Using Default Data

• Any field that displays a small triangle in the top-right corner has a matchcode (see Figure 8.1).

• When you move your cursor to one of these fields, the down-arrow appears beside it.

Figure 8.1. Some fields have matchcodes available.

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Are There Matchcodes?  

No triangle doesn't necessarily mean that there are no matchcodes. The only way to be sure is to tab to the field and press F4 (Possible Entries). SAP R/3 presents a matchcode list or tells you that they aren't available.

Work through the following exercise to learn firsthand how to use matchcodes:

1. Start from the Create Purchase Requisition : Item Overview screen. (You worked with this screen in the last lesson.)

2. Move your cursor to the Material field for one of the line items.

3. Click the down arrow beside the field or press F4, and SAP R/3 displays a Selection of Search Method dialog box (see Figure 8.2). Which matchcode ID you use depends on what you know about the material.

   Figure 8.2. SAP R/3 asks which matchcode it should use.

   

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   I Didn't Get that Window  

   Nothing creates more confusion among new SAP R/3 users than the multiple matchcodes available. If you didn't get the Selection of Search Method window, click the New Search button in the window that does appear.

   
   

   Plain English

   Matchcode IDs  

   A system by which SAP R/3 distinguishes between several different matchcodes that may be available for a field. In the example in Figure 8.2 , Matchcode ID "K" would help you find a material number for which you know the material class.

   
   

4. Assume that you know the material description. Double-click matchcode W, Plant material by description, and a Restrict Value Range dialog box appears (see Figure 8.3).

   Figure 8.3. A Restrict Value Range dialog box narrows the search.

   

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   Consolidating Codes  

   Some companies, when they install SAP R/3, take advantage of the opportunity to consolidate the way products are numbered. For example, if Marketing uses one set of numbers for a particular product and Manufacturing uses another set for the same product, SAP R/3 can accommodate both sets of users until everyone understands the new consolidated numbers. (Some earlier numbers may be carried on in a field called "Old Material Number.")

   
   

5. You can enter information into any fields presented to narrow the search, and then press Enter. (For this example, just press Enter.) A window appears, listing the values from which you can choose (see Figure 8.4).

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   Quicker Response?  

   The more you can narrow your search, the quicker SAP R/3 can come back with your list.

   
   

   Figure 8.4. Choose a material number.

   

6. Double-click the material you want to include in your purchase requisition. SAP R/3 takes you back to the Create Purchase Requisition: Item Overview screen. Notice that the correct material code is inserted into the field.

7. Press Enter; SAP R/3 fills in the other fields. Because this product is listed on the material master, SAP R/3 "recognizes it" and supplies the appropriate short text, Unit of measure, and Material Group .

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   Go with the Flow  

   If you don't know whether you've filled in all mandatory fields, press Enter; SAP R/3 will let you know if anything is incorrect or missing. (For example, it might let you know that you need to supply a purchasing group or plant.)

   
   

8. Although no arrow and no triangle are showing for Purchasing Group, a pick list is still available for it. Tab over to the field and press F4.

9. Double-click an item to select it. You are returned to the Create Purchase Requisition: Item Overview screen.

10. If you continue to press Enter, you will be prompted for the missing item's Quantity, Delivery date, and Plant. Enter a Quantity and Delivery date as you did in Lesson 7, "Creating a Document." After you complete the required fields for the line item, the cursor advances to the next line. (This is how you know you've filled in all the required fields.)

11. After you enter all the information, click the Exit tool button. If you've made changes that you haven't saved yet, SAP R/3 displays the Exit document dialog box. Click Yes to save the document and then exit; click No to discard the document and exit. (You also can click Cancel if you decide you don't really want to exit after all.)

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Dialog Box Caution  

Dialog boxes like this one can prevent you from accidentally losing your work. Never let responding to them become a habit. Follow this simple proverb: "Engage brain before clicking mouse."