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Figure 89:Sales office—Sales group—Sales person structure
371. What is a ‘Division’?
A ‘Division’ depicts the product or service group for a range of products/services. For each
division, you may define and maintain customer-specific parameters such as terms of payment,
pricing, etc. The division may come under one or more distribution channels.
Figure 88:Sales Organization—Distribution Channel—Division Assignment
372. Explain the Assignments Among Organizational Units in SD.
1 Company Code is assigned to >1 Plant
1 Sales Area >1 Plant
>1 Sales Area 1 Company Code
1 Distribution Channel >1 Sales Area
1 Customer >1 Distribution Channel
>1 Division >1 Distribution Channel
Open table as spreadsheet
373. What is a ‘Sales Area’?
A ‘Sales Area’ is a combination of thesales organization, distribution channel, and division.
From Figure 91 you can derive sales area 1110–15–01, which in fact represents that the product
‘TV’ is sold through the ‘resale’ distribution channel from sales organization ‘Detroit.’ Usually, you
will use sales areas for reporting purposes.
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| 1 Company Code | is assigned to | >1 Plant |
|---|---|---|
| 1 Sales Area | >1 Plant | |
| >1 Sales Area | 1 Company Code | |
| 1 Distribution Channel | >1 Sales Area | |
| 1 Customer | >1 Distribution Channel | |
| >1 Division | >1 Distribution Channel |
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Figure 91:Sales Returns—Process Flow
374. Explain How ‘Human Elements’ are Organized in SD.
There are three distinct organizational units in SD from the human angle:
(cid:131) Sales Office
(cid:131) Sales Group
(cid:131) Sales Person
The Sales Office represents the geographical dimension in sales and distribution. A sales office
is assigned to asales area. The staff of a sales office may be grouped intoSales Groups. This
corresponds to sales divisions. ASales Person is assigned to a sales group. This assignment is
done at the personnel master record level.
375. Where and How is a ‘Business Area Assignment’ done?
Business area assignment is done at two levels:
(cid:131) Plant level
(cid:131) Valuation area level
The ‘business area’ is assigned to the combination of ‘plant’/‘valuation area’ and the ‘division.’
376. A ‘Plant’ is Assigned to Which of the Entities in the SD
Organization?
A Plant is assigned to:
(cid:131) Company Code
(cid:131) Combination of Sales Organization & Distribution Channel
(cid:131) Purchasing Organization
377. How is the ‘Shipping Point’ Determined by the System?
The ‘Shipping Point’ is determined by the combination ofshipping condition,loading group,
andplant assigned to a shipping point.
378. What are the Important ‘Customer Master Records’?
Some of the important customer records are:
(cid:131) Sold-to-Party record
(cid:131) Ship-to-Party record
(cid:131) Bill-to-Party record
(cid:131) Payer record
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379. What are the Various Sections of the ‘Customer Master
Record’?
The different sections in a master record are:
(cid:131) General data
You will be able to create general data such as addresses, telephones, contact persons,
unloading points, etc., either from the accounting side or from the sales side.
(cid:131) Company Code data
You will be able to create data in account management (credit management, payment details,
taxations, insurance, etc.) that pertains to the Company Code in which the customer is
created. You do this from the accounting side.
(cid:131) Sales & Distribution data
The data for pricing, shipping, etc., comes under this category of information. You will create
this from the SD area. You can have data for different sales areas for a single customer.
380. What is a ‘Customer-Material Information Record’?
The information relating to a material that applies only to a specific customer is known as
‘Customer-Material Information.’ This is nothing but the description of your ‘material by the
customer,’ and you record this customer-specific information in the customer-material information
record.
381. What is a ‘Sales Order’?
A ‘Sales Order’ is a contract between your Sales Organization and a Customer for supply of
specified goods and/services over a specified timeframe and in an agreed upon quantity or unit.
All the relevant information from the customer master record and the material master record, for a
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specific sales area, are copied to the sales order. The sales order may be created with reference
to a ‘preceding document’ such as a quotation, then all the initial data from the preceding
document is copied to the sales order.
The ‘sales order’ contains:
(cid:131) Organizational data (sales organization, distribution channel, division, sales document
type, pricing procedure, etc.).
(cid:131) Header data (sold-to-party, sales office, sales group, pricing date, document date, order
reason, document currency, price group, sales district, customer group, shipping condition,
incoterms, payment terms, billing schedule, PO number, etc.).
(cid:131) Item data (item category, order quantity, material, batch number, product hierarchy, plant,
material group, shipping point, route, delivery priority, customer material, item number, etc.).
(cid:131) Schedule line data (schedule line, schedule line number, delivery date, order quantity,
confirmed quantity, material availability date, loading date, proposed goods issue date,
transportation date, movement type, shipping point, etc.).
