SAP MM -Interview-Question-and-answers-Master Data in SAP MM

 

Master Data in SAP MM 

1.     What is Master data in MM module?

 

The master data in the MM module acts as reference data, defining various business entities and playing a key role in the core operation of the business.

2.      How is master data important in MM module?

 

The master data in the MM module contains all of the basic information needed to manage material. The data is stored and sorted on the basis of different criteria, such as the descriptive nature of the material (size, dimension, and weight) and the control functions of the material (material type and industry sector). Apart from data maintained by the user, the master data also stores data that is automatically updated by the system (such as stock levels).

3.     What are the various types of master data in MM module?

 

The different types of master data in the MM module are as follows:

 

·         Material master

·         Vendor master

·         Purchasing information record

·         Source list
·         Quota arrangement

4.    What is a Material Master file?

 

A material master file stores and maintains all of the information related to managing a material. The material master is sorted on the basis of different criteria.

5.    Why are material master records used in SAP?

 

Material master records are used in the SAP R/3 system to manage material-specific data. The material information stored in material master records is used by all logistics areas in the SAP R/3 system. The material master records integrate all material-specific data into a single database object that eliminates the problem of data redundancy. Because material master records store data in a single database object, the same data can be shared by all departments, such as purchasing, inventory management, materials planning, and invoice verification.

6.    How is the information of material master records updated?

 

You can manually update the information in the material master records, however, there are some exceptions for which the information can be updated by the SAP R/3 system only, for example, administrative data.

7.    What are the types of industry sectors defined in Material Master data?

 

·         The different types of industry sectors defined in the material master data are as follows:

 

o    Aerospace and defense

o    Beverage

o    Chemical industry

o    Food and related products

o    Mechanical engineering

o    Pharmaceuticals

o    Plant engineering/construction

o    Retail

o    Retailing

o    Service providers

8.     What data in material master is maintained at the client level?

 

The general data, i.e., the data applicable to the company as a whole, is stored at the client level.

9.    What are the data in material master that are maintained at the company code level?

 

The data that is specific to a particular company and the plant and storage areas assigned to that company is maintained at the company code level.

10.    What are the plant-specific data in material?

 

The MRP data and forecast data are the plant-specific data in the material master.

11.    What is the lot size attribute of a material?

 

·         The lot size attribute represents the reorder quantity for a material. A material can have a periodic, optimum, or static (fixed) lot size.

12.    How is material information structured in material master records?

 

Material information is structured in material master records on the basis of different criteria, such as the material's master detail (including its name, size, dimension, and weight), which shows its descriptive nature, and the material's detail related to control functions (such as material type, price control, and industry sector). Material master records also store information about the data that can be automatically updated by the system. For example, the stock level can be automatically updated by the system on the basis of the material data update.

13.    What is a batch?

 

A batch is a group of materials combined into one quantity for various reasons. Very often, materials with the same characteristics and values are grouped into a batch. For example, in the chemical industry, a specified number of containers of a specific product may be considered a batch if they were produced at the same time and have the same physical and chemical characteristics.

14.    Why is batch record important?

 

·         A batch represents a quantity of a particular material processed at the same time with the same parameters. These materials, produced as one batch, have the same characteristics and values, which may vary from the materials of another batch produced on the same day.

 

·         A batch record is important because batch records indicate that the batch conforms to the current Good Manufacturing Procedures (GMP). The batch record also contains specific information about the product tested, analytical methods, and test results.

15.    How to create a batch?

 

You can create a batch record manually by using the transaction code MSC1N. The navigation path for creating a batch is: SAP Menu > Logistics > Materials Management > Material Master > Batch > Create.

16.    What are the important fields in a batch master record?

 

·         The important fields in a batch master record are as follows:

o    Production date— Refers to the date when the batch was produced.

o    Self-life expiration date— Refers to the date when the life of the batch will expire.

o    Available from— Refers to the date from which the batch will be available to other departments.

o    Batch status— Allows the batch to be classified as having restricted or unrestricted use.

o    Next inspection— Refers to the next quality inspection date of the batch.

o    Vendor batch— Refers to the batch number assigned by the vendor.

o    Class— Allows the user to sort the batch for use in specific classes.

o    Characteristics —Helps in assigning a class to the batch.

o    Release status —Specifies the status of the batch.

o    Linked document —Helps the user to link the documents related to the batch.

o    Document type —Allows the user who is purchasing the batch to specify a document.

o    Document —Helps the user to select the relevant document.

o    Document part —Allows the user to enter the part of the document that is related to the batch.

o    Version —Specifies the document version of the batch.

17.    How can batch records be changed?

 

·         You can change a batch record by using the transaction code MSC2N. The navigation path of changing the batch record is: SAP Menu > Logistics > Materials Management > Material Master > Batch > Change.

·         It is important to note that these changes to the batch record will also be available for review.

18.    How to delete a batch?

 

You can delete a batch by using the MSC2N transaction code. You can alternately delete a batch record by flagging the batch master record. For this, you need to first select the batch in the Change mode.
19.    What is Batch Information Cockpit?

