BSIP Training 2006BSIP Training 2006

Receiving Fuel into Receiving Fuel into InventoryInventory

The Importance of Timely EntryThe Importance of Timely Entry

The ProblemThe Problem

Monthly and Yearly reporting show the Monthly and Yearly reporting show the dollar value of fuel charged to busesdollar value of fuel charged to buses

Dollar value of fuel comes from the moving Dollar value of fuel comes from the moving price at the time the fuel is issued on ZFE2price at the time the fuel is issued on ZFE2

When your inventory is negative your When your inventory is negative your moving price does not adjustmoving price does not adjust

How it should workHow it should work Fuel Inventory: 7000 GallonsFuel Inventory: 7000 Gallons Moving Price: $2.00/GallonMoving Price: $2.00/Gallon

MIGO 7000 Gallons of fuelMIGO 7000 Gallons of fuel Price: $2.50/GallonPrice: $2.50/Gallon Exact LC Entered: $17,500Exact LC Entered: $17,500

New Fuel Inventory: 14000 Gallons

Moving Price: $2.25

What you will charge to buses for the 14000 Gallons: $31,500

What it cost for the 14000 Gallons currently in your tank: $31,500

Amount not reported because of late data entry: $0

Price being charged to buses after the MIGO: $2.25

When You’re NegativeWhen You’re Negative Fuel Inventory: -10000 GallonsFuel Inventory: -10000 Gallons Moving Price: $2.00/GallonMoving Price: $2.00/Gallon

MIGO 7000 Gallons of fuelMIGO 7000 Gallons of fuel Price: $3.00/GallonPrice: $3.00/Gallon Exact LC Entered: $21,000Exact LC Entered: $21,000

New Fuel Inventory: -3000 Gallons

What you already charged to buses for the 7000 Gallons: $14,000

(7000 at $2/Gallon = 14000)

Amount not reported because of late data entry: $7,000

Price being charged to buses after the MIGO: $2.00

When You’re Less NegativeWhen You’re Less Negative Fuel Inventory: -5000 GallonsFuel Inventory: -5000 Gallons Moving Price: $2.00/GallonMoving Price: $2.00/Gallon

MIGO 7000 Gallons of fuelMIGO 7000 Gallons of fuel Price: $3.00/GallonPrice: $3.00/Gallon Exact LC Entered: $21,000Exact LC Entered: $21,000

New Fuel Inventory: 2000 Gallons

What you will charge to buses for the 7000 Gallons: $16,000

(5000 at $2/Gallon + 2000 at $3/Gallon = $16,000)

What it cost for the 7000 Gallons (2000 remaining) : $21,000

Amount not reported because of late data entry: $5,000

Price being charged to buses after the MIGO: $3.00

ImplicationsImplications

You may not be seeking sufficient You may not be seeking sufficient reimbursement for fueling county/local vehicles.reimbursement for fueling county/local vehicles.

You could be charging fuel to activity buses at You could be charging fuel to activity buses at too low or high a rate. too low or high a rate.

When seeking additional allotments of money When seeking additional allotments of money for fuel costs you will be reporting incorrect data for fuel costs you will be reporting incorrect data and could be far below your actual cost.and could be far below your actual cost.

The data on operating costs in the system could The data on operating costs in the system could be vastly different from the actual costs. This be vastly different from the actual costs. This may impact future funding.may impact future funding.

Determining where you Determining where you stand on Fuel Entrystand on Fuel Entry

Use MM03 to determine current stock and Use MM03 to determine current stock and moving pricemoving price

Use MB51 to check on relatively how well Use MB51 to check on relatively how well you have been doing at charging the you have been doing at charging the correct price for fuel to vehiclescorrect price for fuel to vehicles

Process SuggestionsProcess Suggestions

Get the invoice faxed to you and into SAP as Get the invoice faxed to you and into SAP as soon as possiblesoon as possible

Make sure if you adjust inventory with MI10 Make sure if you adjust inventory with MI10 that all invoices are in and all fuel issues that all invoices are in and all fuel issues currentcurrent