382. Explain the Process Flow for a ‘Standard Sales Order.’
Starting with the quotation, a‘Standard Sales Order’ goes through the following process:
Figure 90:Standard Sales Order—Process Flow
383. Outline the Process Flow for ‘Sales Returns.’
Starting with the quotation, a‘Sales Return’ goes through the following process:
384. Describe the Process Flow for a ‘Credit Memo.’
The following diagram depicts a typical process flow for a‘Credit Memo’:
Figure 92:Credit Memo—Process Flow
385. What are the ‘Special Sales Document Types’?
(cid:131) SO Rush Order
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(cid:131) G2 Credit
(cid:131) RE Return Order
(cid:131) KN FoC (Free-of-Charge) Subsequent Delivery Order
(cid:131) RK Invoice Correction Request
386. What is the ‘Consignment Stock Process’?
In the‘Consignment Stock Process,’ you allow your stock or material to be at the customer’s
site. You may also allow your stock or material to be made available at your site, but reserved for
a particular customer. And you will allow the customer to sell or consume as much stock as he
wants from this. You will then bill the customer only for the quantities that he has consumed or
sold.
You will monitor the consignment stock—also known asspecial stock—in your system
customer-wise and material-wise. You will use the standard sales order document typeKB and
standard delivery typeLF for processing aconsignmentsales order.
387. Explain ‘Sales Document Blocking.’
You may be required toblock a specific sales document type from further processing, when you
want to block undesirable customers. You can achieve this for a specific customer or for a
specific document type. You may also block it, in the customer master record, for a single sales
area or for all the sales areas attached to the customer.
The blocking is done in customizing by assigningblocking reasons to the sales document types.
Then in the customer master record do the necessary document block.
388. Can You ‘Block’ a Transaction for a Material that is ‘Flagged
for Deletion’?
When you set the‘deletion flag’ for a material at the plant level, you will still be able to enter an
order even though the system will ‘warn’ you that the material has been flagged for deletion. If
you need to block any transaction for a material, then you need to use the‘Sales Status’ field in
the‘Sales Organization View’ of the material master.
389. Can Items in a ‘Sales Order’ Belong to Different ‘Distribution
Channels’?
No. The various items in a‘Sales Order’ should belong to a singledistributionchannel only.
However, the various items in adelivery can belong to different distribution channels.
390. Can the Items in a ‘Billing Document’ Belong to Different
‘Distribution Channels’?
No. The various items in a‘Billing Document’ should belong to a singledistribution channel
only.
391. Differentiate Between a ‘Sales Area’ and a ‘Sales Line.’
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A ‘Sales Area’ is comprised of sales organization, distribution channel, and division whereas a
Sales Line is the combination of the sales organization and the distribution channel.
392. Can a ‘Sales Area’ Belong to Different Company Codes?
No. A ‘Sales Area’ can belong to only one Company Code.
393. What is the ‘Storage Location Rule’?
The‘Storage Location Rule’ assigned in the Delivery Document type determines the Storage
Location, even when the storage location is entered during delivery creation. This is based on the
following rules:
(cid:131) MALA: Shipping Point/Plant/Storage condition
(cid:131) RETA: Plant/Situation/Storage condition
(cid:131) MARE: MALA then RETA
394. How do You Configure the ‘Partner Determination Procedure’
in SD?
The‘Partner Determination Procedure’ is configured as outlined in the following steps:
(cid:131) Create an account group
(cid:131) Create and assign a number range to that account group
(cid:131) Create and assign the partner functions to the account group
(cid:131) Create a partner determination procedure
(cid:131) Assign the partner functions to the partner determination procedure
(cid:131) Finally, assign the partner determination procedure to the account group
395. Where do You Define ‘Unloading Points’ and ‘Goods
Receiving Hours’?
The‘Unloading Points’ and‘Goods Receiving Hours’ are defined in the Customer
Master>General Data>Unloading Points tab.
396. Where do You Define the ‘Terms of Payment’ for a Customer?
The‘Terms of Payment’ for a specific customer is defined in the Customer Master>Company
Code Data>Payment Transactions Tab, and also in the Billing Document Tab in the Sales Area
Data of the Customer Master.
Material Management (MM)
397. What Functions are Supported in the SAP ‘Material
Management’ (MM)?
The MM module of SAP supports the following functions:
(cid:131) MRP (Material Requirements Planning)
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(cid:131) Procurement
(cid:131) Inventory Management
(cid:131) Inventory Valuation
(cid:131) Invoice Verification
398. What is ‘MRP’?
‘MRP (Material Requirements Planning)’ is nothing but the determination of which materials are
required, when and in what quantities, based on current information and forecasts.
