Goods Issue Process Guide in Sap MM

Project i-SMARTS
Training Guide
Goods Issue Process Course
Goods Issue Process Materials Management
11/10/2013
2009 PRASA www.prasa.com
Page 2 of 36
Document Control Release Record

Version 1 2 3 4 5 6 Date Released for QA All All All All All All Pages Affected Remarks Draft QA Review of Review of Review of Review of Review of
the the the the the
1st QA 2nd QA 3rd QA 4th QA 5th QA
Preparation
Action Quality Checked Training QA Manager Quality Checked Training Manager Quality Checked Business Process Owner Quality Checked Business Project Manager Quality Checked MIIB Consultant Quality Checked MIIB Program Manager Name Masike Malatji James Asante Sizwe Mayaba Rajesh Thampy Pieter Van Der Merwe Ockert Van Schalkwyk Date
Sign-off
Version Approved By Organisation & Responsibility Signature & Date Remarks / Qualifications
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Table of Contents
Action 3 Name 3 Date 3 Quality Checked Training QA Manager......................................................3 Masike Malatji.............................................................................................3 Quality Checked Training Manager...........................................................3 James Asante..............................................................................................3 Sizwe Mayaba.............................................................................................3 Rajesh Thampy...........................................................................................3 Pieter Van Der Merwe.................................................................................3 Ockert Van Schalkwyk................................................................................3
1. PROCESS OVERVIEW ...........................................................................8

1.2 Terms and Concepts .............................................................................8
2. GOODS ISSUE 2.1 PERFORM 2.2 ISSUE

26 28 29
TO A
TO A
RESERVATION...........................................................9
TO A
GOODS ISSUE
RESERVATION.........................................9
SCRAP PROCESS.................................................................18
2.3 Picking List.........................................................................................25
2.4 Display Material Document..................................................................30 2.5 Learner Exercises................................................................................35 2.5.1 Perform Goods Issue to a Cost Center..............................................35
2.5.2 Picking List........................................................................................................35 2.5.3 Display Material Document..................................................................................35
3 FINAL COURSE REVIEW.......................................................................36 3.1 REVIEW

OF
LEARNING OUTCOMES.......................................................36
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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
T Code: xxxx Menu path > Menu path >Menu path
Identifies a SAP transaction code and system Menu path to follow
Identifies a Business Rule
Identifies a Learner Exercise to execute
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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
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Old and New Terminology

