Managing Safety Data Sheets

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Maintain Safety Data Sheets

Safety Data Sheet Management Process

Introduction to Safety Data Sheets in the Value Chain

This process covers the main process steps for the maintenance of safety data sheets for products during sales processes.

Products flagged as relevant for compliance must have a completed safety data sheet assessment.

A missing assessment results in a country-specific automatic block of sales order fulfillment that can be resolved by assigning a relevant safety data sheet to the products.

Task 1: Create Product Data

in this first task master data specialist Jasmine creates several new product master.

Task 2: Post goods movement

Jim, our Warehouse Clerk is asked to create stock for these materials. 

Task 3: Assign Materials

Product Stewardship Specialist Otto gets the request, to assign materials and related packaged products to an unpackaged product.

Task 4: Create Sales Order

Internal Sales Representative Kate creates a sales order for a finished good. The safety data sheet check verifies for the ship-to country/region if selling is possible.

Task 5: Product Compliance Request

The Product Stewardship Specialist - Product Compliance Otto receives the compliance request. He processes the request to create a compliance view for the product.

Task 6: Create an outbound delivery

The Shipping Specialist created a delivery for a finished good. The safety data sheet check verifies for the ship-to country/region if a delivery of this finished good is allowed.

Task 7: Safety Data Sheets

The Product Stewardship Specialist - Product Compliance Otto receives the compliance request. Based on the information in the request he decides if a base Safety Data Sheet is needed.

Now you should have an impression of "how to maintain Safety Data Sheets".

Manage Safety Data Sheets (‏3VQ‏)

Products flagged as relevant for compliance must have a completed safety data sheet assessment by the product steward. A missing assessment results in a country-specific automatic block of sales order fulfillment that can be resolved by the product steward, typically by assigning a relevant safety data sheet to the products.

Prerequisites

Steps

  1. Log on to the SAP S/4HANA Public Cloud training system with your user credentials and assign the relevant business roles to your user if it has not already been assigned.

    Assign:

    RoleDescription
    BR_PRODMASTER_SPECIALISTMaster Data Specialist - Product Data
    BR_PRODSTWRD_SPLST_PCLProduct Stewardship Specialist - Product Compliance
    BR_INTERNAL_SALES_REPInternal Sales Representative
    BR_SHIPPING_SPECIALIST Shipping Specialist 
    BR_WAREHOUSE_CLERKWarehouse Clerk 
    1. Log on to the SAP S/4HANA Public Cloud training system with your user credentials.

    2. Navigate to the Maintain Business Users application.

    3. Scroll through the list of users to locate your business user.

    4. Select your business user.

    5. Choose Add and search for the required business roles.

    6. Add the roles to your user.

    7. Select the checkbox beside the business roles and apply them. Repeat it for every mentioned role.

    8. Choose OK to close the dialog box.

      Result

      You now see the business roles assigned.
    9. Choose Save.

    10. Refresh your screen.

Task 1: Prerequisite: Create Material

Note
To complete this exercise, you must have the Master Data Specialist - Product Data (SAP_BR_PRODMASTER_SPECIALIST) business role assigned to your user.

Steps

  1. Use the app Manage Product Master Data and create the following material master data.

    Copy material FGPC01 and create a new material FGPC10-### for plant 1010 and distribution chain 1010 with the description Product Compliance Finished Good –###.

    Note
    Working with a template material, your new ones are compliant relevant.
    1. Open the Manage Product Master Data app.

    2. In the Product field, enter the material that you want to copy: for example, enter FGPC01 and choose Go.

    3. In the search results, select the checkbox beside the product you searched for.

    4. Choose Copy.

    5. On the Select Organizational Data to Copy dialog box, the preselected organizational level data from the master record that you have chosen to copy from displays. Press OK.

    6. In the Create Master Data Record dialog box enter the new material number in the Product Number field: for example, enter FGPC10-###.

      As a description enter: Product Compliance Finished Good –###

    7. Choose OK.

    8. Choose Create to save the new product master.

    9. Select Create a second time to accept the warning message concerning duplicates.

    10. Choose Back to return to the Manage Product Master Data screen.

Task 2: Prerequisite: Post goods movement

To run through this scope item, the materials must be available in stock.

Note
To complete this exercise, you must have the Warehouse Clerk (BR_WAREHOUSE_CLERK) business role assigned to your user.

Steps

  1. Execute the app Post Goods Movement (MIGO).

    Initial screen opens.

