SAP Material Listing and Exclusion

http://scn.sap.com/docs/DOC-28355
Introduction
Material Listing and Exclusion is a specific funtionality provied by SAP, which lets one control the sale of
allowed/disallowed materials for customer.

Listing: By creating a material listing for a specific customer allows that customer to order ONLY the materials that are
maintained in the list.

Exclusion: By maintaining an exclusion record for a particluar customer, the customer is NOT allowed to order these
materials.

Objective
The objective of this documents is to understand the listing and exclusion concept with step by step configuration
process in SAP system.

Business Scenario
The use of material listing or exclusion depends on the business scenario as both listing and exclusion function lead
to allow/restrict the sale of some particualr material to specifc customers. If the business requirement is to allow only
certain materials to be ordered then we opt for listing e.g. In Pharma business, there may be some
distributors/stockiest who are allowed to sell only certain materials from a huge list of products so we need to
maintain the listing of these materials for the given customers whereas if business needs to restrict the sale of some
particular materials to some customer/group then we can go for exclusion such as in pharmaceutical business,
customer sometimes may not have a license to sell certain products.It is to be noticed that exclusion have the higher
priority than the listing.

Partner Functions in Material Listing and Exclusion

In Sales & Distribution, material listing/exclusion functionality is applicable to two partner functions: the sold-to party
and the payer. In the standard version of the SAP R/3 system, when the sold-to party and payer are not same, the
material listing check is as follows:

If the sold-to party (SP) has a material listing, the system only checks this listing (no other
check takes place). The material listing for a SP can include the materials that are absent in the listing
for the Payer (PY).

If there is no listing maintained for the sold-to party, but it exists for the payer, the system will
automatically checks the payers listing.

If there is no listing data exists for either the two partner functions (SP or PY), then the
customer may order any material.

SAP Configuration
Material Listing/Exclusion control is carried by using the condition technique. The following configuration steps in SAP
will meet the business scenario of material listing/exclusion.
Path: SPRO->Sales and Distribution-> Basic Functions-> Listing / Exclusion

1 Maintain Field Catalogue: Allowed Fields for Listing/Exclusion

Here we can list down the fields that will be used in the creation of condition table. By default, SAP has
provided a number of fields in the catalogue but one can add extra fields needed for condition table, if
given fields are absent in the existing list.

Path: IMG-SD-Basic function-Listing/Exclusion-maintain allowed fields.

Maintain Condition table for Listing/Exclusion

Condition tables are used to combine the fields which are used in creating the condition
records for the listings and exclusion. The fields available in the field catalogue can be used
as fields of condition tables.

For e.g. Four fields can be seen under the Selected Fields in a pre existing condition table 900.

You may either directly create a new condition table or it can be created through reference of and existing
table. In the below example, we have created the table 905 with the selected fields as Sales org,
Distribution Channel, Sold-to Party and material.

Click on Generate icon & Select the appropriate request to create the table.

Maintain Access Sequence for Listing/Exclusion

Here we can list down the accesses which are further used in maintaining the sequences for condition
tables to be used in the listing/exclusion. The pre-requisite is that the condition table should have been
maintained. There are two standard access sequence given for material listing/exclusion.
A001- For material Listing

B001- For Material Exclusion

Path: SPRO->S&D-> Basic Functions-> Listing / Exclusion->Maintain access sequence for

Listing /Exclusion

Here, one can select the access Sequence and double click on accessess to see the condition tables
assigned to that sequence. One can also create the new access sequence by coying the existing
sequence.

The requirement 1 corresponds to the routine Diff. Payer hence the condition records
corresponding to this table are accessed only if this requirement is fulfilled.
New Condition tables can be assigned to a access sequnce by New Entries. Such as , we have added
the newly created condition table 905 in access sequence A002.

Similarly, the new condition table has been added to access sequnce B002.

Newly added condition tables can be seen under the given access sequence.

4 Maintain Condition Type for Listing/Exclusion

Condition types are used as a part of condition technique in material Listing/Exclusion. They are included
in the procedure. Each condition type has an access sequence attached to it. Now we will define the
ConditionTypes for both Listing & Exclusion.

Path: SPRO->Sales and Distribution-> Basic Functions-> Listing / Exclusion->Maintain Listing

/ Exclusion Types
Here, we can maintain the names for new condition type and assign the access sequence to
it. Valid From and valid to fields specify the validity of the Listing / Exclusion.

5 Maintain procedures for Material Listing/Exclusion

There are two existing standard procedures for listing /exclusion. One can use
these or copy it to define a new procedure. On executing the copy as command,
system may copy all the existing entries by selecting the copy all functionality. A
Material Listing/Exclusion procedure may consists of one or more condition types.
Once it is assigned to a sales document type it helps to find out the correct
listing/exclusion settings for the materials based on the access sequence
associated with the condition type.

Path: SPRO->Sales and Distribution-> Basic Functions-> Listing / Exclusion->Procedures for

maintaining Listing /Exclusion

6 Assign the Listing/Exclusion procedures to Sales document type

Once the above assignments/configurations are over, the final step is to activate the
listing/exclusion procedures for Sales document type. Here, we have assigned the listing

procedure A0001 and exlusion procedure B00001 to the Sales document type ZIPO.

Effect of Listing/Exclusion at Sales order level

A Maintain the condition record for Listing
Once the steps in condition technique are over, we need to mainatin the condition record for listing.

Path: SAP menu- Logistics-Sales and Distribution-Master Data- Products-Listing/exclusion-Create

Tcode: VB01
On executing the same, we need to execute the following steps:

Enter the Listing condition type: This type will determine whether the system checks for
listing/exclusion records during the sales order processing. In the below mentioned example, we have
selected the listing type A002.

Select the appropriate key combination: Here we can select any suitable combination
assigned to the given listing/exclusion type.
For e.g. - We have selected the combination- Sales Org. / Dist. Chnl. / Sold to / Material (Table 905)

Now, we need to maintain the list of Allowed materials for the particular customer (sold to Party). For
example, we have maintained the listing for customer 28386 for the material 711566 with given Sales
organization and distribution channel. Hence the customer cannot order the materials that are not
maintained in this list.

Click on save button to save the condition record for material listing.

Create the sales Order: Let us examine the effect of material listing at the sales order level.

Order Type: ZIPO

Sales Org: IN20

Sold to- 28386

As we enter the material 716215 in sales order, which is not maintained in the listing, the system throws
an error and does not allow to process the sales order with this material.

Maintain the Condition Record for Exclusion

To examine the scenario for material exclusion, we need to maintain the condition record for exclusion by
selecting the exclusion type with the appropriate key combination. Such as, key combination Sales Org. /
Distr. Channel / Sold to / Material is selected for material exclusion type B002.

In the below example, we have excluded the material 717192 for the customer 28386.

So now, on creating the sales order ( order type ZIPO, Distribution channel- TR), the sytem will not allow
the creation of sales order with excluded material 717192 and displays the error message as shown
below.

In a sales order, we can analyze the material listing/exclusion by activating it through the
path Environment->Analysis->Listing/exclusion->on

On Summarizing, we have seen the business perspective of material listing/exclusion and the
configuration in SAP. We have also observed the effect of listing /exclusion at sales Order level.