PRASA Terminology Stock Issue Request Goods/ Items Remove SAP Terminology Goods Issue to Reservation Materials Scrap
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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 A 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. Goods or Products that are the subject of business activity. In PRASA ,this will be Spare Parts etc This is the SAP term for Product numbers and Spare Parts Numbers. Material can be used together with the Serial Numbers 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 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 A plant is a physical site where related activities are performed or goods are stored. A storage location is a place where material or stock is physical kept within a plant Movement type describes the different posting of material and how the material master is to be updated, Transferring or moving goods from one plant to another
Reservation
Material Material Number
Material Document
Accounting Document
Plant Storage Location Movement Type Transfer Posting
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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 Material Management Inventory Management Goods Movement MIGO_GI - Goods Issue (MIGO)
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The SAP Easy Access screen is displayed
Double-click on the MIGO_GI - Goods Issue (MIGO) node.
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The Goods Issue Reservation Initial screen is displayed
Using the table below, complete the following fields: Goods Issue Process Goods Issue Reservation Step 1. Field Name Document Type Field Description and Action Select Goods Issue drop down list if it is not the default. from the R/O R
2.
Document Reference
This field indicates the type of document being performed 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
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Goods Issue Process Goods Issue Reservation Step 3. Field Name Material Document Number Field Description and Action Enter the Reservation Document number. For this example, enter 100000045 . R/O R
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. 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. Leave as is This is the date used when entering the accounting document. The default is the current system date. This field indicates the movement type being posted. Leave the default of 201 Goods Issues for Cost Center, unchanged. 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. Select the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item. Select the Collective Slip radio button if all the items in a document are to be printed. Select the Collective Slip radio button if all the items in a document are to be printed.
4.
Document Date
5.
Posting Date GI for Cost Center Print
6.
7.
8.
Individual Slip Collective Slip Collective Slip
9.
10.
(Note: On above table, in column R/O; R = Required, O = Optional)
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The Goods Issue Reservation screen is displayed
Using the table below, complete the following fields: Goods Issue Process Goods Issue Reservation Step 1. Field Name Material Field Description and Action Click on the Material tab. R/O R
The relevant material fields is displayed The material number & description is populated from the Material Master 2. Qty in Unit of Entry Click on the Quantity tab. R
Enter the Quantity to be issued if different from quantity reserved. Or it defaults to the reservation quantity. (Note: In the above table, column R/O; R = Required, O = Optional)
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The Goods Issue Reservation screen is displayed
Using the table below, complete the following fields: Goods Issue Process Goods Issue Reservation Step 1 2 3 Movement Type Field Name Qty in SKU Field Description and Action Leave as is R/O O R R
Click on the Where tab. The relevant location data fields are displayed. Enter Movement Type 201 Goods Issues for Cost Center or its 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.
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Goods Issue Process Goods Issue Reservation Step 4 Field Name Plant Field Description and Action Leave as is Defaults from the reservation document. 5. 6. 7. Storage Location Goods Recipient Unloading Point Text Enter Storage Location or defaults from the reservation document Enter the Goods Recipient name or defaults from the reservation document Enter the Unloading Point address. This is the physical address where the goods are being moved. Type in Text or instructions relevant to the material R R R R/O O
8. 9. 10. 11. 12. 13. 14. 15.
Click on the Reservation Reservation Reqmt Date Reqmt Qty Withdrawal Qty Qty.f.avail. chk Final Issue Leave as is Leave as is Leave as is Leave as is Leave as is
tab. O O O O O
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.
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Goods Issue Process Goods Issue Reservation Step 16. Field Name Field Description and Action Click on the Account Assignment tab. The G Click on the Item OK Click on the Check Click on the Post button button. checkbox. R/O O
17. 18. 19.
R R R
(Note: In the above table, column R/O; R = Required, O = Optional) A system message: Material Document posted, is displayed
Click on the Exit
button to return to the SAP Easy Access screen
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The SAP Easy Access is displayed.
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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
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The Goods Issue Other screen is displayed
Using the table below, complete the following fields: Goods Issue Process Goods Issue Other Scrap Material Step 11. Field Name Document Type Field Description and Action Select Goods Issue drop down list if it is not the default. from the R/O R
12.
Document Reference
This field indicates the type of document being performed 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
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Goods Issue Process Goods Issue Other Scrap Material Step 13. Field Name Document Date Field Description and Action 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. Leave as is This is the date used when entering the accounting document. The default is the current system date. Enter the movement type. For this example 551 Goods Issues for Scrapping This field indicates the movement type being posted. 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. Select the Individual Slip radio button if only one Goods Receipt/Goods Issue slip is to be printed for each item. Select the Collective Slip radio button if all the items in a document are to be printed. Select the Collective Slip radio button if all the items in a document are to be printed. R R/O R
14.
Posting Date GI for Cost Center
15.
17.
Individual Slip Collective Slip Collective Slip
18.
19.
(Note: On above table, in column R/O; R = Required, O = Optional)
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Using the table below, complete the following fields: Goods Issue Process Goods Issue Other Scrap Material Step 1. Field Name Material Field Description and Action Click on the Material tab. R/O R
Enter relevant material number to be scrapped The material description is populated from the Material Master 2. Qty in Unit of Entry Click on the Quantity tab. R
Enter the Quantity to be scrapped. (Note: In the above table, column R/O; R = Required, O = Optional)
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Using the table below, complete the following fields: Goods Issue Process Goods Issue Other Scrap Material Step 3. 4. 5. 6. 7. Movement Type Plant Storage Location Goods Recipient Field Name Field Description and Action Click on the Where tab. The relevant location data fields are displayed. Enter movement type. For this example Movement Type 551 GI Scrapping. Enter the relevant plant number. For this example 1101 PRASA Head Office Enter Storage Location. For this example 1101 PRASA Head Office Enter the Goods Recipient name. For this example Palesa R/O R R R R R
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Goods Issue Process Goods Issue Other Scrap Material Step 8. Field Name Unloading Point Reason for Movement Field Description and Action Enter the Unloading Point address. This is the physical address where the goods are being moved. Enter the Reason for Movement field. For this example select for spoiled. Type in Text or instructions relevant to the material R/O R
9.
10.
Text
(Note: In the above table, column R/O; R = Required, O = Optional) The Goods Issue Other screen is displayed
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Using the table below, complete the following fields: Goods Issue Process Goods Issue Other Scrap Material Step 11. 12. 13. 14. 15. 16. GL Account Cost Center Field Name Field Description and Action Click on the Account Assignment tab. Enter the GL Account. For this example 400000 Enter the Cost Center. For this example 123 R/O O R R R R R
Click on the Item OK Click on the Check Click on the Post button button.
checkbox.
(Note: In the above table, column R/O; R = Required, O = Optional) A system message: Material Document posted, is displayed
Click on the Exit
button to return to the SAP Easy Access screen
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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 Material Management Inventory Management Reservation MB26 Picking. The SAP Easy Access is displayed
Click on the MB26 - Picking
node
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The Picking List screen is displayed
Using the table below, complete the following fields: Goods Issue Process Picking List Step 1. Field Name Material Document Number Field Description and Action 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. Enter the Plant code - 1101 PRASA Head Office . 3. Click the Execute button R R/O R
2.
Plant
(Note: In the above table, column R/O; R = Required, O = Optional)

