user manual - capex - ps

mySAPERP2004 End user document (PS Module)

V1.0

Sep 2007

English

End User Documentation - PS

mySAPERP2004 (ECC 6.0)

SSTL1,6th Floor, Crown Court#128, Cathedral Road Chennai 600 086

Solution/ Release: ECC 6.0 of 183


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................................................................108

17 Create Purchase Order.........................................................................114

18 Create Vendor Advance.......................................................................119

19 Post Vendor down Payment.................................................................122

20 Goods Receipts Purchase Order...........................................................125

21 Logistics Invoice Verification................................................................130



22 Create Reservation...............................................................................148

23 Goods Issue..........................................................................................151

24 Service Entry........................................................................................155

25 Create Confirmations...........................................................................159

26 Payment with Printout..........................................................................163

27 Project Settlement................................................................................168

28 Create Completed Asset.......................................................................171

29 Change Network Status “Closed”.........................................................177

30 Change Project Status “Closed”...........................................................179


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: IM01As soon as the Financial Year Starts the Investment Program Creation needs to be done by the authorized person.The Following things are mentioned in the Investment Program

1. Investment Program2. Approval Year3. Program Type4. Fiscal Year Variant5. Currency

With this information the Investment Program is saved and the same is informed to Projects Department over phone and SAP Mail. The authorized person 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 Program2. 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 is created.The Following things are mentioned in the Investment Program Top Position

1. Investment Program2. Position ID (Optional)3. Approval Year

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

SAP ECC 6.0 End user document (PS Module)

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 the New appropriation request is assigned to the Position Ids.The Following things are mentioned in the Edit Original Budget


This 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 Type2. Controlling Area after this in General Data 3. Appropriation Request4. Description5. Approval Year6. Planned Approval Date7. Implementation Start8. Person Involved for Approval User ID needs to be selected Level wise.

In Control Data9. Investment Program /Year10. Position ID.


SAP ECC 6.0 End user document (PS Module) In Organizational Units

1. Requesting Company code2. Requesting Business Area3. Requesting Cost Center4. Requesting Profit Center5. Requesting Company6. Object Class7. Plant8. Responsible Cost Center9. 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 Materialo 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. 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 shown below.

Go Back or press F3. The total budget for the year 2007 (as the investment planned is for 2007) would appear as shown below. Save the 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.



After mentioning all the required entries when the user saves the appropriation 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 it can 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 the transaction 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 the same in display mode of Appropriation request by selecting the Service for Object View Attachment or in the Document Tab. The authorized person in SAP 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 the Appropriation request in change mode of Appropriation request transaction.


SAP ECC 6.0 End user document (PS Module) IV. Budget Distribution

a) Distribute Budget for Project Definition – Transaction Code: IM52After activating the Appropriation Request (Project Definition). The Following things are mentioned in the Distribute Budget


The Overall as well as Yearwise Budget has to be updated. This step is done by 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 Responsible2. Start Date and End date of Project will be defaulted from the

Appropriation Request. 3. Company code4. Business Area5. Plant6. Profit Center

In the WBS element Overview the Basic Data tab the following things are mentioned. 1. Level Number2. Description3. Upto Level 3 WBS elements are Created with Planning Element (if the

level is below 4).In Responsibilties Tab4. 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.


SAP ECC 6.0 End user document (PS Module) 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 the budget 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 mentionedNetwork ProfileNetwork TypePlantMRP 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 it’s maintained in the Project Definition. These dates are considered for individual activities in the 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. You can graphically display various structural elements of a project and their interdependencies 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)

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 Work produced 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 from other 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 mentionedProject Definition In 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 Requesting Company Code.if required Responsible Cost Center field will be filled.

Select EditStatus Release.The authorized person does this step.



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 DatePlantPurchasing GroupReq. Tracking NumberRequisitionerIn the Purchase requisition Item overview screen Material NumberQty. RequiredVal.Type WBS ElementThe 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 - HeaderVendorPurchasing OrganizationPayment TermGR Message (Tick)Net PriceIn 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 approving authorities. The authorized person does this step.


SAP ECC 6.0 End user document (PS Module) 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 vendor is raised. The authorized person does this step.In the initial Screen the Following things are mentioned - HeaderDocument DateCompany CodeCurrencyReference & Doc. Header TextVendor Account No.Spl.GL indicatorIn Detail Amount, 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 stores at Site. The authorized person does this step.In the initial Screen the Following things are mentioned – HeaderPurchase Order NumberMovement TypeDelivery Note, Header TextQuantity, Storage Location, No.of Container, etc.,The goods receipts document will be posted.


SAP ECC 6.0 End user document (PS Module) IX. Enter Invoice

a) Enter Invoice – Transaction Code: MIRO.After the material will be received by stores at Site. The authorized person does this step.In the initial Screen the Following things are mentioned – HeaderInvoice DateReference AmountIf 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 – HeaderNetwork NumberIn activities overview In Ext. Processing Tick on ServiceDescription, 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 ’REL –Released“ mode.Select the Activity and Press Edit Status Release. Which will create a Purchase 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. The PO 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.



b) Create Service Entry – Transaction Code: ML81N.In the initial Screen the Following things are mentioned – HeaderPurchase 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 is subject 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 this step.In the initial Screen the Following things are mentioned – HeaderInvoice DateReference AmountIf tax is there (tick) on check box (calculate Tax)Purchase Order number. After simulation the invoice Verfication document will be 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 done in Automatically while running MRP for Projects. In the initial Screen the Following things are mentioned – HeaderBase date (When the material is required)Movement typePlantIn Create Reservation ScreenWBS elements, Material Code, Quantity, Batch Number, Goods recipient.The reservation is created.



XI. Goods Issue

a) Create Goods Issue – Transaction Code: MIGO/MB1A.When the Stores person saw the reservations pending for issues on that day he 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 numberQuantityMaterial Slip.Document header text.No.of Container.The Goods Issue document will be posted.

XII. Create Confirmationsa) 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 numberActivity 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. The authorized person will do the outgoing payment. The Following things are mentioned in the outgoing payment.



XIV. Project Settlement

a) Actual Settlement – Transaction Code: CJ88/CJ8G.This settlement will be run on periodic basis (every end of month). The authorized person will do the actual settlement. The Following things are mentioned in the actual settlement.Project DefinitionWith Hierarchy (tick)With Order (tick)Settlement PeriodFiscal YearTest runDetail ListCheck. 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 is commissioned 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 DefinitionSelect 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)


SAP ECC 6.0 End user document (PS Module) 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 completed Asset creation. The Following things are mentioned in the actual settlement.Project DefinitionWith Hierarchy (tick)With Order (tick)Settlement Period, Posting PeriodFiscal Year, Asset Value dateTest runDetail 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.




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)



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



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


Title: Create Investment ProgramTransaction CodeIM01

Document No. Responsibility Version Supercedes Issued on

Effective Date

Review Date

SAP/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 of your system.

Output – Results CommentsCreation of Investment Program


SAP ECC 6.0 End user document (PS Module) Procedural Steps

Access “Create Investment Program” transaction by:Via Menus Accounting Investment Management Program Master Data

Investment Program Definition Create.Via Transaction Code IM01

1.2. On screen “Create Inv. Program Definition: Header Screen”, enter information in the fields in the table below:



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

Investment Program

Investment Program R Type the Description of the Investment Program 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



Title:Create Investment Program Top Position

Transaction CodeIM11


Effective Date

Review Date




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 of your system..

