Master Data

Master data is a data or a basic information which we need for any types of transaction, selling, movements of goods or for any other activity. e.g. Customer Master Data, Material Master Data, Pricing or Condition master data or Vendor Master Data.  

Mostly, this data remains constant but we do need to update it time to time. During Cut-over Activity, we upload all the master data from legacy system to SAP System. We will discuss this in depth further.

Here we will be discussing Customer Master data and Pricing or Condition Master Data. So first I will be covering Customer Master Data.


For creating a Customer master data, we need to maintain these 2 parameters:

1. Define Customer Account Groups
2. Create and assign Number Ranges for Customer


Note:  Accounts Groups and Number Ranges are maintained by FICO Consultants.


1. Customer Account Groups: A customer account group is used to group together customers by some criteria. In Customer account groups we choose the fields of customer master according to the need. 

T-Code: OBD2

Navigation Path: SPRO-> IMG -> Financial Accounting -> Accounts Receivable and Account Payable -> Customer Accounts -> Master Data -> Preparation for Creating Customer Master data -> Define Account Groups with Screen Layouts


Steps to Follow:

• Click on New Entries.
• Enter the 4 digits alphanumeric key to represent your Account group.
• Enter the name of your Account Group.
• Choose the General data, Company code data or Sales data from the Field status.
  
  
• Select the Address tab from the group.
  
  
• Make the necessary change by making the fields Optional, Required, Display or Suppress them according to your needs.
  
  
• Using the same process modify the field status of your account group.
• Save the data.

2. Number Ranges for Customer: It is a unique number which represents your Customer. We can assign the different range of numbers to different roles of Partner function.

T-Code: XDN1

Navigation Path: SPRO-> IMG -> Financial Accounting -> Accounts Receivable and Account Payable -> Customer Accounts -> Master Data -> Preparation for Creating Customer Master data -> Create Number ranges for Customer accounts

Steps to Follow:

• Click on Change Intervals with a Pencil sign.
  
  
• Click on Add Intervals and a new interval pop-up screen will appear.
  
  
• Enter the 2 digits alphanumeric code to represent your number range.
• Enter the interval in From number and To number column.
• Select the Ext box to use External numbering for customer.
  
  
• Save your data. 

Note: Ext is not checked then the system will assign a number to the customer automatically from the range we have defined. If it is checked then we have to assign a number by ourselves.

Assign Number Ranges to Customer Account group: After defining the number range, now we have to assign it to the Account Group.

T-Code: OBAR

Navigation Path: SPRO-> IMG -> Financial Accounting -> Accounts Receivable and Account Payable -> Customer Accounts -> Master Data -> Preparation for Creating Customer Master data -> Assign Number ranges to Customer Account group

Steps to Follow: 

• Select your account group.
• Enter your number range in the field.
• Save your data.
  
  

Customer Master data is a data regarding the Customers of our company. In this, we store all the information about Customer like his address, shipping preferences, payment procedures etc. We will be needing all this info while we do sales transactions, deliveries and payments. 

Customer Master Data consist of 3 sections:

1. General Data: It consists of all the information of the Customer. e.g. name. address, Contact information, Payment info, goods unloading point etc
2. Company Code Data: In this section, we maintain the data which is relevant for accounting purposes. e.g. reconciliation account, terms of payment, insurance details etc. All the data here will represent to only one company code.
3. Sales Area Data: Here we maintain the data for customer sales area like billing, shipping data, sales data etc. All the data here will represent to only one sales area.

T-Code: XD01 with Sales Area Data

               VD01 without Sales Area Data

Steps to Follow:

• Select the Account Group you want to use for your Customer.
• Enter the Company Code and Sales Area data and hit Enter.
  
  
• Fill in the details in Address tab of General Data.
  
  

Choose Company code data or Sales Area Data and maintain the data in it. 

• We can add another partner functions like vendor, forwarding agent etc. in the Partner function screen.
• Once you have maintained all the necessary fields, Save your data.

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Enterprise Structure Assignment

After defining our Enterprise Structure in SAP system, our next task is to assign them together. This is very important because if we left something or if we didn't assign our Enterprise Structure properly then we are going to face so many errors while performing different business scenarios. 

We have already defined the parts of our Enterprise Structure, now is the time to link them together.


Company(Client) to Company Code: 

T-Code: OX16

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Assignment -> Financial Accounting -> Assign Company Code to Company


Steps to Follow:

• Click on position button 
• Choose your Company code.
• Mention your Company (Client) name in front of your Company Code.
• Save your data.

Plant to Company Code: In this step, we will be assigning all our plants with our Company codes.

T-Code: OX18

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Assignment -> Logistics General -> Assign Plant to Company Code

Steps to Follow:

• Click New Entries.
  
  
• Enter your Company Code and Plant.
• Save your data.
  
  

Shipping Point to Plant: In this step we will be assigning our shipping points with plants. 

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Assignment -> Logistics Execution -> Assign Shipping Point to Plant 

Steps to Follow:

• Press Ctrl+f and find your plant.
  