Be aware of your fuel level when issuing fuelBe aware of your fuel level when issuing fuel If the person who receives fuel into inventory If the person who receives fuel into inventory

is not the person who issues fuel to vehicles is not the person who issues fuel to vehicles in SAP: in SAP: COMMUNICATECOMMUNICATE

Fuel Issues and MileageFuel Issues and MileageZFE2 / IK22 / IK11ZFE2 / IK22 / IK11

Common ZFE2 ErrorsCommon ZFE2 Errors The standing order is not set to releasedThe standing order is not set to released

The standing fuel order for the vehicle is technically completed, usually The standing fuel order for the vehicle is technically completed, usually done when maintenance plans are suspended (For Sale/Sold vehicles done when maintenance plans are suspended (For Sale/Sold vehicles as well as wrecked, cannibalized, and vehicles available for transfer)as well as wrecked, cannibalized, and vehicles available for transfer)

Confirm the vehicle number and determine the vehicle status, this Confirm the vehicle number and determine the vehicle status, this vehicle should not be fueled because it’s maintenance plans are most vehicle should not be fueled because it’s maintenance plans are most likely not active.likely not active.

The reading is below the last reading takenThe reading is below the last reading taken Current Mileage in the system is greater than the mileage you have Current Mileage in the system is greater than the mileage you have

attempted to enterattempted to enter Confirm the mileage of the vehicle, If the true mileage is really below the Confirm the mileage of the vehicle, If the true mileage is really below the

last reading in the system email the helpdesk to reverse the incorrectly last reading in the system email the helpdesk to reverse the incorrectly entered mileageentered mileage

Review upper range limitReview upper range limit Often occurs when entering more fuel than the capacity of the vehicleOften occurs when entering more fuel than the capacity of the vehicle Check for typo, and assure that it is a reasonable amount of fuel for the Check for typo, and assure that it is a reasonable amount of fuel for the

vehicle in one fueling, if so email the helpdeskvehicle in one fueling, if so email the helpdesk

Common ZFE2 ErrorsCommon ZFE2 Errors The fuel entered is outside the range allowed for this vehicleThe fuel entered is outside the range allowed for this vehicle

Wrong fuel type entered, bus number typoWrong fuel type entered, bus number typo Measurement reading is over the toleranceMeasurement reading is over the tolerance

You have tried to advance the mileage on the vehicle by more miles You have tried to advance the mileage on the vehicle by more miles than one tank of fuel could have possibly carried the vehiclethan one tank of fuel could have possibly carried the vehicle

Confirm the mileage of the vehicle, if still over tolerance because it was Confirm the mileage of the vehicle, if still over tolerance because it was fueled in another location in between then email helpdesk or issue a fueled in another location in between then email helpdesk or issue a measurement document with IK22 to correct the mileagemeasurement document with IK22 to correct the mileage

Counter reading must be less than counter overflow readingCounter reading must be less than counter overflow reading 100k mile odometer vehicles in the system when a reading over 100k mile odometer vehicles in the system when a reading over

100,000 miles is entered (Rare error because it is often pre-empted by 100,000 miles is entered (Rare error because it is often pre-empted by one of the above errors)one of the above errors)

Received AFTER the fuel is issued to the vehicleReceived AFTER the fuel is issued to the vehicle This one is tricky because the fuel movement goes through, but the This one is tricky because the fuel movement goes through, but the

odometer is not changedodometer is not changed Do not re-enter fuel for the vehicle from the same fuel sheetDo not re-enter fuel for the vehicle from the same fuel sheet

Total Counter Reading Total Counter Reading vs.vs.