Output – Results CommentsCreation of Investment Program Top Position.



Access “Create Investment Program” transaction by:

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

Via Transaction Code IM111.2. On screen “Create Inv. Program Position : Header Screen”, enter information in the fields in the table below:




Investment Program

Investment Program R Type the Description of the Investment Program 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 ID Description

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”





Title:Change Investment Program Structure

Transaction CodeIM22


Effective Date

Review Date




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 Program Structure.



Procedural Steps

Access “Change Inv. Program Structure” transaction by:Via Menus Accounting Investment Management Program Master Data

Investment Program Structure Change.Via Transaction Code IM22

3 3.1. On screen “Change Inv. Program Structure: , enter information in the fields as specified in the table below:




Click on Create



Investment Program

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

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






Title: Edit Original BudgetTransaction CodeIM32


Effective Date

Review Date




2.1 Trigger

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

Business Process Procedure Overview Edit Original Budget for the Company.

Via Menus Accounting Investment Management Program Budgeting Edit Original.



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

Position ID Select the Position ID from the List.



Output – Results CommentsCompany level Budget is updated.



Procedural Steps

Access “Change Inv. Program Structure” transaction by:Via Menus Accounting Investment Management Program Budgeting Edit

Original.Via Transaction Code IM32

3 3.1. On screen “Change Inv. Program Structure: , enter information in the fields as specified in the table below:




Investment Program

Investment Program R Type the Description of the Investment Program 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 for each 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. (Note : On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

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




Title: Create Appropriation Request Transaction CodeIMA11


Effective Date

Review Date

SAP/EUD/PS/01 Projects 001 NIL



Trigger:

Receipt of Intimation from Management or the Basic User Specifications from User Department and QA Specifications 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 Edit Appropriation 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 Select “Create” from the Menu.Appropriation Request Select from the Open Number. Find the next Open Number by giving the

Starting Number. If the Project is related to Capex then you have to give the Project Coding Logic As defined “CAP-00-XXX-XXXXXX-00-000”.


Output – Results CommentsCreation of Appropriation Request for the requested Project.



Access “Create Appropriation Request” transaction by:Via Menus Accounting Investment Management Appropriation Requests

Edit Appropriation Requests Individual Processing.Via Transaction Code IMA11

3 3.1. On screen “Create Appropriation Request: , enter information in the fields as specified in the table below:




Controlling Area Controlling Area R Type “1000” and then Press “Create” button from the Screen or Select “Create” from the Menu.

Appropriation Request Type

R Select “S1”

Project Profile Project Profile R Select “ZP00001” for Capital Investment Projects.

Appropriation Request Enter the Appropriation Request Number as per the Project Coding Logic “CAP-00-XXX-XXXXXX-00-000”.Then type the Description of Project.``

General DataReason for Investment

Environment Investment

Scale

R

C

O

Select the reason for investment from the given list. If the selected reason is for “Environmental Protection” thenSelect the Environment Investment from the given list.Select the Scale from the given list


SAP ECC 6.0 End user document (PS Module) Priority Approval YearPlanned Approval Date

Person InvolvedIM : Proposed By : (Partner field)IM : Supported By : (Partner field)IM : Supported By :IM : Approved Unit Head :IM : Approved Finance

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

As per the Approving Authorities. We have to select the approving Authorities.




Control Data :Investment Program

Position ID

R

R

Select “SHA0708” from the given List. Year defaulted from the Program.

Select the required Structure where the Project is going to Come.

e.g. Shasun Investment R&D




Org. Units :Req. Cost Center

Plant

Location

Resp.Company

R

RO

O

Select the Requesting Costs center from the Existing Cost centers if the cost centers are available in that particular plant. If the cost centers are not there then It has to be created for that particular plant.

Press ENTERAll other fields are automatically copied from the standard profile Setting.Select the required plant from the Given List.Select the required Location from the Given List.Select “1000” From the given List

User Defined Fields

Nature of Exp Nature of Expenditure

R Select the required entry from the given list. “DISPOSAL-,DisposalLEASE , -LeasePURCHASE - PurchaseTRANSFER - Transfer

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




Variants

General Data:Completion Date Project Completion Date.

REnter Approximate Date of Project Completion




Click on Create Cost Estimate

Click on Show/Hide Item View



Variants Plan Values:

Item Cat “M” Material RSelect the Item Category from the List “M” or “N” or “V” as per the Requirement.

Only “M”, N or “V” should be used.

Item Cat “N” Service R

Item Categoryo M for Materialo 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. Save the 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.



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.




Title: Change Appropriation RequestTransaction CodeIMA12/SBWP


Effective Date

Review Date




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) will

have the authorization to Release the Appropriation Request.


Via Transaction Code IMA11/ IMA12 / SBWP


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


Output – Results CommentsRelease Appropriation Request of the requested Project.



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 table below:



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”.



Click on “Create Attachment”.



Click on “SAVE” and “BACK” Button.



Click on “APPROVE”.



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

Field Name Description R/O/C User Action and Values CommentsSelect In Box SAP Business

Work BenchR Select the Inbox Workflow

Press “Execute“ Button.

Transaction Code : IMA11

Field Name Description R/O/C User Action and Values CommentsWorklist Off / On

R Toggle the Work list Button ‘ON’ if it is ‘OFF’.Select the Project Name from the Work-list which was created by you.e.g. P-0001. Select the “Change” Button which is appearing like Pencil in the screen.Or select the Appropriation Request from the Menu and select Change Option.

AssignmentProject R Select the Project Field.

General Data Status R Select Approve.

System gives message that the Appropriation



Request is approved.

AssignmentWBS Element R Select the WBS Element Field.

System automatically copies the Project Code. e.g. : M-0011




Title: Activate Project DefinitionTransaction CodeIMA11


Effective Date

Review Date




Trigger:

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

Business Process Description Overview 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.







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

Project Activate project R Click on “Project” .WBS Element Work Break Down Structure

ElementR Click on “WBS Element”



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

Click on “Tick “ or Press Enter.



Title: Budget DistributionTransaction CodeIM52


Effective Date

Review Date




Trigger:

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

Business Process Description Overview 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 Appropriation Request of the requested Project.



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 or Select the Clock Button in the Screen.

Original Budget Original Budget to be distributed For the Project.

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

Annual Overview R Select “Annual Overview” from the Screen and Enter the Original Budget distributed for that Project.Select Save Button from the Screen or Save from the Menu.

System will display the message that



Document xxxxxxxxxx posted.

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


SAP ECC 6.0 End user document (PS Module) Select the Annual Year : 2007

Click on EDIT COPY VIEW Select the Planned total




Check on “CHECK”


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



Title: Release Appropriation RequestTransaction CodeIMA11


Effective Date

Review Date




Trigger:

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

Business Process Description Overview 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..



Click on “RELEASE”. And click on “SAVE”.



Title: Change Project DefinitionTransaction CodeCJ02/CJ20N


Effective Date

Review Date




Trigger:

After the Approved Budget Appropriation Request form.

Business Process Description OverviewThe project Lower Level WBS Elements has to be created. (Up to Level 3)

Via Menus Logistics Project System Project Spl. Maintenance Function Work Break Down Structure (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 the Project Definition Number.


Output - Results Comments

Upto Level 3 WBS elements will be created.



Procedural Steps

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

Field Name Description R/O/C User Action and Values CommentsProject Definition Select “Project Definition” from the

ScreenResponsible Person The person (Project

Manager ) who is Responsible for that Project.

