QUICK REFERENCE MANUAL FOR SAP MATERIALS MANAGEMENT

VERSION 1.2

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PREFACE
This SAP-MM Quick reference Manual release 1.2 is being released for Refinery users of Material Management for their day to day reference. This covers Master data maintenance, Transactions and frequently used reports of Refinery Division. Extensive coverage has been made on Reporting requirement of users. Since the users are already familiar with the SAP Screen navigation we screen shots have been eliminated and in their place explanatory notes, key sequence have been added, where required, to guide the user. Continuous improvements and updates are the current day norm and hence the user must keep himself updated with the changes notified by COIS core team from time to time. Such notifications are done through SAP system messages seen on the opening screen after logging in. This is the only means of reaching out all the end users. Such updated scripts / procedures are placed in the SAP shared folders and the users are encouraged to frequently check these and update their notes / reference copies. Please send your suggestions / comments to our core team members to further add value to this manual. This manual is the property of Indian Oil Corporation Ltd., and is intended for limited internal use as reference material for the authorized SAP users of IOCL and subsidiary companies.

Dated 01.06.06 A.M.Rao DGM-IS Corporate Information Systems

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Table of contents
Organization structure :....................................................................................................... 7 Material master : t-code MM03 .......................................................................................... 7 Material codification:...................................................................................................... 7 Vendor Master : t-code XK03............................................................................................. 8 Vendor Holiday listing: t-code YMR181 ....................................................................... 8 Material valuation: .............................................................................................................. 9 Purchase Requisition:.......................................................................................................... 9 PR creation t- code ME51N:........................................................................................... 9 Release of Purchase Requisition: t-code ME55.............................................................. 9 RFQs: t-code ME41:.......................................................................................................... 9 Pdf copy of RFQ: .......................................................................................................... 10 Defaulting tax code in RFQ : MEK1 ............................................................................ 10 Listing of RFQ : ME4S................................................................................................. 10 To Print RFQ: t-code ME9A ........................................................................................ 10 Maintain RFQ: t-code ME47 ............................................................................................ 10 Comparative statement: t-code YMR166 ......................................................................... 10 Tax code............................................................................................................................ 11 Purchase Order: t-code ME21N:....................................................................................... 11 Printing PO: t-code ME9F ............................................................................................ 11 Account assigned PO: ................................................................................................... 11 For non-inventory/non valuated materials:................................................................... 11 PO for Capital Schemes:............................................................................................... 12 Stock Transfer ( STO):ME21N......................................................................................... 12 Transfer of hydrocarbon material ................................................................................. 12 Excise table maintenance: t-code J1ID ............................................................................. 12 Chapter-id : ................................................................................................................... 12 Material and Chapter-id combination: .......................................................................... 13 CENVAT determination: .............................................................................................. 13 Vendor excise detail:..................................................................................................... 13 Excise tax rate :............................................................................................................. 13 Exceptional material excise rate : ................................................................................. 13 Good receipt in 2 steps: t-code MIGO.............................................................................. 15 Printing MRN: T-code YM12....................................................................................... 15 Material Contract: t-code ME31K .................................................................................... 15 To Print Contract: t-code ME9K................................................................................... 15 Reservations: t-code MB21............................................................................................... 15 Printing Reservation slip: t-code YM15 ....................................................................... 16 Project : ............................................................................................................................. 16 Receipt of LSTK project left-over ................................................................................ 16 Consumption of revenues stock into Project: MIGO................................................... 16 Issue Material from Project inventory to Project consumption: MIGO ....................... 16 Transfer from Project to Project stock: MB1B ............................................................. 16

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Transfer of material to other Plant: t-code MB1B ........................................................ 16 Print Delivery document: YM58 .................................................................................. 16 To list transactions for a given period / material etc.: t-code MB51 ................................ 16 Cancellation of a Material document :t-code MIGO ........................................................ 17 To check existing stock of a material at any location : t-code MMBE............................. 17 To display inventory for a period with documents: t-code MB5B ................................... 17 Code to code Transfer: t-code MB1B............................................................................... 17 Posting consumption from Stores: t-code MIGO ............................................................. 17 Receiving material from legacy: t-code MIGO ................................................................ 18 SALE OF SCRAP / SURPLUS MATERIAL .................................................................. 18 Receipt of Scrap:........................................................................................................... 18 Transfer of Surplus material : ....................................................................................... 18 Create material type SBOM series 0M02001 etc. ........................................................ 18 Sub-contracting PO: t-code ME21N................................................................................. 19 To issue material to S/contractor vendor: t-code MB1B .............................................. 19 To print challan for above: t-code YM59 ..................................................................... 19 Material Return to Vendor:............................................................................................... 19 Material return when after acceptance of material and payment released: t-code MIGO 19 To print outward Excise cum delivery challan: t-code YM58...................................... 20 Material requirement planning:......................................................................................... 22 Material requirement planning: t-code : MD01 /MD03 ............................................... 22 Display MRP list: t-code MD05 ................................................................................... 22 Display stock requirement list collectively: t-code: MD07 .......................................... 23 Reports .............................................................................................................................. 25 Complete description of material: t-code ym78............................................................ 25 Surplus check: t-code ymr120 ...................................................................................... 25 List of POs exceeding given value: t-code ymr137..................................................... 25 Lead time for PO: t-code ymr174 ................................................................................. 25 Pending material PO summary: t-code ymr176............................................................ 25 Single Tender PO:YMR141.......................................................................................... 25 Purchasing document : YMR187.................................................................................. 25 Purchasing analysis MC$I / MC$G .............................................................................. 25 General purchasing Evaluation: ME80FN.................................................................... 25 Plant stock analysis: T-code : mc.1............................................................................... 26 Usage based ABC analysis : MC40 .............................................................................. 26 Slow moving items analysis : MC46 ............................................................................ 26 Inventory turnover : MC44 ........................................................................................... 26 Range of coverage by usage: MC42 ............................................................................. 26 Exception reporting on non moving items: MCYG...................................................... 26 Aging analysis : t-code ym25 ....................................................................................... 26 Listing of important t-codes.............................................................................................. 28 Purchasing transaction .................................................................................................. 28 Purchasing listing.......................................................................................................... 29 Purchasing reports:........................................................................................................ 29