399. Explain the Basic ‘Organizational Structure’ in MM.
The majorOrganizational Elements of MM include:
(cid:131) Purchasing Organization
(cid:131) Plant
(cid:131) Storage Location
ThePurchasing Organization is typically attached to one Company Code. But a single
Company Code can have one or more purchasing organizations. One or morePlants are
attached to a purchasing organization. One or moreStorageLocations are attached to a plant.
One or more plants are assigned to a Company Code, but one plant is attached to only one
Company Code.
Depending on how the purchasing organization has been structured, you may come across three
types of structures as detailed below:
(cid:131) Cross-plant purchasing organization
The purchasing organization caters to more than one plant of the same Company Code.
Figure 93:Cross-Plant Purchasing Organization
(cid:131) Plant-specific purchasing organization
Each Plant has it is own purchasing organization.
Figure 94:Plant-specific Purchasing Organization
(cid:131) Cross-company code purchasing organization
A single purchasing organization is responsible for the procurement activities of more than
one Company Code. The plants attached to this purchasing organization are also cross-
Company Code. In this case, the purchasing organization isnot attached to any of the
Company Codes; instead, the various plants are attached to the purchasing organization.
This kind of purchasing organization is known as acentral purchasingorganization. This
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kind of organizational structure is essential in the case of centralized procurement in an
enterprise.
Figure 95:Cross-Company Code Purchasing Organization
400. Define ‘Plant’ in SAP.
‘Plant’ in SAP can denote a manufacturing location, distribution center, or a warehouse. With
unique numbers identifying each of the plants, though these are all not all necessarily financial
entities, they can still be linked to aBusinessArea. The Plant is the place where you normally
valuate the inventory in SAP. The system, however, checks for the inventory either at the Plant or
Plant/Storage Location during an Order entry.
401. Explain the ‘Storage Location’ in SAP.
A sub-division of a plant, the‘Storage Location,’ defines a location for materials that can be a
warehouse, bin, or astorage area of raw materials/WIP/finished product. You will manage the
physical inventory, material movement, picking, cycle counting, etc., at the storage-location level.
InWarehouse Management, the storage location is further subdivided.
402. Explain the ‘Purchasing Organization’ in SAP.
This refers to the organizational structure in SAP that is responsible for procurement of materials.
The‘Purchasing Organization’ is the top-most organizational element in MM, and this can take
any one of three forms such as (1)Cross-plant purchasingorganizations (catering to more
than one plant but within the same Company Code), (2)Plant-specific purchasing
organizations (with a 1:1 relationship with the plant), and (3)Cross-company code purchasing
organizations (catering to more than one Company Code). Entrusted with the activity of
negotiating the price, delivery conditions, etc., of materials from vendors, the Purchasing
Organization can further be subdivided intopurchasing groups.
403. Explain the ‘Purchasing Group’ Concept in MM.
The‘Purchasing Group’ carries out the actual activities of purchasing, and is assigned to a
material in the material master. The activities of several purchasing organizations can be done by
one purchasing group.
404. Explain the ‘Valuation Area’ Concept in MM.
The valuation of a material is done at the‘Valuation Area,’ which can either be at theCompany
Code level or thePlant level. The level at which the valuation needs to happen is defined in the
customizing. Note that once it is defined, you will not be able to change it later!
When the valuation is at the Company Code level, then the valuation of a material is uniform
across the plants attached to that Company Code. On the other hand, if the valuation is at the
plant level, then the value of the material is plantspecific and will vary from one plant to another. If
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you are usingPP (ProductionPlanning)/MRP in your company, then the valuation has to be at
the plant level.
405. What is a ‘Factory Calendar’?
A ‘Factory Calendar’ is a calendar that is country-specific with a list ofpublicholidays
(maintained via theHoliday Calendar) andworking days, which are Client-independent. The
factory calendar helps in controlling goods issues/receipts. Eachplant is assigned a factory
calendar, and the calendar must be activated (through ‘CTS functionality’) before using it.
406. Explain How SD and MM are Connected in SAP.
The goods/services from aplant can be sold by one or moresales organizations. It is also
possible that single sales organizations sells goods/services for several plants. When the sales
organizations sells for more than one plant belonging to one or more Company Codes, then this
is calledinter-company sales, and will require you to make some special configurations in the
system. A sales organization, attached to aCompany Code, is further divided intodistribution
channels anddivisions in SD. A division typically represents a product line, and is assigned to a
material in the material master.
