Escolar Documentos
Profissional Documentos
Cultura Documentos
http://www.eno.com/government/sap_how_to_notes_training.html
Sales (SDCLK)
Purpose
Use this procedure to create a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to create a Purchase Information Record.
Prerequisites
The Vendor must exist on the system.
The Material must exist on the system.
Menu Path
Use the following menu path to begin this transaction:
Transaction Code
ME11
Additional Information
None.
Procedure0
1. Start the transaction using the menu path or transaction code ME11.
3.0 Click on to go to the Create Purchasing Info Record: General Data screen.
Vendor mat. no. O Enter the specific Vendor’s reference / catalogue number.
5.0 Click on to go to the Create Purchase Information Record: Purch. Organization Data 1
screen.
Planned delivery time R Enter the number of days you would normally expect to
receive the goods from the vendor.
Minimum quantity O Enter the minimum quantity the vendor will supply. This is not
a mandatory field, but it is useful if this information is known.
Net price R Enter the net price of the item specific to this vendor.
7.0 Click on to go to the Create Purchasing Info Record: Purch. Organization Data 2 screen.
Quotation O Enter the date from which the quotation reference was given.
This is not a mandatory field.
9.0 Click on to go to the Create Purchase Information Record: Text Overview screen.
Info Record Note O Enter any additional text to the PIR. Text in this field is only
visible within the University and does not appear elsewhere.
Purchase Order Text O Enter any additional text to the PIR. Text in this field is visible
on the Purchase Order. Text will appear on every Purchase
Order raised using this Purchase Inoformation Record.
11.0 Once all required information has been entered, click on to save the document.
The system displays the message, “Purchasing information record ######## UNIV
UOL created."
Result
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Filename: 8764806.doc Version: Error! Unknown document Error! Unknown document
Reference: Error! Unknown property name. property name.
document property name. Last Modified: 09.21.2007 04:29:00 Page 9 of Error! Unknown
document property name.
Title: Error! Unknown document property name.
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document property
name.:
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document property
name.:
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Comments
None.
•
• ME25: Create Purchase Order - Vendor Unknown
•
Work Instruction
Purpose
Use this procedure to create a Purchase Order for items known to be on a Contract (Outline
Agreement in SAP). Much of the process is very similar to creating a Purchase Order Vendor
Known, and Assign and Process Purchase Requisitions.
Trigger
Perform this procedure when an item is known to be on a Contract (Outline Agreement in SAP).
Prerequisites
• Material Master must exist on the System
• Contract (Outline Agreement in SAP) must exist on the system
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Purchase Order
Create Vendor Unknown to go to the Vendor Unknown screen.
Transaction Code
ME25
Additional Information
Procedure0
1. Start the transaction using the menu path or transaction code ME25. You will see the following
screen:
Purchasing Group R Enter your Purchasing Group code. The search function is
available here.
Delivery Date R Enter the required delivery date, or use the dropdown
calendar to select the appropriate date.
3.0 Once all fields have been completed, click on the green tick or press <Enter>. The system
will display the following screen:
5.0 Press <Enter> or click on the green tick You will be taken to the Account Assignment
Overlay box:
6.0 Type the appropriate Cost Object and press <Enter> or click on the green tick You will be
taken back to the Purchase Order: Overview of Requisition Items screen.
If Then
You want to Assign a Supply Source for the Select the item and click on the
item.
button and select the
source by double clicking on it.
You want to save this as a Purchase Order. Click on the Generate Purchase Order Button
If Then
You want to save this a a Purchase Click on the save as requisition button
Requisition.
8.0 Repeat the above steps until all required items have been entered.
Result
You have now created either Purchase Requisitions or Purchase Orders for the required items.
Comments
•
• ME28: Release Purchase Orders
Work Instruction
Purpose
Use this procedure to release purchase orders that have exceeded the University of Leeds
purchasing thresholds. Depending on the total amount of the purchase order, the purchase
order will be blocked and must be released by authorised personnel.
Trigger
Perform this procedure when a purchase order exceeds the University of Leeds purchasing
thresholds.
Prerequisites
• The purchase order must exist on the system.
• Personnel must be authorised to release purchase orders.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Purchase Order
Release to go to the Release (Approve) Purchasing Documents screen.
Transaction Code
ME28
Additional Information
Release Codes
• CP = Central Purchasing Co-ordinator
• HR = Head of Resource Centre
• PM = Purchasing Manager
• XC = Central Purchasing Co-ordinator (Estates use only)
• XH = Estates Head of Resource Centre
• XP = Estates Purchasing Manager
Release Groups
• 01 = Requisitions
• 02 = Purchase Orders
Purchase Document Categories
• A = RFQ (Request for quotation)
• F = Purchase Order
• K = Contract
• L = Scheduling Agreement
Release Strategies
• The list below outlines the current release strategies for both requisitions and purchase
orders.
Process Value Released By
Procedure0
1. Start the transaction using the menu path or transaction code ME28.
Release code R Code denoting the person responsible for the release. See
the Additional Information section at the start of the document.
The release code is the only required field. If you know the purchase order number,
you can enter it in the document number field.
4.0 Click on purchase order to release it and click on . The purchase order will now
have a green line across it.
It is possible to perform this process in one step. Select the item and click on the
button. HOWEVER, you will not be given the chance to cancel the
release if you have inadvertently selected an incorrect item.
Result
You have now released a purchase order and made it available for printing.
Comments
None.
•
•
http://sapinfo.leeds.ac.uk/content/me57/wi/word/me57wi.doc
Work Instruction
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document property name. Last Modified: 09.21.2007 04:29:00 Page 17 of Error! Unknown
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document property
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document property
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Purpose
Use this procedure to identify and process requisitions. Vendors may already be assigned to
requisitions or alternatively need to be assigned in this process.