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Inventory transaction .................................................................................................... 30 Inventory listing ............................................................................................................ 31 Inventory report: ........................................................................................................... 31 Master data:................................................................................................................... 32 MRP transaction............................................................................................................ 32 MRP listing / report ...................................................................................................... 33 Vendor evaluation......................................................................................................... 33

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MASTERS AND PURCHASING

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Organization structure :
This is the definition of each entity of IOCL in terms of SAP like IOCL is Client in SAP. Likewise Location is defined as company code / Plant in SAP. These definitions will be used to understand the business from Materials Management perspective and to define key data structures like material master, vendors master, Excise master etc. Entity IOCL Panipat SAP entity Client (310) Company code (9060) Features A single entity holding Group of company codes Where accounting is done for transactions and Trial balance is drawn. This is done at Refinery level is further consolidated at HQ/ Corporate. Where actual transaction takes place or where inventory is maintained. Material is valuated at Plant level. These entities hold the material inventory in terms of quantity. At this level material valuation is same across all storage location for a Plant. Purchasing Organization is a floating entity. where set of rules are defined for purchasing typically Hydrocarbon, non hydrocarbon and services These are group responsible for actual purchasing of material / services

Panipat

Plant (9060)

Storage Tank, Logical storage locations for stores Hydrocarbon Non Hydrocarbon Services R01, R02, R03

Storage Locations (REVN, AFCN, SURP)

Purchasing Organization (NHVT, SERV, HCP)

Purchasing Group

Material master : t-code MM03

Material master is comprehensive data including material code, short test, accounting data, purchasing data, quality data, MRP data, Sales data, Storage data etc. Material code, short description is held at Client level. Accounting data is held at Company code level. Purchasing data, MRP data, valuation data etc. is held at Plant level. Stocks are held at Storage Data level. Materials are also classified as Stores, Bulk, Chemicals, Lube, Pack, non valuated material etc. ( material type ) for the purpose of Reporting & accounting.

Material codification:
Material codification is at the client level with a view to have common codification of material across IndianOil. Material can be extended to desired company code, Plant as per the requirement of the Plants. Non Hydrocarbon material is a 10 digit intelligent coding. First 6 digit is called coding schedule followed by 3 digit which is running numbers and followed by another digit which is a identifier / indicator. The codification hierarchy is as under: Sub Group Sub-sub Group Serial no. Identifier Main group XX XX XX XXX X Identifier / indicator: Imported proprietary Imported common spare

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Indigenous proprietary Indigenous common Non valuated / Insurance spare CDK ( Catalogue Development Kit ) is available for viewing in Server at WTC with ip address 10.14.66.35 click on the desired main group for which you want the material code. This will take you to fist screen and again click on icon to get sub group of main group. Continue above to get sub-sub group. Finally you get desired material code as given below. Whenever you do not find a material in CDK, Material codification request on the prescribed format be sent to CO-IS duly suggesting codification schedule i.e. 1st 6 digits after checking in the system that it is not already codified. In case Material is already codified and existing in some other Plant, a request may be sent to CO-IS online ( t-code ymc1) for extending the material to your Plant. Whenever going live at locations, material lying in inventory needs be done mapped to above codes. Balance material( unidentified and having stock) would be codified under material group 98 ( temporary codes) and purchasing blocked so as to enable user to post consumption / issue the material. In the meantime users will be required to map their material / codify material to regular codes and transfer material lying under 98 group to regular codes. Request for extension of Material master can be done online thru t-code YMC1.

Vendor Master : t-code XK03

Similarly Vendor Master is also collection of data like Vendor code, name, address, Accounting data, Purchasing data. Vendor code name, address, PIN code etc. is maintained at client level Accounting data is held Company code level Purchasing data is held at Purchasing Organization level Withholding tax code data is held at Company code level Vendor code is not maintained at the Plant level. Vendor master is a 8 digit code allocated and maintained by IS Officers at State Office. Vendors are unique at Name and address combination i.e. Any vendor with 2 different addresses will have 2 Vendor codes. Vendors are further grouped such as Material vendor, service vendor, imported vendor, Government vendor, Employee vendor etc. Vendor on Holiday list are being updated in SAP by respective divisional co-ordinators. Whenever new vendor is required to be codified, Vendor codification request is sent to respective IS State offices in the format prescribed which includes name, address, PIN, city, State key, Country, WHT ( in case Service Vendor) etc. after verifying in the system that vendor is not already codified. In case Vendor is already codified and is available in some other company code, a request may be sent to IS- units for extending the Vendor to your Company code. Duplicate vendors can be blocked by respective IS group/COIS.

Vendor Holiday listing: t-code YMR181

Vendor holiday listing / purchase block / posting block is being maintained centrally by respecting Divisional HO/ HQ and can be displayed thru above t-code.

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Material valuation:
Material Valuation is at Plant Level. Non Hydro carbon Material are valuated at Moving Average price Concept i.e. If x material is valued at Rs.100/- in a Plant for a total quantity of 100 units. If we receive another consignment of 100 units @ Rs.120/- each, then the MAP automatically changes to 110/- each unit. MAP does not get changed during issue transaction. For CENVATable goods the valuation of material is net of CENVAT amount ( Excise duty) as this amount is claimable in RG23 Register. For consumable material the CENVAT is available 100% at the time of GR and in case of Capital Goods the CENVAT is available 50% against GR and 50% is on hold which can be utilized next fiscal.