407. Outline the Functions Supported by ‘Material Master.’
The‘Material Master’ is the central master record catering to various business functions in
Logistics. The data stored in this master support a variety of business functions and operations
such as:
(cid:131) Production Planning
(cid:131) MRP
(cid:131) Procurement
(cid:131) Invoice Verification
(cid:131) Inventory Management
(cid:131) Product Costing
(cid:131) Sales and Distribution
(cid:131) Quality Management
The data is stored, within a material master, at different organizational levels. Thegeneral data is
valid for all the Company Codes at the Client level. The purchasing information is valid at the
plant level. Thesales information is valid at the sales organization/distribution channel. Lastly,
whenWarehouse Management is activated, the data is maintained at the warehouse
number/storage type level.
408. Explain Why a ‘Material Master’ is Divided into ‘Views.’
Since the information in a material master needs to be maintained by a number of users across
several modules, SAP has structured the master into a number ofViews for facilitating easier
access and updating of data. The views include:
(cid:131) Basic Data
(cid:131) Classification
(cid:131) Sales
(cid:131) Purchasing
(cid:131) Purchase Order text
(cid:131) Accounting
(cid:131) Foreign Trade
(cid:131) Work Scheduling
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(cid:131) Forecasting
(cid:131) Storage
(cid:131) Costing
(cid:131) Plant/Storage Location stock
(cid:131) MRP
409. What Information is Available in the ‘Accounting View’ of a
‘Material Master’?
The most important information maintained in the‘Accounting View’ of a material master is the
valuation class, which needs to be assigned to individual materials. The valuation class, in turn,
helps in determining the relevant GL accounts for posting valuation-relevant transactions such as
GR, GI, etc.
You will maintain theprice control indicator in the accounting view, which enables determining
how the stock of a material is to be valued (atStandard price(S) orMoving average price(V)).
410. Why do You Need ‘Material Types’ in MM?
One way to group materials is by‘Material Type’ (the other being by Industry Sector’). This
grouping helps determine what information or data is to be made available at the material master
level for a particular material.
The material type (for example, FERT, HAWA, HALB, ROH, and so on) is used to control:
(cid:131) Which Views can be maintained on the master record
(cid:131) Which Fields are mandatory, optional, or for ‘display only’ in the material master
(cid:131) What kind of Procurement is allowed for that material (internal or external or both)
(cid:131) How to Number (Internal/External) and what Number Range is allowed
(cid:131) Whether Quantity and/or Value updating should be done in a particular Valuation Area
(cid:131) Which GL Accounts will be posted to (via the Valuation Class) during goods movement
(cid:131) The default Item Category Group (S&D)
(cid:131) The default Price Control Indicator (S or V) and
(cid:131) Whether the default Price Control Indicator is changeable during material master
maintenance
411. Explain the ‘Price Control Indicator.’
The‘Price Control Indicator’ is used by SAP to determine how a material will be valuated, by
default. The indicator can be set to:
(cid:131) Standard Price(S) or
(cid:131) Moving Average Price(V)
When you set the indicator to‘S,’ the system carries out all theinventorypostings at the
standard price. Thevariances due to a different price of a material in goods movement or
invoice receipts if any, are all posted topricedifference accounts. As a result, the standard
price remains the same, unless it is changed intentionally by manual processing. This will be
necessary only when the difference between the standard and moving average prices becomes
very large. (While updating the price difference accounts, however, the system also updates the
moving average price with these variances, so that you get a chance to adjust the standard price
should the difference between the standard and moving average prices becomes very
substantial.)
Example:
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(cid:131) 1stApril 2007
o Initial Stock : 1000 units
o (Standard) Price/unit (A) : $5
o Initial Stock Value (B) : $5,000
(cid:131) 20thMay 2007
o Goods Receipt : 1000 units
o GR Price/unit (A1) : $6
o Stock A/c (Dr.) (C) : $5,000 (=1000 X $5)
o Price Difference A/c (Dr.) : $1,000 (=1000 X $1)
The amount of $1,000 posted to the ‘price difference’ A/c represents the ‘variance’
reflecting the difference between the new price (A1) and the standard price (A).
o GR/IR A/c (Cr.) : $6,000 (=1000 X $6)
o Stock Value, now (B1) : $10,000 (=B+C) (i.e., 2000 units @ $5)
(cid:131) 29thMay 2007
o Goods Issue : 100 units
o Price/unit (same as that of A) : $5
On the other hand, when you set the indicator to‘V’ then all the goods receipts (GR) will be at the
GR value. The system will then adjust the price in the material master by the GR price. However,
if there is a difference between the moving average price of the material and the goods
movement/invoice receipt, then the price difference is moved to the stock account, and the price
of the material in the material master is adjusted accordingly.
