SAP Batch Determination

 
 
Study Material Contributed by Ulhas Kavle - Senior SAP Consultant
 

SAP Batch Determination

 

Batch Determination

 
 

Define Batch Determination

 

 

Batch Determination is used in inventory management, production, sales and distribution, warehouse management. It is used to select batches and allocate the same in a manufacturing order or in an outbound delivery or in a goods issue/goods transfer in inventory management.

 

In Production, Sales & Distribution, in inventory management or in warehouse management, batch determination is used to search and allocate batches for the components in production order/process order or to search and allocate the delivery batches in a customer based outbound delivery or to search for batches and allocate batches in goods issues.

 

The tools that batch determination uses is the determination condition techniques based on the condition tables, access sequence and strategy types. These condition types are enough to choose and allocate batches. Though additionally batch determination uses selection classes and its characteristics values to choose batches and/or uses sorting rules to choose sort batches while selection based on characteristics and its values.

 

We have already learnt in batch derivation documentation, how the search procedures condition techniques help in searching the sending batches and receiving batches and thus derive the transfer of characteristics values. Similarly you can use the search procedures techniques to search and select batches during batch determination.
 
 

SAP Batch Determination Condition Techniques

 

SAP Batch Determination Condition Techniques

 

 

You can follow the steps as below to create Batch Search Procedure Techniques:

 

 

 

First Step – Create Batch Determination Condition tables

 

 

Batch determination condition tables once created become the key combination fields for searching batches. Eventually the condition records or search strategies are created as master data based on these key combinations. The Condition Tables are created separately for IM, Production, WM and Sales.

 

 
 
 

 

Second Step – Create Batch Determination Access sequence

 

 

Batch determination access sequences have multiple condition tables (key combinations) assigned in a sequence of priority. This facility allows you to create data for many key combinations so that even if the search of batches fails on the first key combination condition the rest in the priority would help in search. The Access Sequences are created separately for IM, Production, WM and Sales. The below screen-shot shows all the screens involved in the access sequence configuration.

 
 

 

 

 
Third Step – Create Batch Strategy Types

 

 

Batch Search Strategy holds multiple access sequences, though not assigned in any sequential priority. The assignment of the strategy types is separately for IM, Production, WM and Sales.

 

The strategy types or condition types are assigned in priority in the next step called “Batch Search Procedure Definition”.  

 

The strategy type’s configuration holds the selection criteria and the sort rules used in batch determination techniques.

 

Strategy types are used ultimately to create the batch search master data or batch search condition record so that the system would know the exact level at which search for batches is to be carried out along with the selection/sort rules of these batches.

 

It is obvious that batch search strategy is used to search batches on certain rules, because you want to automate the process and do not want it to do it manually for each and every batch. Thus you have to aid the system in putting in a decision such as - search all the batches of a given plant or search all the batches of a given set of material at a plant or search batches for a given component or etc.

 

 

 

 

 

Additionally the system gets a help from the selection criteria or the sort rules to select and sort the batches for a characteristics value. Though the selection criteria and the sort rules are optional if the condition tables and the strategy types are enough to search and assign the batches to the business objects. The selection and sort rules can be defined separately and assigned to the strategy type. See the explanation below:

 

 

Create Selection class (Optional in Batch Determination) – Selection class is used to help the system choose a certain batch based on the characteristics and their fixed values. Therefore when you create a selection in SAP using transaction code BMC1 (BMC2/BMC3).

 

You would then assign the selection class to the strategy and use the same in the condition record master data. In the condition records you need to enter the required fixed values against any class characteristics that you would want to use to search the batches.

 

 

Create Sort Rules (Optional in Batch Determination) – Sort Rules are used to help the system sort the batches for the given class characteristics. When you create the sort rules in Batch determination, you would select the characteristics on which you would want to sort the batches for selection and assignment to an object. The characteristics on which the sort rules are based upon (LAST_GR) is shown in the screen-shot below.

 

 

 

 

 
Fourth Step - Create a Batch Search procedure

 

 

A Batch Search procedure holds multiple strategy types assigned in sequential priority. The Batch search procedure thus becomes the final configuration which holds the total search configuration together. The Batch Search Procedures are created separately for IM, Production, WM and Sales.

 

 

 

 

 

 

 
Fifth Step - Batch Search Procedure Allocation and Check Activation

 

 

In this step you allocate the batch search procedure to the respective modules. In the case of inventory management, the Batch search procedures are assigned to the Movement types. In the case of production or process order, the batch search procedures are assigned to the production plants and order types. In the case of Sales and Distribution the Batch Search Procedures are assigned to the Sales Areas and Sales document type. In the case of Warehouse Management, the Batch Search procedures are assigned to the Warehouse number and they can be also assigned to the warehouse number + Movement type combination.