Purchase Requisition:
This is usually created by the user Deptt. For the material or services required. Document type is NB for standard PR and for which contract is required, document type should be RV. No a/c assignment is required for material recd. into Inventory ( codified items only) except for non valuated material i.e. stationery/ insurance items. i.e. no budget check during purchase / payment transactions. Budget check will happen at the time of consumption of these material from inventory.

PR creation t- code ME51N:

Put material code under material head. Give Plant, Storage Location and Department code. Maintain qty, delivery date etc. Put text such as Header text, Item specific text etc. at the appropriate place. System will automatically determine the valuation of material at MAP of the Plant. You may, if required, change the estimate price. Save the Purchase Requisition and this will generate a PR number. Purchasing Deptt. will process, thus generated, Purchase Requisition for RFQ( Request for Quotation) and PO( Purchase Order/ Contract). System also checks surplus available at any other Refinery and prompts the same while printing PR. To Print purchase Requisition: t-code YM17 for services and YM11 for Material Give PR number and item no. and execute (F8)

Release of Purchase Requisition: t-code ME55

PR release is activated for certain Departments. Release Group is mapped to Departments (MM, CL, QC etc.) and release codes are mapped to role (IN, DG, FC etc.) Release strategy automatically gets triggered and levels are set like initiator, Finance concurrence, HOD, GM etc. as per value of the value of PR. Strategies are predefined as per the value of PR. Gp. Strategy Value Value of PR CL L1 upto 50000 CL L2 50001 -500000 CL L3 500001-2500000 CL L4 > 2500000 For IC item the release is 2 steps i.e. initiator and approver ( HOD)

RFQs: t-code ME41:

Purchase Requisition ( PR) can be processed for Tendering thru RFQ( Request for Quotation). This can also be done without referring to any PR also. Document type is ZM for normal RFQ.. Indicate Document date and quotation deadline in appropriate field.

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Indicate Purchasing organization and Purchasing Group In the default data for items indicate Plant, Delivery date Storage Location, required tracking number (any file reference) etc. Indicate quotation deadline date, Plant, Delivery date, Purchasing group and click reference to Purchase requisition. In the next screen input Purchase requisition no. and click enter. Give collective no. i.e. Tender no. say PRP/01/06 and target value ( estimated LC) and click enter Select the item and click Adopt+details. Change the quantities if required Enter and this will take you to next screen. Quotation comments should be inputted which forms basis for reports like single Tender report etc. Save the document.

Pdf copy of RFQ:

RFQ in pdf format is also generated to be sent to vendor in soft form.

Defaulting tax code in RFQ : MEK1

Tax code cannot be directly inputted into RFQ but needs be inputted in condition record table thru t-code MEK1 for condition type NAVS. Following access sequence has been given Plant/Vendor/Material Plant/Vendor/Matl group Plant/Vendor Plant/Material Plant/Matl group Purchasing Organisation The system accesses above table top down and whenever it encounters valid record, this leaves the table and populates the value into transaction.

Listing of RFQ : ME4S

Input another vendor code and save the document. You can list all such documents by t-code ME4S Input collective number and other details like Purchasing Organization etc. and execute

To Print RFQ: t-code ME9A

Give RFQ number and item no. and execute (F8)

Maintain RFQ: t-code ME47

Enter the RFQ no. and enter Enter Quotation reference and date and enter Select the item and Click on item conditions Input tax code as given in the details below: In the next screen input the conditions like basic price, Freight, Inspection etc. Click the back arrow. Save the document.

Comparative statement: t-code YMR166

Give Purchasing Organization Collective number in the appropriate field. For detailed condition break-up tick in the box and execute(F8). click Execute Page down and this will show the break-up of the prices inputted for individual quotations.

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Tax code
With migration to Standard SAP Tax Codes, the method of calculating taxes (CST, LST, ED, VAT (if applicable)) has changed. Instead of 2 tax codes (V0, V1) used earlier now there would be multiple tax codes corresponding to different rates of LST, CST etc in conjunction with Excise Duty rates. Therefore instead of putting the rates, separately for LST/CST, now one has to select the appropriate tax codes corresponding to the correct combination of Excise rate and LST/CST. In the description of Tax Codes the rates of LST, CST etc are also given. These rates are inclusive of surcharge if applicable. For example if the LST is 8% and there is a surcharge of 10 % and ED is applicable then the tax code to be used is JL = ED, LST + Surcharges = 8.8%; NON VAT STATES If the LST is 8% and there is a surcharge of 10 % and ED is not applicable then the tax code to be used is HL = Nil ED, LST + Surcharges = 8.8%; NON VAT STATES All materials, which are Excisable, should have entry in Excise Master (J1ID) in the Table Material Chapter ID Combination. All materials, which are Cenvatable, should also have an entry in Cenvat Determination table apart from Material Chapter ID Combination table.

Purchase Order: t-code ME21N:

PO type will be ZP in case of indigenous and ZQ in case of imported and date of PO will be actual date of PO. Vendor will always will be actual vendor from where the material is being recd. No a/c assignment is required for material recd. into Inventory ( codified items only) except for non valuated material i.e. stationery i.e. no budget check during purchase / payment transactions. Budget check will happen at the time of consumption of these material from inventory. For above transaction choose document type ZP, Input Purchasing Org. as NHVT, Pur. Gp. B04 and company code 9060 at the header. Scroll right in the item overview and input RFQ no. and item no. as shown in the figure below. Upon entering it will automatically populate details from RFQ as under: Change the conditions if required and insert texts etc. and save the PO. Collective no. is made mandatory in PO.

Printing PO: t-code ME9F

Give PO number and execute (F8) Tick the left item box and take a trial print out. If you take a final out put you will not be able to take a print-out again without resetting the print options.

Account assigned PO:

Acct. assigned PO where material code is not known or direct consumption is to be posted. Or Where material is being issued for Capital Works against Internal Order or maintenance Order or .