Example:
(cid:131) 1stApril 2007
o Initial Stock : 1000 units
o (Moving Average) Price/unit (A) : $5
o Initial Stock Value (B) : $5,000
(cid:131) 20thMay 2007
o Goods Receipt : 1000 units
o GR Price/unit (A1) : $6
o Stock A/c (Dr.) (C) : $6,000 (=1000 X $6)
o GR/IR A/c (Cr.) : $6,000 (=1000 X $6)
o Stock Value, now (B1) : $11,000 (=B+C) (=2000 units @ $5.50)
At this point, the price on the material master is adjusted upward from $5 (A) to $5.5
(A2) by the system automatically, to reflect the new stock value.
o New Moving Average Price (A2) : $5.50 (=B1/2000)
(cid:131) 29thMay 2007
o Goods Issue : 100 units
o Price/unit (A2) : $5.50
412. Explain ‘Prices Maintenance’ for Materials Transferred from
‘Legacy’ to SAP.
Before you transfer the initial inventory from a legacy system to SAP, you need to create the
relevant master data for the materials.
If you are planning to maintain astandard price for the materials, then you will create the
material masters with ‘S’ as the price control indictor in SAP. With this control, when you enter the
material inventory, the system valuates this stock with the standard price defined. In this case,
you enter a new price and the system posts the price difference (between the standard price and
the new price you entered) to a price difference account.
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Similarly, if you are planning to maintain amoving average price for materials, then you will
create the material masters with ‘V’ as the Price Control Indictor in SAP. With this control, when
you enter the material inventory, the system valuates this stock with the moving average price
defined. In this case, you enter a new price and the system adjusts the moving average price
accordingly. If you enter only the quantity, and not any new price, the system continues to valuate
the stock at the original moving average price, and the price of the material does not change.
413. What is the ‘Material Status’?
The ‘Material Status’ is a 2-digit code enabling you to control the usability of material for various
MM and PP applications. This status key also controls warehouse management, transfers order
instructions, quality inspection instructions, decides how the system behaves when a product cost
estimate is created, and so on.
The material status can be maintained as (1) Plant-specific material status, (2) Cross-plant
material status, and (3) Distribution material status.
414. What is the ‘EAN’?
The‘EAN (International Article Number),’ equivalent to theUPC (UniversalProduct Code) of
the United States, is an international standard number for identifying a material, which SAP
allows you to assign (done in the ‘Eng./Design or Units of Measure’ screen) to the materials. The
EAN is normally assigned to the manufacturer of a material. Made up of a prefix (to identify the
country or company from where the material originates), article number, and a check digit
(ensures correctness of an EAN number so that no incorrect entries are scanned or entered into
the system).
415. What are Some of the ‘Partner Functions’ of a ‘Vendor’?
Through the definition of‘Partner Functions’ in the Vendor Master, SAP helps to designate
vendors for different roles. The partner role is designated by a 2-digit code.
(cid:131) VN Vendor
(cid:131) PI Invoice Presented by
(cid:131) OA Ordering Address
(cid:131) GS Goods Supplier
(cid:131) AZ Payment Recipient
Apartner schema (also known as apartner procedure) is assigned to avendor account
group. The procedure specifies which partner roles are ‘allowed’/‘mandatory’/‘can be changed’
for a vendor master with that account group. You may assign three different partner schemas to
an account group, one for each level of purchasing data, i.e., one at the purchase organization
level, one at the VSR level, and one at the plant level. This enables maintaining different partners
at different organizational levels.
416. What is a ‘Batch’ in the Context of ‘Batch Management’?
Representing a quantity of material with a homogenous set of properties/characteristics produced
during a particular cycle of manufacturing, a‘Batch’ is a subset of inventory quantity, which
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cannot be reproduced again with the same properties. A batch is linked to theclassification
system, and you can use it only when the classification system has been set up properly for
batch management.
A batch is unique for a single material, and is unique at the Client level as well. That is, you will
be able to use a batch number only once in the Client regardless of the plant and material. The
batch will be known only in the plant where it was created. The batch numbers can either be
manually assigned or system generated.
417. What are the Possible Values for ‘Procurement Types’?
The possible values for‘Procurement Types’ are:
(cid:131) No procurement
(cid:131) External procurement
(cid:131) In-house production
(cid:131) Both procurement types
418. What are the ‘prerequisites’ for an ‘MRP Run’?
The following are the‘prerequisites’ for an MRP Run:
(cid:131) MRP activated
(cid:131) Valid MRP data for the material
(cid:131) Valid MRP type
(cid:131) Valid material status
419. What is an ‘MRP Area’?
An‘MRP Area’ is not an organizational structure, but a unit for which you can carry out
Consumption-based MRP. The MRP area is used to carry out MRP for the components
provided to a sub-contractor. There are three types of MRP areas that you will come across:
(cid:131) MRP Area for Storage Locations
(cid:131) MRP Area for Subcontracting Vendor Stock
(cid:131) MRP Area for the Plant
420. What is an ‘MRP List’?
An‘MRP List’ displays the results of the last ‘planning run.’ Using a ‘collective display’ format,
you will be able to display planning details for a number of materials for a given set of ‘selection
parameters.’