R Select the Name of the Project Manager who is responsible for that Project from the given list.

Applicant No. The User Department who requested to do the Project.

O Select the Name of the Requested User Department from the given list.

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

This dates will be defaulted from Appropriation Request

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

This dates will be defaulted from Appropriation Request

Company Code Company Code R Select the company code from the list

Business Area Business Area R Select the Business Area from the List

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

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

Profit Center Profit Center R Select the Name of the Profit Center where



Project is going to take place.Location Name of the Location where

the 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 the Beginning of the Field.




Field Name Description R/O/C User Action and Values CommentsLevel WBS Level Number R Enter “2”WBS Element WBS Element R Enter “@-01” Description WBS Description R Enter the WBS Description “CIVIL” As required

by the Project Engineers. The Project Structuring needs to be created.



Title: Change Cost Planning Transaction CodeCJ40


Effective Date

Review Date




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 Project Definition will be done.



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 PlanningEnter the Manual Cost planning for Overall and Annual.



Click on Edit Total Up.



Tick on “Annual” and “Total Value”.


ScreenOverall & Year wise budget needs to be updated.


Click on “Save”. After saving this the User needs to send an SAP Mail to Budgeting Department to Update the Cost Planned to Budget.



Title: Change Original Budget Transaction CodeCJ30


Effective Date

Review Date




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 WBS elements (level 3 ) for the Project Definition will be done.



Procedural Steps

Access “Change Original Budget” transaction by:

Via Menus Logistics Project System Financials Budgeting Original Budget Change.



ScreenOverall & Yearwise budget needs to be updated.




Save the Document “System Generate the Budget document Posted.



Title: Create Network Transaction CodeCN21


Effective Date

Review Date




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.



Access “Create Network” transaction by:

Via Menus Logistics Project System Special Maintenance Function Network Create.


Field Name Description R/O/C User Action and Values CommentsNetwork Profile Network Profile R Select the Network Profile “ZP00003

– Network Profile W/a Assign (SCDL) The user has to select only this network Profile

Network Type Network Type R Select ZP02 – Network with activity assignment(SCDL) from the list

The user has to select only this network type

Plant Plant R Select the Plant Where the Project is going to be implemented.

MRP Controller MRP Controller R Select “006” PROJECT – MRP The user has to select “006” only.



After Giving Project Definition Click on “SAVE” Button.



Field Name Description R/O/C User Action and Values CommentsNetwork Description of Network R Type the name of the Network, with

reference to the Project definition which will help you in future for reference and easy search.

SchedulingScheduling Type R

Please ensure that the Scheduling Type must be in Backward type.

For all our Projects end date is fixed. Because of this we are using the Backward scheduling type.

AssignmentProject Def. Project Definition R

Type the Required Project Definition for which this Network is to be linked..

Give “YES”

System will prompt you whether It has to copy the WBS element Dates which you have mentioned in the Project Definition. System will prompt you that the Dates copied from the Project Definition.

(Note: On above table


SAP ECC 6.0 End user document (PS Module) , 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.

Field Name Description R/O/C User Action and Values CommentsNetwork No. Network Number. R Type the Network No, for which

Activities and duration has to be entered.Select the Activity Overview Button from the Screen or Goto Option Activity overview option from the Main menu or F7.

System will takes you to Change Network Basic Data Overview (basic Dates)

Description Description of the Activities

R Type the Description of the Activities required for the Projects one by one. (row by row ).

Normal Duration Normal Required Duration for the Activity

R Type the Required Duration for all the activities (time taken to complete the Activity. In days)

WBS Element WBS elementCorresponding to theActivities

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

System will generate the Settlement Rule for that Activities.


1.2 On screen “Create Network Basic Data Overview (basic Dates ) Screen”, enter information in the 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 Overview option from the Main menu.

Field Name Description R/O/C User Action and Values CommentsUsage The Person who is

responsible for confirming this Milestone

R Type the Person responsible or select the responsible person from the given Usage list.

Description Description of the Milestone

R Type the Description of the Milestone to be confirmed

System will automatically set the Scheduled date as today’s date.

Group R Type “CHEM”, “INST”, “PURC”, “ELEC”, “CIVL” or “MECH” this fields decides which person will confirm this Milestone.

Fixed Date R If the Milestone has to be confirmed in particular fixed date then type that particular fixed date in this field.

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

If this field Indicator tick is there then the system will automatically set thismilestone in the finish date of the activity.

Offset Number of day of Offset of

Milestone.

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

Offset Unit Unit of Offset of Milestone

Date

R Type the unit of offset field.



SAP ECC 6.0 End user document (PS Module) 1.3 On screen “Create Network Milestone Overview Screen”, enter information in the fields in the

table below:

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

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


SAP ECC 6.0 End user document (PS Module) 1.4 On screen “Create Network Basic Data Overview (basic dates ) Screen”, enter information in

the fields in the table below:

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



Field Name Description R/O/C User Action and Values CommentsInternal ProcessingDescription

Description of Work Center Work

R Type the Work center name with word Work e.g. Managers’ Work.

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

Work Center Name of the Work center

R Type the Work center related to Project or select the Work Center from the given list. (drill down search option ) and Press Enter.

Activity Type System will automatically picks up the Activity type from the setting.


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

Field Name Description R/O/C User Action and Values CommentsExternal ProcessingService

Indicator for External Service requirement

R Tick this field if you want to do some external service activities e.g. Civil Construction, Mechanical Erection etc.,

Description Description of the Service

R Type the description of the Service which are to be done.

Purchase org. Name of the Purchase Organization

R Type the name of the Purchase Organization. e.g. for engineering purchase EB01.

Cost Element Cost Element for which the cost has to be booked

R Enter the required cost element for which the cost for this service has to be booked.

WBS Element WBS element for which the external service.

R Assign the corresponding WBS element for the External Service for which cost has to be captured for the Project.e.g. Contractors Costs.


SAP ECC 6.0 End user document (PS Module) Outline-agreement Contract Number. O Select and Assign the required

Outline agreement number from the given list.

Agreement item Item number O System will automatically set this field from the outline-agreement.

Material Group R In case any material group is there then select from the given list. (drill down search)

Planned Delivery time

Time taken to complete the Activity.

R Type the required time taken to complete the external processing activities.

Purchase Group Name of the Purchase Group

R Enter the Name of the Purchase Group 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. The system will display the following Screen.



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

Field Name Description R/O/C User Action and Values CommentsService Number Service Number R Select the required service to be

made by the Vendor by drill down search from the Service master.

System will automatically picks up the short text from the service master.

Quantity No. of Quantity R Enter the number of quantity to be done by the external service contractor.e.g. Cable laying 1.5 sq mm - 5 mtrs

Cost Element Cost Element for which the cost has to be booked

R Enter the required cost element for which the cost for this service has to be booked.

Contract Number Contract Number with the external Vendor.

R If there is any contract existing then u have to specify that contract number.

Item Contract Number Item R Enter the Item Number of the Contract.

System will automatically sets the short text from the contract.

Overall Limit Overall Costs limit for this contract

R Enter the Overall limit for the contract which includes unplanned service costs also.

Expected Value Expected Value for the services.

R Enter the expected cost limit for this contact at which all the planned service costs can be posted.

No Limit Indicator for the Contract without Cost Limit

R If this indicator is set then the value for the contract is unlimited.

Other Limit R If this activity has unplanned services that unplanned costs limit has to be entered in this field.


