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SAP Team

Allotment process
This training covers :

I. GENERAL:.....................................................................................................................................................................1
II. ALLOTMENT PORTAL:..................................................................................................................................................2
III. ALLOTMENT HIERARCHY:..........................................................................................................................................3
IV. DEFINE VALIDITY PERIOD OF ALLOTMENT...............................................................................................................5
V. QUANTITY ALLOCATION..............................................................................................................................................6
VI. ALLOTMENT INSIDE SALES ORDER............................................................................................................................9
VII. RE-ASSIGNEMENT OF ALLOTMENT QTY.................................................................................................................10
VIII. ALLOTMENT REPORT + ALLOTMENT CUT REPORT................................................................................................12
IX. MASTER DATA MAINTENANCE................................................................................................................................14
X. Watchouts.................................................................................................................................................................14

Transaction codes used :

ZALP in 420… Allotment portal


XD03 in 420 … customer display
ZMC59A in 420 … adding new material to hierarchy
ZMC59D in 420 … deleting material from hierarchy
ZACOY … collective upload of Monthly and Weekly hierarchy
MC62 in 420 … alternative changing of hierarchy
ZVALLOT in 420 … Allotment report
ZVAL in 420 … Report of cuts caused due Allotment
OV7Z in 420… automatic assigning of ++++++ code
ZALLOC2 in 420 … define validity period for allotment
ZALUPY / ZALDOWNY … upload or download allotment data
ZVSOAV … SO Mass Availability Check

Process description:
1. Check that all master data are done for certain product XD03
2. Create Allotment hierarchy for certain product ZACOY, ZMC59A
3. Enter validity period for product ZALLOC
4. Enter allotment quantity ZALUPY
5. Create and distribute Allotment report ZVALLOT

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I. General:

Definition: Allotment means MAXIMUM quantity customer can order, where Reservation is MINIMUM quantity that
customer has guaranteed.

Allotment
 By Allotment we mean only QUANTITY allotment = quantity limitation of product for certain sales area,
resp. customer which customer is allowed to order. The above quantity will be cut from his order.
 Allotment can be set planned various bucket (period)
o Weekly = infostructure S541, product allocation AC02
o Monthly = infostructure S540, product allocation AC01
o Flexible one-time (yearly busket). Infostructure S542, product allocation AC03
 Allotment check date is by default Material Availability date=GI date, but can be set up flexibly
Reservation
 By Reservation we understand the quantity that is guaranteed to customer or group of customers. Those
customers can order more then this, depending on availability of the material. Other customers can order
quantity that equals AVAILABLE qty – RESERVED qty.

Prepared by: OM Global HPT Team 1 Date :


12/26/2020
SAP Team
Allotment process

II. Allotment portal: Validity


Period of
HIERARCHY Allotment
= WHO is set = WHEN Quantity to
for allotment be set for
allotment
= HOW much

 Hierarchy
o Material Mass Upload …. Transaction ZACOY, upload from Excel
o Add material … transaction ZMC59A, adding new material to hierarchy
o Delete Material … transaction ZMC59D, deleting material from hierarchy
o Collective entry … adding +++++++++ (all other) into hierarchy
 NOTE: It is not needed when upload is done via ZACOY or ZMC59A
o Hierarchy modification … manual change of MC62
o Hierarchy display … display of MC63

 Validity period
o Allotment Validity tool … ZALLOC that helps to populate, display, delete entries from table storing
allotment validity period
o Table modification … transaction ZALLOC2, possibility to change manually entered valies
o Table display … transaction ZALLOC3, possibility to display entries

 Quantity
o Quantity uploads …. Mass upload tool, transaction ZALUPY
o Quantity download … download via transaction ZALDOWNY
o Quantity movement …automatic movement of unconsumed quantity from one bucket to another,
transaction ZALMOVE
o Display of quantity …. Transaction MC95, display of allocated and consumed quantity

Prepared by: OM Global HPT Team 2 Date :


12/26/2020
SAP Team
Allotment process
 Allotment Report
o Allotment report … transaction ZVALLOT
o Confirmed quantity report …. Report of difference between order and confirmed qty after allotment
check, transaction ZVAL
o Cut Case Report … transaction ZCCR, possibility to display “01” Reason code and see all cust due to
allotment
o Allotment status list … allotment report, transaction ZASL

