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Summary :

This document explains how a batch is automatically determined while creating a


outbound delivery based on the FEFO (First Expiry First Out) shelf life of the
material in the batch. This concept of batch determination is mostly useful in
Pharmaceutical,Chemical and Food industries, where you want a batch closer to
its expiration date to be delivered first. Besides you may also want to deliver only
those products which have a remaining shelf life of a certain number of days after
it is being delivered. This Document may also be useful if business is working on
Lower SAP Pack Level & do not want to upgrade.

INTRODUCTION :
Batch Determination is used in inventory management, production, sales and
distribution, warehouse management. It is used to select batches and allocate the
same in a manufacturing order or in an outbound delivery or in a goods
issue/goods transfer in inventory management.
In Production, Sales & Distribution, in inventory management or in warehouse
management, batch determination is used to search and allocate batches for the
components in production order/process order or to search and allocate the
delivery batches in a customer based outbound delivery or to search for batches
and allocate batches in goods issues.
The tools that batch determination uses is the determination condition techniques
based on the condition tables, access sequence and strategy types. These
condition types are enough to choose and allocate batches. Though additionally
batch determination uses selection classes and its characteristics values to
choose batches and/or uses sorting rules to choose sort batches while selection
based on characteristics and its values.

Business Scenario :
There are various materials that may no longer be used or sold after a certain
time period. These products are normally assigned a shelf life expiration date
(SLED). Now, if the product is to be delivered in batches, the system should
automatically determine the batches appropriately during the delivery. This
concept of batch determination is primarily used in industries involved in the
manufacture of big Pharmaceutical Industries where Organization structure is
more than 60 SAP plants & more than 15 Warehouse.
Example :
Consider a Pharmaceutical Company which manufactures a product named as
“J&J”. The business
Requirement is that the batches should be determined based on the following
conditions.
1. The batch delivered must be more than Minimum Remaining Shelf life mentioned in Shelf
life data in Material Master Plant data / storage.1
2. The batch which has an expiration date that is nearer should be delivered
first and the batch which has already crossed its expiration date should not be
picked up.
3. If the quantity required by the customer exceeds the quantity of a batch,
then the next batch should also be picked up in the similar manner, that is, it
should have its expiration date nearer than the remaining batches.
4. Business is running on SAP support pack- SAPKH 609 or Lower.
You can follow the steps as below to create Batch Search Procedure Techniques:

1st Step – Create Batch Determination Condition tables


Batch determination condition tables once created become the key combination
fields for searching batches. Eventually the condition records or search strategies
are created as master data based on these key combinations.

Path : IMG---->Logistics-General------>Batch Management ----->Batch


Determination & Batch Check------>Condition tables ------>Define Sales &
Distribution condition tables.

2nd Step – Create Batch Determination Access sequence


Batch determination access sequences have multiple condition tables (key
combinations) assigned in a sequence of priority. This facility allows you to create
data for many key combinations so that even if the search of batches fails on the
first key combination condition the rest in the priority would help in search.

Path : IMG--->Logistics-General---->Batch Management ---->Batch Determination


& Batch Check------>Access Sequence----->Define Sales & Distribution Access
Sequence.
3rd Step – Creation of Selection Class

The Selection Class used to help the system choose a certain batch based on the
characteristics and their fixed values. Therefore when you create a selection in SAP using
transaction code BMC1 (BMC2/BMC3).
You would then assign the selection class to the strategy and use the same in the condition
record master data. In the condition records you need to enter the required fixed values
against any class characteristics that you would want to use to search the batches.

(a) LOBM-VFDAT: The expiration date of the batch which is automatically updated by SAP
as stated above.
(b) LOBM-LFDAT: The delivery date which is automatically updated by SAP from delivery
during batch determination.
(c) LOBM_RLZ: Remaining Shelf Life for Batch. You use this characteristic to enter the
required remaining shelf life in days that a batch must be usable after delivery to your
customer.

4th Step - Create Sort Rules (T-code- CU70)

Sort Rules are used to help the system sort the batches for the given class
characteristics. When you create the sort rules in Batch determination, you would
select the characteristics on which you would want to sort the batches for
selection and assignment to an object. The characteristics on which the sort rules
are based upon (LOBM_VFDAT) is shown in the screen-shot below. Select the
Ascending Check box to sort in ascending order
5th Step - Create Batch Strategy Type
Batch Search Strategy holds multiple access sequences, though not assigned in
any sequential priority. The assignment of the strategy types is separately for IM,
Production, WM and Sales.
The strategy types or condition types are assigned in priority in the next
step called “Batch Search Procedure Definition”.

The strategy type’s configuration holds the selection criteria and the sort rules
used in batch determination techniques.

Strategy types are used ultimately to create the batch search master data or
batch search condition record so that the system would know the exact level at
which search for batches is to be carried out along with the selection/sort rules of
these batches.

It is obvious that batch search strategy is used to search batches on certain rules,
because you want to automate the process and do not want it to do it manually
for each and every batch. Thus you have to aid the system in putting in a decision
such as - search all the batches of a given plant or search all the batches of a
given set of material at a plant or search batches for a given component or etc.

Path -->Logistics -General-->Batch Management -->Batch Determination & Batch Check -->
Batch Search Procedure defination ---> Define Sales & distribution strategy type
6th Step - Create a Batch Search procedure

In this step, you define search procedures for batch determination in Sales and
Distribution.
Each search procedure comprises all strategy types that can be used for a particular
combination of sales area and sales document type.

