copy of enduser document for ps

8/6/2019 Copy of Enduser Document for PS

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mySAPERP2004 End user document (PS Module)

V1.0

Sep 2007

English

End UserDocumentation - PS

mySAPERP2004 (ECC 6.0)

SSTL

1,6th Floor, Crown Court#128, Cathedral Road

Chennai 600 086

Solution/ Release: ECC 6.0 Page 1 of 183


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Content

1 Sequential operation of Project System (PS) module ................................................4

2 Create Investment Program ......................................................................................21

3 Create Investment Program Top Position .................................................................24

4 Change Investment Program Structure ....................................................................27

5 Edit Original Budget ................................................................................................31

6 Create Appropriation Request .................................................................................36

7 Change Appropriation Request ................................................................................51

8 Activate Project Definition .......................................................................................60

9 Budget Distribution ..................................................................................................66

10 Release Appropriation Request ................................................................................73

11 Change Project Definition ........................................................................................76

12 Change Cost Planning .............................................................................................80

13 Change Original Budget ..........................................................................................85

14 Create Network ........................................................................................................91

15 Change Project Definition .....................................................................................105

16 Create Purchase Requisition ..................................................................................109

17 Create Purchase Order ...........................................................................................117

18 Create Vendor Advance .........................................................................................122

19 Post Vendor down Payment ...................................................................................125

20 Goods Receipts Purchase Order ............................................................................128

21 Logistics Invoice Verification .................................................................................133



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22 Create Reservation ..................................................................................................151

23 Goods Issue ............................................................................................................154

24 Service Entry .........................................................................................................158

25 Create Confirmations ............................................................................................162

26 Payment with Printout ...........................................................................................166

27 Project Settlement ..................................................................................................171

28 Create Completed Asset ........................................................................................174

29 Change Network Status Closed ..........................................................................180

30 Change Project Status Closed .............................................................................182



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SAP ECC 6.0 End user document (PS Module)

Sequential operation of Project System (PS) module

I Creation of Investment Program

a) Create Investment Program - Transaction Code: IM01

As soon as the Financial Year Starts the Investment Program Creation needsto be done by the authorized person.

The Following things are mentioned in the Investment Program1. Investment Program

2. Approval Year

3. Program Type4. Fiscal Year Variant

5. Currency

With this information the Investment Program is saved and the same isinformed to Projects Department over phone and SAP Mail. The authorizedperson in SAP does this step.

b) Create Investment Program Top Position - Transaction Code: IM11

After Creating the Investment Program the Top Company Level position is

created for the Investment Program.The Following things are mentioned in the Investment Program Top Position

1. Investment Program

2. Position ID3. Approval Year

The authorized person in SAP does this step.

c) Create Investment Program Structure - Transaction Code: IM22

After Creating the Investment Program the Top Company Level position is

created for the Investment Program the Investment Program Structure iscreated.

The Following things are mentioned in the Investment Program Top Position1. Investment Program

2. Position ID (Optional)3. Approval Year

Solution/ Release: MySAPERP2004 (ECC6.0) Page 4 of 183


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II Maintaining Budget for Investment Program

a)Edit Original Budget - Transaction Code: IM32

After Creating the Investment Program Structure the Budget is maintained

for the created Investment Structure. This can be maintained whenever theNew appropriation request is assigned to the Position Ids.

The Following things are mentioned in the Edit Original Budget

1. Investment Program2. Position ID (Optional)

3. Approval YearThis step is done by the authorized person in SAP.

III. Appropriation Request

a) Create Appropriation Request Transaction Code : IMA11

After getting the Feasibility Study for scaling up the Process in the Production

Level. The authorized person in SAP creates the appropriation request.The Following things are mentioned in the Appropriation Request

1. Appropriation Request Type

2. Controlling Area after this in General Data

3. Appropriation Request

4. Description5. Approval Year

6. Planned Approval Date7. Implementation Start

8. Person Involved for Approval User ID needs to be selected Level wise.In Control Data

9. Investment Program /Year

10. Position ID.



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In Organizational Units1. Requesting Company code

2. Requesting Business Area

3. Requesting Cost Center4. Requesting Profit Center5. Requesting Company

6. Object Class

7. Plant8. Responsible Cost Center

9. Responsible Profit Center10.Currency

In Variants TabGeneral Data

1. Completion Date Approximate date of Project completion date.

Select Plan Values Tab

Click on Create Cost Estimate Button below the screen.

A new screen is opened where you need to click the button Show/Hide Item

View. It would show a table where we need to feed in the values. The values

to be fed are

Item Categoryo M for Material

o V for other costs like manpower, QC etc. The cost element for V

should be 7100150

Resource is where we select the RM name. The master would be

entered by the Purchase person. This is not required for RM. EnterQuantity & hit enter.

For V change the description to suit us.

After completion of the entry, click confirm to record those values by

SAP which would appear on the left hand side of the screen.

Rows can be added, inserted, deleted accordingly. Filled values are shownbelow.

Go Back or press F3. The total budget for the year 2007 (as the

investment planned is for 2007) would appear as shown below. Savethe Appropriation request.



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Note: We would define the cost for 1 year and if the project spills over to thenext year the remaining budget would also spill over.

After mentioning all the required entries when the user saves theappropriation request as per the configuration the Appropriation request will

go for approval process as SAP Workflow (predefined Process). The

documents are uploaded through Document Management system as well as itcan be uploaded in Change mode of Appropriation request by selecting the

Service for Object Create Attachment.

b) Approve Appropriation Request Transaction Code : IMA12/SBWP

When the approving authority opens their SAP Mail Box through thetransaction code SBWP the system will show all the Workflow process to be

executed by him. He has to select the required appropriation request and

Click on Approve button, if he wants to see the attachment. He can see thesame in display mode of Appropriation request by selecting the Service for

Object View Attachment or in the Document Tab.The authorized person inSAP does this step.

c) Activate & Release Appropriation Request Transaction Code:IMA12

After approval the Appropriation request needs to be activated and released.