Trigger
Perform this procedure when there are requisitions available for processing.
Prerequisites
None.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Purchase Requisition
Follow-on Functions Assign and Process to go to the Assign and Process Purchase
Requisitions screen.
Transaction Code
ME57
Additional Information
None.
Procedure0
1. Start the transaction using the menu path or transaction code ME57
2.0 This screen allows your to enter various criteria to locate the required requisitions / materials.
There is an extensive range of search options available on this screen, you do not
need to use them all. See below for a list of the most used options. You may need to
scroll down to the bottom of the screen to display all the search options.
Requisns. f. item-wise O
release Leave as default .
The Requirement Tracking Number runs throughout the purchasing process in SAP
and is used at UoL to identify 4 separate elements:
Example: PA-SB-i2-T
3.0 Click on .
This screen lists all items resulting from the search on the previous screen.
4.0 From the list identify those items which are not assigned to a particular vendor. Select to
the left of each item required for processing.
5.0 Click on .
If the item that you have selected has more than one vendor, the following screen
displays. If not, you will remain on this screen, but the selected items display in green.
The above screen lists the vendors supplying the selected item.
8.0 To select and assign the vendor double click on the vendor number to select the required
vendor from the Source Overview for Purchase Requisition screen.
You will then be returned to the Assign and Process Purchase Requisition screen. The
selected vendor's number and PIR or Agreement (contract) reference is displayed on
the line item as shown on the screen below. If the screen does not close click on .
9.0 To assign the vendor select the checkbox of the required line item.
10.0 Click on .
This screen shows the selected assignments. Each record has an orange line and a
white line. On the white line below the vendor number there will be a number, under
the heading Preq. Click on this number to select it.
11.0 Click on .
The following dialogue boxes will appear overlaying the previous screen, as shown
below.
12.0 Click on . (The default entries that appear in the fields can normally be accepted).
If a purchase order of the current date already exists for this particular vendor the
warning dialogue box Create Purchase order: Extension Option appears as below.
Choose to either: Extend the Existing Purchase Order or to raise a New Purchase
Order.
Remember to check if you are extending an order - the delivery points must be
identical.
If another purchasing point in the same purchasing group is attempting to place a purchase
order at the same time to the same vendor then the button will not appear in the
dialogue box.
If the vendor has an ordering address that is different from the invoice address, then you will
see a selection list that enables you to choose the correct ordering address. Use the 9
account.
The Create Purchase Order: Selection List: Purchase Requisitions screen will appear,
as shown below.
13.0 To select the required item, click in the selection box to the left of the item. You can select
multiple items if required.
15.0 Select the relevant Tax Code indicator from the drop down list.
16.0 If there is more than one item on the purchase order click on and the system will take you
to the next item.
Once all the items have been updated, the Create Purchase Order: Item Overview
screen appears.
17.0 Click on .
The Assign and Process Requisition: Overview of Assignments screen will re-appear.
There will be a message on the status bar indicating that SAP has created a purchase
order.
Result
You have successfully assigned and processed purchase requisitions.
Comments
None.
•
• ME9F: Printing a Purchase Order
http://sapinfo.leeds.ac.uk/content/me9f/wi/word/me9fwi.doc
Work Instruction
Purpose
Use this procedure to print a purchase order ready to forward to the vendor, or to fax a
purchase order to a vendor using the Auto Fax facility.
Trigger
Perform this procedure when a hard copy of the purchase order is required or to fax a
purchase order to a vendor using the Auto Fax facility.
Prerequisites
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Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Purchase Order
Messages Print/Transmit to go to the Print/Transmit screen.
Transaction Code
ME9F
Additional Information
Ensure that the purchase order has been released before printing it.
Procedure0
Message Output
1. Start the transaction using the menu path or transaction code ME9F.
Message Output
Document number R Enter the purchase order number. If you have just created a
purchase order the number will default.
Document date O Enter the date that the document was created.
4.0 The following screen will be displayed. If there is a fax number located under the Fax Number
column heading (see example below) this indicates that this particular vendor has been set up
in SAP to Autofax the Purchase Order when the Output procedure is used.
Message Output
5.1 Click in the selection box to the left of the purchase order line and then click on
. When the trial printout has printed a Copy icon will appear next to
the purchase order line.
If the Vendor is set up to Autofax the Purchase Order in Output mode (see note above),
when the Trial Printout functionality is used the Purchase Order will be faxed to the
Vendor, it will not Output on your SAP Printer.
Message Output
6. To print the purchase order, click on the selection box to the left of the purchase order line and
then click on . When the purchase order has printed a green tick will
appear next to the purchase order.
If the Vendor is set up to Autofax the Purchase Order in Output mode (see note above),
when the Output Message functionality is used the Purchase Order will be faxed to the
Vendor, it will not Output on your SAP Printer.
In Case of Failure of the Fax Server the following action plan is already in place.
Select the method as appropriate from below:
• Proceed as before the Auto Fax was in place – This is, printing the purchase order and
manually faxing it to the vendor or posting it to the vendor. There are three ways of
performing the printing operation.
• The printing of the purchase order is done after switching the mode from Fax output to
printout in the messages within purchase order transaction ME21N.
• Using ME9F click on and change the output type to print and send
with changed parameters to the printer.
• Using the spool transaction SPO1, selecting the spool and printing it out. Presently this
method is being used for failed faxes due to incorrect fax numbers.
Message Output
• Select all (green icon) allows you to select everything on the screen. Deselect
all (white icon) allows you to deselect everything on the screen.
• This icon enables you to set a filter to find a specific purchase order in a long list of
purchase orders.