For non-inventory/non valuated materials:

No inventory can be maintained for the purchase where no code for the material is available and as such acctt. Assignment ( Budget reference) has to be given in the PO itself i.e. G/L code, cost center and fund etc.

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Create PO type ZP by t-code ME21N Give vendor code and date of PO. Give Purchasing Org, Company code, I header data In item overview screen put K in column A ( acctt. Assign. Cat) In short text put material description to be purchased, qty. basic rate etc. Indicate Plant, Storage Loc( REVN) , Material group ( say 89 for packaging machinery) Put appropriate tax code after maintaining excise tables) Put appropriate G/ L code, cost center and fund( in case of maintenance item). Please note that once acctt. Assignments maintained, this should not be changed and this item should be deleted and redone with appropriate G/L code ) Indicate Shipping instructions appropriately ( In most cases this is V4 i.e. No shipping instructions) Save PO

PO for Capital Schemes:

The process is same as given above. In Place of K put Q or N and this will prompt you for WBS and G/L. In case of acctt. Assignment Q nothing need be inputted as it will default from PR. In case of N input G/L code 588888888888( 5 followed by all 8s). This type of Order will be used for Capital procurement.

Stock Transfer ( STO):ME21N

In case supplying Plant is on SAP, create PO ( doc. type ZO) and give vendor as the Plant from where is indented i.e. 9030 for Gujarat Refinery. Give doc. date. In the PO header give Purchasing Organization( NHVT), Purchasing Gp., and Company code. Expand item overview button. Now give material code, qty, Plant and Storage Location where the material is required in item overview screen. Note: For normal purchase PO's on vendors, irrespective of placement of order by non SAP locations or payment by non-SAP locations i.e. HO/RO/SO etc., PO type ZN shall not be used and this type of PO will be created under doc. type ZP or ZQ ( indigenous/ imported )as the case may be. For instructions to local Finance not to release payment for such PO's, the same may be captured in Header text of PO by the MM user. This may be done with immediate effect.

Transfer of hydrocarbon material

For transfer of hydro carbon material, input valuation type as stor_spare in PO. This will enable the material to be valuated as stores & spares instead of finished goods while doing GR.

Excise table maintenance: t-code J1ID

Following tables appearing in above t-code needs be maintained Chapter-id Material and Chapter-id combination CENVAT determination Vendor excise detail Excise tax rate Exceptional material excise rate

Chapter-id :
In this table Chapter-id and material description id given as per the Excise tariff table. Chapter-id Material description 3811.90 MTBE CD COLUMN CATALYST HYDRAULIC BRAKE FLUIDS

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Material and Chapter-id combination:

In this table material and chapter-id for a Plant is given. Also Material type is defined like raw material, Capital goods, Assets are given. Also GR reference that single or multiple Excise is also indicated. Material Plant Chapter-id Material type GR- Ref 0835101013 9500 84 C Consumables 2 Multiple GR for one excise

CENVAT determination:
This table is to be maintained only if the material is CENVATable. In this table Input / output relationship is maintained for a Plant. Plant Input Material Output Material Date 9060 9880500204 8946053014 31.12.2001 9040 9880500234 8946053014 31.12.2001

Vendor excise detail:

Following details are required to be maintained: Vendor ECC number Exc.reg.no Exc. range Exc. Div. Exc. Coll. CST no. LST no. PAN Exc. Indicator

Excise tax rate :

In this table Excise tariff for Chapter-id combination is maintained. Chapter id Exc. Indicator Valid from In Exc. Indicator pl. maintain 1. Valid to Excise rate

Exceptional material excise rate :

If a vendor is charging Excise rate other than that maintained in above table then exception rate is maintained in this table Plant 9020 Material 8911425174 Vendor 10229207 Validity 18.07.2000 Chapter-id 31.03.2003 Excise rate 4819.12 9.6000

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INVENTORY MANAGEMENT

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Good receipt in 2 steps: t-code MIGO

Goods receipt to be done in 2 steps in case the material is first recd. based on the challan raised by the vendor without subjecting to inspection etc. / physically verifying the material/ qty. In the second step, the material is subjected to inspection etc. and then actual qty.. is recd. into the stock. Receive into block stock by mvt. Type 103 ( t-code MIGO) for the challan qty. Release from block stock by mvt. Type 105 ( t-code MIGO) for the actual qty. recd. MRN print is possible for document posted for mvt. Type 105. For the above transaction receive material for a Purchase Order. Input PO no. and mvt. Type 103 Go to the quantity tab and change the quantity if required Go to the where tab and tick the item okay Check the document before posting by clicking F7 and post the document Step 2: Now release the material from GR block stock by clicking the appropriate option from the drop down. Change the quantities if required. Go to PO data tab and evaluate shipping instructions Save the document. NOTE: In case QM activated material like process chemicals 105 can be done only after this is cleared by Lab.

Printing MRN: T-code YM12

Put Document no. and year and select ac-99 or A4 plain stationery. Execute (F8).

Material Contract: t-code ME31K

Contracts are agreements with vendor normally for a longer period of time without firm committment. Call-up are made ( Purchase Order in SAP) against these Contracts for the firmed up quantity. Budget check does not happen at Contract level. Material can be received against these call-ups ( PO) only. Total contract value can be controlled in the contract at Header level. For material Contract can be made without Plant also. At the time of making call-up Plant is a mandatory field. Give the Vendor code, Document type MK for Quantity and WK for value contract(item rate) Assign Purchasing Organization, Purchasing Gp., Plant( if contract for multiple Plant leave this field blank), Storage location, and Material gp. (ZSERV in case of service contract) . Give validity date of the contract and target value Click enter to go to next screen where you will enter services in short text and other details like Quantity( optional in case of value contract), Unit of measure, Unit rate Enter and Enter and maintain acctt. Assignment i.e. G/L code, cost center and fund ( for maintenance only ) as given below. Click Repeat acctt. Assignment button for repeating acctt. assignment for all services. Enter

To Print Contract: t-code ME9K

Give PO number and execute (F8) Tick the left item box and take a trial print out. If you take a final out put you will not be able to take a print-out again without resetting the print options.