This will be done by the authorized person in the Measures/Assets Tab of theAppropriation request in change mode of Appropriation request transaction.



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IV. Budget Distribution

a) Distribute Budget for Project Definition Transaction Code: IM52

After activating the Appropriation Request (Project Definition). The Followingthings are mentioned in the Distribute Budget1. Investment Program

2. Position ID (Optional)

3. Approval Year

The Overall as well as Yearwise Budget has to be updated. This step is doneby the authorized person in SAP.

V. Creation of Project Structure

a) Change Project Transaction Code: CJ02After updating the Budget for the Appropriation Request (Project Definition).

The Following things are mentioned in the Change Project transactions. The

authorized person in SAP does this step.In the Project Definition Header the Following things are mentioned

1. Person Responsible

2. Start Date and End date of Project will be defaulted from the

Appropriation Request.

3. Company code4. Business Area

5. Plant6. Profit Center

In the WBS element Overviewthe Basic Data tab the following things are mentioned.

1. Level Number

2. Description3. Upto Level 3 WBS elements are Created with Planning Element (if the

level is below 4).In Responsibilties Tab

4. Requesting Cost Center needs to be filled.

5. Which will automatically copy the Controlling Area (CA) and Requesting

Company Code.6. if required Responsible Cost Center field will be filled.



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V. Cost Planning for Project Definition

a) Manual Cost Planning for Project Transaction Code: CJ40

After updating the budget for the Top-level Project Definition the Lower Level(Level 3) the Overall as well as Year-wise planned cost has to be updated.

The authorized person does this step.

VI. Budget Updation for Project Definition (Level 3)

a) Manual Budget Updation for Project Transaction Code: CJ30

After manual Cost Planning for the Lower Level (level 3) WBS Elements thebudget for the Lower Level (Level 3) the Overall as well as Year-wise planned

cost has to be updated. The authorized person does this step.

V. Creation of Network

a) Create Network for Project Transaction Code: CN21

In the initial Screen the Following things are mentioned

Network Profile

Network TypePlant

MRP Controller

In the Network Header the following things are mentioned.Network Description

In Assignment Tab

Select the Project Definition,which will copy the Start Date and End Date of the Project if its maintained in

the Project Definition. These dates are considered for individual activities inthe Network. The Network activities are linked with relationship and these

network activities will be scheduled. The Milestones or Milestone Groups are

also used with the activities. A network can represent the sequence of

activities in a project or the sequence of a single activity within a project. Youcan graphically display various structural elements of a project and theirinterdependencies in the Project System. During the life of a project,

networks are used as a basis for planning, analyzing, controlling and

monitoring schedules, dates, and resources.(such as personnel, machines,PRTs, materials, documents, and drawings)



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These activities are three types 1. Internal Activities, 2. External Activities, 3.Primary Cost Activities.

Internal Activities:Using internally processed activities you determine the amount of Workproduced by machines or persons, and use this information in resource

planning to plan the capacity requirement.

External Activities:

Using external processing you determine which services are required fromother companies to carry out the project. The development of external

processing occurs through purchasing.

Primary Cost Activities:

Using general costs activity you plan primary costs, for example, travel costs.

V. Creation of Lower Level (Level 4) WBS & Release of Project

a) Create Lower Level WBS (Level 4) & Release Project Transaction

Code: CJ02

In the initial Screen the Following things are mentioned

Project DefinitionIn the WBS element Overview

the Basic Data tab the following things are mentioned.1.Level Number (level 4)

2. Description3 Planning Element (Tick)

4. Account Assignment Element (Tick).

In Responsibilties Tab5. Requesting Cost Center needs to be filled.

Which will automatically copy the Controlling Area (CA) and RequestingCompany Code.

if required Responsible Cost Center field will be filled.

Select EditStatus Release.

The authorized person does this step.



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V. Creation of Purchase Requisition for Materials

a) Create Purchase Requisition Transaction Code: ME51/ME51N.In the initial Screen the Following things are mentionedAccount Assignment Category Q

Delivery Date

PlantPurchasing Group

Req. Tracking NumberRequisitioner

In the Purchase requisition Item overview screen

Material NumberQty. Required

Val.TypeWBS Element

The Purchase requisition will be saved and will be released by the approving

authorities. The authorized person does this step.

VI. Creation of Purchase Order for Materials

a) Create Purchase Order Transaction Code: ME21/ME21N.

In the initial Screen the Following things are mentioned - HeaderVendor

Purchasing OrganizationPayment Term

GR Message (Tick)Net Price

In Item

Tax code wil be selected (if any)Select the PR and Adopt the PR.

The Purchase order will be saved and will be released by the approvingauthorities. The authorized person does this step.



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VII. Create & Post Vendor Down Payment Request

a) Create Down Payment Request Transaction Code: F-47.

After creating the Purchase order the Down Payment (Advance) to the vendoris raised. The authorized person does this step.In the initial Screen the Following things are mentioned - Header

Document Date

Company CodeCurrency

Reference & Doc. Header TextVendor Account No.

Spl.GL indicator

In DetailAmount, Business Area, Due On, Purchase Order No./ Item.

The down payment request will be saved.

b) Post out Going Payment Transaction Code: F-48/F-53.

After creating the Down Payment request, the Down Payment request(Advance) will be called and payment will be posted. The authorized person

does this step.

VIII. Goods receipts for Purchase Order

a) Create Goods Receipts Transaction Code: MIGO.

After the Purchase order is approved the material will be received by storesat Site. The authorized person does this step.

In the initial Screen the Following things are mentioned HeaderPurchase Order Number

Movement Type

Delivery Note, Header TextQuantity, Storage Location, No.of Container, etc.,

The goods receipts document will be posted.



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IX. Enter Invoice

a) Enter Invoice Transaction Code: MIRO.

