Archiving Material Masters in SAP

Run the following programs in sequence:-

Program	Function
MMREO050N	Write
MMREO110N	Delete

The first program will write the materials to be archived into a temporary log. The second program will then delete based on the temporary log generated by the first program.

Write Program



Delete Program



SAP Note 900537 Important Notes on Error Messages during Write of Archiving Material Master

Error W4001/W4005 - Purchase order exists/Purchase requistions exist:
If the purchase order items have not subsequently been processed, you can delete the purchase order items for the material and the plant.

If full goods receipt has not yet taken place for a particular purchase order item, you can reset the purchase order quantity.

If the purchase order item has been delivered in full, but not yet completely settled, you have to wait for the invoice verification function to act on this.

If a purchase order has been processed in full, you can delete the processed purchase order items using the archiving programs.

Please review note 401318 Archiving: Additional information. This note explains the criteria which must be set in purchasing documents.

Error W4004 - Info record exists:
The cause is that there are inforecords without deletion flags for the material: Branch to the transaction for setting deletion flags.

Error W4007 - Dependent storage location entries exists:
There is stock at a storage location. Reduce the stock and the archiving process should work.

Also this message could be due to dependent batches and reservations ect. at the storage level

Error W4009 - Indep. requirements exist: Please review attached note 135807 which gives you information on how to delete these requirements.

Error W4012 - Use in sales and distribution:
The error W4012 indicates that the material is used in sales and distribution, this means that there are open sales documents that exists. You must archive all existing SD documents from your system. You may check this by going to transaction VA05 and check for open sales documents, also check SE16 for the VAPMA table , VBBE table or VBBS table. Please use archiving object SD_VBAK to delete closed sales documents.

Error W4014 - Bill of material exists:
Please use CS15 and check if the material is used in any of the BOM's. If yes then please remove the respective Item. Also if the material is used in any of the BOM header then you would need to delete the entire BOM and you could use Transaction SARA with object CS_BOM for same. Also check table MAST if there any entries for that material. Note 47732 also gives some good information on the material being used in the BOM's

Error W4015 - Use in bill of material:
The material is linked to a bill of materials. Please review notes 47732 and 107109.

Error W4017 - Reservation/Dependent requirements exist:
This message indicates that some reservations exist for the material you are trying to archive. You should be able to see the existing reservations using table RESB. Firstly, you must archive the document that caused the reservation to be created, for example Production Orders then you must archive the reservations themselves. Afterwards, it should be possible to archive the material.
Note 30781 may assist if you identify that these requirements stem from purchase requisitions.

Error W4020 - WM stock transfer (from material) exists:
This error comes from a check on table LUBU (Posting change document). There is an entry for this material/Warehouse in this table these entries have to be has to be archived first using the archiving object RL_LUBU in SARA.

Error W4025 - Use in product group exists:
You have to remove the material from all product groups, to which the material is assigned. You should be able to do this in the transaction MC86. Maybe also the transaction MC91 helps to find them.
The error is also raised, if for the material and plant still a planning material is maintained in the MRP data. In this case you need to remove the assigned planning material for example using transaction MM02.

Error W4031 - Plant is assigned to the valuation area:
The material cannot be archived for this valuation area since the material is still used in dependent tables.Delete these dependencies. You can then archive the material for the valuation area.

This message is created when the MARC entry for valuation area has a check error, but there is no check error for the assigned MBEW entry.

Error W4038 - Use in routing - Inspection Plan:
For the Error W4038 you have to delete the material assignment in the CA02, but this is not enough, because the entries in the database still exist. That means, that you activity in the CA02 has only set the deletion flag, nothing more. To really archive this entries you should use the archiving object PM_PLAN('Routings'), where the still existing entries are archived.

Error W4039 - Routing exists:
Please consult note 60386

Error W4068 - Source list entries exist:
This message is issued, if source list entries exist in database table EORD. You have to change the validity to a day before the archiving date or to set the 'Blocked'-indicator for the entries by transaction ME01 to avoid this error message.