421. Explain the ‘Re-Order Point’ Procedure.
The‘Re-Order Point’ is the level of inventory that triggers material procurement. Once the
inventory falls below this level, you need to create theorder proposal either manually or
automatically by the system.
In the case of themanual re-order point procedure, you will define the reorder point and the
safety stock in the material master. On the other hand, in theautomatic re-order point
procedure, the system will calculate the re-order point and the safety stock based on the next
period’s consumption pattern.
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422. Explain the ‘Inventory Management’ Submodule.
The‘Inventory Management’ submodule deals with the GR/GI of materials from/into the
inventory. It also manages the transfer of materials from one storage location to another. As an
important element of MM, this module is integrated with SD, PP, QM, and PM modules.
423. What is ‘Goods Movement’?
‘Goods Movement’ represents an event causing a change in the stock, with the change being
value or status, stock type, or quantity. It also represents the physical movement of stock from
one location to another. Goods movement is classified into:
(cid:131) Receipt of goods/services
(cid:131) Issue of materials
(cid:131) Stock transfers
424. What is a ‘Goods Receipt’?
A‘Goods Receipt (GR)’ results in an increase in the quantity/value of the stock in a
plant/warehouse. A GR may be‘with/without reference to a Purchase Order.’ A GR leads to:
(cid:131) A Material document
(cid:131) An Accounting document (not always)
(cid:131) GR Slip printing
(cid:131) GL Account update
o Consumption Account
o Stock Account
(cid:131) Quantity updating
o Stock quantity
o Consumption statistics
o Vendor Evaluation
(cid:131) Other updates (if applicable)
o Cost Center
o Project
(cid:131) A Stock Transfer Order
(cid:131) Purchase Order History updates
425. Explain the ‘Accounting’ Side of GR.
When you post a GR with reference to a purchase order:
(cid:131) GR before Invoice Receipt:
o A posting will be made to the stock account (stock value increases)
o An offsetting entry is made to the GR/IR clearing account
(cid:120) Once the invoice is received, the GR/IR clearing account is cleared
(cid:120) A posting is made to the A/P account for the vendor (payables increase)
(cid:131) Invoice Receipt (IR) before the GR
o A posting is made to the A/P account for the vendor (payables increase)
o A posting is made to the GR/IR clearing account
(cid:120) Once the goods are received, the GR/IR clearing account is cleared
(cid:120) A posting will be made to the stock account (stock value increases)
When the GR is for a consumable material, the initial posting will go to the ‘consumption account’
(expense account) instead of a ‘stock account.’ However, the offsetting entry will still go to the
GR/IR ‘clearing account.’ The value of the posting to the stock account will depend on which type
of ‘price control’ is being used.
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426. What Happens During a ‘Goods Issue’?
The ‘Goods Issue (GI)’ results in a reduction in the stock quantity/value. The GI can bePlanned
(via sales order, production order, return delivery, delivery for internal, use etc.) orUnplanned
(drawing a stock for a sample, scrapping, etc.).
The GI results in:
(cid:131) Creation of a Material/Accounting document
(cid:131) Update of Reservation for the issue (if any)
(cid:131) Update of GL accounts
(cid:131) Update of ‘points of consumption’ if applicable (cost center, project, etc.)
(cid:131) Update of Stock quantity
427. Explain ‘Stock Transfers.’
The physical movement of stock between locations is called a‘Stock Transfer,’ which can be
within a plant or between plants. Stock transfers can be carried out either in a single step or in
two steps. The stock transfer may be from:
(cid:131) Company to Company
(cid:131) Plant to Plant
(cid:131) Storage Location to Storage Location
If there is a logical change in the stock type/status, then this kind of ‘transfer’ is called a
‘transfer posting.’ The transfer posting may be from:
(cid:131) Product to Product
(cid:131) Quality Inspection to Unrestricted Use
(cid:131) Consignment Store to Storage Location
428. What is a ‘Stock Type’?
Used in the determination of available stock of a material, the‘Stock Type’ is the sub-division of
inventory at a storage location based on the use of that inventory. In SAP, there are many kinds
of stock types:
(cid:131) Unrestricted (use) stock (the physical stock that is always available at a plant/storage
location)
(cid:131) Restricted (use) stock
(cid:131) Quality inspection stock (not counted for unrestricted use and may be made available
for MRP)
(cid:131) Stock-in transfer
(cid:131) Blocked stock (not to be counted as unrestricted stock and is not available for MRP)
Besides all of the above, which are all known asvaluated stocks, you will also come across one
more type called‘GR blocked stock,’ which is anon-valuatedstock.