• This icon enables you to select a different screen variant (if there has been one
created).
• This icon sends the document to the printer or to the Vendor facsimile
machine and flags it as being printed.
• This icon will display the status, output, medium and partner
information for the purchase order.
• This icon will send the document to the printer, or to the Vendor facsimile
machine, however the purchase order will not be flagged as printed.
Result
You have printed or faxed the purchase order.
• The above Vendor is set up to Autofax the Purchase Order in Output mode rather than
Print to a local SAP Printer (refer to step 12).
• If you wish to change this to output the purchase order to your local SAP Printer use the
following procedure.
8.0 Click in the selection box to the left of the purchase order line and then click on
9.0 Under the Medium column click on to display the options menu and change the current
option 'Fax' to 'Print Output'.
10.0 Click on .
11.0 Enter your local SAP Purchase Order printer name. If you are unsure of this there is a
matchcode search facility attached to this field, once you have entered the printer name select
Print Immediately box and click on to return you to the screen displayed in step 8,
click on once again and the following message will be displayed.
Save messages
12.0 Click on and then repeat step 12 to output the purchase order to the designated local
SAP Purchase Order printer.
Result
You have successfully changed the output mode of a purchase order.
Comments
None.
http://sapinfo.leeds.ac.uk/content/me11/wi/word/me11wi.doc
Work Instruction
Purpose
Use this procedure to create a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to create a Purchase Information Record.
Prerequisites
The Vendor must exist on the system.
The Material must exist on the system.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Master Data Info
Record Create to go to the Create Purchasing Info Record: Initial Screen.
Transaction Code
ME11
Additional Information
None.
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Procedure0
1. Start the transaction using the menu path or transaction code ME11.
3.0 Click on to go to the Create Purchasing Info Record: General Data screen.
Vendor mat. no. O Enter the specific Vendor’s reference / catalogue number.
5.0 Click on to go to the Create Purchase Information Record: Purch. Organization Data 1
screen.
Planned delivery time R Enter the number of days you would normally expect to
receive the goods from the vendor.
Minimum quantity O Enter the minimum quantity the vendor will supply. This is not
a mandatory field, but it is useful if this information is known.
Net price R Enter the net price of the item specific to this vendor.
7.0 Click on to go to the Create Purchasing Info Record: Purch. Organization Data 2 screen.
Quotation O Enter the date from which the quotation reference was given.
This is not a mandatory field.
9.0 Click on to go to the Create Purchase Information Record: Text Overview screen.
Info Record Note O Enter any additional text to the PIR. Text in this field is only
visible within the University and does not appear elsewhere.
Purchase Order Text O Enter any additional text to the PIR. Text in this field is visible
on the Purchase Order. Text will appear on every Purchase
Order raised using this Purchase Inoformation Record.
11.0 Once all required information has been entered, click on to save the document.
The system displays the message, “Purchasing information record ######## UNIV
UOL created."
Result
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Filename: 8764806.doc Version: Error! Unknown document Error! Unknown document
Reference: Error! Unknown property name. property name.
document property name. Last Modified: 09.21.2007 04:29:00 Page 49 of Error! Unknown
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document property
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document property
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Comments
None.
•
• ME12: Changing Purchase Information Record
http://sapinfo.leeds.ac.uk/content/me12/wi/word/me12wi.doc
Work Instruction
Purpose
Use this procedure to change a Purchase Information Record.
Trigger
Perform this procedure when it is necessary to update a Purchase Information Record.
Prerequisites
The Purchase Information Record must exist on the system.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Master Data Info
Record Change to go to the Change Info Record: Initial Screen.
Transaction Code
ME12
Additional Information
None.
Procedure0
1. Start the transaction using the menu path or transaction code ME12.
Info Record O Enter the Info Record number if known. If the Material
Number and the Vendor Number are not entered then this
field is a required field.
Planned delivery time R Enter the number of days you would normally expect to
receive the goods from the vendor.
Minimum quantity O Minimum quantity vendor will supply. This is not a mandatory
field, but it is useful if this information is known.
6.1 Follow this process if you want to change the price of the material on this Purchasing
Example: 07.02.2001
The Change Gross Price Condition (PB00) : Condition Supplements screen appears.
The changes will be saved and you will be taken back to the Change Purchasing Info
Record: Initial screen. If you have more changes and just want to continue processing
then click on to move back to the Change Info Record: Purch. Organisation Data 1
screen. You will have to save your changes before exiting.
Quotation from O Enter the date from which the quotation reference was given.
This is not a mandatory field.
Info Record note O Enter any additional text to the PIR. Text in this field is only
visible within the University and does not appear elsewhere.
Purchase order text O Enter any additional text to the PIR. Text in this field is visible
on the Purchase Order. Text will appear on every Purchase
Order raised using this Purchase Information Record.
11.0 Click on to save the modified data and return to the Change Info Record: Initial Screen.
The system displays the message, "Purchasing info record XXXXXXXX UNIV UOL
changed".
Result
You have updated an purchasing information record.
Comments
None.
•
•
• ME15: Purchase Info Record - Flag for Deletion
http://sapinfo.leeds.ac.uk/content/me15/wi/word/me15wi.doc
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Work Instruction
Purpose
Use this procedure to flag for deletion a Purchasing Information Record.
Trigger
Perform this procedure when it is required to delete a Purchasing Information Record. The
Purchasing Information Record will be flagged for deletion, but the record will not be deleted
until an archiving process is performed.
Prerequisites
The PIR must exist on the system.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Purchasing Master Data Info
Record Flag for Deletion to go to the Flag for Deletion: Initial Screen.
Transaction Code
ME15
Additional Information
None.