 

The below screen shot shows the batch search procedure assigned to various SAP logistical areas. There are 4 screens illustrated in one screen shot below.

 

 
 
 
 

 

Sixth Step – Creation of Batch Search Condition records or Batch Search Strategy  

 

 

When the entire configuration for batch search condition techniques is done, you would create the Batch search condition records using varied transaction codes:

 

For Inventory management - MBC1 – Create, MBC2 – Change, MBC3 – Display

For Production order/Process order - COB1 – Create, COB2 – Change, COB3 – Display

For Sales and Distribution - VCH1 – Create, VCH2 – Change, VCH3 - Display

For Warehouse Management - LS51 – Create, LS52 – Change, LS53 – Display

 

 

The Batch Determination Search Strategy or Condition records can be created as below:

 

 
 
 
 
Step 1:

 

Enter the Strategy Type – For example C001 in Production order Scenario

 

 

Step 2:

 

Press Enter

 

 

Step 3: A Key combination is provided by the system to choose from. Choose a Key combination for which you want to create the condition record for. The Key combination in this case is Order type + Plant + Component.

 

 

Step 4: Enter the Values for the order type, plant and the component combination for which you want the system to search the batches during batch determination. Also enter the Validity Period for which the Batch Master Strategy would be valid and can be used by the system.

 

Enter the values of the following fields while creating the batch strategy master data or you can also have the values of these fields brought in from the “Batch strategy type configuration”

 

  • Number of allowed Batch splits – Enter the allowed number of batch splits during batch determination. Batch splits specifies the number of batches that can be picked so as to satisfy the requirement quantity.

 

  • Select the “Change allowed” indicator – If you want the number of batch splits to be flexible and it can be changed as per the situation, so as to satisfy the quantity required.

 

  • Over delivery Allowed – If you select this indicator, the batch split can pick up batches whose batch quantity could possibly exceed the requirement quantity.

 

  • UOM to display the batch quantities in, during the batch determination process. It could be in stock keeping UOM or in unit of entry of the document.

 

  • Select the “Dialog for Batch determination” – If the batch determination is run in the foreground and if you want the results of batch determination to pulled-up in a dialog box, you should select this indicator. Forget this indicator if batch determination is always carried out in the background.

 

  • Routines – You can assign Routines to help in quantity proposal. If there is no special routine that you have created for batch determination then you can set this field with a default value as “1”. Routines in SAP would carry out certain functions. For example you can write a routine to select the batches in batch determination based on your own special rules and logics which cannot be covered by search procedures, selection classes and sort rules.

 

  •  Selection Type – Specifies the following options which are self explainable.

 

 

Immediate selection according to selection criteria

N

No selection at beginning of batch determination

O

Selection with no selection criteria

F

Selection criteria cannot be changed in batch determination

 

 

 

Step 5: If you are working with selection classes, you can assign the characteristics values for which you want the system to select the batches during batch determination as shown in the screen shot below.

 

If you are working with Sort rules as well, you can assign a sort rule (create the sort rule before you create the Batch Search Strategy).

 

 

 

Illustration of Batch Determination Condition Technique Configuration

 

 

This particular Illustration of Batch determination condition techniques configuration is shown for SAP PP/PPPI.

 

 

Step 4: Create Batch Search Procedure

0010    CO0001   10   ZP01 (Existing Standard SAP Batch Search Strategy)

0010    ZP0001    10   ZP01 (Assign here - Batch Search Strategy Z001)

 

Step 3: Create Batch Search Strategy

            Z001 (Assign Here – Access Sequence Z001)

            C001 (Existing Standard SAP Search Strategy)

 

                        Step 2: Create Access Sequence

                        0010    Z001    10        901      ZCD1 (Assign Here – Condition Tables ZCD1)

                        0010    Z001    20        902      ZCD2 (Assign Here – Condition Tables ZCD1)

                        0010    Z001    30        903      ZCD3 (Assign Here – Condition Tables ZCD1)

 

                                               

                                    Step 1: Create Condition Table

                                    901      ZCD1 (Choose Here – Condition Fields from a set provided)

                                               

Choose Condition Fields

                                                Plant

                                   

Step 1: Create Condition Table

                                    902      ZCD2 (Choose Here – Condition Fields from a set provided)

                                               

Choose Condition Fields

Component + Plant

                                   

Step 1: Create Condition Table

                                    903      ZCD3 (Choose Here – Condition Fields from a set provided)

 

Choose Condition Fields

                                                Order type + Plants + Manufactured Material + Component

                                               

 

 

Pre-requisite for SAP Batch Determination in SAP PP/WM

 

Pre-requisite for SAP Batch Determination in SAP PP/WM

 

 

When you want to use batch determination in SAP PP/WM you should also use the “Batch Entry” Field in MRP3 View:

 

For the Batch Determination to work in production order for the components, you should have a value for the “batch entry” field. The values if set to “3” will carry out batch determination automatically and if set to “blank” will not carry out batch determination for the components in the production.
 