The GR-blocked stock denotes all the stock accepted ‘conditionally’ from the vendors. This
stock is not considered available for ‘unrestricted use.’ You will use theMovement Type 103 for
the GR-blocked stock andMovement Type 101 is used for a normal GR.
429. Explain ‘Return Delivery.’
You will use‘Return Delivery’ when you return goods to the supplier (vendor) for reasons such
as damaged packaging, etc. Note that the‘reason for return’ is mandatory as this will help you,
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later on, to analyze problems with a vendor. The system uses theMovement Type 122, and will
create areturn delivery slip, which will accompany the goods being returned.
If the ‘return’ is from a ‘GR-blocked stock,’ you need to use a differentMovement Type: 104.
430. What are All the Various Types of ‘Physical Inventory’?
The following are the different types of‘Physical Inventory’ in SAP MM:
(cid:131) Periodic inventory (All the stocks are physically counted on a ‘key date’ (balance sheet
date), and all the stock movements are blocked during physical counting)
(cid:131) Cycle counting (Physical counting is done at periodical intervals)
(cid:131) Sampling (Randomly selected stocks are counted physically, and the system uses this
information to ‘estimate’ stock value on a given date)
(cid:131) Continuous (Stocks are tracked continuously throughout the fiscal year, with physical
stock taking once a year, at least!)
431. What is a ‘Material Ledger’?
A‘Material Ledger’ is nothing but a tool for inventory accounting that provides new methods for
‘price control’ for ‘material valuation’ (you can store the material inventory values in more than
one currency). It makes it possible to keep the ‘material price’ constant over a period of time (say,
over the life of a production order). Themoving average price field is used to store a ‘periodic
price.’ This periodic price stays constant and is the price used for valuation until you close the
material ledger. At closing, the periodic price is updated based on the actual value of invoice
receipts received for that material during the period.
432. Explain ‘Split Valuation.’ Why is it Necessary?
‘Split Valuation’ allows substocks of the same material to be managed in different stock
accounts. This allows substocks to be valuated separately, and every transaction is carried out at
the substock level. So, when processing a transaction, it is necessary to mention the substock.
The ‘split valuation’ is necessary if the material has:
(cid:131) Different Origins
(cid:131) Various Levels of Quality
(cid:131) Various Statuses
It is also required in situations where you need to make a distinction between ‘in-house produced
materials’ and ‘materials procured externally,’ or if there is a distinction between ‘different
deliveries.’
433. Explain the Basic Steps in ‘Configuring Split Valuation.’
The five basic steps for‘Configuring Split Valuation’ are:
1. Activate ‘Split Valuation’
2. Define ‘Global Valuation Types’
For each Valuation type’ you need to specify:(a) whether ‘external’ purchase orders are
allowed,(b) whether production orders are allowed, and(c) the account category
reference.
3. Define ‘Global Valuation Categories’
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For each valuation category specify:(a) default ‘valuation type’ to be used when purchase
orders are created and whether this default can be changed,(b) default valuation type to
be used when production orders are created and whether this default can be changed,
and(c) whether a ‘valuation record’ should be created automatically when a GR is posted
for a valuation type for which no record yet exists.
4. Allocate ‘Valuation Types’ to the ‘Valuation Categories’
5. Define which of the ‘Global Categories/Types’ apply to which ‘Valuation Areas’
434. Outline ‘Stock Valuation Methods’ for Material Revaluation.
There are three methods with which you can revaluate your stock for Balance Sheet purposes.
Irrespective of the method you select, you will be able to valuate your stock either at the
Company Code level or at theValuation Area level:
1. LIFO (Last-In-First-Out): This method is based on the assumption that the materials
received last were the ones issued/consumed first. The valuation is based on the initial
receipt.
2. FIFO (First-In-First-Out): Here the assumption is that the materials received first are the
ones consumed/issued first. So, the valuation is based on the most recent receipt. The
FIFO method can also be used in conjunction with thelowest value method. By this you
can determine whether the system should make a comparison between the FIFO
determined price and thelowest valueprice. You can also determine whether the FIFO
price should be updated in the material master record.
3. Lowest Value Method: Here, the stocks are valued at their original price or the current
market price whichever is lower. This method is suitable when the inventory needs to be
valued to take into account material obsolescence, physical deterioration, or changes in
price levels.
435. How Does ‘Automatic Account Assignment’ Work in MM?
1. ‘GL accounts’ are assigned to ‘Transaction Keys’ (BSX, WRX, PRD, UMG, GBB, etc.).