Error W4077 - Delivery exists:
For message W4 077 you have to archive existing deliveries before with archiving object SD_LIKP or RV_LIKP. This are also data, which has to be archived before the material itself.

Error W4080 - Costing data exists:
You will need to archive and delete the cost estimates before you are able to archive the material master.

Check in transaction SE16:
(1) table MBEW select material, remember KALNR / KALN1.
(2) table KEKO select KEKO-KALNR by MBEW-KALNR and MBEW-KALN1.
(3) table KANZ select KANZ-KALNR_MAT/-KALNR_TOP by MBEW-KALNR and KALN1

If you find entries in KEKO or KANZ archiving material master will not be sucessful (message W4080).
The material has to be marked for deletion first (TA MM06). Then all assigned cost estimates have to be archived (transaction CKR3 or SARA ->CO_COPC). When KEKO and KANZ entries disappeared, archive material.

Please refer to note 547867 for more information.

Error W4092 / W4096 - Sales order stock records exist / Dependent sales
                      order stock records (totals) exist:
Sales order stock exist. Sales order stock are special stocks, which are not stored in table MARD. You have to remove existing stocks before and also to archive all special stocks, before you could archive the material. You should use the archiving object MM_SPSTOCK to do this.

Error W4097 - Dependent batch records exist:
The error messages that are raised indicate the following must be performed for the process to be successful. You can find the existing batch via transaction SE16 on table MCHA by entering the material number and hitting [execute].

1. remove/transfer the stock that currently resides in the prior period
for the material/plant/sloc.
2. Set the batch deletion flag using txn MSC2N for material within the
plant.
3. Execute SARA for archiving object MM_SPSTOCK and check the spool file for errors. If errors still exist, one of the above steps was not performed properly. If no error exist, proceed to archive the material/plant using txn SARA for archiving object MM_MATNR as you did previously.

Error W4100 - Dependent special stocks at the vendor exist:
Please perform archive for special stock first via transaction code SARA for MM_SPSTOCK. Entries are found in table MSSL and MSLB.

Error W4102 - Use in the product catalog
The entry in table WLBM has to be deleted. Please check the base layout area of the product catalogues.

Error W4107 - Internal use of the material:
First, error message W4 107 indicates that the material is used as an internal material for another material. Go to table MARA for this material and check fields BMATN and MFRPN.

Please call the function 'MG_BEZUG_MARA_CHECK' with the material and it should give you back a flag, if article is used or not

Also it can be possible that the material is used in table fields
MARA-PMATA
MARA-PMATN
MARC-NFMAT
MARC-STDPD
MARA-BMATN
MVKE-PMATN

Error W4114 - Material is used in control cycles
If the material is used in non-WM-managed storage locations, then you need to delete the KANBAN control cycles using transaction PK02. You can determine using transaction PK18 the KANBAN control cycles for the material and storage location, and check whether the KANBAN control cycles can be deleted.
If the material is used in WM-managed storage locations, then you need to delete the WM control cycles using transaction LPK2. You can determine using transaction LS41 the WM control cycles for the material and storage location, and check whether the WM control cycles can be deleted.

Error W4119 - Stock value for previous year/year before last still                    exists:
Apply notes 392078 and 580664.
After the implementation of this correction, it is not possible to delete the accounting data (Table MBEW) of a material when the stock value is not equal to zero in the previous year. You can only delete the material if the valuated stock is directly booked out in the previous year through a material credit (Transaction MR22) or a price change (Transaction MR21). If postings in the previous year are no longer possible, you will have to wait until the next annual displacement in order to delete the material.

Error W4123 - Material is used in inspection lots:
Please see notes 545168 and 364582.

Error W4125 - Other dependent data exists:
Please implement note 688297.

Also this message can be raised by any implementation of the BAdI BADI_MM_MATNR, so please check all your active implementations. For your own implementations you should use the note 619015 to get specific check error messages instead message W4 125.

Message W4131 - Valuation area is assigned to the plant:               This is just a warning and you should be able to archive through once these errors are removed. Messages with red light are error Whereas any message with yellow are only warning and should not stop the processing. This message is created when the MARC entry for valuation area is ok, but there is a check error for the assigned MBEW entry.