Batch Determination in Logistical areas

 

Batch Determination in Logistical areas

 

 

 

Batch Determination In Production

 

 

Batch determination is used in production to search for component batches in the production order or in the process order component list. It also reserves the batches for the production order. These batches once assigned get included in the reservation list created for the order.

 

The selection of inventoried component batches can be based on the simple batch search procedure techniques with or without the selection class and sort rules.

 

Determination of batches can be an automatic procedure or can be triggered manually.

 

Note that:

 

  • The components should be batch managed

 

  • If selection rules and sort rules are to be applied for determination of batches, the components should be classified with a class. Most of the times the selection is on Batch Class. Though you can select on the basis of any other class.

 

 

For the batch search procedure to work as per your conditions records, selection rules and sort rules, you should configure batch determination in Production order and/or Process order (as per the type of manufacturing set up) and maintain the required master data:

 

a)      Create the required configuration for Batch search procedures using the path -  Logistics >>> Batch Management >>> Batch Determination and Batch Check

 

b)      Then assign Production order and/or Process order Batch search procedure to the “Order type and Plant combination” using the path -- Logistics >>> Batch Management >>> Batch Determination and Batch Check >>> Batch Search Procedure Allocation and Check Activation >>> Assign Search Procedures to Production and Activate Check

 

c)      Create condition records in the front end using transaction code COB1 (Change/Display - COB 2/ COB3)

 

 

Example:

 

 

As a simple example, you would want to manufacture a product M1 with batch managed components C1, C2, C3; out of which you would like to have the system automatically select batches for the product C3 based on the following rules:

 

The selection classes and the sort rules can be illustrated as below:

 

  • Select Batches which has a selection class (Batch Class) called as = ZCOMPONENT. This batch class should have been assigned to the component

 

The Values of the following characteristics are entered while creating the selection class. The other characteristics which exist in the class are not used for selection purpose.

 

    • pH = <=3
    • COLOR = RED
    • LOBM_RLZ = < 100 Days (Remaining Shelf Life for Batch)
    • LOBM_ZUSTD = “Released” (Standard Characteristics for Batch Status)

 

Though please note that use of selection class is optional; this example uses selection class since the business process demands.

 

Depending upon the batch master strategy or the condition record created for a given production order or process order strategy type (for example with a key combination = Manufactured Material + Plant + Component) and depending upon the selection class rules set for the selection classes, the system would select the component batches.

 

  • Selection of the component batches should also be based on a FIFO Sort rule (First In First Out) so that the component batches lying in stock do not age out. To do this you would create the sort rule with a Characteristics – LOBM_HSDAT (Date on which batch was produced) placed in ascending order and FIFO_LAST_GR_DATE (which is a reference characteristics referencing the field last GR data – MCHA + LWEDT) also placed in ascending order of selection.

 

ZSORT_SEQ_1 – Production Order Component Selection Sort Sequence

 

Characteristics                       Ascending/descending

LOBM_HSDAT                     Ascending

FIFO_LAST_GR_DATE       Ascending

 

 

 

   

 

Batch Determination In Sales and Distribution

 

 

Batches can be assigned to the quantity based contracts or in quotations early in the process so that they can be reserved for the customer. Though assigning to these objects can lock your inventory, thus disallowing it to be used for any other customer delivery.

 

Similarly in the sales order, you can assign the batches through automatic determination based on condition techniques supported by selection classes and/or sort rules. You could have the determination done manually as well in the sales order.

 

Assignment of the batches to the Sales orders is required if the customer requests batches of a certain specification set or if you want to choose batches in the sales order based on certain sort rules or based on certain characteristics values maintained by you to classify the inventory.

 

Since there is no Batch Split in Sales order Batch determination allowing the system to assign multiple partial batches, the system finds itself incompetent to assign multiple partial batches to satisfy the sales order line item demand. Even though with such as shortfall in functionality, if you still want to allocate batches to the sales order line item through Batch determination you can do so and call the batch selection screen through manual batch determination and have the batches chosen manually to satisfy the quantities.  