 

The Batch Information Cockpit (BIC) is the main switching point, having a wide range of options for scrutiny and control of batches. It stores at a single location all the information related to the analysis of a particular batch.

20.    What are the levels at which a batch number can be configured?

 

A batch number can be configured at several different levels: client level, plant level, and material level. You can select a batch number at any of the following levels:

·         Client level— When you configure a batch at the client level, you need to assign the batch number only once throughout the whole client. Only one batch number exists for each material assigned at this level.

·         Plant level —In SAP, the plant level is the default level for the batch number. At plant level, a batch number is unique for a plant and material. This means that you can have a batch of the same number at a different plant within the same company.

·         Material level —At this level, material numbers are assigned to the products. The material number helps to differentiate between two products in case their batch numbers are the same. The materials are identified by the combination of the material number and batch number.

21.    How are batch numbers assigned?

 

The batch number is predefined in SAP. You can change the batch numbers either by using the OMAD transaction code or by using the navigation path IMG > Logistics-General > Batch Management > Batch Number Assignment > Maintain Internal Batch Number Assignment Range.

Follow either of the two configuration steps to change the batch number:

·         You can assign a batch number internally using the internal number range, either by using the OMCZ transaction code or by following the navigation path Display IMG > Logistics-General > Batch Management > Batch Number Assignment > Activate Internal Batch Number Assignment > Activate Batch Number Assignment.

·         You can also configure the system to allow automatic numbering of a batch by following the navigation path Display IMG > Logistics-General > Batch Management > Batch Number Assignment > Activate Internal Batch Number Assignment > Internal Batch Number Assignment for Assigned Goods Receipt.

22.    What is a serial number?

  A serial number is assigned to an item to identify it and to store information about it. A serial number is mostly used to refer to equipment such as motors, drills, or vacuums. In MM, an item of material contains a serial number as well as a material number. This combination helps to uniquely identify an item of material.

23.    What is a class type? How will you configure a class type?

  A class type is the SAP system's top-level unit, which is used to control the SAP system's classes. It performs the following tasks:

o    Defines the class objects

o    Checks if class objects can be used in other classes or not

o    Defines the class maintenance screen

  You can configure a class type by using the following menu path: SAP Customizing Implementation Guide > Cross Application Component > Classification System > Classes > Maintain Object Types and Material Types.

24.    A material does not have a master record. How can we procure that?

 There may be instances when a material does not have a master record. You can perform different functions in different situations to procure the master record. For example:

·         You can create a material master record if there is no material master record for a particular material.

·         You can extend the material master record if the material master record exists for a particular material but the user department does not have the master data.

·         You can also extend the material master record if the material master record exists for a particular material and the user department has the master data but it has been entered in a different organizational level.

25.    State the importance of classification data.

 Classification data allows you to search for materials on the basis of the characteristic values entered into the classes. This feature is very useful when the customer wants to search for a particular vendor and particular batches.

26.  What is an ABC indicator?

 An ABC indicator is an indicator assigned by the ABC analysis procedure. An ABC indicator provides details of the consumption value of the material involved in the ABC analysis. The ABC analysis is performed by multiplying the current price of the materials by their quantity. The different consumption values are given as follows:

·         A materials—Important parts, high usage/consumption value

·         B materials—Less important parts, medium usage/consumption value

·         C materials—Relatively unimportant parts, low usage/consumption value

 

27.    What are the main master files used in MM?

 The following are the main master files used in MM:

 

·         Material master file

·         Inventory master file

·         Vendor master file

28.   Give some example of master data in material management (MM).

 Material master, material master general data (MARA), tax Classification material (MLAN), info records, source list, and vendor master are examples of master data in MM.

29.   How is the vendor created?

 You can create a vendor by using the transaction code XK01 and performing the following steps:

 

·         Add the vendor name, company code, purchasing organization, account group, and vendor address.

·         Add the country, bank key, bank account, and the name of the account holder.

·         Save the data.

·         This creates a vendor record in the system.

30.    What is vendor master data?

 Vendor master data contains details of each vendor that supplies materials or services to an enterprise. The vendor master data is stored in individual vendor master records consisting of data, such as the vendor's name, the vendor's address, the currency used for the transaction, payment terms, and the contact person's name (on the sales staff).

31. What are the different sections in vendor master data?

• Following are the three sections in vendor master data:
• General data— Provides general information about the vendor that can be entered into the system for creating vendor records. General data can provide the name, address, telephone, and fax of the vendor through specified search terms. Additional information can also be added to the vendor master record by the accounting and purchasing departments using the transaction code XK01.
• Accounting data —Refers to financial information entered at the company code level. The financial information includes tax information, bank details, reconciliation account, payment terms, payment methods, and dunning information. You can enter this financial data using the transaction code FK01.
• Purchasing data —Refers to data entered while creating a vendor at the purchasing organization level. Different purchasing organizations have different purchasing data. The purchasing data includes partner functions, purchasing default fields, and invoice verification indicators. You can enter this data using the transaction code MK01.