Procedure0
1. Start the transaction using the menu path or transaction code ME15.
2.0 As required, complete the following fields for the info record to be flagged for deletion:
Info record O If you know the Info Record Number, you can enter it here. If
the Material Number and the Vendor Number are not entered
then this field is a required field.
3.0 Click on to go to the Flag Info Record for Delection: Initial screen.
The system displays the message,"Purchasing info record XXXXXXXX UNIV UOL
changed."
Result
You have flagged an info record for deletion.
Comments
None.
•
• MM01: Create Material Masters
http://sapinfo.leeds.ac.uk/content/mm01_P/wi/word/mm01_pwi.doc
Work Instruction
Purpose
Use this procedure to create a new Material Master.
The unique details of any individual item that is purchased by the University can be entered into
the SAP system as a Material Master Record.
Advantages of using Material Master Records:
Material Master Records (MMR’s) provide added strength as every item purchased / entered
into SAP can be tracked throughout the system.
Helps to avoid duplication of data.
Automatically determines the G/L account code at requisition and / or Purchase Order Point.
All items purchased on a regular basis and, in particular, those based on a contract will have a
Material Master Record created for them.
Vendor details can be referenced (indirectly) to the Material Master Record, i.e. Catalogue /
Vendor material numbers.
Future purchases of items can be made against a Material Master Record rather than re-writing
the full details.
Vendor Material numbers are stored in SAP and can be used as search facility.
The main exception to using Material Master Records will be for materials that will only ever be
purchased on a single occasion.
For additional Information regarding Material Master Records please see the Material Master
Policy http://www.leeds.ac.uk/purchasing
Material Types are directly involved with the creation of Material Masters.
The University of Leeds currently uses three Material Types within the SAP System. (The code
references are based on their German origins).
Code: ZLAG - Non-Stocked materials - These will make up the vast majority of the materials
purchased by the University. They may be a material purchased quite regularly but not
specifically defined as a "Stocked Item". By definition Non-Stocked materials can never have
an official stores location. See ZAWA below.
Code: ZAWA - Stocked materials - Defined as "Valuated stock held in an official University
store". All stock items require a Material Master Record and will always have a stores location.
Code: ZIEN - Services - More or less self-explanatory. Services include consultancy fees,
maintenance agreements, fees for professional services etc. Once again these materials can
obviously never have a stores location.
Trigger
Perform this procedure when a new Material Master is required in the system.
Using Material Master Records.
Material Master records may be created and changed centrally or by authorised users within
individual departments.
The University of Leeds operates the following policy for creating and maintaining Material
Master Data:
Repetitively Purchased items.
Regularly Purchased items within a department.
These items are to be created and maintained locally by authorised users within a University
Resource Centre.
Contracted Items. University, Consortia or National Contracts & Agreements.
These items are to be created and maintained by authorised users within the Central
Purchasing Office.
Valuated Stock Items.
These items involve Material Requirement Planning and Forecasting, and will be created and
maintained by the Central Purchasing Office.
Intrastat Items.
All Intrastat items must have a Material Master Record and are to be created and maintained
locally by authorised users within a resource centre.
Text Entry Items.
Text entry line items may be used for non-repetitive items.
(One-Off never to be purchased again).
No maintenance is required for Text entry items, but the advantage of automatic determination
of G/L Account code, and detailed analysis and reporting is lost.
Prerequisites
None.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Material Master Material Create
General Immediately to go to the. Create Material – Initial screen.
Transaction Code
MM01
Additional Information
None.
Procedure0
1.0 Start the transaction using the menu path or transaction code MM01.
If Then
You are creating a Material Master for a Enter the number for the existing material in the
material that is very similar to an existing Copy from… Material field. This will cause
material. many of the fields to default in to the new
record.
4.0 Selecting Default from the main menu will enable you to select the relevant defaults for:
Field Name R/O/C Description
5.0 Click on .
These entries will default if you have completed the entries in the above table.
Select View(s)
7.0 Click on .
Organizational Levels
Material Group R Enter or select a suitable material group from the matchcode.
Purchasing group R Enter your own purchasing group or select from matchcode.
Example: PA
13.0 If required, enter any additional text regarding the material, which is to appear on the purchase
order.
Valuation class R The valuation class creates a link to the GL Account Code.
Use the matchcode search to find the relevant code.
Example: 542C = Stationary.
Price control R Enter ‘V’. Moving average price / periodic unit price.
Mov. Avg. price R Enter the current price from the vendor who you will be linking
the MMR to via the PIR / Contract.
This price does not need to be altered in the MMR when
creating subsequent PIR’s / contracts to other vendors.
The system displays the message "Material xxxxxxx created". The Create Material
(Initial screen) appears.
Result
You have created a Material Master Record (MMR).
Comments
None.
•
• MM02: Change Material Master
•
http://sapinfo.leeds.ac.uk/content/mm02/wi/word/mm02wi.doc
Work Instruction
Purpose
Use this procedure to change information on an existing Material Master Record.
Trigger
Perform this procedure when information on the existing Material Master Record is incorrect.
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Material Management Material Master Material Change
Immediately to go to the Change Material: Initial Screen
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Transaction Code
MM02
Additional Information
None.
Procedure0
If Go To
You wish to change information on a Purchasing material master. Step
You wish to change a description relating to an Internal market material Step
master.
You wish to Amend or Add new Unit of Measures and their conversion Step 10
to Base Unit Of Measures
You wish to enter future prices for an internal market material master. Step
You wish to change lead times for an internal market material master. Step
2.0 Start the transaction using the menu path or transaction code MM02.
Select View(s)
5.0 Select the screen view(s) that require changing by clicking on to the left of the screen
title.