SAP ECC 6.0 End user document (PS Module) (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)



Title: Change Project Definition Transaction CodeCJ20/CJ20N


Effective Date

Review Date




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.




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


Output – Results CommentsThe Assetwise WBS elements will be created & Project is released.



Procedural Steps

Access “Change Project definition” transaction by:




Screen to Release.

Select EDIT SELECT SELECT ALL from the Main Menu.



Select EDIT STATUS RELEASE from the Main Menu.



Title: Create Purchase Requisition Transaction CodeME51/ME51N


Effective Date

Review Date




2.1 Trigger

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

Business Process Description OverviewA requisition defines the need for a material or service. It is the primary instrument for identifying materials or services that must be either procured outside the company or manufactured internally. It authorizes the Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal document and is not used outside of the company.

Requisitions can be created for materials with or with out a material master. When creating the requisition with a material master,The part number must be referenced, and a flag must be placed in the account assignment field. This will bring up a 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 material master, 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 are charged.

Output - Results CommentsApproved requisitions Authorization to Purchasing department to proceed with purchase


SAP ECC 6.0 End user document (PS Module) 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 item screen 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 an account assignment, do not reference a storage location, because the item is being charged off and will not go into inventory.

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

Procedure Steps3 1.1.Access transaction by:

Via Menus LogisticsMaterials Management PurchasingPurchase Requisition Create

Via Transaction Code ME51/ME51N1.2. On screen “Create Purchase Requisition: Initial Screen”: enter information specified in the

table below:

Transaction Code : ME51


SAP ECC 6.0 End user document (PS Module) Transcation Code : ME51 N

Press Enter



Fields Description R/O/C User Action and Values Comments

Document Type

Defines whether a requisition or agreement is to be created

R Enter type (NB) for regular purchase requisition

Purchase requisition

Number that uniquely identifies a requisition

O Leave blank. Number assigned by system.

Source determination

Flag that determines whether automatic sourcing of materials from a vendor is to be used

O

Item Category Denotes specific features of an item (example - material is consignment)

O

Account assignment

key specifying whether accounting for an item is to be effected via an auxiliary Account

R Choose either Project,(Q), Order (O), or Cost Center (K) to charge costs if account assignment is used

Projects, orders and cost centers will have assigned numbers

Delivery date Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued

R Enter date material is required Date format may vary by configuration

Plant Plant requiring material R Enter plant where material is to be shipped

Storage location

Key for determining storage location for a specific plant

O

Purchasing Group

The Buyer responsible for purchasing the specific requisition/item

R Identify the buyer who will purchasematerial

Material group Grouping of several materials with similar features

R Enter material group code

Req. tracking number

This number can be used to facilitate the monitoring of material procurement

O

Requisitioner Indicates for whom the material is ordered

R

Shipping Plant The plant from which ordered material is supplied

O


Fields Description R/O/C User Action and Values Comments

Item Number that uniquely identifies an item within a purchase requisition

R Defaults

I Denotes specific features of an item (example - material is consignment)

O

A key specifying whether accounting for an item is to be effected via an auxiliary Account

O Choose either Project,(P), Order (F), or Cost Center (K) to charge costs

Projects, orders and cost centers will have assigned numbers

Material Name or number that uniquely identifies a material

R Enter name

Short Text Description of Material O Required for materials with no material master

Qty requested Quantity to be ordered R Enter number of units required


SAP ECC 6.0 End user document (PS Module) UN Unit of measure in which the

requested material is to be ordered

R Defaults from material master

Delivery date Date on which the goods are to be delivered. If delivery date is sooner than the system calculated lead time, a warning will be issued

R Enter date material is required date format may vary by configuration

PGr Purchasing Group R Defaults from material master

Matl Group Material Group O Enter material group

Plant Plant requiring material R Enter plant where material is to be shipped to

Storage location

Key for determining storage location for a specific plant

O Do not enter a location.

SPlt Supplying Plant O

Repeat above for each item in Purchase Requisition.

1.4. System will ask you the Valuation type. Enter the Valuation type or select the required valuation type from the Drill Down Search method.

1.5 Press Ctrl + S from keyboard or Save button from the Screen. The system will prompt you the numbered Purchase Requisition.



Title: Create Purchase Order Transaction CodeME21N


Effective Date

Review Date

SAP/EUD/PS/01 Purchase 001 NIL



2.1 Trigger

Direct demand for Purchase order for stock material

Business Process Procedure Overview

A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.


Vendor Vendor number

Date Purchase Order date

Purchasing Organization Should default

Purchasing Group Buyer who will purchase

Output - Results CommentsPrinted purchase order Can be manually sent, faxed or EDI



Procedural Steps3 1.1. Access Create Purchase Order: Initial screen by:

Via Menus Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor Known

Via Transaction Code ME21N1.2. On screen “Create Purchase Order: Initial Screen”, enter information as specified in the fields in the table

below:

Field Name Description R/O/C User Action and Values CommentsVendor Vendor number R Vendor number known or via

match code selectionOrder type Order type code R Standard PO,Service PO,Import

PO,DEEC PO,Sub contract PO etc the same can be selected based on the requirement.

Date Purchase order date NA Date PO created defaults to today’s date

Purchase Order Purchase Order Number NA Number is internally Assigned automatically

Leave blank if internally assigned;

Purchasing Organization

Purchasing Organization code R EB01,CB01.EF01 etc ,the same can be selected as per requirement

Purchasing Group

Purchasing Group Code R ABM,BNP,BNU etc the same can be selected as per the requirement .

Item category Type of purchase R Standard ,Service ,stock transfer, Sub contract etc

Acct. assignment category

Account where cost are allocated

R Cost center or maintenance order for which the material is being ordered.


SAP ECC 6.0 End user document (PS Module) Delivery Date category

Delivery date category R Indicates whether the delivery date is to be entered and displayed as a calendar day, week, or month.

Delivery date Date expected for delivery of material

R Can default from material master or be entered manually

Plant Plant to which delivery is to be made

R Select plant number

Storage Location Where stock is stored O Select storage location assigned to above plant

Material Group Material group code O Will default from material masterReq. tracking number

Number that facilitates monitoring of the procurement of required materials

O Can be used in List display to list all PO’s created by a certain buyer

Potential entry is employee number

Acknowledgment required

Determines whether the purchasing document (PO) is to be acknowledged by vendor

O Turn on button if acknowledgment is required .

3 Press enter.

1.3. On screen “Create Purchase Order: Item Overview”: enter information as specified in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsItem Item number of purchase order

itemR Defaults

Material Material number R Material master known or via match code selection or via PR

Quantity Required units or quantity R Enter qty. required Net Price Vendors Price R Vendors current price should be

entered hereNote: if material is on agreement use agreement price not current price

Date Date material is required R Will default Initial screen if entered or entered item wise manually or can be changed using fast change key if uniform



for all itemsPlant Plant code R Enter plant to which stock

material is to be delivered

3 1.4. On screen “Create Purchase Order: Item Details”, enter information as specified in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsInfo record update

Used to specify how vendor’s info record will be updated in the system

O

Reminder 1, 2, 3

Reminder (in days) O

Confirmation control key

Determines which confirmation categories are expected

O

Underdelivery tolerance

Tolerance allowed for under delivery (in %)

O

Overdelivery tolerance

Tolerance allowed for over delivery (in %)

O

Unlimited Indicates any quantity is allowed to be received against PO

O

Tax code Determines taxability of material

R

Shipping instructions

Used to indicate how goods are to be shipped

O

IR Indicator specifying that PO is expecting invoice receipt

R

GR-based IV Indicator specifying that invoice receipt can be posted for each individual goods receipt (rather than for each PO line item).