Reservations: t-code MB21

The reservation is a transaction to draw material from the stores. This is prepared by the user indicating the material mvt. Type, cost center, material code, quantity and text for any details etc.

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The user will take the print out of this Reservation cum GI slip and hand over to the Stores in-charge for issuing the material against this slip. Budget check is facilitated while printing reservation. Reservations print out is not possible for completed reservations.

Printing Reservation slip: t-code YM15

Enter the reservation number and execute. Tick in the check box and enter.

Project : Receipt of LSTK project left-over

Receipt of leftover material from LSTK project will be taken into inventory thru mvt. Type 222. This will credit (-) the Project and debit (+) the inventory.

Consumption of revenues stock into Project: MIGO

Consumption can be directly posted from revenue stores to Project without going by Project inventory route. This can be posted against reservation for mvt. Type 221. This will directly debit (+) the Project and credit (-) the Inventory.

Issue Material from Project inventory to Project consumption: MIGO

This is again done against reservation by mvt. Type 281 Q . This debits Project consumption and credits inventory

Transfer from Project to Project stock: MB1B

This is done through mvt. Type 415

Transfer of material to other Plant: t-code MB1B

Material to SAP locations can only be issued against STO( Stock Transport Order) issued by receiving Plant onto your location. T-code MB1B for SAP location mvt. Type 351 against STO raised by receiving location. Enter doc. Date, posting date, Doc. Text, del. Note Indicate mvt. type 351, Plant and S. Loc. Click tab To Purchase order In the next screen put PO no. and click adopt +details In the next screen indicate material code, qty, S. loc etc. Maintain text Save the document.

Print Delivery document: YM58

Put Document no. and year and select ac-99. Execute (F8) Note: Capture Excise Invoice w.r.t. delivery document before dispatch of material. This will credit (-) the Excise register of the dispatching location based on which receiving location can avail the CENVAT.

To list transactions for a given period / material etc.: t-code MB51

Give Plant / S.Loc. filter and mvt. Type, date etc. as under: S.Loc to S.loc 311 & 312 Material to Material 309 & 310 Issue to SAP loc 351& 352 Issued to non SAP Loc: 911 & 912 Receipts 101, 103, 105 Return to vendor 122, 124

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Issued to s/contractor vendor 541 For multiple selection click on icon as indicated above, This will take you to screen as given below. Put the desired values as indicated above. Click on execute icon. Click the execute icon again to execute query.

Cancellation of a Material document :t-code MIGO

Go to MIGO and choose cancellation option. Give the doc. No. to be cancelled, indicate reason code and text and save. Enter Maintain the requisite text and save the document.

To check existing stock of a material at any location : t-code MMBE

T-code MMBE, give material code, location code and S.Loc if required. Click Enter. NOTE: This is particularly useful to find surplus stock available at any location. To do this leave Plant field blank and maintain S.Loc as SUPR and execute the query. This will show the material stock for Company code, Locations and S. location level. To check what all movements have happened for the material at a Plant/S.loc, place cursor on the S.Loc for which you wish to see the movements. The click environment -> material movement. To see the details of all mvt. For this material / S.Loc. click on environment/ material mvt. To see the details of the document , double click on the document no. and this will take you to that document display mode.

To display inventory for a period with documents: t-code MB5B

Tick no zero stock line in case you do not wish to see material with 0 stocks. icon on the screen. Execute the query by clicking To display warehouse stock for all material as on date: t-code MB52 click icon Material document cannot be modified. To be cancelled and reposted. However, PO can be amended for except for doc. Type, Vendor and a/c assignments.

Code to code Transfer: t-code MB1B

Initially when appropriate code is not available at the time of go-live, material is codified under 98 group. When this material is codified under regular group the material is transferred from 98 group to regular code using this mvt. type. t-code MB1B mvt. Type 309 Give reason code for mvt. Save the document.

Posting consumption from Stores: t-code MIGO

For consumable material, post consumption at the time of issue to the Plant by mvt. Type 201 (t-code MIGO) typically all except Capital material. At this point of time, system will ask Material, Cost center, issuing Plant, S.Loc. This will deplete the stocks from the stores. This can also be done w.r.t. a reservation document also. Put material code, quantity and location storage location from where material is being issued in Material tab, qty and where tab respectively.

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Click enter and 2 more tabs will appear on the screen namely Partner and acct. ass. tab Put cost center in the acct. assignment tab.

Receiving material from legacy: t-code MIGO

This transaction is used to receive the material into stores which was issued before SAP go-live. This transaction debit (+) the inventory and also credits (-) the project/ cost center etc. Use mvt. type y21 in MIGO Goods issue transaction. ( use Y21 Q for Project receipts) Give doc. Date and posing date. Enter . Put material code in material tab as shown above. In the qty tab put quantity and value of the material. In the where tab put Plant where the material is being received. And Storage location, appropriate reason code and any text. In the acct. ass. Tab, input Cost center in case of revenue stores or WBS in case of Project. For INSR material input 0 value as value field has been made mandatory. Post the document. Please note to mention value in the quantity tab of the document before posting otherwise material will be recd. In the system with 0 value which will distort the valuation of material.

SALE OF SCRAP / SURPLUS MATERIAL Receipt of Scrap:

Create Receipt of material to be disposed off into Unrestricted Stock without reference to Process order thru T-code MIGO Mvt type Y21 Plant - .(.i.e. 9040 S.Loc - SCRP Or Mvt. Type z21 done dismantling of asset You need to put wdv ( book value) of the dismantled asset while doing the transaction. Put qty. and value in the respective field. Note : If the value of dismantled asset is 0 leave the fields blank. Put Plant storage loc. Reason for mvt. And text in the where tab. Put cost center Save the document.

