Material Listing and Exclusion - SAP SD

Material listing/exclusion is functionality in SAP SD that controls what materials a customer can buy. When you maintain a material listing for a customer, the customer can only buy those goods contained in the material listing assigned to the customer. Conversely, material exclusions allow you to set up a list of materials that a customer cannot buy.

Examples for material listing/exclusion

Examples for material listing/exclusion

The first example shows how a material listing record maintained for a customer restricts a customer order to be processed only for listed materials, whereas the second example shows how material exclusion helps you exclude a particular material in customer order processing. The end results from both the approaches are same.

You can maintain a material listing at a sold-to level and also at a payer level. In the event the sold-to and payer are different and the material listing is maintained at both levels, the sold-to material listing takes precedence over the payer material listing. If the listing is only maintained at either the sold-to level or the payer level, SAP picks that level. If there is no listing maintained at either level, the customer is allowed to purchase any material without any restrictions. If your business scenario demands a new configuration setup for material listing/ exclusion, you can configure that by setting up the condition technique for material listing/exclusion.

CASE STUDY Galaxy Musicals Instruments Customization Scope: Material Listing/Exclusion

Galaxy Musical Instruments has a requirement to restrict the sale of a few musical instruments to customers who buy directly from its website. For retail customers buying via the retail channel, the restriction is enforced by individual retailers on their customers. To enforce this restriction in SAP ERP, Galaxy decided to use material exclusions for such customers. The initial design study was performed, and we decided to use standard condition type B001 as-is to maintain material exclusions.

Customizing the Material Listing/Exclusion

Material listing/exclusion also uses the condition technique. You start the customization with condition table setup, followed by the access sequence, condition types, and the determination procedure. In this section, without going into details of the condition technique setup, we will discuss the key customization elements related to material listing and exclusion setup. To get to the customization screen for material listing/ exclusion, follow the menu path IMG ➢ Sales And Distribution ➢ Basic Functions ➢ Listing/Exclusion. You will be presented with a Choose Activity dialog box showing various customization activities for material listing/exclusion.

Initial configuration screen for material listing/exclusion

Initial configuration screen for material listing/exclusion

Step 1: Set Up the Condition Table

As always with the condition technique, the first step is to maintain a condition table. From the Choose Activity dialog box, choose Maintain Condition Tables For Listing/Exclusion. Alternatively, you can use transaction code OV05. As usual, you can either choose a three-digit number from the customer namespace along with a meaningful description to define your own condition table or use condition tables provided by standard SAP.

Adding Fields to the Field Catalog

If some fields that you want for your condition table do not exist in the field catalog, you can add them using the following steps:

  1. Depending on whether you need a header or an item field, append the KOMKG (header) or KOMPG (item) communication structure and add the new field to the respective customer includes, KOMKGZ and KOMPGZ. When you add fields to KOMKGZ and KOMPGZ, the fields automatically get included in the main communication structure, KOMGG.
  2. Add these new fields to the field catalog using the activity Maintain Allowed Fields For Listing/Exclusion in the Choose Activity dialog box.
  3. Use USEREXIT_MOVE_FIELD_TO_KOMKG (header fields) and USEREXIT_ MOVE_ FIELD_TO_KOMPG (item fields) from include MV45AFZA to populate values for the new fields during sales order processing.

Step 2: Set Up the Access Sequence

Once done with the condition table creation/selection, the next step is to define the access sequence. In the Choose Activity dialog box choose Maintain Access Sequences For Listing/Exclusion. Alternatively, you can use transaction code OV01. the customization setup for access sequence A001 and B001 available in standard SAP for material listing/exclusion.

Overview screen for defining the access sequence

Overview screen for defining the access sequence

Assigning condition tables to the access sequence

Assigning condition tables to the access sequence

You can use this standard setup if it suffices for your business needs or else create your own access sequence using a four-character identification key along with a meaningful description. (Always use Y orZfor your own creations.) Set up the condition tables that you defined in previous steps from most specific to least specific, and assign requirements wherever you think necessary. Here, requirement 1 is provided in standard SAP to handle the scenario where you have a different sold-to and payer and both have material listings. The first access (10) is for the scenario where the sold-to and payer are the same. Access 20 is for where the sold-to and payer are different. When you are finished, don’t forget to click the Utilities button to generate the access sequence.