  
• Double click on your plant and a pop-up screen will appear.
• Select your Shipping points.
  
  
• Save you data.
  
  

Sales Organization to Company Code: In this step, we will be assigning our Sales Organization with our Company Code. As we know that one Company Code can have numbers of Sales Organizations.  

T-Code: OVX3

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Assignment -> Sales & Distribution -> Assign Sales Organization to Company Code

Steps to Follow:

• Press Ctrl+f and find your Company code.
  
  
   
• Now double click on your Company code and a pop-up screen will appear.
• Choose your Sales Organization.
  
  
  
• Save your data.

Distribution Channel to Sales Organization: In this step, we will be linking our Distribution channel with our Sales Oranization. We can assign number of Distribution channel to different Sales Organization. It means we can assign one distribution channel with several sales organizations.

T-Code: OVXK

Navigation Path: SPRO-> IMG -> Enterprise Structure -> Assignment -> Sales & Distribution -> Assign Distribution Channel to Sales Organization

Steps to Follow:

• Press Ctrl+f to find your Sales Organization.
• Choose your sales Organization.
  
  
• Now double click on your Sales Organization and a pop-up screen will appear.
• Choose your Distribution Channel.
  
  
• Save your data.
  
  

Division to Sales Organization: Just like previous step, here we will be assigning our Divisions to Sales Organizations. Here also we can assign as many divisions to number of Sales Organizations. It means One division can be linked with number of Sales organizations.

T-Code: OVXA

Navigation Path: SPRO-> IMG -> Enterprise Structure -> Assignment -> Sales & Distribution -> Assign Division to Sales Organization


Steps to Follow:

• Press Ctrl+f to find your Sales Organization.
• Choose your sales Organization.
  
  
• Now double click on your Sales Organization and a pop-up screen will appear.
• Choose your Division.
  
  
• Save your data.
  
  

Sales Office to Sales Area: We will be assigning our Sales offices with our Sales Area. A sales office is just a geographical location of Sales area. A sales area can be assigned to number of Sales offices. 

T-Code: OVXM

Navigation Path: SPRO-> IMG -> Enterprise Structure -> Assignment -> Sales & Distribution -> Assign Sales Office to Sales Area

Steps to Follow:

• Press Ctrl+f to find your Sales Area.
• Choose your sales Area.
  
  
• Now double click on your Sales Area and a pop-up screen will appear.
  
  
  
• Choose your Sales Office.
  
  
• Save your Data.
• Assign all your sales offices to your Sales area by following the same process.
  
  

Sales Group to Sales Office: Here will be assigning our Sales group which is just a staff or sales persons to the sales office. 

T-Code:OVXJ

Navigation Path: SPRO-> IMG -> Enterprise Structure -> Assignment -> Sales & Distribution -> Assign Sales Group to Sales Office 

Steps to Follow:

• Press Ctrl+f to find your Sales Office.
• Choose your sales Office.
  
  
• Double click on your sales group and assign your sales group to your sales office.
• Save your data.
  
  

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ENTERPRISE STRUCTURE

COMPANY (CLIENT): It is a client to whom we are going to implement SAP. It represents a corporate group. It is the highest organizational unit in the enterprise structure.

One company can have as many company codes but one company code can only be linked with one Company. So the relationship between them is one to many.

T-Code: OX15

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Financial Accounting -> Define Company

Steps to follow:

1. Click on New Entries on the application toolbar
2. Add details of your Company in it.
3. After adding all the information, Save the details by pressing Ctrl+s.




COMPANY CODE: It is a legal and independent accounting entity. It is a subsidiary of the company. We can create balance sheets and Profit and Loss statements at this level. It is assigned to Company.


T-Code: OX02

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Financial Accounting -> Edit, Copy, Delete, Check Company Code -> Edit Company Code data


Steps to Follow:

1. Click on New Entries. 
2. Enter the 4 digits alphanumeric key to represent your company code.
3. Enter the Company Code name.
4. Add the City, Country, Currency and Language.

5. Press Ctrl+s, an Edit address screen will pop up.

6. Fill in all the necessary details and save your data.




PLANT: It is a geographical area where we manufacture or kept goods and services. From the material management point of view, it is a location where the material stock is kept. But from sales and distribution point of view, it is a location from which materials and services are distributed to the customer.

A company code can have many plants. So we assigned a plant to the company code. A plant can also be assigned to the sales organization and distribution channel of a different company code. This is done in the case of inter-company sales.


T-Code: OX10

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Logistics – General -> Define, Copy, Delete, Check Plant -> Define Plant


Steps to Follow:

1. Click on New Entries.
2. Enter the 4 digits alphanumeric key to represent your Plant.
3. Fill in the details.



4. Press Ctrl+s, an Edit address screen will pop up.
5. Fill in all the necessary details and save your data.








STORAGE LOCATION: It is a sub-location in a plant. It is the place where stocks are physically kept within a plant. Physical inventories are carried out at storage location level. There may be one or more storage locations within a plant. It is assigned to Plant.