 Other
o Confirmed Qty Update … transaction ZVSOAV, possibility to recalculate allotment on open orders
based on different allotted quantity

III. Allotment hierarchy:

Hierarchy … In hierarchy we specify WHICH


PRODUCT is on allotment and WHO is allowed to
receive some material

A. Create / Delete new hierarchy

OR Transaction: ZMC59A in 420

Transaction: ZMC59D (MC59) in 420

1. User has to decide what action to do:


i. ADD new product to allotment – use ZMC59A > will create new entry to allotment
hierarchy
ii. DELETE material from hierarchy – use ZMC59D > will delete a product from allotment
hierarchy
2. Define hierarchy and
Info Structure …. Defines quantity planning period
for allotment
a) S542 - flexible one time (yearly bucket)
b) S541 - weekly
c) S540 - monthly

Prod.allocation obj….. should be


a) AC03 for S542
b) AC02 for S541
c) AC01 for S540

Tip: Define hierarchy to required level. Mostly used is Customer group level or Sold-to party level

Prepared by: OM Global HPT Team 3 Date :


12/26/2020
SAP Team
Allotment process

After EXECUTE the confirmation screen


will appear

B. Collective Upload of hierarchy


o Upload tool for hierarchy exists only for Info Structure S541 and S540. For S542 it will be developed
later.

Transaction ZACOY in 420

o Upload program allows to create Hierarchy entries from TXT file


 It can be uploaded from PC or UNX
 Format of file requires STANDARD UPLOAD format including MATERIAL; Sales Org;
Customer Grp; Sold-to; Ship-to

a) Choose the infostructure… S541 vs S540 vs S542


b) Choose separator …. Separator is based on your computer setting. It can also be left BLANK in
case TXT (TAB delimiter) is used

c)
d) Header line option – depending on upload format

File format:
MATERIAL Sales Org. Cust.group Customer Ship-to

C. Modify/Display hierarchy

Transaction MC62 or MC63 in 420


1. Enter InfoStructure S542
2. Press ENTER
3. Insert Product Allocation AC03
4. Insert Material
 By DOUBLE-CLICK on the required material user can reach lower level
 See the graphic allotment hierarchy

Prepared by: OM Global HPT Team 4 Date :


12/26/2020
SAP Team
Allotment process
IV. Define Validity Period of Allotment

OR Transaction ZALLOC in 420


 Entry in this table ENABLES allotment. Without this entry allotment will not be applied. It means that
allotment is ON.
 Validity period defined in ZALLOC2 table represents by default Material Availability Date, but can be
flexibly set in ZVXXINFDD table under , whether it should be

 Material Availability Date


 GI date
 Delivery Date
 Order Date

1. Make entry to the table and Execute

IMPORTANT:
 Customer group … it is optional. In case it is populated, then allotment will apply only to that Customer
Group and not to whole Sales Org.
o This can be sued when one Customer Group has different validity period then others
o This can be used when allotment should apply to one group only and rest should be unlimited
 Sold-to is optional…in case of entry in Sold-to level, the allotment will apply only to that SOLD-TO and not
to whole Sales Org. This can be used if one customer has different validity period then the rest of Sales Org.

Prepared by: OM Global HPT Team 5 Date :


12/26/2020
SAP Team
Allotment process
 Prod.allocation …. It is linked to planning period for allotment.
For S542 the product allocation is AC03
For S541 the product allocation is AC02
For S540 the product allocation is AC01
 Component … user can specify the alternative material to be shipped in case the allocated material allotment
is exhausted

 Start date / End date …. It defines the validity period of allotment. Outside this period allotment won’t be
checked

2. In case of further modification, following options are available:

 Add/Modify … individual entry/change based on manual


entry on the screen
 Delete … individual delete
 Upload & Update table … upload from TXT file
 Download … download entries
 Display … display results on the screen

File format:
Sales Org Channel Division Material Customer Group Customer
Product allocation Component Start Date End Date

