goods-issue-process-guide-in-sap-mm.doc

Project i-SMARTSProject i-SMARTSTraining GuideTraining Guide

Goods Issue ProcessGoods Issue ProcessCourseCourse

Goods Issue Process – Materials Management

Document Control

Release Record

Version Date Released for QA

Pages Affected Remarks

1 All Draft QA2 All Review of the 1st QA3 All Review of the 2nd QA4 All Review of the 3rd QA5 All Review of the 4th QA6 All Review of the 5th QA

Preparation

Action Name Date

Quality Checked – Training QA Manager Masike Malatji

Quality Checked – Training Manager James Asante

Quality Checked – Business Process Owner

Sizwe Mayaba

Quality Checked – Business Project Manager

Rajesh Thampy

Quality Checked – MIIB Consultant Pieter Van Der Merwe

Quality Checked – MIIB Program Manager

Ockert Van Schalkwyk

Sign-off

Version Approved By Organisation & Responsibility

Signature & Date

Remarks / Qualifications

17/04/2023 © 2009 PRASA – www.prasa.com of 35


Table of Contents

1. PROCESS OVERVIEW.....................................................................7

1.2 Terms and Concepts......................................................................7

2. GOODS ISSUE TO A RESERVATION.....................................................8

2.1 PERFORM A GOODS ISSUE TO A RESERVATION.....................................8

2.2 ISSUE TO SCRAP PROCESS............................................................17

2.3 Picking List.................................................................................24

2.4 Display Material Document..........................................................29

2.5 Learner Exercises........................................................................34

2.5.1 Perform Goods Issue to a Cost Center..........................................34

2.5.2 Picking List..............................................................................................................34

2.5.3 Display Material Document.....................................................................................34

3 FINAL COURSE REVIEW................................................................35

3.1 Review of Learning Outcomes................................................................35



Conventions Used in this Guide

The information in this guide follows certain conventions that help you locate and identify information.

Convention Description

Identifies a Note

Identifies Tips and Tricks

Identifies a Learning Aid

Identifies a SAP transaction code and system Menu path to follow

Identifies a Business Rule

Identifies a Learner Exercise to execute


Menu path > Menu path >Menu path

T Code: xxxx


Target Audience

This course has been designed for Employees who will be responsible for Goods Issue on the SAP System.

Pre-requisites

Computer Literacy Course SAP Navigation Basic knowledge of the current processes relevant to the Goods Issue & Materials

Course Duration

The duration of this course is 1 day.

Learning Outcomes

Upon completing this course you will be able to:

Execute a Goods Issue for a Reservation on the SAP System

Perform Issue to Scrap Process



Old and New Terminology

PRASA Terminology SAP Terminology

Stock Issue Request Goods Issue to Reservation

Goods/ Items Materials

Remove Scrap



1. Process Overview

Material have been Reserved for a cost centre with a Reservation. You now want to Issue the Reservation Items and enter this Goods Issue with Reference to the relevant Reservation.

The following section covers terms and concepts relevant to this course.

1.2 Terms and Concepts

SAP Term Description

ReservationA request or instruction to the warehouse or stores to keep material ready for issue at the future date for User Department or Plant. Material can be reserved against a Cost Centre or Order.

Material Goods or Products that are the subject of business activity. In PRASA ,this will be Spare Parts etc

Material Number This is the SAP term for Product numbers and Spare Parts Numbers. Material can be used together with the Serial Numbers

Material Document

In the Inventory Management system, when a goods movement is posted, a material document is generated that serves as proof of the movement. A material document consists of a header and at least one item

Accounting Document

If the movement is relevant for Financial Accounting (that is, if it leads to an update of the G/L accounts), an accounting document is created parallel to the material document

Plant A plant is a physical site where related activities are performed or goods are stored.

Storage Location A storage location is a place where material or stock is physical kept within a plant

Movement Type Movement type describes the different posting of material and how the material master is to be updated,

Transfer Posting Transferring or moving goods from one plant to another



2. Goods Issue to a Reservation

A Reservation is the requirement of the warehouse to have materials for goods movement ready at a later date and for a particular purpose A Reservation will be created when stock goods are required from the store by the business. The old PRASA terminology is Stock Issue Request.

2.1 Perform a Goods Issue to a Reservation

Business Scenario: A goods issue is an issue out of stores for use by the business, which leads to a reduction in stock levels. Goods issues will be processed for valid reservations only.Every morning the goods issuer prints a picking list and collects all materials for reservations due on that day. He/she places all materials on the issuing, arranged by reservation. When the requestor come to collected the materials the goods issues hands over the materials from the issuing bay and then process the goods issue on the system. Both the requestor and the goods issuer sign the good issue slip.

Transaction Code: MIGO

Logistics è Material Management è Inventory Management è Goods Movement è MIGO_GI - Goods Issue (MIGO)



The SAP Easy Access screen is displayed

Double-click on the MIGO_GI - Goods Issue (MIGO) node.