The views may be automatically selected if you have previously created a material
or used this screen before.
Organizational Levels
8.0 Click on . The Change Material xxxxxxx (Basic Data, Non-stock Material) screen
appears.
The screens that are displayed depend on the views selected previously – in this
example we will assume all views were selected.
Perform this step only if you wish to maintain a Unit of Measure that is different to
the Base Unit of Measure.
10.1 0Click on .
10.1 To add new units of measures, as required, complete/review the following fields:
11.0 Once all required changes have been made click on to go to the next screen.
13.0 Once all required changes have been made, click on to go to the next screen.
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14.0 The additional text for the material can be changed/updated here.
15.0 Once all required changes have been made, click on to go to the next screen.
Valuation Class O The valuation class provides a link to the GL Account Code.
This would not normally require changing.
Price Control O
To change the price of a Material on the
Material Master Record, follow steps 15.1.
16.1 Follow this process to change the price of the material in the material master
record. Click on the Price Control field and delete the ‘v’.
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16.2 Click on the Standard Price field and enter the new material price.
16.3 Click on . The system will display the message ‘Prices have been
recalculated.’
16.4 Click on the Price Control field and re-enter the ‘v’.
16.5 Click on the Standard Price field and delete the price.
16.6 Click on . The system will display the message ‘Prices have been
recalculated.’
17.0 .For internal market users wishing to enter future prices for materials, access the Change
Material xxxxxxxx (Accounting, Internal market material) screen.
Entering the new prices and validity dates does not automatically update the price
list on the specified date. Transaction CKME needs to be run to update the price
list.http://sapinfo.leeds.ac.uk/content/ckme/cc/html/index.htm
19.0 For internal market users wishing to change lead times for materials, access the Change
Material xxxxxxxx (Sales: General/Plant Data. Internal market material) screen.
Setup time O Enter the lead time (in days) to set up a material.
21.0 Once all required changes have been made click on to save the changes.
Result
You have made changes to the Material Master Record.
Comments
For detailing information on the menu options and icons refer to the Display
Material document, transaction code MM03.
MIGO
Listed below are topics within the MIGO transaction code.
Purpose
Use this procedure to create a goods movement in SAP (goods receipt/material issue).
• These movements play is a vitally important part of the purchasing and financial
processes within the University of Leeds.
• At this stage in the process, the University's finances are directly affected.
• When entering a GRN (Goods Receipt Note) for a non-stock item the expense is
written to relevant G/L account and departmental cost object (Dr). A liability is also
generated on the University balance sheet in favour of the vendor (Cr).
• When entering a GRN for a stock item the value is held in the University's balance
sheet (Dr), until the stock is issued to the departmental cost object benefiting from the
supply. A liability is also raised on the balance sheet in favour of the vendor (Cr).
• When entering a material issue the University's stock value on the balance sheet is
reduced (Cr) and the departmental cost object is charged (Dr).
Mistakes that occur at this stage impact directly on invoice verification, accounts
payable and ultimately onto the University budgets as a whole.
Trigger
Perform the GRN procedure when the goods have been delivered and a delivery note has
been signed quoting the purchase order number.
The role of a GRN is to enable authorised members of staff to formally receipt goods
and/or services onto the SAP system. This should not be confused with the physical action
of receiving goods from a supplier and signing a delivery note for them.
GRN Procedure for Foreign trade - To enable the University to submit its statutory report to
HM's Customs and Excise - for all goods received from European Economic Union
Countries, the Commodity Code and the indicator for Inclusion needs to be maintained.
Perform the Material Issue procedure when goods have been removed from stores and
you have the departmental cost object details to be charged.
Prerequisites
Before goods can be receipted a purchase order must have been placed and the goods
either delivered, collected or a service provided.
• Any reference to goods is, in most cases, equally applicable to services. (The
exceptions being storage locations, stocked items etc.).
Menu Path
Use the following menu path to begin this transaction:
• Select Logistics Materials Management Inventory Management Goods
Movement Goods Receipt for Purchase Order PO Number Known to go
to the Goods Receipt for Purchase Order screen.
Transaction Code
MIGO
Additional Information
The objective of this process is to replicate physical goods movement in SAP.
If Go To
You wish to create a goods receipt for a Purchase Order Step 2
You want to create a GR for an European Union Vendor PO Step 20
You want to cancel a material document Step 31
You want to do a goods receipt for multiple purchase orders Step 39
You want to display a material document Step 45
You want to set a default Step 53
You wish to enter a goods issue Step 54
You want to use short cut options Step 55
2. Start the transaction using the menu path or transaction code MIGO.
The goods receipt screen is divided in Goods receipt for Purchase order
Return to procedure
to three sections, Header Data, Item Overview section and Item Detail information. The
Header Data and the Item Detail sections are opened and closed via their own
roller-blind button .
Goods Receipt R
Check that this field has defaulted correctly for the
transaction you are performing.
Goods Receipt R
Check that this field has defaulted correctly for the
transaction you are performing.
Return to procedure
4. Click on .
Goods Receipt for Purchase Order Goods Receipt for Purchase Order
Return to procedure
The view may vary from the screen above dependent on which tabs were selected
when the screen was last closed.
Header Details - Goods Receipt for Purchase Order Header Details - Goods
Receipt for Purchase Order
Return to procedure
Posting Date R The in which the debit is to be made in the UoL accounts.
Return to procedure
Posting Date R The in which the debit is to be made in the UoL accounts.
Return to procedure
Posting Date R The in which the debit is to be made in the UoL accounts.
Return to procedure
6. Click on .
Tabs...
• Select the Vendor tab on the header to display vendor detail information.
• Select the People tab to display the purchasing group and purchase order point Information.
