stock material is to be stored or select
from drop down list
Warehouse Designated warehouse at R Type code for warehouse where
storage location material is to be stored or select
from drop down list
Storage type Description of storage R Default 005 fixed bin storage has
facility been selected to describe type
throughout all stores

This information describes where the material is to be stocked. It is possible to extend the material
master to facilitate stock holding in other stores which is a separate 'create material master' process.

Note: Use the Default Values screen button on pop up screen to save this storage location data as a
personal setting

or key ‘Enter’ to move to the next screen

1. 5 Creating the Material Master record

On the Create Material Basic Data screen enter information from the table below
Last changed on: Last changed by Version. Page:
11/07/08 IS1M 5/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicable
Language National language for EN for english extra lines are for
description alternative languages

Material Short text to describe material R used for order

description description and
interrogation purposes
Base unit of Unit in which material is R EA (each) will be normal
measure managed or select from drop down list

Material Code for grouping like R select from drop down list
group products for purchasing
analysis
Old material Number of material held on O
number previous system or a
superceded material

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 6/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

or key ‘Enter’ to move to the next screen

On the Create Material Purchasing screen enter information from the table below

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Base unit of R EA (each) will be normal Defaults from
measure or select from drop down list previous screen

Order unit Alternative to base unit 0 If required select from drop

down list
Purchasing Departmental R Type dept code
group purchasing group or select from drop down list
creating Mat. Master
Material R Defaults from
group previous screen

NOTE If order unit and base unit of measure differ it will be necessary to complete a conversion
table on a pop up screen that will be displayed using screen button Units of measure

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 7/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Shown below is an example of base unit EA (each) being different to order unit BOX

Having entered a different order unit press the screen button Units of measure to view the pop up
screen Conversion Factors: Units of Measure.

Here one box equals ten units termed "each". For every box that is ordered and received stock will
be increased by ten and the price of one box divided by ten for pricing each unit issued

Stock quantity will be counted in the base unit of measure

There is an extensive drop down list from which to select units of measure so that order and issue
units can be logically converted, eg pack from case, bottle fro drum, meter from reel, each from
dozen.

Green tick the pop up screen to confirm the conversion factor

or key ‘Enter’ to move to the next screen

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 8/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

On the Create Material Purchase Order Text screen enter information from the table below

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Long Text 0 Free text for additional
information to be printed on
purchasing order.

Text can be increased further by using the Editor icon

or key ‘Enter’ to move to the next screen

On the Create Material MRP 1 screen enter information from the table below

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 9/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

MRP 1 screen continues

MRP 1 Screen continued

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 10/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Base unit of R Defaults from a previous
measure screen

Purchasing R Defaults from a previous

Group screen

MRP type Code that determines R Type , in V1 for manual reorder

how material point
replenishment is
planned
Reorder point The stock level at which R Type in quantity of material in
a replenishment order is basic units of measure at
triggered which you require system to
report
MRP Purchasing group R Type in your purchasing group
controller responsible for material
planning and ordering
Lot size key Code that determines R Type HB for replenishment
the replenishment quantity to calculated quantity
procedure from reorder point to maximum
stock level

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 11/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Maximum The maximum quantity R Type in quantity of material in

Stock level of stock to be held basic units of measure that is
highest required
Planned Time lapse between R Type in the number of days
delivery time order and receipt of
material
Sched Extra days for material R Type in 000 as this facility will
margin key to be available after not be required
delivery

or key ‘Enter’ to move to the next screen

On the Create Material MRP 2 screen enter information from the table below

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 12/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

MRP 2 screen continues

MRP 2 screen continued

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 13/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Period Time unit in which R Type in T for Days
indicator planning is managed
Availability Code for how & when R Type in 01 for Daily
check system checks
requirements
Note In the availability check block, disregard the field Tot, repl, lead time as it only applies to in
house manufacture

MRP (Material Requirements Planning) includes in house production which is not required in
university business Elements of this process have been minimized but the screens still need some
data for the procurement planning process to function

or key ‘Enter’ to move to the next screen

On the Create Material General plant Data/ Storage screen enter information from the table below

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 14/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Base unit of R Defaults from a previous
measure screen

Unit of issue O Leave blank unless unit of

issue differs from base unit.
Select from drop down list and
complete conversion pop up
screen
Haz. Material Descriptive code O Leave blank or select from
number drop down list for appropriate
hazard
Temp Special temperatures for O Select from drop down list
conditions storage of material

or key ‘Enter’ to move to the next screen

On the Create Material Warehouse Management screen enter information from the table below

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 15/17
 User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Values Comments

Optional
N/A not
applicabl
e
Base unit of R Defaults from a previous
measure screen

Storage bin Code to uniquely identify R Select from drop down list of Bins numbers
individual storage bins all bins in a storage location must be created
Only allocate one material to before a
each bin material can be
allocated

or key ‘Enter’ to move to the next screen

On the Create Material Accounting screen enter information from the table below

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 16/17
User
Guide Title: Create Material Master for stock item
File Name: MM 1.2.DOC Solution/Release: 4.6B
Responsibility: MM Team (ILS) Status: complete

Field Name Description Required User Action and Comments

Values
Optional
N/A not
applicable
Base unit of R Defaults from a
measure previous screen

Valuation class ledger code to categorize R type in or select from

expenditure drop down list

Moving average Issue price including Set to initial purchase

price price which will be auto
VAT updated after invoice
payment
Price unit number supplied for the O 1 or as required
price eg 5 for £1

Save the Material Master Record

Look for message band at bottom of screen to confirm material has been created

Last changed on: Last changed by Version. Page:

11/07/08 IS1M 17/17