2. Transaction Keys identify which GL Accounts are to be debited or credited.
3. Transaction Keys are assigned to ‘Value Strings’ (for example, WA01).
4. ‘Movement Types’ (for example, 901) are associated with a ‘Value String.’
436. Explain ‘Automatic Account Assignment’ Configuration in MM.
There are four steps required to complete the‘Automatic Account Assignment’ configuration
settings for MM:
1. Finalize the‘valuation level.’
2. Activate the‘valuation grouping code’ option. (For this you need to groupvaluation
areas using valuation grouping codes.)
3. Maintain‘valuation classes’ and‘account category references’ and their linkage to
‘material types.’
4. Maintain the‘GL accounts’ for each combination ofChart of accounts,valuation
grouping code, valuation class, andtransaction key.
You may use the‘automatic account determination wizard’ to complete the configuration
settings, as the wizard guides you step-by-step.
437. Explain the ‘Transaction Keys’ in MM.
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Also known as‘process keys,’ the‘Transaction Keys’ are pre-defined in the system to enable
transaction postings in Inventory Management and Accounting (Invoice Verification). For each of
themovement types in MM, there is avalue string that stores these possible transactions.
The pre-definedtransaction keys are:
(cid:131) BSX (used in Inventory Postings)
(cid:131) WRX (used in GR/IR Clearing Postings)
(cid:131) PRD (used to post Cost/Price differences)
(cid:131) UMB (used to post Revenue/Expenses from revaluation)
(cid:131) GBB (used in offsetting entries in Stock postings)
BSX, WRX, andPRD are examples of transaction keys that are relevant for a GR with reference
to a purchase order for a material with standard price control. The transaction keyUMB is used
when the standard price has changed and the movement is posted to a previous period. Likewise,
GBB is used to identify the GL account to post to as the offsetting entry to the stock account
(when not referencing a purchase order) such as miscellaneous goods receipts, goods issues for
sales orders with no account assignment, and scrapping.
438. How Does the System Determine the Correct ‘GL a/c’ for a
Posting?
Imagine that you are posting a goods movement.
(cid:131) Since the goods movement is from aplant, and the plant is assigned to a Company
Code, the goods movement identifies the relevant Company Code.
(cid:131) As theCompany Code has already been assigned to theChart of Accounts, the
system is able to identify theGL accounts.
(cid:131) The plant also determines thevaluation area (and the optional‘valuationgrouping
code’).
(cid:131) Since eachmovement type is assigned to a‘value string’ which in turn is identified with
atransaction key, the goods movement determines the correct transaction key.
(cid:131) Since each of thetransaction keys is associated with the relevantGL accounts,
through the value string, the movement type now identifies the relevant GL Account, and the
transaction is posted.
Production Planning (PP)
439. Explain How the PP Module is Organized in SAP.
ThePP module is made up of the followingcomponents:
(cid:131) PP-BD Basic Data
(cid:131) PP-SOP Sales and Operations Planning
(cid:131) PP-MP Master Planning
(cid:131) PP-CRP Capacity (Requirements) Planning
(cid:131) PP-MRP Material Requirements Planning
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(cid:131) PP-SFC Production Orders
(cid:131) PP-KAN Kanban
(cid:131) PP-REM Repetitive Manufacturing
(cid:131) PP-PI Production Planning for Process Industries
(cid:131) PP-PDS Plant Data Collection
(cid:131) PP-IS Information Systems
440. Explain How ‘PP’ is ‘Integrated’ with Other Modules.
‘PP’ is one of the modules in SAP R/3 that is complex as the functions cut across many modules.
The following modules are tightlyintegrated with PP:
(cid:131) CO Controlling
(cid:131) FI Financial Accounting
(cid:131) MM Materials Management
(cid:131) SD Sales & Distribution
(cid:131) PS Project Systems
(cid:131) PD Personnel Planning and Development
441. What is a ‘BOM’?
A‘BOM (Bill of Material)’ is nothing but a structured list of components (with the object number,
quantity, and unit of measure) that go into the making of a product or an assembly. Depending on
the industry sector, they may also be calledrecipes or lists of ingredients. The structure of the
product determines whether the bill of material issimple or verycomplex.
442. What are the ‘BOM Categories’ Supported by SAP?
The following are the variousCategories of BOM:
(cid:131) Equipment BOM
(cid:131) Material BOM
(cid:131) Sales Order BOM
(cid:131) Document Structure
(cid:131) Functional Location BOM
(cid:131) WBS BOM
443. What are All the ‘Technical Types of BOM’?
There are two‘Technical Types of BOM’ supported in SAP:
(cid:131) Variant BOM
(cid:131) Material BOM
444. Differentiate ‘Variant BOM’ from ‘Multiple BOM.’
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