Now the header information is complete. The item overview and item detail screen
will allow you make an entry.
Example: The item you wish to goods receipt is highlighted on the item overview line and is then
displayed on the item detail screen allowing you to accept the goods into the
system.
Item Overview - Goods Receipt for Purchase Order Item Overview - Goods
Receipt for Purchase Order
Return to procedure
To view the all fields along the line, use the scroll bar along the bottom.
Item Overview - Goods Receipt for Purchase Order Item Overview - Goods
Receipt for Purchase Order
Return to procedure
Material description R The long text material description from the purchase order.
box .
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used at UoL include:-
101 = Goods receipt for purchase order onto UoL premises.
102 = Reversal of the goods receipt for purchase order.
Example: 102 can be used to reverse a goods receipt. It
produces a minus "quantity received" in the
system.
122 = Return the delivery to the sender, especially usefull if
only part of the original delivery is to be returned.
Order quantity R Indicates the total quantity order to date.
E R Unit of measure.
Example: EA = Each
Fi R Delivery completed indicator for the purchase order item.
Plnt R Plant in which Purchase order was raised and goods are to be
receipted.
Reason O/R Long text description for the reason for movement.
Example: Goods returned to vendor due to damage on
delivery.
Ext.amount LC R Value amount of the item in local currency.
Return to procedure
Material description R The long text material description from the purchase order.
box .
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used at UoL include:-
101 = Goods receipt for purchase order onto UoL premises.
102 = Reversal of the goods receipt for purchase order.
Example: 102 can be used to reverse a goods receipt. It
produces a minus "quantity received" in the
system.
122 = Return the delivery to the sender, especially usefull if
only part of the original delivery is to be returned.
Order quantity R Indicates the total quantity order to date.
E R Unit of measure.
Example: EA = Each
Fi R Delivery completed indicator for the purchase order item.
Plnt R Plant in which Purchase order was raised and goods are to be
receipted.
Reason O/R Long text description for the reason for movement.
Example: Goods returned to vendor due to damage on
delivery.
Ext.amount LC R Value amount of the item in local currency.
Return to procedure
• OK Field Definitions
Field Name R/O/C Description
Material description R The long text material description from the purchase order.
box .
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used at UoL include:-
101 = Goods receipt for purchase order onto UoL premises.
102 = Reversal of the goods receipt for purchase order.
Example: 102 can be used to reverse a goods receipt. It
produces a minus "quantity received" in the
system.
122 = Return the delivery to the sender, especially usefull if
only part of the original delivery is to be returned.
Order quantity R Indicates the total quantity order to date.
E R Unit of measure.
Example: EA = Each
Fi R Delivery completed indicator for the purchase order item.
Plnt R Plant in which Purchase order was raised and goods are to be
receipted.
Reason O/R Long text description for the reason for movement.
Example: Goods returned to vendor due to damage on
delivery.
Ext.amount LC R Value amount of the item in local currency.
Return to procedure
• Movement type
Field Definitions
Field Name R/O/C Description
Material description R The long text material description from the purchase order.
box .
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used at UoL include:-
101 = Goods receipt for purchase order onto UoL premises.
102 = Reversal of the goods receipt for purchase order.
Example: 102 can be used to reverse a goods receipt. It
produces a minus "quantity received" in the
system.
122 = Return the delivery to the sender, especially usefull if
only part of the original delivery is to be returned.
Order quantity R Indicates the total quantity order to date.
E R Unit of measure.
Example: EA = Each
Fi R Delivery completed indicator for the purchase order item.
Plnt R Plant in which Purchase order was raised and goods are to be
receipted.
Reason O/R Long text description for the reason for movement.
Example: Goods returned to vendor due to damage on
delivery.
Ext.amount LC R Value amount of the item in local currency.
Return to procedure
• Order quantity
• Received
• E
• Fi
• Vendor
• Vendor
• Purchase Order
• Item
• Plnt
• Requisitioner
• Material group
• Vendor material number
• A
• Recipient
• Unloading point
• R
• Reason
• Ext.amount LC
You cannot amend a highlighted item on the item overview section of the screen. You
must view and make the changes in the item detail section.
Return to procedure
Return to procedure
Return to procedure
Return to procedure
If Then
The delivery is complete with the quantity Check the quantity values in both these fields
ordered matching the quantity of the are correct. Select the Item OK check box
delivery
to flag this item for goods receipt.
The quantity of the delivery is not the value Change the value to the quantity actually
displayed in the 'Qty in unit of entry' field received on the delivery. Select the item OK
If the item has been partially goods receipted previously, then the quantity details tab
will show the received quantity as well as the ordered quantity as shown in the
screen above.
Return to procedure
Movement type R This will default depending on the transaction you are
performing.
101 = Goods receipt for purchase order into warehouse/stores.
102 = Cancellation (goods receipt reversal).
122 = Return delivery.
Goods recipient O Entered at purchase order stage - person expecting the goods.
Return to procedure
• Stock type
• Plant
• Storage location
• Goods recipient
• Unloading point
• Text
Return to procedure
Purchase order R Displays the purchase order number and related line item
number. Click on the purchase order history icon to
display the purchase order history for a particular item.
Del Complete Ind Defaults to Set automatically when all expected units have
been goods receipted.
Requisitioner O If the purchase order was created using a SAP requisition this
field is the paper requisitioners reference.
Return to procedure
Return to procedure
Internal Order O/R OR Internal order number to be charged for the item.
Cost Centre O/R Cost centre account to be charged for the item.
Profit Centre R Defaults - Profit centre linked to item or cost object quoted
above
Return to procedure
• WBS
• Internal Order
• Cost Centre
• Profit Centre
The above data defaults from the Purchase Order, any amendments will have to be
made on the Purchase Order before GRN is entered.