R

3 1.5. On screen “Create Purchase Order: Header Details”, enter information as specified in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsTerms of delivery and payment

Vendor terms R Will default from Vendor Master or manually entered

Incoterms 1&2 Transfer of ownership point R Will default from Vendor Master or manually entered

Currency Currency vendor deals in R Will default from Vendor Master Exchange rate Exchange rate of currency if applicableR Will default from Vendor Master

or manually enteredLeave blank if internally assigned; fill in if external assignment

References References documents O Quotation number, date etcText Overview Additional information O Shipping instructions , unloading

point etcSalesperson Contact person at vendor site O Will default from Vendor Master

or manually enteredTelephone Telephone number of contact

personO Will default from Vendor Master

or manually entered Invoicing Party Vendor master number used to

denote the remit-to (or pay to) address for the vendor

O Will default from the Vendor master or manually entered

CtrySlsTxNo. Country of sales tax ID number CNote: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)


SAP ECC 6.0 End user document (PS Module) Press the <save> icon.

Result: PO created under the number 45xxxxxxxx.

Title: Create Vendor Advance Transaction CodeF-47


Effective Date

Review Date

SAP/EUD/PS/01 Purchase 001 NIL



SAP ECC 6.0 End user document (PS Module) V.Ananthapadmanaban 10.03.2008

2.1 Trigger

Request from the Vendor for Advance. Request raised by Purchase against the purchase order.


A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date. For that purchase order the vendor is requesting for Advance.


Document Date Enter the Document Date

Company Code Select the company code

Currency Select the currency

Reference & Doc. Header text Type the reference and Doc. Header Text.

Vendor Account No. Select the vendor account No.

Spl.GL indicator Select the GL Indicator as “M”

Output - Results CommentsVendor advance request is created.


SAP ECC 6.0 End user document (PS Module) Procedural Steps3 1.1. Access Down Payment Request : Initial screen by:

Via Menus Accounting Financial Accounting Vendor Down Payment Request

Via Transaction Code F-471.4. On screen “Down Payment Request: Header Screen”, enter information as specified in the fields in the table

below:



Field Name Description R/O/C User Action and Values CommentsDocument date Document Date R Enter the document date of the

documentPosting Date Posting Date R Enter the posting date of the

documentDocument Type Accounting document type R Select the document typeCompany Code Company code R Select the company codeCurrency Select the company code

currencyR Select the company code

currencyReference & Head.Text

Reference & Header Text R Type the reference and Header Text.

Amount Amount to be posted R Enter the amount required as advance.

Tax Code Select the Tax code R Select/type the tax codeDue Date Due Date for the advance R Enter the due datePurch. Doc. Purchasing document Number R Enter the Purchase order number

Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)

Press the <Post> icon.

Result: Vendor Advance request created under the number 17xxxxxxxx.

Title: Transaction Code



Post Vendor down Payment F-48/F-58Document No. Responsibility Version Supercedes Issued

onEffective Date

Review Date




2.1 Trigger

The Vendor Advance Request raised by Purchase against the purchase order.


For that purchase order the vendor is requesting for Advance.


Document Date Enter the Document Date

Posting Date Enter the Posting DateCompany Code Select the company code

Currency Select the currency

Reference & Doc. Header text Type the reference and Doc. Header Text.

Vendor Account No. Select the vendor account No.

Spl.GL indicator Select the GL Indicator as “M”

Bank Account No. Select the outgoing bank account number.

Output - Results CommentsVendor down payment is posted.

Procedural Steps3 1.1. Access Post Down Payment Request: Initial screen by:

Via Menus Accounting Financial Accounting Vendor Document entry Down Payment Down Payment

Via Transaction Code F-481.5. On screen “Post Down Payment Request: Header Screen”, enter information as specified in the fields in the

table below:



Field Name Description R/O/C User Action and Values CommentsDocument date Document Date R Enter the document date of the

documentPosting Date Posting Date R Enter the posting date of the

documentDocument Type Accounting document type R Select the document typeCompany Code Company code R Select the company codeCurrency Select the company code

currencyR Select the company code

currencyReference & Head.Text

Reference & Header Text R Type the reference and Header Text.

Request Vendor Down payment Request

R Select the Down Payment Request.

Vendor Account Vendor account number R Select the vendor accountBank Account Outgoing Payment Bank

account numberR Select the outgoing payment

Bank account number.Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)

Press the <Post> icon.

Result: Vendor Down payment created under the number 2xxxxxxxxx.



Title: Goods Receipts Purchase Order Transaction CodeMIGO_GR


Effective Date

Review Date




2.1 TriggerDeliveries from vendors are most likely the result of purchase orders initiated by the purchasing department

Business Process Procedure OverviewGoods are received from the Vendor as a result of a Purchase Order at the receiving area. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted.

Input – Required Fields Field Values/CommentsDocument Date (MM/DD/YY) Date that the document is entered

Posting Date (MM/DD/YY) Date that the document is posted

Movement Type Movement type to be used (101,103,105)Purchase Order Number The purchase order associated with the movement

Output - Results CommentsThe output is a material document, which can contain accounting, profit center, and other financial postings.

The output is the Goods Receipt Note with reference to a Purchase order. All inventory and accounting entries are created upon posting of this document in the system.

Tips and Tricks

A purchase order has been created and has been maintained in the system. When a receipt is entered in SAP, it must reference a purchase order to verify the 3 way match process (i.e. purchasing departments, warehouse, and accounting or A/P). The vendor typically provides a delivery challan, packing slip, invoice, for the material and/or a bill of lading, lorry receipt of the carrier, which will contain information relating to who the vendor is, the material and quantity delivered. In the event of a non-stock material, the requesters name should be printed on the delivery challan to ensure proper attention.

If the PO number is not printed on the delivery challan, Invoice, bill of lading, the receiver will need to execute transaction MIGO_GR Goods Receipt PO Unknown. The menu path for this is Logistics > Material Management > Inventory Management > Goods Movement > Goods Receipt > For purchase order > PO number unknown. On the Goods Receipt - PO Unknown: Initial Screen, be sure to fill in the Vendor Document reference number and the Transporter in the Header Text field. The movement type is defaulted in. The receiver will need to enter the vendor and/or material in the Find POs section and press the enter key or green checkmark in the upper left hand corner of the screen. The system will provide a list of all open purchase orders that the receiver can choose to receive against. Once the purchase order and line item are selected, the receiver will press the COPY button. Then proceed to step 1.4 Goods Receipt PO: Selection Screen.

In exception cases, a goods receipt has been entered for a PO with an incorrect quantity. The initial receipt needs to be reversed. For example, a PO for 100 pieces of flanges have been ordered and received. Later, it is identified that one of the boxes containing 10 pieces is missing. It is now necessary to reverse the initial goods receipt for the 100 flanges and then post a new goods receipt for the appropriate “short” quantity of 90. The document date for the corrected goods receipt should be recorded for the initial goods receipt in the Document Date field. Then, when the remaining 10 arrive, the respective dates will be entered to allow vendor evaluation to be scored accurately.