Error W4134 - Dependent material master data still exists:
Please refer note 561972. Also delete the routings / BOMs / PO for these Materials.

And for more information how to carry out archiving, please look at the online documentation under:
Cross Application components -> CA Application Data Archiving -> CO - Controlling -> Archiving Material Cost Estimates.

Please also look at the website:
http://help.sap.com/saphelp_47x200/helpdata/en/8d/3e59bc462a11d189000000e8323d3a/frameset.htm

What happens to PRs generated from Maintenance Orders once status is changed from REL to TECO

The Issue
When we change the Maintenance Order status to REL, a PR will be generated.
When we change the Maintenance Order status to TECO, the PRs will automatically have a deletion flag set to it.
So who controls PR in this case? PM or MM?

The Solution
Now the scenario is between Plant Maintenance and Materials Management. What you are saying is, when a PM Order with PM02/PM03 is control key is created, it will create a Purchase Requisition.
This is correct and in this case, the direct owner or controller is the Plant Maintenance Order itself. If you notice, when you release the Order, then only the PR is generated? And when you Teco the Order, the PR line items are automatically deleted? This is to prevent future creation of Purchase Orders based on PR when the Order is already closed.

For cases like these, involving both PM and MM, the owner is the Order, you cannot do the changes in PR. You have to do the changes in the Order. By doing so, the PR will be updated automatically.

If you Un-Teco the PM Order, the PR line items will be UN-deleted. They will be open again if PO has not been created against the PR line item yet.

How to set a default GL Account for a particular Account Assignment in SAP?

The Issue
How to set a default GL Account for a particular Account Assignment in SAP? For example, If I were to perform Goods Issue to Cost Centre. Or when I am creating a Purchase Order with Account Assignment K.

The Solution
For cases like Goods Issue, the key here is the Movement Type and also transaction OBYC (Automatic Postings).
1) First go to OMJJ to view your movement type.
2) Select the movement type that you require to check e.g. 201 Goods Issue to Cost Centre.
3) Now double click on Account Grouping on the left panel.
4) Check the Acct modif against next to GBB. For this case, it should be VBR.
5) Now that you have the Acct modif, you can find/set the default GL Account in OBYC.
6) In OBYC, double click on GBB.
7) Under VBR general modification, set the default GL accounts that you require against the relevant Valuation Class. If you cannot find any VBR here, just click on Create new to create it.
8) To default a GL for items without valuation class, create a new VBR line while leaving the Valuation Class field empty.

For cases where you would like to default a GL account during PR/PO creation, you would need to look at a different area. We shall use Create PO for Account Assignment K items.
1) Go to SPRO --> MM --> Purchasing --> Account Assignment --> Maintain Account Assignment Category --> Double click on K - Cost Centre
2) From here, you can see the Acct Modification key (Should be VBR).
3) To set a default GL, you can follow the above steps in OBYC --> GBB.

SAP Invoice Verification error "Account Determination for entry 8000 KDM not possible"

The Issue

User is unable to complete an Invoice Verification process because SAP is showing error "Account Determination for entry 8000 KDM not possible". The error is also related to Foreign Currency.

The Solution

The issue above happened because the exchange rate during Goods Receipt, and the exchange rate during Invoice Verification is different. To solve this issue, there are 3 options that you may choose.
1) Select Fix exchange rate in Purchase Order. This has to be done prior to goods receipt.
2) Manually search for the exchange rate used during MIGO-Goods Receipt (refer to MIGO-Goods Receipt Posting Date), and then use it during MIRO-Invoice Receipt. You can find it in t-code S_BCE_68000174.
3) Set in t-code: OBYC -- > KDM a particular GL Account for Exchange rate variances.

When performing MRP Run in SAP, how to exclude certain Storage locations

The Issue

There are times where a certain storage location in a warehouse is to be excluded from MRP Planning. How do we achieve this?