The Goods Issue Reservation Initial screen is displayed

Using the table below, complete the following fields:

Goods Issue ProcessGoods Issue Reservation

Step Field Name Field Description and Action R/O

1. Document Type

Select Goods Issue from the drop down list if it is not the default.

This field indicates the type of document being performed

R

2. Document Reference

Select Reservation Document , on the document to be referenced from the drop down list if it is not the default.

This field indicates the type of document to be referenced

R





3. Material Document Number

Enter the Reservation Document number. For this

example, enter 100000045 .

The Reservation Data will be copied to the “Migo” / Goods Issue Screen

This is a numeric key which uniquely identifies a reservation number to be referenced. This field is dependent on the entry made in the Document Reference field.

R

4. Document Date

Leave as is.

This is the date on which the original document i.e. vendor delivery note or internal goods receipt slip, was issued. The default is the current system date.

R

5. Posting Date

Leave as is

This is the date used when entering the accounting document. The default is the current system date.

R

6. GI for Cost Center

This field indicates the movement type being posted. Leave the default of 201 – Goods Issues for Cost Center, unchanged.

R

7. Print Select the print checkbox if a goods receipt/issue slip is to be printed.

Three different versions of a GR/GI slip can be printed: Individual Slip Individual slip with inspection text Collective slip

Note: Even if the print indicator is set, the output will only be generated if it is permitted for the movement type which was entered when the material document was created.

R

8. Individual Slip

Select the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item.

O

9. Collective Slip

Select the Collective Slip radio button if all the items in a document are to be printed.

O

10. Collective Slip


O

(Note: On above table, in column R/O; R = Required, O = Optional)



The Goods Issue Reservation screen is displayed




1. Material Click on the Material tab.

The relevant material fields is displayed

The material number & description is populated from the Material Master

R

2. Qty in Unit of Entry

Click on the Quantity tab.

Enter the Quantity to be issued if different from quantity reserved. Or it defaults to the reservation quantity.

R

(Note: In the above table, column “R/O”; R = Required, O = Optional)



The Goods Issue Reservation screen is displayed




1 Qty in SKU Leave as is O

2 Click on the Where tab. The relevant location data fields are displayed.

R

3 Movement Type

Enter Movement Type 201 – Goods Issues for Cost Center or it’s defaulted from the reservation document.

The movement type identifies the type of movement to be performed and defaults from the previous screen. Each goods movement i.e. purchase order to warehouse, is allocated a movement type in SAP.

R





4 Plant Leave as is

Defaults from the reservation document.

O

5. Storage Location

Enter Storage Location or defaults from the reservation document

R

6. Goods Recipient

Enter the Goods Recipient name or defaults from the reservation document

R

7. Unloading Point

Enter the Unloading Point address.

This is the physical address where the goods are being moved.

R

8. Text Type in Text or instructions relevant to the material O

9. Click on the Reservation tab.

10. Reservation Leave as is O

11. Reqmt Date Leave as is O

12. Reqmt Qty Leave as is O

13. Withdrawal Qty

Leave as is O

14. Qty.f.avail. chk

Leave as is O

15. Final Issue Indicates that a reservation item is completed.

Further goods movements in respect of this reservation item are not anticipated, although they are still possible.

The indicator is set automatically for a goods movement when the total reserved quantity has been withdrawn or delivered. In the case of a partial delivery, you can manually set the indicator if no further goods movements are expected in respect of the relevant reservation item.


sapevent:DOCU_LINK%5CDS:GLOS.3526BF2AAFAB52B9E10000009B38F974




16. Click on the Account Assignment tab.The G

O

17. Click on the Item OK checkbox. R

18.Click on the Check button

R

19.Click on the Post button.

R


A system message: Material Document posted, is displayed

Click on the Exit button to return to the SAP Easy Access screen



The SAP Easy Access is displayed.



2.2 Issue to Scrap Process

The Scrapping of a material is done when the particular material has been damaged. The material that has been identified as scrap material needs to be removed from stock and the value is reduced.

The SAP Easy Access screen is displayed

Click on the MIGO - Goods Movement (MIGO) node



The Goods Issue Other screen is displayed


Goods Issue ProcessGoods Issue Other – Scrap Material


11. Document Type

Select Goods Issue from the drop down list if it is not the default.

This field indicates the type of document being performed

R

12. Document Reference

Select Other Document , on the document to be referenced from the drop down list if it is not the default.

This field indicates the type of document to be referenced

R





13. Document Date

Leave as is.

This is the date on which the original document i.e. vendor delivery note or internal goods receipt slip, was issued. The default is the current system date.

R

14. Posting Date

Leave as is

This is the date used when entering the accounting document. The default is the current system date.

R

15. GI for Cost Center

Enter the movement type. For this example 551 – Goods Issues for Scrapping

This field indicates the movement type being posted.

R

16. Print Select the print checkbox if a goods receipt/issue slip is to be printed.

Three different versions of a GR/GI slip can be printed: Individual Slip Individual slip with inspection text Collective slip

Note: Even if the print indicator is set, the output will only be generated if it is permitted for the movement type which was entered when the material document was created.