To reverse by material document follow the menu path: Logistics > Material Management > Inventory


SAP ECC 6.0 End user document (PS Module) Management > Material Document > Cancel/Reverse. The material document is needed for this transaction. If it is unknown, do a pull-down on the material document field and enter in search criteria relevant to the material document. For example, enter a material number, plant, movement type, posting date, etc. Remember, the system only displays the information that is entered. Therefore, do not be too specific especially if you are not sure. A recommendation would be for the material, plant and movement type as a minimum. Then press the execute button (the icon resembling a flower or stopwatch or press F8). Select the material document item and press the “Adopt document” button. The material document number will be copied into the screen. Now press enter. The heading of the screen should read, “Cancel Material Document: Selection Screen”. Select the line and press the “Copy” button. Then SAVE. If the material for that document is displayed, there will be offsetting entries to the previous receipt by quantity AND value.

Goods receipt tolerances for quantity are set at different levels material master, purchasing information record, purchase order, and outline agreements. The order of precedence follows the same order from least specific (lowest) to most specific (highest). For example, the over/under-delivery tolerances are set at the material master level

Procedural Steps3 1.1. Access Goods Receipts Purchase Order: Initial screen by:

Via Menus Material Management Goods Movement Goods Receipts For Purchase Order GR for Purchase Order (MIGO)

Via Transaction Code MIGO_GR1.6. On screen “Goods Receipts Purchase Order: Header Screen”, enter information as specified in the fields in

the table below:



Field Name Description R/O/C

User Action and Values Comments

Document Date

Default is current system date R Date of the actual vendor delivery (physical delivery).

Posting Date

Default is current system date R No user input

Delivery note

Number of the document issued by the vendor

R Enter vendor’s Delivery Challan number, packing list number or Invoice number as available.

Bill of lading

Number of the bill of lading issued by the sender.

O Enter bill of lading number if available incase of import and AR3A number if domestic supply.

Doc. Header text

Document header text. Contains explanations or notes which apply to the document as a whole.

O This is the document header text wherein remarks can be recorded. For eg if required the transporter details can be recorded.

Movement type

Goods movement type. R Enter the number for the movement type or choose a movement type from the menu.

Movement type is 101 for goods receipt to storage location.

Purchase order

Purchase order number R Enter the purchase order number. You can use match codes to find it if necessary.

Plant Plant number. R Enter or select Plant from the pull down menu for which the said goods received are indented.

Storage location

Storage location R Enter or select a storage location where the material received is to be stored.

Reason for Movement

Key that allows you to call up a standard text stipulating the reason for the movement

O Not applicable while entering a goods receipt

Suggest Zero Lines

Indicates that items with a quantity of zero are suggested on the selection screen for goods movements with reference to purchase orders ororders.

O


SAP ECC 6.0 End user document (PS Module) Print Key that specifies if GR slip

should be printed.R If checked, press one of the three

radio buttons.

( Note : On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)3 Press the ENTER button.

3 1.3. On screen “Goods Receipt for PO: Selection Screen”, the fields will be filled in with information from the Purchase Order. You may change the following fields:



Item indicator

Item indicator button R To receive quantity for the line item, this indicator must be selected.

Quantity Quantity received R Enter quantity received if different from the PO.

Eun Unit of measure in which goods receipt is entered.

O The system defaults the unit of measure of the material as maintained in the material master.

May be changed to alt. UOM, if specified on Material master record.

Sloc Storage location R Enter storage location if different from PO where the material is intended to be stored.

3 1.4. Select the relevant lines that have been received from the packing list and Press the “Adopt + Details” radio button to copy the PO information to the document.

3 *** Please note that the system will display a message for deficit quantities receipts and over delivery quantities. For example, if a PO line has an expected quantity of 100 pieces and only 80 pieces were delivered, a deficit warning will appear. The same will happen with over delivery quantities. In this case an error message will be displayed. Warning can be overridden by pressing enter. Errors, however, cannot be overridden. Errors must be resolved.

3 1.5. On screen “Goods Receipt for PO: New Item”, the fields will be filled in with information from the Purchase Order. You may change the following fields:





Unit of entry

Quantity received R Enter quantity received if different from the PO.

Batch Batch number to which the material is assigned.

R Materials handled in batches will be defined in the material master and the system will internally generate the batch number for every line item in the goods receipt while creation.

Must be entered if ‘batch required’ field is set on material master.

Vendor Batch

The vendor batch number as specified in the vendor document.

R To record the vendor batch number as specified in the vendor document and duly verified on the containers so received.

Prod Dt Production/Expiry date R Enter the goods received date thereby is treated as the production date for system to calculate the retest date and expiry date as specified in the material master.

No of containers

Number of containers received R To record the number of containers received. To maintain/manage quantity per container, to record individual line item wise for quantity per container. For eg if 500 kgs received in pack size of 50 kgs per container to record 10 containers in this field. Quantity received divided by the number of containers will be the quantity per container recorded by the system.

Eun Unit of measure in which goods receipt is entered.

O May be changed to alt. UOM, if specified on Material master record.

No of GR slip

The number of GR slips to be printed

R To record the number of quarantine labels required based upon the number of containers received.

Unloading point

Unloading point for delivery O To note where the material received has been unloaded.

Text Additional text O Remarks

3 Save the transaction. (Select yellow file folder, or F11).

Result: Document posted.



Title: Logistics Invoice Verification Transaction CodeMIRO


Effective Date

Review Date




Trigger:

Invoice verification of Vendors comprising of Basic Cost Delivery Costs Subsequent Credits Price differences Payment block Release / removal of Payment Block

Business Process Procedure OverviewThe system supports the checking and verifying of invoices. The invoice verifier is notified of quantity and price deviations because the system has access to ordering and goods-receipt information. This speeds the process of auditing and clearing invoices for payment.

Input - Required Fields Field Value / CommentsDocument Date Vendor Invoice dateDocument Type Defaults to “RE” for Revenue Items Company Code Company code in which invoice verification to be donePosting Date Defaults to System Date (Actual date of posting)Currency Currency in which document to be enteredPurchase Order Purchase Order referenceAmount Amount of verification

Output - Results CommentsPosted or Parked Invoice Document

Procedural Steps 3 1.1. Access transaction by:

Via Menus Logistics Materials Management Invoice Verification Invoice Verification Document Entry Enter Invoice

Via Transaction Code MIRO



Steps for BASIC COST3 1.2. On screen “Enter Invoice: Initial Screen”, enter information in the fields for “Basic Data” as specified in the

table below:

Field Name Description R/O/C User Action Input values CommentsDocument Date R Vendor invoice

dateDocument Type R Defaults to “RE” REPosting Date R Defaults to System Date Actual date of

posting in SAPDocument number

O No entry - Internal

Reference O Vendor Invoice reference

Amount R Vendor Invoice amount (including Tax and Duties)

Calculate Tax R TickBusiness Place R 1000Purchase Order PO to be

reference in Invoice

R Purchase Order reference

Delivery note O Delivery note reference

Select – PO or Delivery item

Select Goods / Service items or planned delivery costs or both depending on whether IV is for basic vendor or delivery vendor or both together.



Field Name Description R/O/C User Action Input values CommentsPayment Terms R Default from Vendor

masterDefault Change if

requiredBaseline date R Default from Vendor


requiredHouse Bank R Default from Vendor master Default Change if requiredPayment method O Default from Vendor


required



For foreign currency transactions, the currency and rate should be entered here. In case no rate is mentioned, then the system takes the latest rate as maintained in the exchange rate table (OB08). Enter any document header text also here.

Check for the green traffic light and Balance = 0.