The Solution

It is certainly possible in SAP. There are 2 steps to follow.
1) For materials that are already extended to the storage that you would like to exclude from MRP, go to Change Material in t-code MM02. Then select MRP 4 View. Here, put value 1 at field Sloc MRP Indicator.

2) For materials which are not created, the above setting can be done automatically in SAP. Go to T-code OMIR, set value 1 at the MRP Ind. column for the related storage locations. By doing this, future materials which are extended to the particular storages will automatically have a value 1 at field Sloc MRP Indicator in MRP 4 view.

If we perform deletion for valuation type under storage location level, will it affect valuation type in other storages in SAP?

The Issue

If we perform flagged for deletion for material at valuation type level under storage location level, will it affect valuation type in other storage locations?

The Solution

Although Valuation Type appears to be below Storage location level when performing Flag for deletion in T-code MM06, Valuation Type is actually at Plant level. Therefore, by deleting valuation type in 1 storage location in MM06, it will delete it at Plant level.

Difficulty in searching for materials in SAP

The Issue

In SAP, there are numerous ways of searching for a material. This is done by clicking on F4. It is possible to search by Material Type, Old Material Number, by description, Manufacturer Part number, etc. However, Users would like to search based on other Criteria.

The Solution

If SAP extensive searching method is not suitable, I would suggest using Material Classification. With Material Classification, you are able to classify each material by your own searching criterias. For example, you can add Colour, Size, Location, etc.
To do this, follow the steps below.
1) Create the characteristics that you require, e.g. Colour, Size, etc in T-code CT04.
2) Create Class with Class type 001.
3) Assign the characteristics that you created in Step 1 to Class in Step 2.
4) Extend Material Master in MM01 to add Classification View. If you cannot find classification view while extending, you will need to add it in configuration. Go to SPRO --> Logistics General --> Material Master --> Basic Settings --> Material Types --> Define Attributes of Material Type --> Select your material type and double click on it. Then highlight Classification view and save.
5) Go to Change Material, t-code MM02. Select Classification view, then, add the values that is related to that particular material. For example, For a red material, you can add the value "Red" in Colour Characteristics.

Thats it. You're done with Material Characteristics. Now to search by using these "Values", Use the same method as before by clicking on F4 at the Material field. Then choose Search by classification.

SAP Blanket PO with agreement, when the valid to date has passed, why is the system still allowing to procees with Receiving/Service Entry Sheet?

The Issue

For certain materials/services, agreement blanket POs has been set with the vendor where the prices are fixed for a certain period.
However, once the period is over, the system is still allowing receiving/ service entry sheet process.

The Solution

Currently, the system is only treating this as a Warning, which means that even if the valid to has passed, users are still able to proceed with Service Entry Sheet or Goods Receipt.
It is possible to change it to Error Message where it wont be possible to proceed with Service Entry Sheet / Goods Receipt. This can be done in SPRO --> MM --> Purchasing --> Environment --> System Messages

Will materials with Xplant Mat Status Blocked/Obsolete still be considered during Stock Take in SAP?

The Issue

There are some materials which are blocked from Procurement or Set as Obsolete in Material Master. Will these materials be planned during Stock taking/Physical Inventory?

The Solution

Materials with statuses Blocked for Procurement or Obsolete will still be considered during Stock Take.
The only way to exclude a particular material from Stock Taking process is to Set Deletion Flag to it.

How to know if a PO has been sent to Supplier in SAP?

The Issue

How to know if a PO has been sent to the supplier (list of PO and their status/ which ones need to be processed)

The Solution

For this case, it is not possible to find from any SAP Standard Reports.
However, you can find it if you look through a particular table
Here's what you should do.
1) Go to t-code SE16N or SE11. Either one would do
2) Enter Table name NAST
3) Now at Processing Status (VSTAT) field, enter 1 if you would like to find POs that you have already outputted a message. OR enter 0 if you would like to find POs which you have not outputted a message yet.
4) Optional - You can enter Vendor code under Partner field (PARNR) to narrow down your POs
5) Optional - You can enter PO number under Object Key field (OBJKY). However you would need to include leading zeros if your Purchase Order numbering does not add up to 10 characters.