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The Picking List Print screen is displayed
Using the table below, complete the following fields: Goods Issue Process Picking List Print Step 1. Field Name Field Description and Action The Material number, material description, quantity, plant & storage location screen is displayed Click on the List Print menu item R/O O
2. 3.
R O
Goods Movement list is displayed Print the Picking List
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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.
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The SAP Easy Access is displayed
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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 Material Management Inventory Management Material Document MB03 - Display The SAP Easy Access is displayed
Double-click on the MB03 - Display
node.
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The Display Material Document: Initial Screen is displayed
Using the table below, complete the following fields: Goods Issue Process Display Material Document Step 1. Field Name Material Doc. Field Description and Action Click in the Material Document field Enter the relevant material document number button or select it from the Possible Entries R/O R
The material document number is an alphanumeric key that uniquely identifies the material document. 2. 3. Mater. Doc. Year Enter the calendar year document was posted. Click on the Item Overview in which the material button. R R
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The Display Material Document Overview screen is displayed
Using the table below, complete the following fields: Goods Issue Process Display Material Document Step 1. 2. 3. 4. 5. 6. 7. Field Name Name Posting Date Item Quantity Eon Material Field Description and Action Displays the user name. Displays the Posting Date used when capturing the material document in Financial Accounting or Controlling. Displays the line item number. Displays the quantity to be returned Displays the unit of measure. Displays the material number. R/O O O O O O O O
Material Displays a description of the material. Description (Note: In the above table, column R/O; R = Required, O = Optional)
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Using the table below, complete the following fields: Goods Issue Process Display Material Document Step
8.
Field Name Plant SLoc MvT
Field Description and Action Displays the Plant code - 1101 Prasa Head Office and Displays the Storage - 1101 Prasa Head Office 1101 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 Click on the Accounting Documents button to display the accounting documents, which were created when the material document was posted.
R/O O O O
9. 10.
11.
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The List of Documents in Accounting popup window is displayed.
Using the table below, complete the following fields: Goods Issue Process Display Material Document Step 1. Field Name Field Description and Action R/O O
To display the relevant accounting document, double click on the document number. (Note: In the above table, column R/O; R = Required, O = Optional)
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2.5
Learner Exercises
2.5.1 Perform Goods Issue to a Cost Center. 2.5.2 Picking List. 2.5.3 Display Material Document.
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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
11/10/2013
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Goods Issue Process Guide in Sap MM

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Project i-SMARTS

Goods Issue Process Course

Goods Issue Process Materials Management

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

Document Control Release Record

the the the the the

1st QA 2nd QA 3rd QA 4th QA 5th QA

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

1. PROCESS OVERVIEW ...........................................................................8

2. GOODS ISSUE 2.1 PERFORM 2.2 ISSUE

2.3 Picking List.........................................................................................25

3 FINAL COURSE REVIEW.......................................................................36 3.1 REVIEW

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

Conventions Used in this Guide

Description Identifies a Note

Identifies Tips and Tricks

Identifies a Learning Aid

T Code: xxxx Menu path > Menu path >Menu path

Identifies a SAP transaction code and system Menu path to follow

Identifies a Business Rule

Identifies a Learner Exercise to execute

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

Old and New Terminology

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

Terms and Concepts

Material Material Number

Plant Storage Location Movement Type Transfer Posting

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

2. Goods Issue to a Reservation

2.1 Perform a Goods Issue to a Reservation

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

The SAP Easy Access screen is displayed

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

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

The Goods Issue Reservation Initial screen is displayed

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

Posting Date GI for Cost Center Print

Individual Slip Collective Slip Collective Slip

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

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

The Goods Issue Reservation screen is displayed

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

The Goods Issue Reservation screen is displayed

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

8. 9. 10. 11. 12. 13. 14. 15.

2009 PRASA www.prasa.com

Goods Issue Process Materials Management

17. 18. 19.