T-Code: OX09

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Material Management -> Maintain Storage Location


Steps to Follow:

1. Specify the name of the plant in the Work area field. (It is an assignment of storage location with plant)
2. Press Enter to continue.

3. Click on New Entries.
4. Enter the 4 digits alphanumeric key to represent your Storage Location.
5. Fill in the description and save your data.







Shipping Point: It is the highest-level organizational unit of shipping that controls your shipping activities. All type of deliveries takes place from the shipping point. It is assigned to one or more plants.


T-Code: OVXD

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Logistics Execution-> Define, Copy, Delete, Check shipping point-> Define Shipping point


Steps to Follow:

1. Click on New Entries.
2. Enter the 4 digits alphanumeric key to represent your Shipping point.
3. Fill in the details.

Note: 

Factory Calendar: In this, we maintain a calendar which defines public holidays, working days for this shipping point.
Working Times: It defines the shift hours.
Determine Time: In this, we define the loading and Picking and Packing time for our shipping point. It means how much we gonna need for loading and picking and packing the goods.

4. Press Ctrl+s, an Edit address screen will pop up.
5. Fill in all the necessary details and save your data.







Sales Organization: It is responsible for selling and distribute products and service. It defines the terms of sale. It is assigned to company code. A company code can have many sales organization. So the relationship between Company code and Sales organization is One to many.

It is further assigned to the plant. A sales organization do business with other company codes plants also. This is an Inter-company sale scenario where one plant which is under different company code provides products and services to sales organization which is under another company code. We will discuss this scenario in Inter-Company sales Process.


T-Code: OVX5

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Sales and Distribution -> Define, Copy, Delete, Check Sales Organization -> Define Sales Organization


Steps to Follow:

1. Click on New Entries.
2. Enter the 4 digits alphanumeric key to represent your Sales Organization.
3. Enter your Sales Organization name.
4. Enter your Statistics Currency, Sales Org. Calendar and check Rebate proc. active (if you want to activate Rebate process for your Customer or product).


5. Press Ctrl+s, an Edit address screen will pop up.Enter the Sales Organization name.



6. Fill in all the necessary details and save your data.

Distribution Channel: It is a mean through which product and services reach to the customer. It represents strategies to distribute goods and/or services to the customer. It is assigned to the sales organization. A sales organization can have many Distribution channels and a distribution channel can have many sales organization. So the relationship between them is many to many.


T-Code: OVX1

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Sales and Distribution -> Define, Copy, Delete, Check Distribution channel-> Define Distribution channel


Steps to Follow:

1. Click on New Entries.
2. Enter the 2 digits alphanumeric key to represent your Distribution channel.
3. Enter the name of Distribution channel.
4. Save your data.







Division: It is used to represent a wide range spectrum of products. It is assigned to the sales organization. One sales organization can have many divisions and a division can be assigned to many sales organization. So, the relationship between sales organization and division is many to many.


T-Code: OVX8

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Logistics - General -> Define, Copy, Delete, Check Division-> Define Division


Steps to Follow:

1. Click on New Entries.
2. Enter the 2 digits alphanumeric key to represent your Division.
3. Enter the name of Division.
4. Save your data.






Sales Area: It is a combination of the Sales organization, Distribution channel and Division. It can belong to only one company code.


T-Code: OVXG

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Assignment-> Sales and Distribution -> Setup Sales Area


Steps to Follow:

1. Press Ctrl+f to find your sales organization.



2. Double click on your sales organization.
3. Select Distribution Channel pop-up screen will appear.
4.Choose the distribution channels you want to assign to your sales organization.




5. Now double click on your distribution channel.
6. Select Division screen will pop up.
7. Choose the divisions you want to assign to your distribution channel.
8. Save your data

Sales Office: It is defined as a physical location (for example, a branch office) that has responsibility for the sale of certain products or services within a given geographical area. It is assigned to the sales area. A sales area can have many sales offices.


T-Code: OVX1

Navigation Path: SPRO -> IMG -> Enterprise Structure -> Definition -> Sales and Distribution -> Maintain Sales Office


Steps to Follow:

1. Click on New Entries.
2. Enter the 4 digits alphanumeric key to represent your Sales Office.
3. Enter the Description of the Sales office.




4. Press Ctrl+s, an Edit address screen will pop up.
5. Maintain the sales office address and contact information.
6. Save your data.

Sales Group: It is a group of salespeople who are responsible for processing sales of certain products or services. By using sales groups you can designate different areas of responsibility within a sales office and also can be used for reporting purposes. It is assigned to the sales office. A sales office can have any sales group.


T-Code: OVX4

Navigation Path:SPRO -> IMG -> Enterprise Structure -> Definition -> Sales and Distribution -> Maintain Sales Group


Steps to Follow:

1. Click on New Entries.
2. Enter the 3 digits alphanumeric key to represent your Sales group.
3. Enter the description of the Sales group.
4. Save your data.

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