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1723257&messageID=9262023#9262023

How to know if a PR has been converted to PO in SAP?

The Issue

How to know if a PR has been converted into a PO (list of PR and their status/ which ones need to be processed)

The Solution

If you want to check the PR status, use transaction code ME5A and select processing status B and run the report. Processing Status B indicates that Purchase Order is created for the Purchase Requisition

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1723257&messageID=9262023#9262023

How to set Expiry date for a particular Batch in SAP?

The Issue

For one particular batch, in SAP the expiry date is different from the expiry date maintained in BOX. Now how to change the expiry date, could some one please tell me the Tcode in which I can set the expiry date.

The Solution

As you can see from the previous post, to edit the Expiry Date, do it in MSC2N.
Now to explain a little further, Standard SAP gets the Expiry date by using the following Formula:
Production Date + Total Shelf life days in Material Master (Plant Data Stor. 1 view).
So maybe you can look into this to prevent future errors in Expiry Date.

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1723795&messageID=9262025#9262025

Split Valuation values issue in SAP

The Issue

If i am having split valuated material for value 10, 20 & 30.Should all have MAP or 2 materials can have S & other V.Can i upload the material with MAP or S with value zero in MMR

The Solution

For your information, if you are using Split Valuation, then you can only Use Moving Average Price. This is the requirement for split valuation.
So for each of the split valuation, you set them as MAP, then input the individual values separately.
You can upload the split valuated material with value of 0, or with the real value, e.g. 10, 20, 30.
I would suggest you upload with the real value so that when you raise a Purchase Requisition, system will pick this amount as valuation price.

Just to be clear step by step. We assume that you are creating a fresh new material Ok.
1) Create Material Master
2) At the Accounting 1 view, enter Valuation Category.
3) Leave the Moving Average Price field EMPTY
4) Save
5) Create Material again, this time update view Accounting 1.
6) When the organizational view appears, put in the first Valuation Type
7) Update field MAP with necessary value
8) Save
9) Repeat step 5 - 8

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1720247&messageID=9248733#9248733

Release Procedure for Contract and PO in SAP, does it clash?

The Issue

I am having release procedures(with clasification) in contract and Purchase orders.(Both are against Document types only). First i maintained PO's release procedure . For PO i maintained table - field. CEKKO- BSART.
For contract also same table and fields. How can i maintain release procedure for contracts with out any effecting PO's release procedure.

The Solution
You can use the same Release Group because they share the same release Table, CEKKO-BSART for all Purchasing Documents. These includes Purchase Orders, Contracts, and other Agreements.
However, it will not clash because PO and Contract have different document types.
For example, in PO document type will be NB, FO. Whereas for Contract it will be WK,MK.
So in SPRO under release strategy, you will have strategies for the NB and FO document types for Purchase Order. As for Contracts, you will have your own set of strategies for MK, WK, with the same Release Group.

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1669433&messageID=9022137#9022137

How to ensure No goods movement at Plant level in SAP?

The Issue

Is there configuration at the Plant Level to specify "No Goods Movement Allowed"? I want to stop the user's from any type of goods movement but at the Plant level. I thought I had seen this config but now can't seem to find it or maybe it doesn't exist??

The Solution

You can do either of the following:
1) Control users access by limiting his/her authorization (In transaction PFCG).
2) For each materials under plant (Set a blocking status 01/02/03 under the Xplant Mat status field in Material Master).
3) Physical Inventory document for each storage location under the particular plant (highly unlikely).

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1656676&messageID=8967654#8967654

MD01 re-planning does not seem to work in SAP

The Issue

I have run MD01 for a specific scope of planning and it has planned the materials sucessfully. The problem is that if I try to re-run MD01 again (planning mode = 3), it doesn't plan any material. How should I solve this problem?

The Solution

Planning mode is not the solution.
You need to change the Processing Key from NETCH to NEUPL.
If you leave it at NETCH, this means that, whatever that have been planned before & changes were made, it will still not regenerate the MRP planning.
So to Re-plan, you need to use NEUPL.