Step 3: Set Up the Condition Types

Once done with the access sequence maintenance, the next step is to set up the condition types. In the Choose Activity dialog box choose Maintain Listing /Exclusion Types to maintain the condition types for listing and exclusion. Alternatively, you can use transaction code OV02. As usual, you can either use standard SAP condition types if they suffice for your business needs or define your own condition types for material listing and exclusion using a four-character identification key along with a meaningful description. (Here again, always use Y or Z for your own creations.) Once the condition types are defined, assign the access sequences created in the previous steps to their respective condition types.

the customization setup that is available in the standard SAP system for condition types A001 and B001. As you can see, listing condition type A001 is assigned to access sequence A001, and exclusion condition type B001 is assigned to access sequence B001. You can also provide a default validity to your listing/exclusion records by selecting from the available values for the Valid From and Valid To fields. For example, you can set up your conditions to be valid from the first day of the year to the end of current year, from the first day of the month to the end of the current month, or even from today’s date until December 31, 9999.

Maintaining listing/exclusion types

Maintaining listing/exclusion types

Step 4: Set Up the Determination Procedure

Once done with the listing/exclusion type setup, the next step is to set up the determination procedure. In the Choose Activity dialog box choose Procedures For Maintaining Listing/Exclusion to maintain the determination procedure for listing and exclusion. Alternatively, you can use transaction code OV03. the customization screens for the listing/ exclusion determination procedure setup. In standard SAP, procedure A00001 is provided for listing, and B00001 is provided for exclusion.

Maintaining the listing/exclusion procedure

Maintaining the listing/exclusion procedure

Assigning the listing/exclusion type to the procedure

Assigning the listing/exclusion type to the procedure

To create your own material listing/exclusion determination procedure, provide a six-character unique identification key starting with Y or Z along with a description. Assign the condition types you created in previous steps to your procedure, and save your entry.

Step 5: Assign the Procedure to a Sales Document Type

Now you are at the last step for listing/exclusion customization, which is assigning the listing/exclusion procedure to the sales document type. From the Choose Activity dialog box choose Activate Listing /Exclusion By Sales Document Type to maintain the assignment. Alternatively, you can use transaction code OV04.the customization screen for assignment.

Activating the listing/exclusion by sales document type

Activating the listing/exclusion by sales document type

Unlike in access sequences for other determination procedures, we don’t have an exclusion indicator in the access sequence for material listing /exclusion to handle situations where there are multiple condition records. Here, the Pro (procedure) field controls the system reaction when there is more than one listing. We’ll cover the impact of various available values in the Pro field with the help of an example.

Say you maintain two separate material listings: at the customer level and at the customer group level. The customization setup contains a material listing access sequence with two accesses: step 10 for the customer and step 20 for the customer group. When you enter an order for a material that is maintained in both the material listings, the access that will apply to your sales order will depend upon what customization you have maintained for the Pro field:

If the Pro field contains value A, then SAP will use the last listing in the access sequence (here, 20 for the customer group).

  • If the Pro field contains value B, then SAP will make sure that at least one listing must apply.
  • If the Pro field contains value C, then SAP will apply all listings. (Here, both 10 for customer and 20 for customer group will be applied.)
  • If the Pro field value is blank, then SAP will use the first listing in the access sequence (here, 10 for the customer).

summarizes what we have discussed so far about material listing/exclusion customization.

Material Listing and Exclusion Setup Available in Standard SAP

Material Listing and Exclusion Setup Available in Standard SAP

Handling the Material Listing/Exclusion in Deliveries

When a delivery is created with reference to an order, material listing/exclusion is carried out in the delivery with reference to the underlying sales document. If material listing/exclusion is active for the underlying sales document, you will be able to perform the listing/exclusion for newly added items to the delivery. However, you cannot perform the material listing/exclusion in the delivery document for the items copied over from the sales order to the delivery.

Stand-alone delivery documents (delivery type LO) are not created with reference to a sales order. Therefore, material listing /exclusion functionality in these documents is handled through the Default Order Type field in the delivery type customization (0VLK). In standard SAP, sales order type DL is assigned to delivery type LO. So, if material listing/exclusion is activated for sales document type DL, you will be able to use material listings/exclusions in stand-alone delivery documents too. Similarly, the assignment of a default billing type to an LO delivery type is also controlled by sales order type DL.

Maintaining the Material Listing Master Records

You can maintain material listing/exclusion condition records for a customer by using transaction code VB01 or by following menu path Logistics ➢ Sales And Distribution ➢ Master Data ➢ Products ➢ Listing/Exclusion ➢ Create. When you are at the overview screen, choose condition types A001 for material listing and B001 for material exclusion if you are using the standard SAP setup. If you are not using the standard SAP condition types, use the one you customized for use with material listing/exclusion. Now click the key combination button to call up the key combination record. Choose the key combination for which you want to maintain condition record, and click the button to call up the detail maintenance screen. To finish, maintain your condition records, and save your entry.

Creating a material listing, initial screen

Creating a material listing, initial screen
Creating a material listing, details screen

Creating a material listing, details screen

Once condition records for listing/exclusion are maintained for a customer, SAP uses the condition technique to search the suitable record and apply the restrictions as per that record to customer sales and delivery document processing.

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