    Make the following initial entries:

      
    Trans / Event:Goods Receipt
    Reference Document:Other

    On the Material tab, enter:

    Material

      
    MaterialFGPC10-###

    Enter on the quantity tab:

    Quantity

      
    Qty in Unit of Entry:100
    Unit if Entry:BT

    On the Where tab, enter:

    Where

      
    Movement Type:561
    Plant:1010
    Storage Location:101A

    Post it.

    1. On the initial screen enter the Event Goods Receipt together with Reference Document Other.

    2. Enter now data given in tables of exercise.

    3. Post it.

Task 3: Prerequisite: Create an unpacked product

As a Product Stewardship Specialist - Product Compliance, in this task you assign materials and related packaged products to an unpackaged product. You also assign a compliance purpose that reflects transportation in countries where the packaged product will be transported.

Note
To complete this exercise, you must have the Product Stewardship Specialist - Product Compliance (BR_PRODSTWRD_SPLST_PCL) business role assigned to your user.

Steps

  1. Create the unpackaged product FGPC10-### with the app Manage Basic Compliance Data - Unpackaged Products.

    1. Navigate through the displayed tiles or use the enterprise search in the upper right corner to locate the Manage Basic Compliance Data - Unpackaged Products app.

    2. Select the entry "Create".

    3. Enter Product Marketability FGPC10-### in the internal name field.

    4. Set the Product Categorization to Mixture

    5. Set the "Safety Data Sheet Required" entry.

    6. Leave the screen.

Task 4: Create Sales Order

The Internal Sales Representative creates a sales order for a finished good. The system carries out a dangerous goods check to verify if the transport is allowed. The result of the dangerous goods check is positive and the status for the dangerous goods check in the sales order header is set accordingly. The delivery for this sales order can be created.

Note
To complete this exercise, you must have the Internal Sales Representative (BR_INTERNAL_SALES_REP) business role assigned to your user.

Steps

  1. Execute the app Create Sales Orders- VA01.

    Enter:

    Sales Order: initial screen

      
    Order Type:OR
    Sales Organization:1010
    Distribution Channel:10
    Division:00

    Press Continue.

    On overview screen enter:

    Sales Order header

      
    Sold to Party:10100003
    Ship to Party:10100003
    Cust. Reference:123434
    Cust. Reference Date:Today's date
    Delivery Plant:1010

    Enter the following item details:

      
    Material:FGPC10-###
    Quantity:1
    Unit:BT

    Now you would like to add pricing information.

    Double-click the item row.

    Select the Conditions tab.

    Inside next free row, enter:

    Additional condition

      
    CnTy:PPR0
    Amount:100
    CrcyEUR

    Jump back to overview screen.

    Save your sales order.

    Note
    Please pay special attention and check system messages after saving your sales order.
    Note
    Select the display button and write down sales order number.
    1. Choose the right app Create Sales Orders (VA01).

    2. On the Create Sales Order initial screen, make the entries given inside exercise table: Sales Order: initial screen.

    3. Enter the data for the Sales Order header.

    4. Enter the data for the Sales Order item.

    5. Select the item detail screen and enter condition relevant data.

    6. Choose the Save button.

    7. Select the display button. Make a note of the sales order number: __________.

Task 5: Process Request from Sales Order for Safety Data Sheet

The Product Stewardship Specialist - Product Compliance receives the compliance request. He processes the request to create a compliance view for the product, he checks if the assigned purpose is sufficient for the sales country and if the product can be sold there. Based on this information he decides if a base SDS needs to be provided and an according assessment is started or if the request will be refused.

Note
To complete this exercise, you must have the Product Stewardship Specialist - Product Compliance (BR_PRODSTWRD_SPLST_PCL) business role assigned to your user.

Steps

  1. Open Process Requests from Logistics - For Dangerous Goods.

    Search for material: FGPC10-###.

    Select the entry with the following parameters:

    FieldValue
    Origin:Sales Order
    Request Responsibility:Product Compliance

    Open the detail screen.

    1. Search for the right material with the given search parameters.

    2. Adapt your filter to select Solution Area as a search criteria.

      Your material is found.

    3. Select the line and open detail screen.

  2. Navigate to the Compliance View section.

    Choose button: Create or AssignCreate Compliance View for Packaged Product.

    Enter:

    FieldValue
    Assign to Unpackaged Product:Product Marketability FGPC10-###
    Caution
    Please use the F4 help to select the right value.

    Save it.

    In Compliance Purposes to Verify the Product Default Compliance Purpose is assigned.

    Choose Ready for Assessment.