Current Counter Reading Current Counter Reading

Total counter readingTotal counter reading Not directly alterable by Not directly alterable by

the userthe user Keeps track of the total Keeps track of the total

number of miles the number of miles the vehicle has traveled vehicle has traveled regardless of regardless of odometer rollover or odometer rollover or replacementreplacement

Current counter Current counter readingreading Should be what the Should be what the

odometer readsodometer reads When the odometer When the odometer

rolls over or is replaced rolls over or is replaced this number may return this number may return to zeroto zero

The Pitfall of IK22/IK11:The Pitfall of IK22/IK11:No Error CheckingNo Error Checking

It will accept almost ANY odometer It will accept almost ANY odometer reading you enter without questionreading you enter without question

It will prevent you from entering mileage It will prevent you from entering mileage above the counter overflowabove the counter overflow

It will warn you about a mileage below the It will warn you about a mileage below the current mileagecurrent mileage Then it will accept the mileage and roll the Then it will accept the mileage and roll the

odometer over to the next 100,000 or odometer over to the next 100,000 or 1,000,000 miles1,000,000 miles

Vehicle MaintenanceVehicle Maintenance

Monthly InspectionsMonthly Inspections

++

Preventative MaintenancePreventative Maintenance

Mileage and MaintenanceMileage and Maintenance

Mileage entry drives maintenance plans:Mileage entry drives maintenance plans:

Incorrect Entries = Incorrect Incorrect Entries = Incorrect MaintenanceMaintenance

No Entries = No MaintenanceNo Entries = No Maintenance

Either of these leaves the county open to Either of these leaves the county open to litigation and invalidation of the litigation and invalidation of the

warrantywarranty

30-Day Inspections30-Day Inspections

North Carolina General Statutes North Carolina General Statutes § 115C-248§ 115C-248

(a) The superintendent of each local school administrative (a) The superintendent of each local school administrative unit, shall cause each school bus unit, shall cause each school bus owned or operatedowned or operated by by such local school administrative unit to be inspected such local school administrative unit to be inspected at at least once each 30 days during the school least once each 30 days during the school

yearyear for mechanical defects, or other defects which may for mechanical defects, or other defects which may affect the safe operation of such bus. A report of such affect the safe operation of such bus. A report of such inspection, together with the recommendations of the inspection, together with the recommendations of the

person making the inspection, shall be filed promptly in person making the inspection, shall be filed promptly in the office of the superintendent of such local school the office of the superintendent of such local school

administrative unit, and a copy thereof shall be forwarded administrative unit, and a copy thereof shall be forwarded to the principal of the school to which such bus is to the principal of the school to which such bus is

assigned. assigned.

Correct RecordsCorrect Records

Paper and computerized records should Paper and computerized records should matchmatch

When technically completing an order the When technically completing an order the reference date should be changed to match reference date should be changed to match the date the inspection was donethe date the inspection was done This can only be done in the IW32, Change This can only be done in the IW32, Change

Order, screenOrder, screen If TECOd in IW42 the reference date is set to the If TECOd in IW42 the reference date is set to the

current datecurrent date That reference date determines when the next That reference date determines when the next

inspection is dueinspection is due

Parking buses for the Summer:Parking buses for the Summer:

Whenever buses are used to transport Whenever buses are used to transport students they MUST be up to date on their 30-students they MUST be up to date on their 30-day inspectionsday inspections

If only a limited number of vehicles are If only a limited number of vehicles are needed to service the schools in the summer needed to service the schools in the summer months you may TECO the 30-day inspections months you may TECO the 30-day inspections at any point without entering mechanics timeat any point without entering mechanics time

If any vehicles at all run during the summer, it If any vehicles at all run during the summer, it is essential that a list be maintained of is essential that a list be maintained of vehicles that are up to date on their vehicles that are up to date on their inspections; Only vehicles on this list may be inspections; Only vehicles on this list may be utilized to transport children utilized to transport children

Vehicle Statuses:Vehicle Statuses:What do they mean?What do they mean?