V. Quantity allocation

 Quantity must be defined to the same level like hierarchy – e.g. if hierarchy is set up to ship-to level, then
even quantity must be set up in such a detailed way
 Quantity has to be entered always via UPLOAD TOOL
o Reason for using upload tool is the BUG in SAP that incorrectly converts allotment quantity when
entered manually
 In case similar product appears on allotment second time (second promotion) during calendar year then
process is following> 1. Download data from SAP 2. Set up new quantity in Excel and Zero the open order qty
(to get rid of all data) 3. Upload data back to SAP

OR Transaction ZALUPY in 420


Prepared by: OM Global HPT Team 6 Date :
12/26/2020
SAP Team
Allotment process
 Flexible one-time allotment upload = for InfoStructure S542
 Weekly allotment planning period = Info Structure S541
 Monthly allotment planning period = Info Structure S540

Upload file can be XLS or CSV or TXT file with following structure:
MATERIAL; SALES ORG; CUSTOMER GROUP; SOLD-TO; SHIP-TO; PERIOD; ALLOTMENT QTY;
ORDER QTY; REMAINING QTY; UOM

Remaining qty will not be uploaded and is just for INFO


Period …Period defines CALENDAR YEAR, 012004 means whole calendar year 2004

1. Define PATH to the upload file where quantity is entered

 UPDATE order qty … in case it is TICKED, the upload file will overwrite the open qty in
allotment table in SAP. It is used in case user would like to Zero the quantity.
 Field separator … selected separator will be used by the program. This separator MUST be
the same as in upload file coming from user computer (Excel)
 Allotment upload option….select the Info Structure to be used
 Report format
 The main format is Format A. Formats B and C are formats adjusted to specific
external applications used in Asia. The information inside the upload files are
identical except for some differences in the list separator, decimal separator and
UoM
 User can upload any of those 3 formats to upload to any Info Structure

FORMAT A … Format A is using a separator between each column. It also allows to, enter the UoM of the
quantity entered. This quantity is converted to BUoM during upload. A CSV file should be used for upload
Number Format: Format of numbers depends on user setting in System/User Profile/Own
Data/Defaults. If COMMA is used as field separator, then number format becomes 12345.345.

Prepared by: OM Global HPT Team 7 Date :


12/26/2020
SAP Team
Allotment process

FORMAT B …. Format B is using a separator between each column. The quantity entered is in BuM.
Number Format: Format of numbers uses the DOT (.) as a decimal separator e.g. 12345.345

FORMAT C …. Format C is not using a separator for columns A-G. For columns H-J, the separator is tab.
The quantity entered is in BuM.
Number Format: Format of numbers uses the DOT (.) as a decimal separator e.g. 12345.345

2. Confirm successful upload to SAP

NOTE:

For download of allotment data is used transaction ZALDOWNY in 420


 User can download only selected data:

Prepared by: OM Global HPT Team 8 Date :


12/26/2020
SAP Team
Allotment process

 Beginning period …. Allotment period. For yearly allotment it is 01.xxxx, where xxxx is
calendar year
 Field separator … The separator used in download file. It is important for user to use
similar separator as is defined in user windows, so Excel will understand it

IMPORTANT > Downloaded file will have numeric format based on user
setting in SAP (System/User profile/Own data/Defaults/Decimal notation).
Following options possible:

Note: In case user selects comma ( ) as separator, then the


numeric format will be always xxxx.xx (e.g. 1234567.89)

Prepared by: OM Global HPT Team 9 Date :


12/26/2020
SAP Team
Allotment process
VI. Allotment inside Sales Order
 During Order Entry the allotment POP-UP appears – depends on the setup
 In case user would like to display allotment POP-UP, it must be in VA01 or VA02, then select
material and press button
 Quantity after Allotment cut can be found under CONFIRMED qty inside Sales Order

1. Analyze the POP-UP

 Delivery date… delivery date to customer


 Conf.date …. Confirmed date for allotment checking. SAP is checking whether for this date there is
quantity available (in above example 24.03.2006)

2. Select next step:


…. This will use the CONFIRMED QTY for further processing. In above example it would be 10
… This option would continue with ZERO (0) confirmed quantity and material would be filly cut
….. Product allocation will display further details about Allotment. This is crutial for analysis in
case system us cutting and user would like to find route-cause.

