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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
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.
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
Other
o Confirmed Qty Update … transaction ZVSOAV, possibility to recalculate allotment on open orders
based on different allotted quantity
Tip: Define hierarchy to required level. Mostly used is Customer group level or Sold-to party level
c)
d) Header line option – depending on upload format
File format:
MATERIAL Sales Org. Cust.group Customer Ship-to
C. Modify/Display hierarchy
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.
Start date / End date …. It defines the validity period of allotment. Outside this period allotment won’t be
checked
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
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
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.
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
NOTE:
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! Alternatively can be seen further data about allotment > PRESS
4. Next step is to PRINT or go BACK and PRESS to get back to Sales Order screen
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
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
A . ALLOTMENT REPORT
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
A. Customer maintenance
Can be find in XD03
Requires specific customer group in SALES AREA view
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