After the material will be received by stores at Site. The authorized persondoes this step.In the initial Screen the Following things are mentioned Header

Invoice Date

ReferenceAmount

If tax is there (tick) on check box (calculate Tax)Purchase Order number. After simulation the invoice Verfication document will

be posted.

X. External Processing Activites : for Services

a) Change Network Transaction Code: CN22.

In the initial Screen the Following things are mentioned Header

Network NumberIn activities overview

In Ext. ProcessingTick on Service

Description, Purch.Org., Material Group,Vendor,Pur.Grp,Outline

Agreement,Line No.Requisitioner, Req.tracking No,WBS element.Service Number, Quantity.

Prerequisite : The Project Definition System Status should be in RELReleased mode.

Select the Activity and Press Edit Status Release. Which will create aPurchase requisition for services with reference to the outline agreement

entered.

Purchase Order (Service PO ) will be created for the purchase requisition.

When the order released for work, one PR for the services are generated. ThePO will be released by the Purchase Department. The PO Copy is given to the

Contractor by the Projects department. On completion of the work, contractor

brings the Joint Measurement Sheet / Bill along with the PO reference.



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b) Create Service Entry Transaction Code: ML81N.


Purchase Order Number

When the Contractor brings the Joint Measurement Sheet / Bill for the

certification, the quantity entered in the JMC/Bill is verified by the Shift

Engineer and the same quantity is certified in the Service Entry Sheet. This issubject to Release Procedure (Certification by Higher Official). On

Certification the Project gets the Cost of the Services performed.

c) Enter Invoice Transaction Code: MIRO.

After the service confirmation is released. The authorized person does thisstep.

In the initial Screen the Following things are mentioned HeaderInvoice Date

Reference

AmountIf tax is there (tick) on check box (calculate Tax)

Purchase Order number. After simulation the invoice Verfication document willbe posted.

XI. Create Reservation

a) Create Reservation Transaction Code: MB21.The stocks are maintained as Special Stocks against the WBS elements. The

reservations are created against WBS elements. This reservation can be donein Automatically while running MRP for Projects.


Base date (When the material is required)Movement type

PlantIn Create Reservation Screen

WBS elements, Material Code, Quantity, Batch Number, Goods recipient.

The reservation is created.



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XI. Goods Issue

a) Create Goods Issue Transaction Code: MIGO/MB1A.When the Stores person saw the reservations pending for issues on that dayhe has to post the goods issue against the reservations. Creation needs to be

done by the authorized person.

The Following things are mentioned in the goods issue.Reservation number

QuantityMaterial Slip.

Document header text.

No.of Container.The Goods Issue document will be posted.

XII. Create Confirmations

a) Create Confirmations Transaction Code: CN25/CN27.

When the activities are completed, that needs to be confirmed by the users.The authorized person will do the confirmation.

The Following things are mentioned in the goods issue.Network number

Activity number

Work Center, Description, Actual finish Date.If the work is fully completed then Final Comp. Otherwise completion

indicator (tick).

XIII. Vendor Payment

a) Post Outgoing Payments Transaction Code: F-58.

After Invoice is verified the payment to the vendor needs to be posted. Theauthorized person will do the outgoing payment.

The Following things are mentioned in the outgoing payment.



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XIV. Project Settlement

a) Actual Settlement Transaction Code: CJ88/CJ8G.This settlement will be run on periodic basis (every end of month). Theauthorized person will do the actual settlement.

The Following things are mentioned in the actual settlement.

Project DefinitionWith Hierarchy (tick)

With Order (tick)Settlement Period

Fiscal Year

Test runDetail List

Check. Trans.dataThe actual consumption against the Project/ Network will be settled to the

WBS elements.(AUC) asset Under Construction.

b) Create Complete Asset Transaction Code: CJ02.

After getting the confirmation from the Project Department that the Project iscommissioned and handed over to the Production department for use. The

authorized person will do the completed Asset creation.

The Following things are mentioned in the Create Complete AssetProject Definition

Select the WBS elements and Extras

Create Completed Asset.In Asset Create Screen

Asset Class (sub Asset if required)Description

Vendor & Manufacturer

Asset Pur. New (tick)Purchase Used (tick)

Group Asset / Sub NumberNeg. value Allowed (tick)



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c) Actual Settlement Transaction Code: CJ88/CJ8G.This settlement will be run after getting the confirmation from the Project

Department that the Project is commissioned and handed over to the

Production department for use. The authorized person will do the completedAsset creation.The Following things are mentioned in the actual settlement.

Project Definition

With Hierarchy (tick)With Order (tick)

Settlement Period, Posting PeriodFiscal Year, Asset Value date

Test run

Detail ListCheck. Trans.data

XIV. Project Closure

a) Change Network Transaction Code: CN22.Select all the Activities in the Network and select Edit Status Close.

b) Change Project Transaction Code: CJ02.

Select all the WBS elements in the Project Definition and select Edit Status Close.



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Create Investment Program

/Position ID

(By Finance)

Approve Appropriation Request(By Approving Authorities)

SBWP/ IMA12

Activate Project & Allocate Budget(By Finance)

IMA12/IM52

Create WBS up to 3 Level

(By Projects)

CJ02

Allocate Budget for Level 3

(By Finance/Projects)CJ40 / CJ30

Create Lower Level WBS elements(By Projects)

CJ02

Create Appropriation Request

(By Projects)


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Create PR/Release PR

(By Projects/Approving

Authorities)(ME51/ME55)

Goods Receipts

(By Stores )MIGO

Create Reservation

& Goods Issue(By Projects / Stores)

MB21 MIGO

Create Service PR /Release PR

(By Projects/App.Autho.)

Create Service PO/Release PO

(By Purchase/App.Autho.)

