11.6 Material Master Database
| Check weight/size|
|Performer:||Logistics - Support Office|
|Role:||Logistics Assistant - Storekeeper|
|Transaction :||WingsII – MM03|
What is the Material Master Database
The Material Master Database (often referred to it simply as the "material master", comprising all the individual material master records stored in the system) contains descriptions of all materials that UNHRD procures and/or keeps in stock. It is the central repository of information on materials (such as inventory levels) for the enterprise. The integration of all material data in a single materials database eliminates the problem of data redundancy. A unique number is assigned to each material master record for items stored across the UNHRD Network. This number identifies a specific material. UNHRD policy has restrict access to Material Master Database. Access restriction is intended to prevent unauthorized users from changing a material master record. Generally, UNHRD staff can view all data for a material. Users at Support Office have the authorization to change data centrally. This means that they have authorization to enter and change all data in a material master record.
Display materials from Material Master Database
To display the material's information go to transaction MM03 or follow the path below:
Logistics > Logistics Execution > Master Data > Material > Material > Display > Display Current Status
Enter the material number, if known, otherwise click on the icon circled below to search for the material:
Enter the searching term (a keyword contained in the material description) in the Material Description field by including it in the ‘*’ symbol, to include all the variants:
To get the information on the searched item double click on it; the system will fill in the material code in the initial screen:
Select the item's views required by clicking on the rectangles on the let side of the views' descriptions; the screenshot below includes the most common views selected:
The system prompts with the Organizational Levels fields:
Select the plant from the list of plants available, and enter 'SHRD' as Sales Org. and 'CS' as Distr., channel as shown in the print-shot above:
The system displays the data starting form the first view selected:
The following list shows some types of information that WINGS material master record contains:
1) Basic view - data 1 Contains basic information about the material regarding the material group to be associated to it, the product hierarchy that is related to the link title Cluster's classification, weight and dimension of the material:
2) Basic view - data 2 If the Partner requires to store its own or supplier's code, this info can be recorded in the Proc./insp. memo field:
3) Sales: General/plant view In this view it can be specified if the material has to be handled with batch management (e.g. in case of perishable items, or items with high value)
4) Plant data / stor. 1 view General information relating to the storage/warehousing of a material, such us storage conditions and shelf life data, are recorded in this view:
Warehouse staff has to specify if the material has to be stored under the below Temperature and Storage conditions:
The Unit of measure lists details on levels of packaging if applicable:
6) Additional data views / Inspection Text This field contains the long description of the material that provides further information on the item and represents the description of the material in the electronic catalogue card on UNHRD website:
Request for new material
Requests for creation of new materials have to be submitted to the Support Office by sending the Material Request form, filling in all the required data, to include the long text (400 digits) that represents the description of the material in the electronic catalogue card on UNHRD website, its levels of packagings -if any- and pictures of the outer package and of the material itself. The form contain the following sections:
Standard request for new material
1) General Information
It lists a field for the item name which should contain minimum 10 / maximum 40 characters (special characters not allowed). The item name should follow the standard format that specify first the type of item, and then its specs (e.g. Vehicle, LC76, Hardtop, 10 seater, LHD):
The following field is the Description of the material which should contain minimum 500 / maximum 2000 characters (special characters not allowed):
In case of longer descriptions, information can be inserted in the attachment section
The requesting Hub and the Owneship to specify if it is WFP or NON WFP materials, can be selected from the drop-down menu:
The requestor has to oick the most appropriate Material Group by selecting it from the drop-down menu. The list is generated from same available in WINGS:
The requestor has to pick the most appropriate Hierarchy Code by selecting it from the drop-down menu. The list is based on the Logistics Cluster classification of materials:
The requestor has to pick the most appropriate UNCSS Code by clicking on link to the UNCCS classification:
The database shows the full description of the code selected:
The requestor paste the code selected in the Material Master Creation form.
The following fields are related to the attachments such as pictures of material and manuals or shipping documents. These files are required to populate the electronic catalogue on UNHRD website:
2) STORAGE TECHNICAL DETAILS
This section contains specific information such as the Specification for each which is related to the weight and dimensions of the unit (e.g. a blanket), of its first level of packaging (e.g. a bales of 25 blankets each), and of its second level of packaging (e.g. a pallet of 5 bales), if any:
Other information have to entered in the Warehouse Information section to specify if the material is considered as Dangerous Good, its storage conditions, and the warehouse strategy for the placement and removal of stock. Good receipt area has to be specified for those hubs that have multiple receiving area in their warehouses:
Further information and comments can be entered in this section that also contain info on the staff that provided the information for the form and him/her supervisor that checks its contents before it is submitted to Support Office:
NOTE The Harmonised System Customs Code (HS code) can be inserted in the Remarks field.
The form is automatically sent to Support Office and the material is created.
You can also save the MMCF as ADOBE format
Request for new material for On-demand procurement
As On-demand procurement is applied to those sales that involve procurement of items that don’t fall under the standard variety of goods procured by UNHRD, also in this case a request to create new material has to be submitted to Support Office by following the standard procedure.
A dedicated range of material codes is assigned to on-demand items: those materials start with the letter 'BO' and remaining part follows the standard criteria (e.g. BO48233001).
By definition the on-demand process is applied for Dubai's procurement of specific items that transit the warehouse in a short lapse of time. As of that, at the time the procurement process is started with Purchase Request creation, items warehouse specifications are not known. This is why the request to create new on-demand materials is submitted by logistics staff when the procurement process is completed, before the Purchase Order is issued. In order to create on-demand material a Material Master Request form is required to contains only the main information such us the item name, the appropriate Material Group, Hierarchy Code, UNCSS Code and the HS code. The remaining information are not strictly required. Material created for the on-demand process are not managed with batches and not treated as perishable items
Logistics staff edits the remaining information for the on-demand materials such Gross and Net Weight, and Volume, at Outbound Delivery stage.
Request for amendment of existing material
Requests to change information on material already existing in the Material Master Database has to be submitted by filling in the Material Request form