E0BE0B Bus available for transfer to another LEABus available for transfer to another LEA

E0SE0S Service truck available for transfer to another LEAService truck available for transfer to another LEA

E2LCE2LC Loaner Bus, LEA committed to purchasing capital Loaner Bus, LEA committed to purchasing capital outlayoutlay

E2RCE2RC Replacement Bus bought with local capitalReplacement Bus bought with local capital

E2RBE2RB Replacement Bus bought by the state to replace old Replacement Bus bought by the state to replace old vehicle vehicle

E2RRE2RR Replacement Bus designated for replacement in Replacement Bus designated for replacement in near futurenear future

ESSESS Spare Bus - Covers route when an E2 bus is in the Spare Bus - Covers route when an E2 bus is in the shopshop

ESPESP Parked Bus – Replacement Bus which was not run Parked Bus – Replacement Bus which was not run on a regular route (91 days or more) the previous on a regular route (91 days or more) the previous yearyear

E8E8 Local Vehicle – Vehicles in this category are NOT Local Vehicle – Vehicles in this category are NOT maintained with state fundsmaintained with state funds

E4/E6E4/E6 For Sale/Sold VehicleFor Sale/Sold Vehicle

E3/EZE3/EZ Wrecked/Cannibalized VehicleWrecked/Cannibalized Vehicle

Why Maintenance Plans are Why Maintenance Plans are SuspendedSuspended

When a vehicle should no longer be When a vehicle should no longer be run on a route for any reason the run on a route for any reason the maintenance plans are suspendedmaintenance plans are suspended This includes vehicles sold, for sale, This includes vehicles sold, for sale,

totaled, cannibalized, turned in for totaled, cannibalized, turned in for credit, and any vehicle in transfer (E0B) credit, and any vehicle in transfer (E0B) statusstatus

Once suspended this vehicle should no Once suspended this vehicle should no longer carry any passengers unless it is longer carry any passengers unless it is reinstated and brought up to datereinstated and brought up to date

Reasons Never to Ask to Suspend Reasons Never to Ask to Suspend PlansPlans

We now do it automatically when a We now do it automatically when a vehicle changes to a status where it vehicle changes to a status where it should no longer be runshould no longer be run

Sometimes when you ask to have Sometimes when you ask to have them suspended, we actually do itthem suspended, we actually do it

When the plans are suspended, the When the plans are suspended, the standing fuel order is closed to add a standing fuel order is closed to add a layer of protectionlayer of protection

When to Ask to Suspend Plans:When to Ask to Suspend Plans: I know I said never… But… I know I said never… But…

If the vehicle should have had its plans If the vehicle should have had its plans suspended, but it was missed; Check suspended, but it was missed; Check the status of the vehicle first!the status of the vehicle first! E0B, E4, E6, E3, and EZ can be suspendedE0B, E4, E6, E3, and EZ can be suspended E2RB, E2RC, E2LC, ESS, ESP, and E8 E2RB, E2RC, E2LC, ESS, ESP, and E8

should not be suspendedshould not be suspended If you sell an E8 (local) vehicle, or are If you sell an E8 (local) vehicle, or are

simply no longer responsible for it, you simply no longer responsible for it, you should inform DPI of the change in vehicle should inform DPI of the change in vehicle status so that we can correct the status so that we can correct the information in SAPinformation in SAP

Inventory Inventory ManagementManagement

SAP Can Help Manage SAP Can Help Manage InventoryInventory

►SAP will automatically create SAP will automatically create requisition documents when inventory requisition documents when inventory of particular items drops below a of particular items drops below a certain levelcertain level

►All you need to do is set the All you need to do is set the appropriate inventory level to appropriate inventory level to maintain, and check the report for maintain, and check the report for suggested materials to ordersuggested materials to order

Benefits of Using this SystemBenefits of Using this System

►Allows you to maintain your inventory Allows you to maintain your inventory without continuous manual monitoring without continuous manual monitoring of the stock level for every partof the stock level for every part

►Reduces the likelihood of running out of Reduces the likelihood of running out of a parta part

►Reduces the amount of inventory Reduces the amount of inventory necessary to ensure parts are available necessary to ensure parts are available when neededwhen needed

►Reduces the amount of time needed to Reduces the amount of time needed to determine the order for the day/weekdetermine the order for the day/week

Cost of Using this SystemCost of Using this System

► Large initial time investment in SAPLarge initial time investment in SAP► Requires setting of initial order points and Requires setting of initial order points and

order amounts for each material number to order amounts for each material number to be checked by the systembe checked by the system

► Requires adjustment of order points and Requires adjustment of order points and order amounts as deficiencies are seen in order amounts as deficiencies are seen in effectiveness or overstockingeffectiveness or overstocking