20. INTRASTAT - The University of Leeds is now required to submit the INTRASTAT goods
received report on a monthly basis to the HM's Customs and Excise department. This is a
statutory report and failure to comply with this result in severe penalties. INTRASTAT is
valid only for Movement of Goods between the European Economic Union member
countries.
Please see the previous steps for more information on the other tabs.
The Delivery Note accompanying the goods almost always carries the Commodity
Code no. relevant to the particular item. This information is likely to be presented
differently by different vendors.
While entering GRN for purchases from Vendor located in EEU countries, a new
"Import" Tab will appear on the Header as well as the Item details view as shown in
the following screen shot.
Ensure the "Item Details" view is open, if not click the icon to display the Item
Details view.
The following steps are valid only for Goods Receipts posted against an EEU vendor for supply of
goods:
21. To complete the INTRASTAT details, Click tab on the Item Details View.
If you notice this tab appearing on the Goods Receipt screen, please ensure you
select the tab to verify the completeness of this document. It is possibly to exit the
Goods Receipt transaction and saving the document without ever having to go to
this Tab.
Return to procedure
Please note the Traffic light indicates the incompleteness of the Foreign Trade
data in the document.
Check even if the Traffic light is to ensure the correct data has been
maintained.
22. To maintain the Import data, Click tab. The commodity code is normally a 8
digit code and needs to maintained without any spaces/blanks between the digits.
Return to procedure
The complete list of Commodity codes have not been uploaded into the SAP system.
Only those used in the past have been maintained.
Return to procedure
Return to procedure
Return to procedure
Return to procedure
Please follow the above steps to complete the Foreign Trade information for each of
the line items in the Goods Delivery Note.
Return to procedure
28. Check each item on the delivery note corresponds to the line item on the purchase order.
Remember to select the Item OK check box for each item if the delivery is
correct.
When the information is complete, to ensure the details entered are correct click on
If there are any errors or warnings these will show on each line item using the traffic
light system as shown below.
Traffic Light - Item Overview Section Traffic Light - Item Overview Section
Return to procedure
To view the messages relating to the traffic light response double click on the status
light to show the message.
Return to procedure
A goods receipt note can still be posted even with the traffic light at Amber status as
this is just a warning message not an error message. However you can investigate
the message further by double-clicking
Only when you are happy that you understand all messages given and the
consequences of ignoring them should you proceed to the next step. If in doubt
seek advice.
29. When the information entered is correct click on to post the document into the system.
30. Note the material document number on the paper delivery note.
Result
You have now created a goods receipt material document.
If the item you receipted was a stock item then the stock levels in the specified plant
and storage location will be increased accordingly.
Comments
Now look at cancelling a material document and display purchase order history.
Perform this function only when you wish to cancel the complete quantity receipted
on a particular line or all lines of a Material Document from SAP.
Prerequisites
You must know the Material Document number of the Goods receipt you wish to cancel
before starting to perform this transaction.
• To find the material document number, display the purchase order history for the
particular item and note the document number.
For more information see the Work Instruction for Display Purchase Order History.
The objective of this process is to cancel a goods receipt material document from a
purchase order in SAP.
32. Start the transaction using the menu path or transaction code MIGO.
Return to procedure
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Note when you select the cancellation option, the system automatically defaults the
required field to material document. You must enter the material document that is
to be cancelled in this field.
Return to procedure
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Return to procedure
36. Click on .
Return to procedure
Note the movement type will be the reversal code applicable to the movement type of
the document being reversed.
When cancelling a material document item you are cancelling the whole quantity
originally receipted on that document for that item.
37. Check each item individually using the Item Details Section of the screen. If the item is to be
cancelled make sure the Item OK check box is selected for that item.
The Item tab shows the Movement type. Free text can be entered here if
required.
Return to procedure
To return the goods to vendor use the same process but select Return Delivery
(movement type 122) from the Transaction Type drop down menu. When returning
goods to the supplier you can amend the quantity if not all units are being returned.
39. Start the transaction using the menu path or transaction code MIGO
40. In the Goods Receipt for Purchase Order screen enter the 1st Purchase Order number.
41. Click on .
42. The items for the 1st Purchase Order will be displayed. Now enter the 2nd Purchase Order
number into the Purchase Order number field:
43. Click on .
Return to procedure
Note the Title Bar shows Purchase Order number 4500191976. The numbers in the
Purchase Order field show 4500147229 and 4500191976. The items from both are
now in the item overview section of the screen.
To goods receipt multiple Purchase Orders they must be from the same vendor. If not
then an error message similar to the following will be given.
Return to procedure
44. Continue with the transaction as normal, checking and selecting each item to be receipted.
45. Display Material Document:
• There are numerous ways to display a material document in SAP. Two of which are
either via Display PO History or by using the MIGO screen.
For detailed information on each tab on the 'Display Material Document' screen, refer
to steps 6 through to 19. These steps outline the process for performing a goods
receipt and through each step review the tabs and their contents.
46. Start the transaction using the menu path or transaction code MIGO. You will see the
following screen:
Return to procedure
Note when you select the display option, SAP defaults the required field to material
document. You must enter the material document number in this field.
Return to procedure
Material document R Enter the material document number that you want to display.
number Example: 50179494
Return to procedure
50. Click on
Return to procedure
The new transaction allows personal settings for individual user ID's.
53. This is accessed by the following Menu Path Settings Default Values
Return to procedure
Storage Location O The value entered here will default for all stock receipts.
Propose the OK O
function in future All items for receipt will default with the already flagged, they will be automatically
Return to procedure
• In Plant
• Propose the OK function in future
If you determine any default values, you change the entry but you must remember to
do this for any items not fitting the defaulted criteria.