3. Analyze product allocation screen:

Above example gives to user following information:


a) Allotment is set for infostructure S542 and product allocation AC03
b) Allotment hierarchy used is AC03, 000000000081027394, CZ10, 01, 2001018081, ++++++++++
c) Date for allocation is 24.03.2006

Prepared by: OM Global HPT Team 10 Date :


12/26/2020
SAP Team
Allotment process
d) Ordered qty is 1 00 000 and remaining qty is 10

NOTE! Alternatively can be seen further data about allotment > PRESS

- Above means that:


a) In bucket 01.2006 the allotment is totally 64 BuM
b) Other order already consumed 54 BUM (and thus only 10 remained for my order)
c) after my order is saved, there will totally 64 BuM allocated
d) after order is saved, there will be 0 remaining

4. Next step is to PRINT or go BACK and PRESS to get back to Sales Order screen

VII. Re-assignement of Allotment qty

 The business case is that Allotment was already assigned to the order, but due to changes in
Allotment Qty setup, there is a need to RE-ASSIGN allotment in affected orders
 !!!! This can be done only if DELIVERY has not yet been created !!!!

A. Manual re-assignment
1. Go inside Sales Order (which sales orders can be found via VA05 and material entry)
2. Select lines where allotment was applied
3. Press in order to RECHECK allotment quantity
4. Press SAVE

B. Collective re-assignment

Transaction ZVSOAV in 420

 This transaction will RE-CHECK availability in group of orders and in case of Allotment changes it re-assigns
CONFIRMED quantity
 It works only for order WITHOUT DELIVERY

1. Enter selection screen - make sure there is REASON CODE 1 = allotment

Prepared by: OM Global HPT Team 11 Date :


12/26/2020
SAP Team
Allotment process

Prepared by: OM Global HPT Team 12 Date :


12/26/2020
SAP Team
Allotment process
VIII. Allotment report + Allotment cut report

A . ALLOTMENT REPORT

Transaction ZVALLOT in 420

1. Enter selection data + Current period (allotment is set up for year, so calendar year 2004 is 012004) +
Allotment date (date when allotment is active)

2. Analyze results

Prepared by: OM Global HPT Team 13 Date :


12/26/2020
SAP Team
Allotment process

 ++++++++ … means collective assignment (aggregated lines)


 Start Date / End Date … dates of allotment validity taken from ZALLOC2
 Allotment quantity … total allotment set up for current month for certain level
 Total allotted … quantity that was already consumed
 Open Orders … part of total allotted quantity that is still on open orders (Status 10-30)
 Shipped … part of total allotted quantity that is already invoiced (Status 40-50)
 Balance … remaining quantity
 Total Allotted percentage … the percentage of already spent allotment (100 = fully spent)

B . ALLOTMENT CUT REPORT


 Report of all cuts due to Allotment

Transaction ZVAL in 420

1. Enter requires selection criteria and EXECUTE


2. Analyze results

 Order quantity … ordered quantity by customer


 Confirmed quantity … quantity after allotment was applied

Prepared by: OM Global HPT Team 14 Date :


12/26/2020
SAP Team
Allotment process
IX. Master Data Maintenance

A. Customer maintenance
 Can be find in XD03
 Requires specific customer group in SALES AREA view

B. Availability checking rule maintenance


 in OVZJ transaction table maintaine the "Availability Check Rule" as code "C" - THIS IS
IMPORTANT FOR EDI ORDERS, so if there is allotment, it confirms the remaining quantity
(otherwise it would automatically confirm 0)
 in ZVXXOVZJ table we need to leave "Availability Check Rule" blank - this means that for
MANUAL orders there will olways appear the allotment bof for confirmation the quantity if the
allotment is exceeded
C. Allotment check date definition
 in SM30 transaction, table ZVXXINFDD
 under , whether it should be

X. Watchouts

• Please understand that ZVXXINFDD only influence when allotment is VALID (based on entry in ZALLOC >
for instance 1.1.05- 01.02.05 and “1” in ZVXXINFDD means, that allotment is valid for all orders that have
expected GI date between this interval), but for available quantity, SAP always looks to material availability
date, if there is enough stock allocated.
• Quantity has to be entered via upload tool ZALUPY and not directly to MC94
• Quantity has to be entered on the similar level as the hierarchy is created

Prepared by: OM Global HPT Team 15 Date :


12/26/2020

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