Transfer of Surplus material :

Make transfer posting of identified surplus material from REVN stores to SURP ( Surplus ) stores thru tcode MB1B Mvt type 311 Issuing S.Loc- REVN Receiving S.Loc SURP

Create material type SBOM series 0M02001 etc.

Attaching material to SBOM material Note: if the material is sold individually, skip the item If material is being disposed off in lots, attach individual material to SBOM material already created in the system. T-code CS01 Enter In the next screen enter material for which sales BOM is required. Materials Master:

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Now extend the sales view incorporating relevant material pricing gp. in material master.( to be done by CO-IS. Follow sales cycle

Sub-contracting PO: t-code ME21N

This is used where certain material from inventory is issued to a vendor for value addition like Copper sheets are issued for converting into Copper tubing. This process adds value to the material being issued to the tune of amount paid for services e.g. If plates @ Rs.20/- per Kg is issued and conversion charges are paid @ Rs. 2/- per Kg then the material recd. from vendor will automatically be valued at Rs. 22/- per Kg. In this case item category will be L in the PO and in the item overview the indicate finished material code, qty, rate, del. date etc. Upon clicking enter this will take you to component screen where material code/s issued from the store will be entered in the appropriate ratio e.g. for 1 tank fabrication 750 Kg end plate and 250 kg bottom plate is required then in the 1st screen code for Tank will be given and qty. will be 1 and in component screen 2 code for end plate and bottom plate will be given with qty. as 750 kg and 250 Kg respectively. After this go back to the initial screen and replace 1 with the qty. to the actual / contract qty. This will automatically update the component qty. in the proportion. Go to material data tab

To issue material to S/contractor vendor: t-code MB1B

Enter doc. Date, posting date, Doc. Text, del. note Indicate mvt. type 541 , Plant and S. Loc. Click tab To Purchase order In the next screen put PO no. and click adopt +details In the next screen indicate material code, qty, S. loc etc. Maintain text Save the document. Upon going GR of the material this will post consumption in proportion to the quantity received for the finished goods. This can be seen in the PO history.

To print challan for above: t-code YM59

Put Document no. and year and select ac-99 or A4 plain stationery. Execute

Material Return to Vendor:

Pick up the relevant Purchase Order for the material against which material was recd. from the vendor. In case the material has been recd. before go-live, pick up the latest PO where GR qty. is more than the return qty. For the material, return to vendor can be done either from GR block stock / QM block stock / unrestricted use. Excise Invoice for such returns may be captured in the system if required. Return to Vendor may be done by t-code MIGO giving reference of original document mvt. Type 105 against which material was recd. or deemed to have been recd. System will automatically take the appropriate mvt. Type for the transaction depending on where the material is lying in the system. Put the return qty, code for such mvt. In the appropriate field. Save the document and note down the number. Click the item okay and change the quantity Enter the text and reason for movement.

Material return when after acceptance of material and payment released: t-code MIGO
In such a case payment for such defective material is to be received first. Material return cycle with mvt. Type 122 to be followed under MIGO as given above.

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To print outward Excise cum delivery challan: t-code YM58

This may be noted that this document is to be printed after capturing excise invoice. This document facilitates vendor to take credit based on credit surrendered by us. Put Document no. and year and select ac99 or A4 plain stationery. Execute

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MRP

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Material requirement planning:

Stock requirement list: The purpose of this procedure is to display the Current Stock versus Requirement list for an individual item. This listing is almost identical to the MRP List Display for an Individual Material. However, there is one key difference, and that is that this listing always will show the CURRENT Date position in Planning, as against the MRP List which will at all times show the positions at time of Planning. The MRP controller uses the display function to review both MRP lists and stock requirements list to analyze the requirements and decide on a course of action. t-code : MD04 On the initial screen input as under: Upon entering the will give the stock requirement list: This list gives all dependant requirements like opening stock, purchase orders, stock transfers, reservations etc. Upon clicking this will give material master data

this will show the details To see the details of each dependant requirement click on icon Upon clicking the spectacles icon this will take inside the corresponding material document where this can be edited if required.

Material requirement planning: t-code : MD01 /MD03

Material requirement Planning ( MRP) can be done at individual level and collective level i.e. all material for the plant or by selection of group. MD01 is used for running MRP at plant level or at Group level / range of codes MD03 is used for running MRP at individual material level This transaction is used to process materials requirement planning for individual Materials Master. The purpose of the MRP run is to ensure that the right material arrives at the right place at the appropriate time. The MRP run is used to automatically generate planned orders or purchase requisitions enabling the replenishment of stocks depleted by consumption and the planning of known requirements identified by reservations. This procedure deals with the MRP for a single material at a plant. Planned orders can be automatically adjusted when the planning data changes. We normally use NETPL type planning only. . Multiple groups / selected material can be selected by entering respective material groups as shown above. Upon prompting click enter. The system shows the statistics as under. One can also see the run time statistics. You can go to individual planning or requirement list by clicking respective icon.

This will show MRP for individual material. The planning is replenish to max. stock when material goes below ROL. It may be noted that it considers safety stock for the purpose of calculation of availability but creates PR for quantity = Max. stock existing stock.

Display MRP list: t-code MD05

In this screen MRP list is displayed individually or collectively. In the selection screen either MRP controller ( REF) or MRP date can be given to see the MRP list. You can select the item go inside the planning details for the individual item for reviewing.

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Display stock requirement list collectively: t-code: MD07

The purpose of this procedure is to display a collective Stock versus Requirement list of several Materials together. This list is almost identical to the Collective Display of MRP List. The key difference is that here you see the CURRENT as on date position of Planning as against the position as on date of Planning in the case of MRP List. The MRP controller uses the display function to review both MRP lists and stock requirements list to analyze the requirements and decide on a course of action In the initial screen you can input the MRP controller. You can restrict selection in foreground or background. This will display the entire material for planning. As you keep reviewing the material this will flag the material by putting green/ red button against that item.