R

17. Individual Slip

Select the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item.

O

18. Collective Slip


O

19. Collective Slip


O

(Note: On above table, in column R/O; R = Required, O = Optional)







1. Material Click on the Material tab.

Enter relevant material number to be scrapped

The material description is populated from the Material Master

R

2. Qty in Unit of Entry

Click on the Quantity tab.

Enter the Quantity to be scrapped.

R








3. Click on the Where tab. The relevant location data fields are displayed.

R

4. Movement Type

Enter movement type. For this example Movement Type 551 – GI Scrapping.

R

5. Plant Enter the relevant plant number. For this example 1101 PRASA Head Office

R

6. Storage Location

Enter Storage Location. For this example 1101 PRASA Head Office

R

7. Goods Recipient

Enter the Goods Recipient name. For this example Palesa

R





8. Unloading Point

Enter the Unloading Point address.

This is the physical address where the goods are being moved.

R

9. Reason for Movement

Enter the Reason for Movement field. For this

example select for spoiled.

R

10. Text Type in Text or instructions relevant to the material O








11. Click on the Account Assignment tab.

O

12. GL Account Enter the GL Account. For this example 400000 R

13. Cost Center Enter the Cost Center. For this example 123 R

14. Click on the Item OK checkbox. R

15.Click on the Check button

R

16.Click on the Post button.

R


A system message: Material Document posted, is displayed

Click on the Exit button to return to the SAP Easy Access screen



2.3 Picking List

Business Scenario: This transaction is used to determine which reservations have not been issued from stock and then carry out the Goods Issue. A picking list can be created with reference to a reservation. You can also select all reservations for a material by specifying the material number in the selection criteria, or select all reservations for a Cost Center by specifying the Cost Center number in the selection criteria.

Transaction Code: MB26

Logistics è Material Management è Inventory Management è Reservation è MB26 – Picking.

The SAP Easy Access is displayed

Click on the MB26 - Picking node



The Picking List screen is displayed


Goods Issue ProcessPicking List


1. Material Document Number

Enter the Reservation Document number. For this example, enter 00000083 .

This is a numeric key which uniquely identifies a reservation number to be referenced. This field is dependent on the entry made in the Document Reference field.

R

2. Plant Enter the Plant code - 1101 – PRASA Head Office

.

O

3.Click the Execute button

R




The Picking List Print screen is displayed


Goods Issue ProcessPicking List Print


1. The Material number, material description, quantity, plant & storage location screen is displayed

O

2.Click on the List Print menu item

R

3. Goods Movement list is displayed

Print the Picking List

O




The Goods Movement list screen is displayed

You have successfully created a picking list for a stock material.

Click on the Exit button to return to the SAP Easy Access screen.



2.4 Display Material Document

At the end of this session, you should be able to perform the following in the SAP system.

Display Material Document

Business Scenario: After you have performed Goods Issue, you want to check the status of the Material Movement and display the Accounting Documents.

Transaction Code: MB03

Logistics è Material Management è Inventory Management è Material Document è MB03 - Display


Double-click on the MB03 - Display node.



The Display Material Document: Initial Screen is displayed


Goods Issue ProcessDisplay Material Document


1. Material Doc.

Click in the Material Document field

Enter the relevant material document number

or select it from the Possible Entries button

The material document number is an alphanumeric key that uniquely identifies the material document.

R

2. Mater. Doc. Year Enter the calendar year in which the material

document was posted.

R

3.Click on the Item Overview button.

R




The Display Material Document Overview screen is displayed




1. Name Displays the user name. O

2. Posting Date

Displays the Posting Date used when capturing the material document in Financial Accounting or Controlling.

O

3. Item Displays the line item number. O

4. Quantity Displays the quantity to be returned O

5. Eon Displays the unit of measure. O

6. Material Displays the material number. O

7. Material Description

Displays a description of the material. O







8. Plant Displays the Plant code - 1101 – Prasa Head Office

and

O

9. SLoc Displays the Storage - 1101 – Prasa Head Office 1101 – O

10. MvT Displays the movement type. Each goods movement, for example, purchase order to warehouse, is allocated a movement type in SAP. Movement Type 201 – Goods Issues for Cost Center

O

11. Click on the Accounting Documents

button to display the accounting documents, which were created when the material document was posted.

O




The List of Documents in Accounting popup window is displayed.




1. To display the relevant accounting document, double click on the document number.

O




2.5 Learner Exercises

2.5.1Perform Goods Issue to a Cost Center.

2.5.2Picking List.

2.5.3Display Material Document.



3 Final Course Review

3.1 Review of Learning Outcomes

Having completed this course, you should be able to:

Perform Goods Issue to a Cost Center Perform Issue to Scrap Process

Display Material Document List


goods-issue-process-guide-in-sap-mm.doc

Documents

goods movement

process overview material

display material document

relevant reservation

material ready

material numberthis

sap system

alldraft qa