Processes required to create a reservation using transaction MB21 in SAP


When a department requires items from Bulk Stores, a reservation for goods will be placed on the system.  This will inform Bulk Stores of the department’s requirements. Bulk Stores can then act upon the request and provide the goods to the requesting department.  The requesting department will distinguish whether the goods are for stock in their stores or for immediate use by entering in a movement code that tells the system which way to process the request.  Also if the goods are for immediate use then the requesting department will need to specify how the goods will be charged (i.e. by cost centre, project, or statistical internal order code).

If the user orders Zero-rated items then the end of the script will explain how to generate a certificate to be forwarded to Bulk Stores.

Contents:

This document will take you through the core processes required to create a reservation by following steps 1.1 through 1.4.

Step 1.5  provides details of how to generate a zero-rated VAT certificate

Section 2 provides a quick reference guide to raising reservations

Section Contents:

1.1 Required Fields

1.2 Accessing the Create Reservation screen

1.3 Entering information on the ‘Create Reservation: Initial Screen’

1.4 Entering information on the ‘Create Reservation: New Items’ screen

1.5 Generating zero-rated VAT certificates

2.0 Quick reference guide to raising reservations

2.1 Create a Reservation to Bulk Stores for an item with standard rate VAT

2.2 Display a Reservation to Bulk Stores for an item with standard rate VAT.

2.3 Change a Reservation to Bulk Stores

2.4 Create a Reservation to Bulk Stores for an item with zero rate VAT

2.5 Print a zero- rate VAT Certificate for Reservations to Bulk Stores

1.1 Required Fields:

The fields that require an entry for creating a reservation are:

Input – Required FieldsField Value / Comments
Movement typeType of reservation transaction –

201 consumption for cost centre from warehouse

202 consumption for cost centre from warehouse – reversal

221 consumption for project from warehouse

222 consumption for project from warehouse – reversal

261 consumption for order from warehouse

262 consumption for order from warehouse – reversal

311 transfer posting (movement into departmental stock)

312 transfer posting (movement into departmental stock) – reversal

The above movement codes can be split into two classifications – the ‘2’ number range which are for immediate use and thus charging (consumption), and the ‘3’ number range which are for transfer from Bulk Stores into departmental stores.  The differences between cost object (cost centre, project, order) will have been explained during your training, but for further information contact Central Finance.

PlantThis is a code representing the university and is defined at (UNIV).
Cost ObjectThe code of the cost centre, project, order when a consumption movement is applied
Recv. Sloc.The identifier of the receiving storage location when a transfer movement is applied.
MaterialMaterial master record number
QuantityQuantity of the line item required
SlocIssuing storage location (BULK – Bulk Stores)
DepartmentYour departmental code
Reservation numberThe number or range of reservation numbers to be searched for zero-vat line items to be printed if known
Reservation dateThe date or range of dates for which reservation numbers are to be searched for zero-vat line items to be printed if known

1.2  Accessing the Create Reservation screen:

To access the ‘Create reservation’ screen, follow the SAP standard menu path: Logistics > Materials Management> Inventory Management> Reservation> Create

Or use the transaction code MB21

To print zero-rated VAT certificates for reservations, follow the menu path: Leicester Finance Reports> MM Reporting> Stores Reporting> Reservations Report

Or use the transaction code ZM06

1.3  On the screen “Create Reservation: Initial Screen ”, enter information as specified in the table below:

Field NameDescriptionR/O/CUser Action and ValuesComments
Base date

Date
of reservation creation

RDefaults in as today’s date 
Movement typeType
of reservation to be made
RSelect/key in movement type requiredSee
description above on page 2
Plant

This
is a code representing the university and is defined as (UNIV).

   

Enter the above data.  Dependent on the type of movement code entered you will now be taken to one of two screen layouts.  A consumption movement type will give you screen A below.  A transfer movement type will give you screen B below.

1.4        On the screens “Create Reservation : New Items ”, enter information as specified in the table below:

Screen A

Screen B

Field NameDescriptionR/O/CUser Action and ValuesComments
Cost ObjectThis is the code of the payeeRDependent on the movement type entered for consumption this could be a
code for a cost centre, project or order.
IndividualA code representing the person to be assigned the goodsOThe Individual code must be entered to permit the stores to produce an
issues report to accompany issues
Recv. Sloc.Receiving storage locationRIn the case of a transfer movement type only
MaterialMaterial master record codeR
QuantityQuantity of the material requiredR
SlocIssuing storage locationRBULK for bulk stores

Enter the data as required.  Remember that the line items you enter must relate to the movement type entered and must be chargeable to the cost object or be deliverable to the receiving storage location indicated in the header of the document.