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REPORTS

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Reports
Reports should be run on reporting server only (ip 10.51.10.100 which is replica of production server and gets updated every night. There are some standard SAP reports which start with M* and a few reports are developed specifically as per IOCL requirement ( starting with y*). Such reports are grouped together and are available under t-code YX01.

Purchasing
Complete description of material: t-code ym78
As the material description gets details partly from header data and partly from item data, the complete viewing of material data can be taken by above t-code.

Surplus check: t-code ymr120

Surplus check can be done by inputting Purchase requisition.

List of POs exceeding given value: t-code ymr137

This helps user to list POs exceeding certain value / as per CVC requirement

Lead time for PO: t-code ymr174

Lead time w.r.t PR and RFQ can be checked by executing above Report.

Pending material PO summary: t-code ymr176

This enables user to list / analyse POs due until <date> for a plant / purchasing group

Single Tender PO:YMR141

Enables tracking single Tender PO with quotation comments for further analysis

Purchasing document : YMR187

Lists all Purchasing documents from RFQ, PO and contracts for a collective no.

Purchasing analysis MC$I / MC$G

This analysis purchasing ( quantities / values) Plant-wise / vendor-wise for PO / GR / IV quantity / value

General purchasing Evaluation: ME80FN

It returns list of POs for a given plant/vendor / material / doc. date range / material group ( any other parameter at header / item level) in ALV format.

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Inventory Management
Plant stock analysis: T-code : mc.1
This gives reporting on Stock quantity, value, consumption, issues, receipts for a set of or all material for a given period. In terms of value On material type attribute on material groups ABC analysis on value

Usage based ABC analysis : MC40 Slow moving items analysis : MC46 Inventory turnover : MC44 Range of coverage by usage: MC42 Exception reporting on non moving items: MCYG
Exceptions as given below are created in the system NON_MOVE_1 Non Moving > One Year NON_MOVE_4 Non Moving > 4 Years NON_MOVE_5 Non Moving > 5 YEAR

Aging analysis : t-code ym25

To report all RCs (mvt. Type 103) for which 105 is pending. This is available for date range, Plant and created by.

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LIST OF COMMON TRANSACTION CODES

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Listing of important t-codes Purchasing transaction

ME21N ME22N ME23N ME31 ME31K ME33K ME41 ME42 ME43 ME47 ME48 ME51N ME52N ME53N ME54 ME55 ME56 ME57 ME5A ME9A ME9E ME9F ME9K MEDL MEK1 MEK2 MEK3 Create Purchase Order Change Purchase Order Display Purchase Order Create Outline Agreement Create Contract Display Contract Create Request For Quotation Change Request For Quotation Display Request For Quotation Create Quotation Display Quotation Create Purchase Requisition Change Purchase Requisition Display Purchase Requisition Release Purchase Requisition Collective Release of Purchase Reqs. Assign Source to Purch. Requisition Assign and Process Requisitions Purchase Requisitions: List Display Message Output: RFQs Message Output: Sch. Agmt. Schedules Message Output: Purchase Orders Message Output: Contracts Price Change: Contract Create Conditions (Purchasing) Change Conditions (Purchasing) Display Conditions (Purchasing)

YM01 YM08 YM46 YM78 YM83 YMC184 YMR166 YMR178

Enter LR/RR Details Storage Bin Maintenance Letter of Acceptance / Internal Note Material List Tender Committee Recommendation TCode For text Upload CS(Material) for VAT Purchase Requisitions

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Purchasing listing
ME2B ME2C ME2J ME2K ME2L ME2M ME2N ME2O ME2S ME31 ME31K ME33K ME41 ME42 ME43 ME47 ME48 ME49 ME4B ME4C ME4L ME4M ME4N ME4S POs by Requirement Tracking Number Purchase Orders by Material Group Purchase Orders for Project Purch. Orders by Account Assignment Purchase Orders by Vendor Purchase Orders by Material Purchase Orders by PO Number SC Stock Monitoring (Vendor) Services per Purchase Order Create Outline Agreement Create Contract Display Contract Create Request For Quotation Change Request For Quotation Display Request For Quotation Create Quotation Display Quotation Price Comparison List RFQs by Requirement Tracking Number RFQs by Material Group RFQs by Vendor RFQs by Material RFQs by RFQ Number RFQs by Collective Number

Purchasing reports:
MC$0 MC$2 MC$4 MC$: MC$E MC$O MCE0 MCE1 MCE2 MCE3 MCE5 MCE7 MCE9 ME49 ME80 ME80A ME80AN ME80F PURCHIS: PurchGrp PurchVal Selection PURCHIS: PurchGrp Freqs. Selection PURCHIS: Vendor PurchVal Selection PURCHIS: Vendor Freqs. Selection PURCHIS: MatGrp Freq. Selection PURCHIS: Material Freqs. Selection Purchasing Information System PURCHIS: PurchGrp Analysis Selection PURCHIS: Update Diagnosis Purch.Doc. PURCHIS: Vendor Analysis Selection PURCHIS: MatGrp Analysis Selection PURCHIS: Material Analysis Selection Purchasing Information System Price Comparison List Purchasing Reporting Purchasing Reporting: RFQs General Analyses (A) Purchasing Reporting: POs

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ME80FN ME80R ME80RN ME81 ME81N

General Analyses (F) Purchasing Reporting: Outline Agmts. General Analyses (L,K) Analysis of Order Values Analysis of Order Values

YM115 YM168 YMR120 YMR137 YMR139 YMR141 YMR146 YMR174 YMR176

IC stocks less than Reorder Level Purchase Values Purchase Req. Surplus Material List Of POs Exceeding Given Values VENDOR Wise Regretted Enquiries Single tender/Deemed Sing. Tender PO PSL Report for NHC materials T.Code for Lead Time in PO Report Pending PO Summary report