ME21N/ME28

Create Service Entry/Approve

(By Projects/App.Autho)ML81N/ML85

Create PO/Release PO(By Purchase/Approving

Authorities)ME21N/ME28


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Create Confirmation

(By Projects)CN25/CN27

Create Completed Asset

(By Finance)CJ02

Network System Status as

CLSD(Closed)

(By Projects / Finance)CN22

Actual Settlement (Automatic)

(By Finance) CJ88/CJ8G

Projects Definition System Status as

CLSD(Closed)

(By Projects / Finance)CJ02


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Title: Create Investment ProgramTransaction CodeIM01

Document No. Responsibility Version Supercedes Issue

d on

Effective

Date

Review

DateSAP/EUD/PS/01 Finance 001 NIL

Prepared by Reviewed by Approved by

V.Ananthapadmanaban

10.03.2008

2.1 Trigger

Receipt of Intimation from Management or the Financial Year Change.

Business Process Procedure Overview Creation of Capital Investment Program

Via Menus Accounting Investment Management Program Master Data

Investment Program Definition Create.

Via Transaction Code IM01

Input - Required Fields* Field Value / Comments

Investment Program Type the Description of the Investment Program e.g. Shasun Investment

Approval YearType the financial year e.g. 2007

Program Type Select the option from the list e.g. ZSCD Capital Investment Program

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration ofyour system.

Output Results CommentsCreation of Investment Program



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Procedural Steps

Access Create Investment Program transaction by:

Via Menus Accounting Investment Management Program Master Data Investment Program Definition Create.


1.2. On screen Create Inv. Program Definition: Header Screen, enter information in the fields in the tablebelow:



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Field Name Description R/O/C User Action and Values Comme

InvestmentProgram

Investment Program R Type the Description of the InvestmentProgram e.g. Shasun Investment 07-08

Approval Year Approval Year R Type the financial year e.g. 2007

Program Type Program Type R Select from the list ZSCD or ZSRD.Based on the Project for Capital

Expenditure or Research & Development

Program

Description

Investment Program Description R Type Investment Program Description

FI Variant Fiscal Year Variant R Select the option from the list e.g. V3 April March.

Currency Currency R Company code Currency INR.

(Note: On above table, in column R/O/C: R = Required, O = Optional, C = Conditional)

Press Ctrl + S or Save Button from the Screen



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Title:Create Investment Program Top

Position

Transaction Code

IM11

Document No. Responsibility Version Supercedes Issued on EffectiveDate ReviewDate

SAP/EUD/PS/01 Finance 001 NIL


V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After Creating the Capital Investment Program.

Business Process Procedure Overview

Creation of Capital Investment Program Top Position.

Via Menus Accounting Investment Management Program Master Data Investment Program Position Create Top Position.



Investment Program Type the Description of the Investment Program e.g. SHA0708

Position ID Type the Top level Position ID. e.g. SHASUN Investment 2007-08

Approval Year Type the financial year e.g. 2007

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration ofyour system..

Output Results CommentsCreation of Investment Program TopPosition.



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Procedural Steps

Access Create Investment Program transaction by:


Investment Program Position Create Top Position.Via Transaction Code IM11

1.2. On screen Create Inv. Program Position : Header Screen, enter information in the fields in the tablebelow:



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InvestmentProgram

Investment Program R Type the Description of the InvestmentProgram e.g. Shasun Investment 07-08

Position ID Top Position ID R Type the Top level Position ID. e.g.Shasun Investment 07-08


Position IDDescription

Top Position ID Description R Type the Description of the Top Position

ID.

CO Area Controlling Area R Select the option from the list e.g.1000

Company Code Company Code O Select the option from the list e.g.9000





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Title:Change Investment Program

Structure

Transaction Code

IM22


SAP/EUD/PS/01 Finance 001 NIL


V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After Creating the Capital Investment Program Top Position.

Business Process Procedure Overview

Creation of Capital Investment Program Top Position.

Via Menus Accounting Investment Management Program Master Data Investment Program Structure Change.



Investment Program Type the Description of the Investment Program e.g.SHA0708.

Position ID Type the Top level Position ID. e.g. SHASUN INVESTMENT 2007-08



Output Results CommentsCreation of Investment ProgramStructure.



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Procedural Steps

Access Change Inv. Program Structure transaction by:


Investment Program Structure Change.Via Transaction Code IM22

31 3.1. On screen Change Inv. Program Structure: , enter information in the fields as specified in thetable below:



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Click on Create


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InvestmentProgram

Investment Program R Type the Description of the InvestmentProgram e.g. SHA0708

Position ID Top Position ID O Type the Top level Position ID. e.g.Shasun Investment 07-08.






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Title: Edit Original BudgetTransaction CodeIM32


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After creating the Investment Program Structure the company Level Budget needs to beupdated.

Business Process Procedure Overview Edit Original Budget for the Company.

Via Menus Accounting Investment Management Program Budgeting EditOriginal.



Investment Program Type the Description of the Investment Program e.g. Shasun Investment 07-

Position ID Select the Position ID from the List.



Output Results CommentsCompany level Budget is updated.



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Procedural Steps

Access Change Inv. Program Structure transaction by:

Via Menus Accounting Investment Management Program Budgeting Edit

Original.


31 3.1. On screen Change Inv. Program Structure: , enter information in the fields as specified in thetable below:



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InvestmentProgram

Investment Program R Type the Description of the InvestmentProgram e.g. SHAN0708.

Position ID Top Position ID O Type the Top level Position ID. e.g.Shasun Investment 07-08


Enter the Amount to be Invested foreach Position ID Overall and

Yearwise Values. And

Click on Edit Select Select All.

Click on Edit Total up.Select Annual Values & Total Value.

Click on Continue or Enter.


Overall and the year wise budget needs to be updated, system will generate a Budget update document.




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Title: Create Appropriation RequestTransaction CodeIMA11


d on

Effective

Date

Review

DateSAP/EUD/PS/01 Projects 001 NIL


V.Ananthapadmanaban

10.03.2008

Trigger:

Receipt of Intimation from Management or the Basic User Specifications from User Department and QASpecifications from QA Department.

Business Process Description Overview Creation of Project Appropriation Requests.