Click the SIMULATE pushbutton to review the transaction prior to posting.

1.7. Press the SAVE icon or Document Save to save and post the document.Note document number at the bottom of the screen.

1.8. Return to Main Menu (Select yellow Up arrow or Shift F3).



Steps for DELIVERY COST

All entries are same except for the following:

Select PLANNED DELIVERY COSTS.

Enter Tax code.



Click the SIMULATE pushbutton to review the transaction prior to posting

Press the yellow SAVE icon or Document Save to save and post the document.

Note document number at the bottom of the screen



Steps for SUBSEQUENT CREDIT


Select Subsequent credit Enter order / Delivery number Select Goods/Service items. Quantity for which invoice has been posted appears as default in QUANTITY. Enter amount to be reduced against the invoice quantity posted. Click the SIMULATE pushbutton to review the transaction prior to posting Press the SAVE icon or Document Save to save and post the document. Note document number at the bottom of the screen



Steps for PRICE DIFFERENCE in INVOICE VERIFICATION (without Purchase Order Amendment)


The invoice is Rs 1550 instead of Rs 1500 (GR value)



Steps :-



Note : Payment block is not activated at this stage (FREE FOR PAYMENT).

Correct the amount in the GR line item to the IV value. Press Messages. The system gives message on price variance as per tolerance set.

Accept message.


.


The system display the accounting entries with ZERO balance.

3 Press the SAVE icon or Document Save to save and post the document.


NOTE :

The payment block can be removed through automatic release by amending the order or manually through MRBR.


Note the document number with message (BLOCKED FOR PAYMENT).


Procedural Steps 31.1. Access transaction by:

Via Menus Logistics Materials Management Logistics Invoice Verification Further Processing Release Blocked Invoices

Via Transaction Code MRBR


Select RELEASE AUTOMATICALLY for price variance acceptance by order amendment

EXECUTE


.


Select item and place cursor on the Log.Block column.

Delete Blocking reason Press Release (Green Flag)

SAVE


Steps for PRICE DIFFERENCE in INVOICE VERIFICATION (Between Invoice & GRN )

Scenario: If the Invoice value is more than GRIR Value due to rate or Quantity, Debit Advice will be generated automatically by the system for which the following procedure has to be adopted:


Display Variant: Invoice Reduction Enter order / Delivery number Select Correction ID: Change: Sr.No. 2-Vendor error: reduce invoice Change in Invoice Column Field :

o If only Quantity difference, mention the Invoice qty o If only value Difference, mention the Invoice value (Basic value) o (or) if both – Mention the difference in the both the columns




Press the SAVE icon or Document Save to save and post the document.

Note document number at the bottom of the screen



Procedural Steps 1. Access transaction by: “Printout of Debit Advice”

Via Menus Logistics Materials Management Logistics Invoice Verification Further Processing Output Messages

Via Transaction Code MR90

3 On screen “Output Messages in Logistics Invoice Verification: Initial Screen”, enter information in the fields for Basic Data” as specified in the table below:

Out Type: Invoice doc. Number if known User Name:


Execute


Title: Create Reservation Transaction CodeMB21


Effective Date

Review Date




Trigger:

User wishes to reserve a material for a particular usage on a particular date.

Business Process Description OverviewThis process describes the method to create a reservation manually within the R/3 system.The exact process for creating a reservation will be slightly different depending upon which goods movement is being designated.For material planning through release of Process order or Maintenance order the system automatically creates a reservation for the materials/components so attached in the respective orders.

Input - Required Fields Field Value/Comments

Base Date Date that you want to reserve the material

Movement Type The goods movement that you are reserving the material for. Movement type 261 for reservations against orders ( Process and Maintenance). Movement type 201 for reservations for consumption.

Plant Plant where the reservation will occur.

Material Material to be reserved.

Quantity Amount to be reserved.

Storage Location Storage location of the material.

Output - Results CommentsCreation of a reservation The system will generate a unique reservation number.

Tips and Tricks

Depending on your movement type, the system may ask you for the cost center that the reservation(s) pertain to.



Procedural Steps

3 1.1. Access transaction by:Via Menus Logistics Materials Management Inventory Management

Reservations CreateVia Transaction Code MB211.2. On screen “Create Reservation: Initial Screen”, enter the below information:



Field Name Description R/O/C User Action and Values CommentsBase Date Date for which the goods movement

is plannedR Current date is defaulted. The date on

which the material is required to be entered.

Check against calendar

Check the box to specify the system to verify whether the date is relevant on the factory calendar.

O It is recommended to check the box

Movement Type

Goods movement R Use drop-down menu to make the choice of the applicable movement type.

Plant Plant number R Use the drop-down menu to make the choice of the appropriate plant

Ref. Reservation

Reservation number from which reservation will be copied with reference to

O

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)3 Press <Enter>3 1.3. On screen “Create Reservation: New Items”, enter the below information:

(Note: Some of the data on this screen depends upon the movement type that was specified on the initial screen).

Field Name Description R/O/C User Action and Values CommentsWBS Element WBS Element R Select the WBS Element where the

Stock is available.Material Material number R Enter the material identifier. Pull down table

access.Quantity Material quantity R Enter the quantity of the material to be

moved.The quantity is automatically converted to stock-keeping units.

UnE The unit of measure in which the goods movement is entered.

O Enter the unit of measure if different than the default.

Pull down table access. The system will use the default unit of measure (entry) if this field is left blank.

Plant Plant number C Defaults from the initial screenSloc The storage location where the

material is currently stored.R Enter the storage location - if not

entered on initial screen.Pull down table access.

Batch The batch number to which the material is assigned.

O Enter the batch number.

M Indicator: Goods movement for reservation allowed -Indicator specifying that movements are allowed in respect of the reservation item. If you want to prevent a goods movement in respect of this reservation item, you must deselect the field. If you want to allow a goods movement in respect of this reservation item, select the field.

O The default setting is to have this indicator checked.



Title: Goods Issue Transaction CodeMIGO_GI/MB1A


Effective Date

Review Date




Trigger: Stock needs to be removed from inventory and issued for any one of a variety of reasons.

Business Process Procedure OverviewThere might be times when stock becomes outdated, damaged or no longer viable. It is at these times that stock needs to be issued to scrap. You can issue stock to scrap from various stock locations, the most common being Unrestricted. The movement type is 551.Material is withdrawn and issued for various reasons like issue to process or maintenance orders, consumption to cost center, etc. All such transactions have different movement types. Issues to order is movement type 261, movement type 201 for consumption to cost center, movement type 281 for issues to net work.


Issue to order/Others Select

Issue against reservation Select

Issue to cost centre Select New items

Output - ResultsComments

Material and Accounting documents Each time an inventory movement is posted a Material document is created by the system. If the movement has a financial impact an Accounting document is also created.

Tips and Tricks

Movement type is 555 for goods issue to scrap (from blocked) & movement type 553 for goods issue to scrap from quality.



Procedure Steps3 1.1. Access transaction by:

Via Menus Logistics > Material Management > Inventory Management > Goods Movement > Goods Issue

Via Transaction Code MIGO_GI/MB1A1.2. On screen “ Enter Goods Issue: Initial Screen”, enter information in the fields as specified in the below table:

Field Name Description R/O/C User Action and Values CommentsDocument Date

Default is current system date R

Posting Date Default is current system date RMaterial slip Identifier of an external

documentO Enter external document number

if availableDoc. Header text

Document header text. Contains explanations or notes that apply to the document as a whole.