32. What are the different fields in vendor master data?

• The different fields in vendor master data are as follows:
• The name and address of the vendor
• The currency in which the transaction will be done
• The terms and conditions of payment
• The names of important contact persons
• The accounting information, such as the reconciliation account in the general ledger

33. How do we create a vendor number range?

• When you create a number range, it is important to remember that vendor numbers, such as material numbers, can be assigned externally or internally. You can create vendor number ranges by selecting the following navigation path: IMG > Financial Accounting > Vendor Accounts > Master Data > Preparations for Creating Vendor Master Data > Create Number Ranges for Vendor Accounts.
• For configuring the vendor number range, you should enter a unique number for the range, which is a two character field, and then specify the limit for the number range. The current number field is used to define the current number. The Ext. field Specifies whether the number range is defined externally by the user.
• 34. What is dunning procedure? How can it be configured?

• Sometimes, you may need to send a payment reminder or a dunning notice to a person or an organization to remind them of their outstanding debts. The process by which the system controls dunning is called dunning procedure. Dunning procedure can be configured by using the FBMP transaction code or the following navigation path: IMG > Financial Accounting > Accounts Receivable and Accounts Payable > Business Transactions > Dunning > Dunning Procedure > Defining Dunning Procedures.

 35. How do we assign material to vendors?

• Select the following navigation path to link vendors to materials: SAP Menu > Logistics > Material Management > Purchasing > Master Data > Info Record > Create. Alternatively, the ME11 transaction code is used for this purpose.

36. What is the transaction code to access the Materials Management Configuration menu?

• The OLMS transaction code is used to access the Materials Management configuration menu.

37. What are the various transaction codes to access the MM configuration?

• The following are the various transaction codes to access the MM configuration:

Transaction Code	Description
OLMD	Accesses Material Management-Consumption Based Planning (MM-CBP)
OLMB	Accesses Material Management-Inventory Management (MM-IM)
OLME	Accesses Material Management-Purchase (MM-PUR)
OLML	Accesses Material Management-Warehouse Management
OLMS	Accesses the material master data
OLMW	Enables valuation and account assignment

 

38. Write the names of some important MM tables

• The following table lists the important MM table names:

Table Name	Purpose
EINA	Used for general data of the (purchasing) information record
MARC	Used in plant data for materials
EINE	Used for purchasing organization
MAST	Used for bills of material (BOM) link
MKPF	Used for header material document
MAKT	Used for material description
MARD	Used in storage location data for material
MARA	Used for general materials data
MBEW	Used for material valuation

 

39. What are purchasing information records?

• Purchasing information records, also known as info records, contain information related to the material and the vendor who is supplying the material. They also contain details about the material, such as the current price.

40. What are the categories of purchasing information records?

• The categories of purchasing information records are as follows:
• Standard—Contains information for the standard purchase order. In this type of purchasing info record, you can create info records for materials and services that do not have master records.
• Subcontracting —Contains ordering information for subcontract orders.
• Pipeline— Contains information on commodities that are sent through a pipeline, such as oil or water.
• Consignment— Contains information on materials that are in the vendor's possession and are kept by the vendor at some other premises at his own cost.

41. What are the prerequisites for creating a purchasing info record?

• The prerequisites for creating a purchasing info record are as follows:
• Material number —Before creating a purchasing info record, the material number of the material master record should be known.
• Manufacturer part number (MPN) material number —Before ordering a material that has an MPN, you must know its MPN material number.
• Vendor number —You should also know the number on the vendor master record.
• Organizational level —If the purchasing info record is for a particular purchasing organization or plant, then the code specific to that purchasing organization or plant is required.

42. How can we create a purchasing information record?

• You can create a purchasing information record either manually or automatically by setting the Info Update indicator when maintaining a quotation, a purchase order, or an agreement.

43. Can a purchasing info record be created without a material number?

• Yes, you can create a purchasing info record without a material number. If the material does not have a material number, you will need the following information to create the purchasing info record:
• Material short text
• Order unit
• Material group
• Short term key

44. How can we create an information record based on the material master?

• First, you need to create the info record by selecting SAP Menu > Master Data > Info Record > Create. Enter details such as vendor number, material number, purchase organization, or plant number. Then enter the number of the information record (in case of external assignments). Next, enter the general data for vendors, ordered quantity, origin of data, supplying information, and customs tariff number. Then enter the planned delivery time, purchasing groups, and standard purchasing quantity. Check the control data and take the default value of tolerance data and the purchasing group from the material master record. Finally, enter the net price and then select Go To > Texts to display the text overview. If the PO text is already defined, it appears in the material master record; otherwise, it needs to be entered. After all these entries have been made, the record is saved.

45. What is the document management system (DMS) in SAP?

• The DMS in SAP helps you store external documents, such as pictures of the goods or material. By using the DMS, you can set the maximum size of the picture that can be uploaded in a document. The DMS helps to link these external documents with the appropriate SAP objects.