The Proposed Project Appropriation Request Numbering system is same as Project Numbering, will be based on

External Alphanumeric numbering and as follows :

First Character will represent CAP to represent the categories of Projects, and remaining 4 characters are

numerals.e.g. CAP-07-P02-EXPANS represents Capital Expenditure related Project with Code No. EXPANS.

Via Menus Accounting Investment Management Appropriation Requests EditAppropriation Requests Individual Processing.

Via Transaction Code IMA11


Press Create button from the Screen

Appropriation Request Type Select S1 from the given list by drill down search method.

Controlling Area Type 1000 and then Press Create button from the Screen or SelectCreate from the

Appropriation Request Select from the Open Number. Find the next Open Number by giving theStarting Number.If the Project is related to Capex then you have to give the ProjectCoding Logic As defined CAP-00-XXX-XXXXXX-00-000.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration ofyour system.

Output Results Comments

Creation of Appropriation Request forthe requested Project.



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Procedural Steps

Access Create Appropriation Request transaction by:

Via Menus Accounting Investment Management Appropriation Requests Edit Appropriation Requests Individual Processing.

Via Transaction Code IMA11

31 3.1. On screen Create Appropriation Request: , enter information in the fields as specified in the tablebelow:



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Controlling Area Controlling Area R Type 1000 and then Press Create buttonfrom the Screen or Select Create from theMenu.

Appropriation RequestType

R Select S1

Project Profile Project Profile R Select ZP00001 for Capital InvestmentProjects.

Appropriation Request Enter the Appropriation Request Number asper the Project Coding Logic

CAP-00-XXX-XXXXXX-00-000.Then type the Description of Project.``

General DataReason for Investment

EnvironmentInvestment

Scale

R

C

O

Select the reason for investment from thegiven list. If the selected reason is forEnvironmental Protection thenSelect the Environment Investment from thegiven list.Select the Scale from the given list



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PriorityApproval YearPlanned Approval Date

Person InvolvedIM : Proposed By :

(Partner field)IM : Supported By :(Partner field)IM : Supported By :IM : Approved UnitHead :IM : ApprovedFinance

RO

O

R

R

Select the Priority from the given list.Type the Approval year of the Project.

Select the date of approval.

Select the Name of the Applicant (ProjectManager) from the Given List.Select the Name of the Authorization Level(Finance ) from the given List.PRESS ENTER.

As per tApprovAuthoriWe haveselect tapproviAuthori



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Control Data :Investment Program

Position ID

R

R

Select SHA0708 from the given List. Year

defaulted from the Program.

Select the required Structure where theProject is going to Come.

e.g. Shasun Investment R&D



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Field Name Description R/O/C User Action and Values Comments

Org. Units :Req. Cost Center

Plant

Location

Resp.Company

R

RO

O

Select the Requesting Costs centerfrom the Existing Cost centers if thecost centers are available in thatparticular plant. If the cost centers arenot there then It has to be created forthat particular plant.

Press ENTERAll other fields are automatically copiedfrom the standard profile Setting.Select the required plant from the Given

List.Select the required Location from theGiven List.Select 1000 From the given List

User Defined Fields

Nature of Exp Nature of Expenditure

R Select the required entry from the givenlist. DISPOSAL-,DisposalLEASE , -LeasePURCHASE - PurchaseTRANSFER - Transfer




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Field Name Description R/O/C User Action and Values CommeVariants

General Data:Completion Date Project Completion Date.

REnter Approximate Date of ProjectCompletion



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Click on Create CostEstimate

Click on Show/Hide Item View


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VariantsPlan Values:

Item Cat M Material R Select the Item Category from the List Mor N or V as per the Requirement.

Only Mor Vshould used.

Item Cat N Service R

Item Category

o M for Material

o V for other costs like manpower, QC etc. The cost element for V

should be 7100150

Resource is where we select the RM name. The master would be

entered by the Purchase person. This is not required for RM. Enter

Quantity & hit enter. For V change the description to suit us.

Go Back or press F3. The total budget for the year 2007 (as the

investment planned is for 2007) would appear as shown below. Savethe Appropriation request.

Note: We would define the cost for 1 year and if the project spills over to the

next year the remaining budget would also spill over.



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Select the project in the left side of the screen and go to Approp.

Request Menu and select the change option.

Go to Control data Tab and click Form approval. The Appropriation

Request needs to be sent for approval. Save the Appropriation Request.




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Title: Change Appropriation RequestTransaction CodeIMA12/SBWP


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

Trigger:

After Creating of Project Appropriation Request and its sent for Approval.

Business Process Description Overview

Releasing the of Project Appropriation Requests.

The Authorized person whose name is mentioned in the Appropriation Request (IM : Authorization Partner field) wi

have the authorization to Release the Appropriation Request.

Via Menus Accounting Investment Management Appropriation Requests Edit AppropriationRequests Individual Processing.

Via Transaction Code IMA11/ IMA12 / SBWP


Appropriation req. No. Select the Appropriation Request Number to be Released from the list.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of your system..

Output Results CommentsRelease Appropriation Request of the requestedProject.



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Procedural Steps

Access Appropriation Request Individual Processing transaction by:


Via Transaction Code IMA11/ IMA12

1.0 On screen Change Appropriation Requests : Header Screen, enter information in the fields in the tablebelow:



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System Will show the Display Mode of the Appropriation Request sent for Approval.In case of any further requirement on the same Appropriation Request press BACK.



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Click on Create Attachment.



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Click on SAVE and BACK Button.



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Click on APPROVE.



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Now Inbox Workflow will be blank.There will be a mail which goes to the Person Who has created the Appropriation Request. Which he

can check in his login through the Transaction code SBWP INBOX Documents.Transaction Code : SBWP


Select In Box SAP Business

Work Bench

R Select the Inbox Workflow

Press Execute Button.