► To be fully effective it requires a user who To be fully effective it requires a user who understands SAP, how parts flow from the understands SAP, how parts flow from the stock room, and how often certain parts are stock room, and how often certain parts are usedused

New DOT NumbersNew DOT Numbers

► Go to: Go to: http://www.ncbussafety.org/BSIPresources.hthttp://www.ncbussafety.org/BSIPresources.htmlml

► Fill out DOT number formFill out DOT number form► Submit to bsip@dpi.state.nc.usSubmit to bsip@dpi.state.nc.us► You will be contacted when a new DOT You will be contacted when a new DOT

number has been issued for that partnumber has been issued for that part

Variably sized inventory must be Variably sized inventory must be issued in SAP unitsissued in SAP units

► SAP has a default unit size for all items in SAP has a default unit size for all items in inventoryinventory

► Items such as oil (Quarts) and anti-freeze Items such as oil (Quarts) and anti-freeze (Gallons) may not arrive at the shop or (Gallons) may not arrive at the shop or appear on the invoice in the standard unitsappear on the invoice in the standard units

► If oil is listed on the invoice as 250 gallons but If oil is listed on the invoice as 250 gallons but oil’s standard unit is the quart, then you must oil’s standard unit is the quart, then you must receive the 250 gallons as 1000 quartsreceive the 250 gallons as 1000 quarts

► You must also issue goods in the standard You must also issue goods in the standard unit; If anti-freeze is in gallons you must issue unit; If anti-freeze is in gallons you must issue out gallons or portions of a gallon. Thus, 2 out gallons or portions of a gallon. Thus, 2 quarts used on a vehicle would equate to half quarts used on a vehicle would equate to half a gallona gallon

Obsolete Code for a MaterialObsolete Code for a Material

► If the P2 code appears on the basic view, If the P2 code appears on the basic view, the DOT number has been made obsolete by the DOT number has been made obsolete by the main DOT plant; Most likely there will be the main DOT plant; Most likely there will be a new number listed in the description. a new number listed in the description.

► If P2 is listed in the MRP1 view, that is a field If P2 is listed in the MRP1 view, that is a field set on a per plant basis. Usually it means set on a per plant basis. Usually it means that that part is not to be ordered because it that that part is not to be ordered because it is no longer useful on any of your vehicles. is no longer useful on any of your vehicles.

► Rarely will you find a P2 on MRP1 that Rarely will you find a P2 on MRP1 that wasn’t set by someone at your plant wasn’t set by someone at your plant

Obsolete Materials:Obsolete Materials:Change in DOT Material NumberChange in DOT Material Number

1.1. ZMM01Z: Extend new number to ZMM01Z: Extend new number to plantplant

2.2. Receive all new inventory to the new Receive all new inventory to the new number and label it as such in parts number and label it as such in parts roomroom

3.3. When old number has no stock left When old number has no stock left use ZMM06 to flag the material for use ZMM06 to flag the material for deletiondeletion

Obsolete Materials:Obsolete Materials:No longer in use at the garageNo longer in use at the garage

1.1. ZMB19 (single value feature): List the items ZMB19 (single value feature): List the items to be removed from inventory and total the to be removed from inventory and total the valuevalue

2.2. MI10: Remove the items from the systemMI10: Remove the items from the system

3.3. ZMM02Z (Purchasing View): Set the P2 code ZMM02Z (Purchasing View): Set the P2 code in the Plant-sp.matl status fieldin the Plant-sp.matl status field

4.4. ZMM06: Set the deletion flagZMM06: Set the deletion flag

5.5. Subtract the amount received from surplus Subtract the amount received from surplus from total value and report balance on TD-1 from total value and report balance on TD-1 as a lossas a loss

Miscellaneous Miscellaneous Common IssuesCommon Issues

VMRS CodesVMRS Codes

• ZPMVMRSZPMVMRS– New transaction for looking up VMRS codesNew transaction for looking up VMRS codes