Note: a separate reservation will be required for each movement type and charge code/receiving store.

Click on the  ‘Enter’ button to validate the screen and then click on the  ‘Save’ button to save the reservation.

1.5        Generating  VAT Certificates

If you place reservations for zero-rated VAT items, periodically you will need to generate the Zero-VAT Certificates.  To do this proceed as follows.

Follow the path or enter the transaction code for generating the certificates as indicated under 1.2 above.

On the screen ‘ VAT Certificates for Reservations – Report Program’, enter information in the fields as specified in the table below:

Field NameDescriptionR/O/CUser Action and ValuesComments
DepartmentYour departmental codeOKey in the purchasing group code for your department, in upper case 
Reservation NumberThe number or range of reservation numbers to be searched for zero-vat
line items to be printed if known
OSelect/key in the relevant selection criteria to limit the scope as
required
 
Reservation DateThe date or range of dates for which reservation numbers are to be
searched for zero-vat line items to be printed if known
OSelect/key in the relevant selection criteria to limit the scope as
required
 

Enter in the data required as specified above and then click on the ‘Execute’button to generate the certificates.

The following “Print” pop-up box will appear

Ensure that the ‘Print immediately’ box is checked and then click on the ‘Print’ button to send the certificate to the printer.

There are serveral versions of the certificate,

·         A Consumables Zero-VAT certificate, and

·         A Equipment Zero VAT certificate.

The system will know which one to print by the suffix
attached to the material master record number, e.g.

·         A suffix ‘XC’ for a Zero-VAT Consumable
material, and

·         A suffix ‘XE’ for a Zero-VAT Consumable
material.

If a reservation contains a mix of both Consumable and
Equipment materials the system will print out two certificates splitting the
relevant items between the two types.

Click on the  ‘Exit’ button to leave this area.

2.0        Quick reference guide to raising reservations

2.1        Create a reservation to Bulk Stores for an
item with standard rate VAT

Path: Logistics> Materials Management> Inventory
Management> Reservation> Create

  •  (Transaction MB21)
  • Select the required Movement Type. Enter.
  • Select the required account codes and individual
  • Select the material and enter the quantity.
  • Enter a Unit of Measure of each.
  • Enter the Storage Location.
  • Save.

2.2        Display a Reservation to Bulk Stores for an
item with standard rate VAT.

Path: Logistics> Materials Management> Inventory
Management> Reservation> Display

  • (Transaction MB23)
  • Enter the Reservation Document Number.

View the reservation details.

2.3        Change a  Reservation to Bulk Stores

Path: Logistics> Materials Management> Inventory
Management> Reservation> Change

  •  (Transaction MB22)
  • Enter the Reservation Document Number.
  • Change the quantity of items reserved.
  • Note: No other information on the reservation may be changed.

2.4        Create a Reservation to Bulk Stores for an
item with zero rate VAT

Path: Logistics> Materials Management> Inventory
Management> Reservation> Create

  •  (Transaction MB21)
  • Select the required Movement Type. Enter.
  • Select the required account codes and individual.
  • Select the material with the material code ending in ‘XC’ or ‘XE’. These codes indicate that the material is either a consumables item or an equipment item that is zero-rated for VAT.
  • Enter the quantity.
  • Enter a Unit of Measure of each.
  • Enter the Storage Location.
  • Save.

2.5        Print a zero- rate VAT Certificate for
Reservations to Bulk Stores

To print zero-rated VAT certificates for reservations,
follow the menu path: Leicester Finance Reports> MM Reporting> Stores
Reporting> Reservations Report

  • (transaction  ZM06)
  • Enter the Purchasing Group (in upper case) in the Department’ field and/or Reservation/s and or Reservation Date/s to default into the zero-rated VAT certificate the required reservation items.
  • Execute.
  • The print box will appear with the default printer.
  • Indicate that Print immediately is required.
  • Print preview to check entries and then print.