Transaction Code : IMA11


WorklistOff / On

R Toggle the Work list Button ON if it is OFF.Select the Project Name from the Work-list whichwas created by you.

e.g. P-0001.Select the Change Button which is appearinglike Pencil in the screen.Or select the Appropriation Request from theMenu and select Change Option.

AssignmentProject R Select the Project Field.

General DataStatus R Select Approve.

System givesmessage thathe



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AppropriationRequest isapproved.

AssignmentWBS Element R Select the WBS Element Field.

Systemautomatically

copies theProject Codee.g. : M-001




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Title: Activate Project DefinitionTransaction CodeIMA11


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

Trigger:

After Approval of Project Appropriation Request & Activation of Project Definition.


Activating the Project Definition.

The Authorised Person who is responsible for Activating the Project Definition will do this Transaction.


Appropriation Request Select the Appropriation Request for which Project Definition needs to be activated..


Output Results CommentsThe Budget is Distributed for the Appropriation

Request of the requested Project.



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Procedural Steps





Field Name Description R/O/C User Action and Values CommentsMeasure / Assets

Project Activate project R Click on Project .

WBS Element Work Break Down StructureElement

R Click on WBS Element



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Click on Continue or Tick Mark.System will propose that Copy the Planned Values

Click on Tick or Press Enter.



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Title: Budget DistributionTransaction CodeIM52


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

Trigger:

After Approval of Project Appropriation Request & Activation of Project Definition.


Budget Distribution for the Project.

The Person who is responsible for Budget Distribution will have the authorization to Distribute the Budget.


Investment Program Select the Investment Program from the List.


Output Results CommentsThe Budget is Distributed for the AppropriationRequest of the requested Project.



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Procedural Steps

Access Budget Distribution transaction by:

Via Menus Accounting Investment Management Programs Budgeting Budget Distribution Edit


1.1 On screen Budget Distribution : Header Screen, enter information in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsInvestment Program The Investment Program R Select the Investment Program

SHA0708 from the Given List.

Press Enter.Select Execute option from the Menu orSelect the Clock Button in the Screen.

Original Budget Original Budget to be distributedFor the Project.

R Enter the amount to be distributed for theProject as Budget. e.g. CAP-2007-P02-EXPAN.

Annual Overview R Select Annual Overview from theScreen and Enter the Original Budgetdistributed for that Project.

Select Save Button from the Screen orSave from the Menu.

System will display thmessage that



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Document xxxxxxxxxposted.

Press Green Colour with Arrow Button/ Back and come out of the Screen.


Enter the Overall / year Wise Budget for the Appropriation Request / Project Definition

Click on EDIT COPY VIEW Select the Planned total



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Select the Annual Year : 2007

Click on EDIT COPY VIEW Select the Planned total



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Check onCHECK


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Click on check button and Save the system will generate the Budget document.



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Title: Release Appropriation RequestTransaction CodeIMA11


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

Trigger:

After Activation of Project Definition and Budget Updating for the Appropriation Request.


Release Appropriation Request.

The Person who is responsible for Release Appropriation Request will have the authorization to Release the

Appropriation Request.


Appropriation Request Select The Appropriation Request to be released.


Output Results Comments

The Appropriation Request should be released..



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Procedural Steps







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Click on RELEASE. And click on SAVE.



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Title: Change Project DefinitionTransaction CodeCJ02/CJ20N


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

Trigger:

After the Approved Budget Appropriation Request form.


The project Lower Level WBS Elements has to be created. (Up to Level 3)

Via Menus Logistics Project System Project Spl. Maintenance FunctionWork Break DowStructure (WBS) ChangeLogistics Project System Project Project Builder

Via Transaction Code CJ02 /CJ20 N


Project Definition. Find the next Project number by pressing F4 button in this field and then Type theProject Definition Number.


Output - Results Comments

Upto Level 3 WBS elements will be created.



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Procedural Steps

1.0 On screen Change Project Definition : Header Screen, enter information in the fields in thetable below:


Project Definition Select Project Definition from the

ScreenResponsible Person The person (Project

Manager ) who isResponsible for thatProject.

R Select the Name of the ProjectManager who is responsible for thatProject from the given list.

Applicant No. The User Department whorequested to do the Project.

O Select the Name of the RequestedUser Department from the givenlist.

Start Date Start date of the Project R Type the start date or Select the Startdate of Project from the Calender.

This dateswill bedefaultedfromAppropriationRequest

End Date End Date of the Project R Type the End date or Select the Enddate of Project from the Calender.

This dateswill bedefaultedfromAppropriation

Request

Company Code Company Code R Select the company code from thelist

Business Area Business Area R Select the Business Area from theList

Plant Name of the Plant where theProject is going to take place

R Select the Name of the Plant wherethe Project is going to take place.



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Profit Center Profit Center R Select the Name of the Profit Center whereProject is going to take place.

Location Name of the Location wherethe Project is going to takeplace

O Select the Name of the Locationwhere the Project is going to take place.

Mask ID O Type ++++++ after two spaces from theBeginning of the Field.




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Level WBS Level Number R Enter 2

WBS Element WBS Element R Enter @-01

Description WBS Description R Enter the WBS Description CIVIL As requiredby the ProjectEngineers.The Project

Structuringneeds to becreated.



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Title: Change Cost PlanningTransaction CodeCJ40


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After creating the Lower Level (3) WBS elements under the Project Definition.

Business Process Procedure Overview Manual Cost Planning for the Lower Level WBS elements

Via Menus Logistics Project System Financials Planning Cost in WBS

Overall Values Change.

Via Transaction Code CJ40


Project Definition Select the project definition from the list.


Output Results CommentsManual Cost Planning for the ProjectDefinition will be done.



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Procedural Steps

Access Change Cost Planning transaction by:

Via Menus Logistics Project System Financials Planning Cost in WBS

Overall Values Change.


1.2 On screen Change Cost Planning : Initial Screen, enter information in the fields in the table below:

Give the Project Definition and Click on Cost Planning

Enter the Manual Cost planning for Overall and Annual.