     

    Save it.

    1. Open the tab page Compliance View.

    2. Select the button Create or AssignCreate Compliance View for Packaged Product.

    3. Enter FGPC10-###.

    4. Choose Ready for Assessment.

    5. Save it.

Task 6: Create Outbound Delivery for a Non-Compliant Product

The Shipping Specialist created a delivery for a finished good. The safety data sheet check verifies for the ship-to country/region if a delivery of this finished good is allowed.

Note
To complete this exercise, you must have the Shipping Specialist (BR_SHIPPING_SPECIALIST ) business role assigned to your user.

Steps

  1. Open the app Create Outbound Delivery - WithoutOrder Reference.

  2. Make the following entries:

    Search criteria

      
    Shipping Point:1010
     Delivery Type:LO
     Sales Organization:1010
    Distribution Channel:10
    Division:00

    On the "Delivery w/o Ref. Create: Overview screen" make the following en­tries:

    Delivery Details

      
    Ship-To Party:10100003
    Planned GI:Today’s date

    Now enter:

    Delivery Item:

      
    Material:FGPC10-###
    Deliv. Qty:1
    Unit:BT

    Save it.

    Write down delivery number.

    Note

    Messages are shown that the product compliance check was not successful and the document is blocked from fur­ther processing.

    In addition, a compliance request has been initiated and the Product Steward­ship Specialist will work on this request

    1. Execute the given app.

      Don't select Create Outbound Delivery - with Order Reference

    2. Enter search criteria.

    3. Inside overview screen enter Ship to party and Planned Gl.data.

    4. Enter item data.

    5. Save it and make a note for delivery number.

Task 7: Process Request from Outbound Delivery for Safety Data Sheet

The Product Stewardship Specialist - Product Compliance receives the compliance request. Based on the information in the request he decides if a base SDS needs to be provided and an according assessment is started or if the request will be refused.

Note
To complete this exercise, you must have the Product Stewardship Specialist - Product Compliance (BR_PRODSTWRD_SPLST_PCL) business role assigned to your user.

Steps

  1. Open Process Requests from Logistics - For Dangerous Goods.

    Search for material: FGPC10-###.

    Select the entry with the following parameters:

    FieldValue
    Origin:Outbound delivery
    Note
    Deselect "Request Responsibility".

    Open the detail screen.

    Choose Ready for Assessment.

    Choose Save.

    1. Search for the right material with the given search parameters.

    2. Adapt your filter to select Solution Area as a search criteria.

    3. Deselect "Request Responsibility".

      Your material is found.

    4. Select the line and open detail screen.

    5. Select "Ready for Assessment".

    6. Finally save it.

Task 8: Display Sales Order

Finally you would like to check the status of your sales order.

Note
To complete this exercise, you must have the Internal Sales Representative (BR_INTERNAL_SALES_REP) business role assigned to your user.

Steps

  1. Execute app "Display Sales Order VA03.

    Enter your Sales Order number and open detail screen.

    1. Execute app.

    2. Enter your sales order number and choose "Continue".

  2. Open item detail screen and check status.

    Safety data sheet status changed to "Warning- Request Pending".

    Close the screen and open Home screen.

    1. Double click the item number and open detail screen.

    2. Select "Status" tab and control information.

    3. Close the screen and open Home screen.

Safety Data Sheets

Safety Data Sheets: Overview

Products flagged as relevant for compliance must have a completed safety data sheet assessment by the product steward.

A missing assessment results in a country-specific automatic block of sales order fulfillment that can be resolved by the product steward, typically by assigning a relevant safety data sheet to the products.

Watch the following video to understand how a possible process could look like. You learn which users and which roles are necessary to work with safety data sheets.

Applicable Process Steps

To sum up the steps you saw in that video, here are the general process steps listed:

  • Internal Sales Representative: Creates a Sales Order
  • Product Steward Specialist: Process request from logistics and starts assessment
  • Shipping Specialist: Creates outbound delivery
  • Product Steward Specialist: Process request from logistics and starts assessment

Benefits

The benefits of the Safety Data sheets are:

  • Mitigate compliance risks with up-to-date information integrated into the value chain
  • Inform product steward specialists about new markets
  • Integrate the safety data sheet requirements and management into the general product compliance management processes, providing an integrated view on the status
  • Integrate the safety data sheet processes of a product with your logistic processes
  • Integrate the product stewardship department via a release cycle into sales and distribution processes
Note

This process flow is covered in scope Item 3VQ- Safety Data Sheets in the Value Chain.

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