Inventory transaction
MB1B MB21 MB22 MB23 MIGO MIGO_GI MIGO_GO MIGO_GR MIR4 MIR6 MIRO ML81N ML82 ML83 ML84 MSC3N Transfer Posting Create Reservation Change Reservation Display Reservation Goods movement Goods Movement Goods Movement Goods Movement Call MIRO - Change Status Invoice Overview Enter Invoice Service Entry Sheet Display Service Entry Sheet Message Processing: Service Entry List of Service Entry Sheets Display Batch

YM01 YM12 YM175 YM25 YM37 YM52 YM54 YM57 YM58

Enter LR/RR Details Goods Receipt Note Forms Tracking Ageing Analysis Insurance Claims Action (104) LR /RR Register Free Issue of Material for Services Consignment Note Payment Request Excise Challan cum Invoice

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YM59

DISPATCH CHALLAN

Inventory listing
MB24 MB25 MB51 MB52 MB53 MB59 MB5B MB5L MB5S MB5T Reservation List Reservation List Material Doc. List List of Warehouse Stocks on Hand Display Plant Stock Availability Material Doc. List Stocks for Posting Date List of Stock Values: Balances Display List of GR/IR Balances Stock in transit CC

YMR138 YMR173 YMU154

List of IC Items as per Stock Value 103 Listing of Non Hydrocarbon Month end Subcontracting Stock

Inventory report:
MC.1 MC.2 MC.3 MC.4 MC.5 MC.6 MC.7 MC.8 MC.9 MC.A MC.B MC.C MC.D MC.E MC.F MC.G MC.L MC.M MC.N MC.O MC.T MC.U MC.V MC.W INVCO: Plant Anal. Selection: Stock INVCO: Plant Anal.Selection, Rec/Iss INVCO: Plant Anal.Selection,Turnover INVCO: Plant Anal.Selection,Coverage INVCO: SLoc Anal. Selection, Stock INVCO: SLoc Anal. Selection: Rec/Iss INVCO: SLoc Anal. Selection,Turnover INVCO: SLoc Anal.Selection, Coverage INVCO: Material Anal.Selection,Stock INVCO: Mat.Anal.Selection, Rec/Iss INVCO: Mat.Anal.Selection, Turnover INVCO: Mat.Anal.Selection, Coverage INVCO: MRP Cntrllr.Anal.Sel. Stock INVCO: MRP Cntrllr Anal.Sel. Rec/Iss INVCO: MRP Cntlr Anal.Sel. Turnover INVCO: MRP Cntlr.Anal.Sel. Coverage INVCO: Mat.Group Analysis Sel. Stock INVCO: Mat.Group Anal. Sel. Rec/Iss INVCO: Mat.Group Anal. Sel. Turnover INVCO: Mat.Group Anal. Sel. Coverage INVCO: Mat.Type Anal.Selection Stock INVCO: Mat.Type Anal.Sel. Rec/Issues INVCO: Mat.Type Anal.Sel. Turnover INVCO: Mat.Type Anal.Sel. Coverage

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MC40 MC41 MC42 MC43 MC44 MC45 MC46 MC47 MC48 MC49 MC50 MCBA MCBC MCBE MCBG MMBE

INVCO: ABC Analysis of Usage Values INVCO: ABC Analysis of Reqmt Values INVCO: Range of Coverage by Usg.Val. INVCO: Range Of Coverage By Reqmts INVCO:Analysis of Inventory Turnover INVCO: Analysis of Usage Values INVCO: Analysis of Slow-Moving Items INVCO: Analysis of Reqmt Values INVCO: Anal. of Current Stock Values INVCO: Mean Stock Values INVCO: Analysis of Dead Stock INVCO: Plant Analysis Selection INVCO: Stor. Loc. Analysis Selection INVCO: Material Analysis Selection INVCO: MRP Cntrlr Analysis Selection Stock Overview

Master data:
ME01 ME03 ME04 ME05 ME06 ME07 ME08 ME0M MM01 MM02 MM03 MM04 MM06 MM60 Maintain Source List Display Source List Changes to Source List Generate Source List Analyze Source List Reorganize Source List Send Source List Source List for Material Create Material & Change Material & Display Material & Display Material Change Documents Flag Material for Deletion Materials List

YMC1 YMC2 YMC3

Material Code Extension Material Code Extension (Status) Material Code Extension (Upload)

MRP transaction
MD01 MD02 MD03 MD04 MRP Run MRP - Single-item, Multi-level MRP-Individual Planning-Single Level Display Stock/Requirements Situation

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MMD1 MMD2 MMD3 MMD6 MMD7

Create MRP Profile Change MRP Profile Display MRP Profile Delete MRP Profile Display MRP Profile Usage

MRP listing / report

MD05 MD06 MD07 MD41 MD42 MD43 MD44 MD45 MD46 MD47 MD48 Individual Display Of MRP List Collective Display Of MRP List Current Material Overview MPS - Single-item, Multi-level MPS - Single-item, Single-level MPS - Single-item, Interactive MPS Evaluation MRP List Evaluation Eval. MRP lists of MRP controller Product Group Planning Evaluation Cross-Plant Evaluation

Vendor evaluation
ME61 ME62 ME63 ME64 ME65 ME6A ME6B ME6C ME6D ME6E ME6G ME6H YM10 Maintain Vendor Evaluation Display Vendor Evaluation Evaluation of Automatic Subcriteria Evaluation Comparison Evaluation Lists Changes to Vendor Evaluation Display Vendor Evaln. for Material Vendors Without Evaluation Vendors Not Evaluated Since... Evaluation Records Without Weighting Vendor Evaluation in the Background Standard Analysis: Vendor Evaluation Score Entry for Criteria Gen. Serv

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