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Click on Edit Total Up.



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Tick on Annual and Total Value.



Screen

Overall & Year

wise budgetneeds to beupdated.

(Note: On above table, in column R/O/C: R = Required, O = Optional, C =Conditional)

Click on Save.After saving this the User needs to send an SAP Mail to Budgeting Department to

Update the Cost Planned to Budget.



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Title: Change Original BudgetTransaction CodeCJ30


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After creating the Manual Cost planning for the Lower Level (3) WBS elements under the

Project Definition.

Business Process Procedure Overview Manual Cost Planning for the Lower Level WBS elements

Via Menus Logistics Project System Financials Budgeting Original Budget Change.



Project Definition Select the project definition from the list.


Output Results CommentsBudget for the Lower Level WBSelements (level 3 ) for the ProjectDefinition will be done.



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Procedural Steps

Access Change Original Budget transaction by:

Via Menus Logistics Project System Financials Budgeting Original Budget Change.




Screen

Overall &

Yearwisebudget needsto be updated.

(Note: On above table, in column R/O/C: R = Required, O = Optional, C =Conditional)



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Save the Document System Generate the Budget document Posted.



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Title: Create NetworkTransaction CodeCN21


d on

Effective

Date

Review



V.Ananthapadmanaban

10.03.2008

2.1 Trigger

After creating the Project definition for the activities this Network will be created.

Business Process Procedure Overview For all the Project related activities (Internal /External) network will be created.

Via Menus Logistics Project System Special Maintenance Function Network Create.

Via Transaction Code CN21


Network Profile Select the network profile from the list. e.g. Network profile

w/Acct.asst(SCDL)

Network type Select the network Type

Plant Select the plant

MRP Controller Select the MRP Controller for Project


Output Results CommentsNetwork will be created.



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Procedural Steps

Access Create Network transaction by:

Via Menus Logistics Project System Special Maintenance Function Network

Create.Via Transaction Code CN21


Network Profile Network Profile R Select the Network Profile ZP00003 Network Profile W/a Assign(SCDL)

The user has toselect only thisnetwork Profile

Network Type Network Type R Select ZP02 Network with activityassignment(SCDL) from the list

The user has toselect only thisnetwork type

Plant Plant R Select the Plant Where the Projectis going to be implemented.

MRP Controller MRP Controller R Select 006 PROJECT MRP The user has toselect 006 only.



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After Giving Project Definition Click on SAVE Button.



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Network Description of Network R Type the name of the Network, with

reference to the Project definitionwhich will help you in future forreference and easy search.

Scheduling

Scheduling Type R

Please ensure that the Scheduling

Type must be in Backward type.

For all our Projects end

date is fixed. Becauseof this we are usingthe Backwardscheduling type.

Assignment

Project Def. Project Definition R

Type the Required Project Definition

for which this Network is to belinked..

Give YES

System will prompt

you whether It has tocopy the WBS elementDates which you havementioned in theProject Definition.System will promptyou that the Dates

copied from the ProjectDefinition.

(Note: On above table



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, in column R/O/C: R = Required, O = Optional, C = Conditional)

If you see the Scheduling Field, the Start date and the End date of the Project will be copied in that fields.

Select the Activity Overview Button from the Screen or go to option from the Main Menu and select the Activity OverviewOption or Press F7.


Network No. Network Number. R Type the Network No, for whichActivities and duration has to beentered.

Select the Activity Overview Buttonfrom the Screen or Goto Option

Activity overview option from theMain menu or F7.

System will takes youto Change NetworkBasic Data Overview(basic Dates)

Description Description of theActivities

R Type the Description of theActivities required for the Projectsone by one. (row by row ).

Normal Duration Normal RequiredDuration for the Activity

R Type the Required Duration for allthe activities (time taken tocomplete the Activity. In days)

WBS Element WBS elementCorresponding to the

Activities

R Assign the Corresponding WBS elementTo the Activities to Capture the Costs

System will generatethe Settlement Rule for

that Activities.




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1.2 On screen Create Network Basic Data Overview (basic Dates ) Screen, enter information inthe fields in the table below:

Select the Activities for which the Milestones are Attached.Select the Milestone Overview Button from the Screen or Activity option Milestone Overviewoption from the Main menu.


Usage The Person who isresponsible forconfirming thisMilestone

R Type the Person responsible orselect the responsible person fromthe given Usage list.

Description Description of theMilestone

R Type the Description of theMilestone to be confirmed

System will automaticaset the Scheduled datetodays date.

Group R Type CHEM, INST, PURC,ELEC, CIVL or MECH this fieldsdecides which person will confirmthis Milestone.

Fixed Date R If the Milestone has to be confirmedin particular fixed date then typethat particular fixed date in thisfield.

Fin. Off. Finish to Offset R Tick this field if you want to set theMilestone to the finish date of the activity.e.g. shown in the figure.

If this field Indicator tickthere then the system wautomatically set thismilestone in the finish d

activity.Offset Number of day of Offsetof

Milestone.

R If you want to set the milestone toThe required number of days.e.g. 2 day

Offset Unit Unit of Offset of

MilestoneDate

R Type the unit of offset field.




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1.3 On screen Create Network Milestone Overview Screen, enter information in the fields in thetable below:

If you want to insert a Group of Milestones then select the Milestone Group from the given Listof Groups.

If you want to insert a Standard Milestone select the Standard Milestone from the given List.



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1.4 On screen Create Network Basic Data Overview (basic dates ) Screen, enter information inthe fields in the table below:

Select the Activity Element Overview button from the Screen or Activity option ElementOverview option from the Main menu or Ctrl +Shift + F10 .



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InternalProcessingDescription

Description of WorkCenter Work

R Type the Work center name withword Work e.g. Managers Work.

Work No. of hours to Work R Type the Number of hours of theWork center to work.