• ZFB61 – External Material PurchaseZFB61 – External Material Purchase– Material number is just the VMRS code for the Material number is just the VMRS code for the

operation with ‘m’ in front of itoperation with ‘m’ in front of it

New Vehicle Prep (DP07 Order):New Vehicle Prep (DP07 Order):

• These are created when the helpdesk is These are created when the helpdesk is informed of the receipt of new buses and informed of the receipt of new buses and receives the associated vehicle informationreceives the associated vehicle information

• Look for these orders using IW38 with order type Look for these orders using IW38 with order type DP07 and print them out from thereDP07 and print them out from there

• Do NOT create your own new Order!Do NOT create your own new Order!– If you don’t see the order you need to put the vehicle If you don’t see the order you need to put the vehicle

in service, email the helpdeskin service, email the helpdesk– Not only is it unnecessary extra work for you, it places Not only is it unnecessary extra work for you, it places

the order with the wrong parameters, and makes it the order with the wrong parameters, and makes it difficult to track downdifficult to track down

Deleting Created OrdersDeleting Created Orders

• Orders can not be deleted, only teco’d with Orders can not be deleted, only teco’d with no costs. They still show up.no costs. They still show up.

• If you roll an odometer over to the next If you roll an odometer over to the next million miles with IK22 and wind up with million miles with IK22 and wind up with 200 PMs on ZIP24 tomorrow morning 200 PMs on ZIP24 tomorrow morning those orders will forever show up as those orders will forever show up as having been completedhaving been completed

Releasing/processing another Releasing/processing another county’s order:county’s order:

• Be careful, it is very easy to make a typo Be careful, it is very easy to make a typo when entering in an order numberwhen entering in an order number

• Check to make sure your plant number Check to make sure your plant number appears somewhere on the order or in IW42 appears somewhere on the order or in IW42 as the default plant for the operationsas the default plant for the operations

• Contact the helpdesk immediately if you Contact the helpdesk immediately if you realize you have made an error or suspect realize you have made an error or suspect someone else has processed one of your someone else has processed one of your ordersorders

Consistency in Text when Consistency in Text when Updating Sort, Location, or Updating Sort, Location, or

Room Fields:Room Fields:• For your convenience and our ‘not-having-to-do-For your convenience and our ‘not-having-to-do-

it-over-and-over-again’, please be consistent it-over-and-over-again’, please be consistent with your naming conventions with your naming conventions

• If you use the field for the last name of the If you use the field for the last name of the mechanic, don’t submit that you want 5 new mechanic, don’t submit that you want 5 new vehicles with the first name of a mechanicvehicles with the first name of a mechanic

• If you use it for school location don’t use If you use it for school location don’t use WRaleigh sometimes and WestRlgh other times; WRaleigh sometimes and WestRlgh other times; They may not sort together anymore.They may not sort together anymore.

Purchase Order SearchesPurchase Order Searches

• If you’re in ME22N, click the matchcode icon for If you’re in ME22N, click the matchcode icon for the document number field and use the last tab the document number field and use the last tab in the search box “Purchasing document per in the search box “Purchasing document per agreement, plant, material, vendor”agreement, plant, material, vendor”– This tab allows you to search by plant, date/date This tab allows you to search by plant, date/date

range, and material numberrange, and material number

• Transaction ME2M is an easier way to look up Transaction ME2M is an easier way to look up purchasing document numberspurchasing document numbers– Use plant, material, and document date to narrow Use plant, material, and document date to narrow

your searchyour search

Physical Inventory Physical Inventory Suggestions:Suggestions:

• Make sure all entry into SAP related to Make sure all entry into SAP related to parts usage has been completedparts usage has been completed

• Don’t try to do it all the same day, in most Don’t try to do it all the same day, in most cases you will be unsuccessful; In all cases cases you will be unsuccessful; In all cases you’ll be frustrated. Break it up into you’ll be frustrated. Break it up into sections.sections.

• Don’t wait until the last minute to start Don’t wait until the last minute to start inventory. If you have a problem, you’ll get inventory. If you have a problem, you’ll get help much easier if it’s not the day before it help much easier if it’s not the day before it has to be done.has to be done.