So your settings should be
NEUPL
3 Planned Orders (If you want PRs then change it to 1)
3 Schedule Lines
1 MRP List
3 Delete and recreate planning Data

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1667016&messageID=9011964#9011964

How to Adopt PR price into PO in SAP?

The Issue

We are facing a problem with PO price not getting copied from PR, our Client dont want to maintain the Info record as material they are using is generic (general, not specific or special), so is there any way or configuration setting so the PR price get copied into PO

The Solution

Please follow the steps below.
1) SPRO --> MM --> Purchasing --> Authorization Management --> Define Function Authorizations for Buyers
2) Maintain 01 function authorization or copy it to create a new one
3) Under General Parameters, Check Adopt PO Price.
4) If you would like PO to have reference objects as mandatory, uncheck W/o Reference Optional
5) Go to each buyers ID by SU01 --> Parameter. Enter EFB and enter the 2 codes that you defined in Step 2.
6) Log out then log back in

Now with that ID, when you create PR, under valuation, you have a new drop down button asking whether you would like to adopt the price in PO.

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1656114&messageID=8963072#8963072

How to re-trigger Release Strategy which has already been released in SAP?

The Issue

I want to enable a functionality to release the PR after changing the existing one(Which is already released). Please let me know the configs to be done for enabling this.

The Solution

Regarding the issue of re-releasing a PR/PO after it has been released and then subsequently changed, please follow the steps below.
1) SPRO --> MM --> Purchasing --> PR --> Release Procedure --> Procedure with classification --> Set up procedure with classification --> Release Indicator
2) Double click on the indicator that you use for the Release (Most of the time, it would be 2 - RFQ/purchase order)
3) Set the changeabil to 4 (Changeable, new release in case of new release strat or val change)

With the setting above, it will re-trigger the release strategy. It can be retriggering the same Release Strategy or a different one, depending on the changes that you have made to PR.

However, if the change is a decrease in Value, it will not re-trigger the release. Only an increase in val change will it trigger a new release strategy.
Currently, there is no way to re-trigger release strategy when there is a change in value (decrease).

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1657203&messageID=8967611#8967611

Problem with Material Serial Number in Goods Receipt in SAP

The Issue

While creating the Material Master we could not activate Serial Number. We created the Purchase Order & done the Goods Receipt for the Material without Serial Number.
Later we activated the Serial Number profile for the Material and did the Good Receipt with Serial Numbers.

Now we want to reverse the first document where Material was received without serial number, but the system does not allow us to do so.

The displays the following message:
Maintain serial numbers for total quantity

We just tried to de-activate the Serial Number profile, but the system does not allow us to do that also.

The displays the following message:
Serial numbers already assigned to this material

We need to reduce the stock.

Please advice what to do?

The Solution

Method 1
1) Since you cannot remove the serial profile, you will have to create a Dummy profile e.g. ZMZZ (up to you to come up with the 4 alphanumerics).
2) In this profile, set the StkCk as Blank, procedure MMSL set it to 01 (SerUsage), 01(EqReq)
3) Once you have done the above, you can now do the necessary Inventory Movements e.g. transfer posting, GR,GI..
4) When you have you have removed the previous quantities without serial numbers, insert the proper serial profile back to the material master.
5) Perform receiving to get those quantity back in SAP while inputting new serial numbers.

Method 2
1) Instead of removing the previous quantities without serial numbers, you can try this.
2) Edit the current serial profile, set the StkCk as Blank
3) Create serial numbers according to the quantities that you do not have serial number. E.g. if you have 3 quantity without serial number, so you should create 3 serial numbers for this material.
4) Perform Transfer posting from MIGO_TR for the material from one storage location to another (you can choose to repeat the same storage location also). Input the serial numbers here. Once all is completed in this screen, check and Post.
5) All your quantities now will be serialized with status ESTO (within storage locations).

Source: http://forums.sdn.sap.com/thread.jspa?threadID=1655349&messageID=8961696#8961696