Video: LSMW Recording – Create Vendor Master Data

On previous post, I have explained how to create SAP LSMW program with Standard batch/direct input method to create Purchase Requisition (PR) document with multiple items. In this post, I will show you how to create LSMW program with recording method in videos training. You can see the videos and the explanation of step by step guide how to create LSMW program with recording method for creating vendor master data (XK01) as follow: Continue reading

LSMW – Create Purchase Requisition (PR)

LSMW (Legacy System Migration Workbench), from its name, is a tool in SAP ERP that allows us to do the migration data from Non-SAP system to SAP system. It’s usually used in the Go-live preparation phase of SAP implementation project to create multiple records of SAP master data or transaction data (such as material master, vendor master , customer master, purchasing document, etc), without entering them one by one.
With LSMW, SAP can read an input file, for example a .txt file, which contains multiple records with some columns, and then convert them into SAP data. Of course, we had to define the format of the input file and the conversion rule first before we run the LSMW tool. The contents of the input file can be the master or transaction data form legacy system that needs to be migrated to SAP system.
LSMW can be used not only for data migration, but it also can be used in the production phase of SAP implementation for various needs, such as to create or update master data or transaction data which are not efficient if we do it one by one. Although SAP has provided “mass change” functionalities such as MM17, MEMASSRQ, MEMASSPO tcodes, with LSMW, we have more flexibility in terms of fields that can be changed.

Purchase Requisition (PR) Release Strategy – Basic Concept


Purchase Requisition (PR) is an internal purchasing document in SAP R/3. It is used to give notification to responsible department (purchasing/procurement) of requirements of materials and/or external services and keep track of such requirements. PR must contain information about quantity of a material or a service and the required date.


It can be created directly (manually, through ME51N T-code) by a person or indirectly by another SAP component (such as material requirement planning/MRP, maintenance order of Plan Maintenance/PM module, production order of Production Planning/PP module).


PR then can be processed to be an external purchasing document (such as Purchase Order/PO) or internal purchasing document (such as Stock Transport Order/STO).


In SAP R/3, PR can be processed directly to be PO/STO or must be approved/released before it can be processed to be PO/STO.

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SAP Purchasing Group in Details

In the previous post we have explained about SAP MM enterprise structure including for purchasing function: the Purchasing Organization and its assignment to other organizational units (company code and plant).
In the purchasing function, there is another unit that can represent the structure of an enterprise purchasing department, which is Purchasing Group. Unlike the Purchasing Organization (which is an Enterprise Structure organizational unit), the Purchasing Group is not assigned to other organizational units (such as company code, plant, or Purchasing Organization).
A purchasing group is represented by a client-unique 3-digits alpha-numeric. Continue reading

Procurement Cycle: 5. Purchase Order (PO) Monitoring

After the PO has been sent to the vendor, the buyer or other responsible person must monitor the status of the PO. He must monitor whether the vendor has delivered the material/service at the right time on the right place. He can monitor whether the material/service has been received by the person responsible (such as the warehouse man) with PO history function in the PO document. If the warehouse man or anyone else has received the material/service and posted the Goods Receipt/Service acceptance document, the PO history will be updated in a real-time basis.
SAP ERP can also has a functionality to give the reminder to the buyer if the PO item has not been GR in the specified period in respect of the delivery date agreed with vendors.

The responsible person must also monitor whether the invoice for the PO item has been received or not. He can also monitor it with PO history function in the PO document. Once the invoice received from the vendor, the responsible person (usually in the accounting department) will post the invoice receipt document which will update the PO history in a real-time basis. The invoice from the vendor will trigger the payment processing.

PO History Continue reading