Work Center Name of the Workcenter

R Type the Work center related toProject or select the Work Centerfrom the given list. (drill downsearch option ) andPress Enter.

Activity Type System will automaticalpicks up the Activity typfrom the setting.


1.5 On screen Create Network Basic Data Overview (basic dates ) Screen, enter information inthe fields in the table below:Select the External processing button from the Screen.


ExternalProcessing

Service

Indicator for ExternalService requirement

R Tick this f ield i f you want to dosome external service activities e.g.

Civil Construction, MechanicalErection etc.,

Description Description of theService

R Type the description of the Servicewhich are to be done.

Purchase org. Name of the PurchaseOrganization

R Type the name of the PurchaseOrganization. e.g. for engineeringpurchase EB01.

Cost Element Cost Element for whichthe cost has to bebooked

R Enter the required cost element forwhich the cost for this service hasto be booked.

WBS Element WBS element for which

the external service.

R Assign the corresponding WBS

element for the External Service forwhich cost has to be captured forthe Project.



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e.g. Contractors Costs.

Outline-agreement Contract Number. O Select and Assign the requiredOutline agreement number from thegiven list.

Agreement item Item number O System will automatical

set this field from theoutline-agreement.

Material Group R In case any material group is therethen select from the given list. (drilldown search)

Planned Delivery

time

Time taken to complete

the Activity.

R Type the required time taken to

complete the external processingactivities.

Purchase Group Name of the PurchaseGroup

R Enter the Name of the PurchaseGroup or select from the given list(drill down search method).


Select the an activity or group of activity by clicking the above said green colour button from the screen. Thesystem will display the following Screen.



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1.6 On screen service Specifications : External Specs. F.Task List Maintain Screen, enter information the fields in the table below:


Service Number Service Number R Select the required service to bemade by the Vendor by drill down

search from the Service master.

System will automaticalpicks up the short text

from the service masterQuantity No. of Quantity R Enter the number of quantity to be

done by the external servicecontractor.e.g. Cable laying 1.5 sq mm - 5

mtrs

Cost Element Cost Element for whichthe cost has to bebooked

R Enter the required cost element forwhich the cost for this service hasto be booked.

Contract Number Contract Number withthe external Vendor.

R If there is any contract existingthen u have to specify that contractnumber.

Item Contract Number Item R Enter the Item Number of the

Contract.

System will automatical

sets the short text fromthe contract.

Overall Limit Overall Costs limit forthis contract R Enter the Overall limit for thecontract which includes unplanned

service costs also.

Expected Value Expected Value for theservices.

R Enter the expected cost limit forthis contact at which all the plannedservice costs can be posted.

No Limit Indicator for theContract without CostLimit

R If this indicator is set then the valuefor the contract is unlimited.

Other Limit R If this activity has unplanned

services that unplanned costs limit



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has to be entered in this field.




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Title: Change Project DefinitionTransaction CodeCJ20/CJ20N


SAP/EUD/PS/01 Projects 001 NIL


V.Ananthapadmanaban

10.03.2008

2.1 Trigger

The Asset wise WBS elements has to be created and Project definition has to be released.

Business Process Procedure Overview Asset wise WBS elements has to be created and Project definition needs to be released.

Via Menus Logistics Project System Project Spl. Maintenance Function Work Break Down Structure (WBS) ChangeLogistics Project System Project Project Builder



Project Definition Select the Project Definition for which the Asset wise WBS elements needs tobe created.


Output Results CommentsThe Assetwise WBS elements will becreated & Project is released.



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Procedural Steps

Access Change Project definition transaction by:

Via Menus Logistics Project System Project Spl. Maintenance Function

Work Break Down Structure (WBS) ChangeLogistics Project System Project Project Builder



Project Definition Select Project Definition from theScreen to Release.

Select EDIT SELECT SELECT ALL from the Main Menu.



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Select EDIT STATUS RELEASE from the Main Menu.



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Title: Create Purchase RequisitionTransaction CodeME51/ME51N


SAP/EUD/PS/01 Projects 001 NIL


V.Ananthapadmanaban

10.03.2008

2.1 Trigger

1. Direct requirements from a project, cost center , sales order or work order


A requisition defines the need for a material or service. It is the primary instrument for identifying materials orservices that must be either procured outside the company or manufactured internally. It authorizes the Purchasingdepartment to purchase materials in specific quantities within a specified time frame. It is an internal document andis not used outside of the company.

Requisitions can be created for materials with or with out a material master. When creating the requisition with amaterial master,The part number must be referenced, and a flag must be placed in the account assignment field. This will bring upa pop-upwindow to assign the material to an account.

Requisitions do not need a material master. If processing a requisition for material that does not have a materialmaster, the

account assignment must be flagged with the proper key to charge the item to a cost center, project, or an order.

Input - Required Fields Field Value / Comments

Document Type Type of requisition (NB)

Delivery date date item is required

Plant Plant requiring material

Purchasing Group Buyer or group that will purchase material

Account assignment A flag that determines the account where financial transactions arecharged.

Output - Results Comments

Approved requisitions Authorization to Purchasing department to proceed with purchase



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Tips and Tricks

When you enter the item category, account assignment, delivery date, plant, storage location, Purchasing

group, material group on the initial overview screen, this information defaults to each item number on the itemscreen eliminating duplication of typing effort. In the item screen any of these fields can be changed using a

requisition tracking number or entering a requisitioner allows grouping for easy monitoring. If you specify anaccount assignment, do not reference a storage location, because the item is being charged off and will not gointo inventory.

Set up the user defaults for each user to force the system to plug in default data, i.e. plant, purchasing

organization.

Procedure Steps

31 1.1.Access transaction by:

Via Menus LogisticsMaterials Management PurchasingPurchase RequisitionCreate

Via Transaction Code ME51/ME51N

1.2. On screen Create Purchase Requisition: Initial Screen: enter information specified in thetable below:

Transaction Code : ME51

Solution/ Release: MySAPERP2004 (ECC6.0) P