You should not change any other settings on this screen. Doing so may result in you
being unable to perform your duties.
Return to procedure
55. The Button bar in SAP 4.6 contains information and short cut options, the following table
outlines each option:
Show overview
Displays an additional frame containing relevant
information.
Restart
Restarts a fresh transaction.
Help
Launches an additional frame. Functionality is the
same as show overview.
Return to procedure
• Restart
• Short cut options
• Help
Result
You have cancelled a material document, set default values, and used short cut options.
Purpose
Use this procedure to update SAP stock records.
Trigger
Perform this procedure when stock is issued from stores.
Prerequisites
• The material issued must be held as a stock material item in SAP
• There must be sufficient available stock in SAP to cover the quantity issued
• You must have details of the cost object that is to be charged with the cost of the
stock. (Cost center, internal order, Production order, Project etc.)
Additional Information
If you are unable to issue the required quantity of stock do not ignore it. Please carry
out investigations using the information below to assist you.
Here are some possible reasons the system will prevent stock being issued; before you
begin investigations check the following;
• Have the prerequisites specified above have been met?
• Did you follow the instructions correctly?
• If yes is the answer then begin your investigations, the following may help you to
identify the cause of the problem;
58. Insufficient stock could be because of the following reasons. Review the following and take
appropriate action as described below:
If Then
Goods Receipts have not been kept up to Refer to relevant goods receipt point. Ask if all
date. documents are up to date.
The stock has been receipted into a different Check the storage location entered in the goods
storage location to the one you are receipt.
attempting to issue from.
The stock has already being issued to the Display cost object for details of issues to date
job/cost object. or refer to finance contact for assistance.
59. There may be problems with charging. Review the following and take appropriate action as
described below:
If Then
The job/cost object quoted has been closed Refer to person providing information and check
or has insufficient funds to cover the cost of accuracy and/or refer to departmental finance
the issue contact for assistance.
An incorrect cost object quoted. Refer to person providing information and check
accuracy and/or refer to departmental finance
contact for assistance.
60. Here are a few SAP Stock Reports you may find useful in your investigations;
• MB52
• MB51
• MMBE
• MB5B
• MC48
• MC45
• MB5L
• ME2M
MB52 Warehouse Shows value and quantity of stock held in each storage
Stock location stock item
MMBE Stock Overview Overview of stock held by storage location for a particular
material
MB5B Stock for Lists by material value of stock receipts and issues for the
Posting Date specified period; display documents related to the values
MB5L List of Stock List of stock values per GL; can drill to individual stock
Values quantity and value per material for raw materials and per
sales document for finished goods.
Return to procedure
Return to procedure
Goods Issue R
Check that this field has defaulted correctly for the
transaction you are performing.
Reservation R
Check that this field has defaulted correctly for the
transaction you are performing. If not select the correct option.
Return to procedure
• Reservation
62.1 Enter the relevant Production Order number or the Reservation number in the
blank field to the right.
Notice the movement type changes to reflect the selections made. (201-Reservation,
261-Production Order).
62.2 If you select Others you may have to change this to reflect the cost object to be
charged. See table following:
Return to procedure
• WBS/Project
• Order
next number and click on . Continue until all required items have been
defaulted. Review each line as per instructions below.
Return to procedure
Posting Date R Date the goods were removed from stores. This is the date
the cost object should be charged with the value of the
material issued.
Doc.Header Text O If required enter a short not relating to the issue. This field can
be viewed in some financial reports.
Return to procedure
• Posting Date
• Doc.Header Text
66. Click on :
Return to procedure
Use the scroll bar along the bottom to display all fields available.
Return to procedure
67. As required, complete/review the following fields. Not all fields have been
described below, only those relevant. Field Definitions
Field Name R/O/C Description
OK R
Indicates that the material is to be issued ..
If you are not issuing the item then ensure the check box is
de-selected
Storage location R The storage location from which goods have been removed.
Stor Loc R Long description of storage location from which goods have
been removed.
Movement type R Specifies the type of goods movement. This will default to the
correct code according to selections made in the header.
Options used for goods issue are:-
201 = Issue to reservation. (202 = reversal)
261 = Issue to Production Order. (262 = reversal)
Direction R + = Receipts
- = Issues
Stock type Stock can be segregated based on the quality etc. This
determines which type of stock will be reduced.
Final Issue R If flagged no further issues are expected for this reservation,
although they are still permitted. SAP will set this flag
automatically if the quantity issued matches or exceed the
quantity reserved.
Return to procedure
• Material
• Material Short Text
• OK
• Qty in UnE
• EUn
• Storage location
• Stor Loc
• Order
• Operation
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• Company Code
• Movement type
• Direction
• Stock type
• Plant
• Plnt
• Reservation
• Item
• Final Issue
• Quantity
• Storage bin
• Requirement quantity
• Withdrawal quantity
• Material Tab
• Quantity
• Where
• Reservation
• Account assignment
If there is insufficient stock to cover the quantity you wish to issue check your input. If
all is correct you will have to cancel the document and check that all goods
receipts are up to date.
Result
You have issued material out of stock. The SAP stock records will be updated in the
storage location of the plant you entered when inputting the transaction.
The calculated cost of the material issued will be charged to the cost object entered on the
line item(s).
Comments
It is important that stock records are maintained regularly, failure to do so will result in
incorrect reporting in many areas. It will also undermine the accuracy of any calculations
performed when MRP is active.
If the system prevents you issuing stock for any reason, use the information detailed at the
beginning of this document help with your investigations.
Display (for use with roles: POP, MMR, PIR, GRN and IPP)