 

Whereas In Outbound Deliveries, you can use Batch determination and have the system allocate batches or pick the batches. The Good News is that outbound delivery has the functionality of Batch split and allocation of multiple batches to satisfy the sales order line item quantity. Having Batch determination late in the sales business process would make sure that the inventory is not locked up for a very long time.

 

Batch determination in the outbound deliveries can be triggered manually or can be automated as per the configuration. You can also change the determined batches and overwrite the same till they are issued to the customer.

 

Batch Determination in outbound deliveries can be made using the condition techniques, the selection classes and the sort rules. Follow the example below to know more about batch determination in outbound deliveries.

 

 

For the batch search procedure to work as per your conditions records, selection rules and sort rules, you should configure batch determination in Sales and Distribution and set up the required master data:

 

d)     Create the required configuration for Batch search procedures using the path -  Logistics >>> Batch Management >>> Batch Determination and Batch Check

 

e)      Then assign Sales and Distribution Batch search procedure to the “sales area and document type” using the path -- Logistics >>> Batch Management >>> Batch Determination and Batch Check >>> Batch Search Procedure Allocation and Check Activation >>> Allocate SD Search Procedure/Activate Check

 

f)       Create condition records in the front end using transaction code VCH1 (Change/Display - VCH2/VCH3).

 

 

 

Example:

 

 

If you want to carry out batch determination for all the materials that are sold out of the plant through an outbound delivery, then you can create a condition technique with or without the selection classes and sort rules. Though in ‘outbound delivery’ batch determination, most of the customers would mandatorily base their batch allocation on selection classes, values of the characteristics in these classes and sort rules.

 

The selection classes and the sort rules can be illustrated as below:

 

  • Select Batches which has a selection class (Batch Class) called as = ZCOMPONENT.

 

The Values of the following characteristics are entered while creating the selection class. The other characteristics which exist in the class are not used for selection purpose.

 

    • LOBM_RLZ = < 20 Days (Remaining Shelf Life for Batch)
    • LOBM_ZUSTD = “Released” (Standard Characteristics for Batch Status)

 

Though please note that use of selection class is optional; this example uses selection class since the business process demands.

 

 

  • Selection of the finished product batches should also be based on a FIFO Sort rule (First In First Out) so that the batches lying in stock do not age out. To do this you would create the sort rule with a Characteristics – LOBM_HSDAT (Date on which batch was produced) placed in ascending order and FIFO_LAST_GR_DATE (which is a reference characteristics referencing the field last GR data – MCHA + LWEDT) also placed in ascending order of selection.

 

ZSORT_SEQ_2 – Outbound Delivery Selection Sort Sequence

 

Characteristics                       Ascending/descending

LOBM_HSDAT                     Ascending

FIFO_LAST_GR_DATE       Ascending

 

 

 

 

Batch Determination In Inventory Management

 

 

It is logical that for all the movement types which are involved in goods issue, you would want to search for batches from inventory. The business processes can be goods issue to production order or process order, transfer posting, return to supplier etc.

 

For the batch search procedure to work as per your conditions records, selection rules and sort rules, you should configure batch determination in inventory management and set up the required master data:

 

g)      Create the required configuration for Batch search procedures using the path -  Logistics >>> Batch Management >>> Batch Determination and Batch Check

 

h)      Then assign Inventory management batch search procedure to the “movement types” using transaction code OMCG (Logistics >>> Batch Management >>> Batch Determination and Batch Check >>> Batch Search Procedure Allocation and Check Activation >>> Allocate IM Search Procedure/Activate Check)

 

i)        Create condition records in the front end using transaction code MBC1 (Change/Display - MBC2/MBC3).

 

 

If you want to be generic, you can have the condition tables set at the Plant level or Movement type + Plant level; whereas if you want to be more specific or detailed you can have the condition tables set at Movement type + Plant + Material level.

 

On the other hand, if you have forgotten to enter any batch determination condition techniques or if you have forgotten to assign them to the movement types, the system would eventually carry out an availability checks and choose a batch for you (for which you would have to put an asterisk - *, in the batch field while creating the goods movement.

 

Use in Inventory Management - When you create the goods issues, you can enter an Asterisk “*” in the Batch Field and expect the system to throw up a batch number. Putting an asterisk would provide an available batch number from the stock or provides a batch number as per the batch search condition techniques set. And if you have forgotten to configure batch determination in inventory management, the system would search the batches based on standard availability checks and provide you with a batch number.