Requirements
To be able to define search procedures, you must have defined the necessary strategy
types.
Standard settings
The standard SAP R/3 System contains search procedure SD0001.
Activities
To create a search procedure, proceed as follows:
1. Select New entries, and enter a six digit key beginning with "Z" as well as a name for the
search procedure.
2. Select Control and then New entries and enter the strategy types in the desired
sequence.

Path -->Logistics -General-->Batch Management -->Batch Determination & Batch Check -->
Batch Search Procedure defination ---> Define Sales & distribution search Procedure
7th Step - Allocate SD Batch Search Procedure

In this work step, you assign batch search procedures to the individual combinations of
sales organization, distribution channel, division, and sales document type for which batch
determination is to occur, and activate the batch check.

Activities
1. Assign a search procedure to each combination.
2. Set the batch check indicator if you want the system to check all batches entered
manually.

Note
Batch determination in delivery
If a deliver is used without reference to a sales order, you must have done the following in
order to execute batch determination:
 Defined the default order type for the delivery type (Logistics Execution -> Shipping
-> Deliveries -> Define Delivery Types)
 Assigned the default order type to a batch search procedure

Path -->Logistics -General-->Batch Management -->Batch Determination & Batch Check -->
Batch Search Procedure Allocation and check Activation ---> Allocate SD search
Procedure/Activite Check
8th Step - Activate Automatic batch determination in SD

In this step, you activate automatic batch determination for order and delivery item
categories. When entering an order item or a delivery item, batch determination is
triggered automatically.

Activities
Set indicator Auto batch determin for those order and delivery item categories for which
you want batch determination to be triggered automatically.

Path -->Logistics -General-->Batch Management -->Batch Determination & Batch Check -->
Activate Automatic batch determination in SD ---> Activate Automatic Batch Determination
for Delivery Item Categories.

9th Step - Creation of Batch Search Condition Records or Batch


Search Strategy

Batches can be assigned to the quantity based contracts or in quotations early in


the process so that they can be reserved for the customer. Though assigning to
these objects can lock your inventory, thus disallowing it to be used for any other
customer delivery.
Similarly in the sales order, you can assign the batches through automatic
determination based on condition techniques supported by selection classes
and/or sort rules. You could have the determination done manually as well in the
sales order.

Assignment of the batches to the Sales orders is required if the customer


requests batches of a certain specification set or if you want to choose batches in
the sales order based on certain sort rules or based on certain characteristics
values maintained by you to classify the inventory.

Since there is no Batch Split in Sales order Batch determination allowing the
system to assign multiple partial batches, the system finds itself incompetent to
assign multiple partial batches to satisfy the sales order line item demand. Even
though with such as shortfall in functionality, if you still want to allocate batches
to the sales order line item through Batch determination you can do so and call
the batch selection screen through manual batch determination and have the
batches chosen manually to satisfy the quantities.

Whereas In Outbound Deliveries, you can use Batch determination and have the
system allocate batches or pick the batches. The Good News is that outbound
delivery has the functionality of Batch split and allocation of multiple batches to
satisfy the sales order line item quantity. Having Batch determination late in the
sales business process would make sure that the inventory is not locked up for a
very long time.

Batch determination in the outbound deliveries can be triggered manually or can


be automated as per configuration shown above. You can also change the
determined batches and overwrite the same till they are issued to the customer.

Batch Determination in outbound deliveries can be made using the condition


techniques, the selection classes and the sort rules. Follow the example below to
know more about batch determination in outbound deliveries.

For the batch search procedure to work as per your conditions records, selection
rules and sort rules, you should configure batch determination in Sales and
Distribution and set up the required master data:

When the entire configuration for batch search condition techniques is done, you
would create the Batch search condition records using following transaction code:
For Sales and Distribution -
VCH1 – Create,
VCH2 – Change,
VCH3 - Display

Example:
If you want to carry out batch determination for all the materials that are sold out
of the plant through an outbound delivery, then you can create a condition
technique with or without the selection classes and sort rules. Though in
‘outbound delivery’ batch determination, most of the customers would
mandatorily base their batch allocation on selection classes, values of the
characteristics in these classes and sort rules.

The selection classes and the sort rules can be illustrated as below:

 Select Batches which has a selection class (Batch Class) called as =


CLASS_SEARCH
The Values of the following characteristics are entered while creating the
selection class. The other characteristics which exist in the class are not used for
selection purpose.

o LOBM_RLZ = < 10 Days (Remaining Shelf Life for Batch)


o LOBM_ZUSTD = “Released” (Standard Characteristics for Batch
Status)
Though please note that use of selection class is optional; this example uses
selection class since the business process demands.

 Selection of the finished product batches should also be based on a FEFO


Sort rule (First Expiry First Out) so that the batches lying in stock do not age out.
To do this you would create the sort rule with a Characteristics – LOBM_VFDAT
(Date on which batch was produced) placed in ascending order

SORT_EXPIRATION – Sort by Date of Expiration

Characteristics Ascending/descending
LOBM_VFDAT Ascending

T-code : VCH1
Create Delivery with respect to Sales Order (T-code VL01N)
It's done the same way as in the Sales side. You didn't say which class contained which characteristics.

1. LOBM_VFDAT should be in the batch class of all your materials
2. LOBM_VFDAT, LOBM_LFDAT, and LOBM_RLZ should be in the selection class

Just as in the Sales process.