O Enter any necessary notes for this transfer document.

GR/GI slip no Goods Receipt/Issue slip number uniquely identifies a goods receipt/issue slip.

O Enter a number manually. If number assignment for GR/IR slips is active, if leave blank system will assign number

Movement type

Goods movement type. R Enter the number for the movement type or choose a movement type from the menu. Movement type > Issue > To scrap > From unrestricted.

Movement type is 551 for issuing goods to scrap.

Plant Plant number. R Enter or select Plant from the pull-down menu.

Reason for mvt.

Reason for movement O Drop down table available.

Storage location

Storage location O Enter or select a storage location from which the material is pulled

Special stock Special stock identifier O Enter a special stock identifier.Suggest zero lines

Indicates that items with qty zero are suggested on the selection screen for goods movements with ref. to reservations

O

GR/GI slip print

Print indicator O Indicate if a goods receipt/issue slip is to be printed.


SAP ECC 6.0 End user document (PS Module) GR/GI slip indicators:

Individual slip

Indiv.slip w.inspect.text

Collective slip

Indicators to select which version of the GR/GI slips to print.

R You can print out three different versions of a GR/GI slip Individual slip (version 1) In

this case, one GR/GI slip is printed out per item.

Individual slip with inspection text (version 2). In this case, too, one GR/GI slip is printed out per item. In addition, a quality inspection text is printed if one exists in the material master record.

Collective slip (version 3). In this case, a collective slip including all the items of a document is printed.

One of the three must be selected. System defaults to Indiv.slip w.inspect.text.

3 Note : On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)



Field Name Description R/O/C User Action and Values CommentsG/L account The account number in a chart

of accounts. This is the account to which the goods issue is assigned.

O Enter account number or default from configuration.

Pull down table access.

Business area

An organizational entity for which balance sheets as well as P&L statements can be created.

O Enter business area. Pull down table access.

Cost center A uniquely defined cost center where the cost of scrap occurs.

R Enter cost center Pull down table access.

Material Material Number of material that is to be scrapped.

R Enter the material identifier. Pull down table access.

Quantity Material quantity R Enter the quantity of the material to be issued/scrapped.

Unit of Entry The unit of measure in which the goods movement is entered.

O

Stor. Loc. Storage location. O Enter the storage location from where the material is being removed.

Batch The batch number to which the material is assigned.

O Enter the batch number. Enter * and system by default will select the batch based upon the strategy defined eg FEFO, FIFO. This needs to be copied in the said field.

Text Descriptive text O Descriptive text for the transaction

Reason for Mvt.

Reason code for the transaction O A code to further define the transaction

Goods Recipient

Person to whom the material is destined

O Name of the person responsible for receiving the material

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



Title: Service Entry Transaction CodeML81N


Effective Date

Review Date




Trigger:

Requirement for recording services performed by service provider

Business Process Description OverviewThis document describes the procedure for creating a service entry sheet. Within purchasing, this service entry sheet document is designed for the recording of the services, which have been performed by the service provider. The service entry sheet is a list of all planned services that have actually been performed. It can also be used to list and specify unplanned services that have been performed and whose precise scope and nature were unknown at time of planning phase.


Purchase Order Number for Services Select the purchase order you wish to reference

Output - ResultsComments

Service Entry



Procedure Steps3 1.1. Access transaction by:

Via Menus Logistics > Material Management > Service Entry Maintain Via Transaction Code ML81N1.2. On screen “ Maintain Service Entry: Initial Screen”, enter information in the fields as specified in the below table:

Purchase Order Number

Enter Purchase Order Number forServices

R Enter Purchase Order Number

Purchase Order Item

PO line item of service O Enter PO item number

Entry Sheet Number

Number of entry sheet in system

O Enter entry sheet number

Selection Criteria:

Section Heading

Person resp : (ordering party)

Name of person responsible for ordering service

O Enter name

Person resp : (contractor)

Name of person responsible at contractors office

O Enter name

Reference Date Date when the price was put on the service entry sheet

O Enter date

Only open sheets

O

Location service performed

Location at which service was performed.

O Enter location

Short Text OAdoption of Planned Services

Adopt planned service from PO into service entry sheet

O Check box if you wish all planned services to be adopted into service entry sheet from PO


SAP ECC 6.0 End user document (PS Module) Percentage for quantities

% of planned services adopted from PO

O Set percentage of planned services to be adopted

Model Service Specifications

Number of a set of model service specifications

O Choose one

Sequential Control

OverviewDetailsAdd

R Choose one

Hit “Enter” key and then click on the “Create Entry Sheet” buttonSystem creates Entry Sheet Number

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


Service No. Key which uniquely defines service(service master number)

R Enter Service number

Short Text Description of Service O Field populates when service no. entered

Quantity Qty of service performed R Enter qty of service performed

Un of Measure

Unit of Measure for service O Field populates when service no. entered

Price Price of service performed R Enter price of service performed

1.4.1 The system determines whether the entry of the relevant service is allowed in each case. It checks whether the service that has been performed:

Relates to PO Item Relates to a contractIs covered by a limit in a contract



Title: Create Confirmations Transaction CodeCN25/CN27


Effective Date

Review Date




Trigger:

Completion of the Activity by the person or Work center.

Business Process Description OverviewConfirming the Activity or the Activity element by the Person or Work Center.

The responsible person who is doing the work has to confirm the Activity / Activity element.

Via Menus Logistics Project System Progress Confirmation Individual Confirmation Enter


Input – Required Fields* Field Value / Comments

Network Select the Network No. from the Given List for which the Activity has to be confirmed.Activity Type the Activity Number to be confirmed. e.g. 0010 - Basic Engg.Activity Element Type the Activity Element number to be confirmed. e.g 0080Capacity Cat. Type “002” or Select “Person” from the given list by drill down search method.


Output – Results Comments

Confirmed activity/activity Element of the Project.





Activity Description of Activity R Type the Activity Number to be confirmed. e.g. 0010 - Basic Engg.

Activity Element Work center Activity Element

R Type the Activity Element number to be confirmed. e.g. 0080 – allotted to MGR-ALT1 Work Center.

Capacity Cat. Category O Type “002” or Select “Person” from the given list by drill down search method.

Split Number O




1.4 Press Actual Data button from the screen or Goto option and select the actual data option from the Main menu.

Field Name Description R/O/C User Action and Values CommentsComp. Completion C If the Activity is confirmed tick this

indicator to set the activity as confirmed.Final. Comp. Final Completion C If the Activity is fully confirmed then tick

this indicator to set the activity as finally confirmed.

If there is no pending work on this activity.

Work Center Name of the Work Center R If the Activity element is allocated to particular work center then type that Work center or select from the given list by drill down search.

If you have selected the Activity element for confirmation then the system will automatically picks up the Work center field.

Work R Type the Hours worked for that activity.






Activity Description of Activity R Type the Activity Number to be confirmed. e.g. 0010 - Basic Engg.

Activity Element Work center Activity Element

R Type the Activity Element number to be confirmed. e.g. 0080 – allotted to MGR-ALT1 Work Center.

Capacity Cat. Category O Type “002” or Select “Person” from the given list by drill down search method.

Split Number O




Title: Payment with Printout Transaction CodeF-58


Effective Date

Review Date




Trigger:

Need to print a check without running the payment program.

Business Process Description OverviewYou can have the system print checks without running the payment program or the print program.

The process outlined below assumes you want to post the payment and print the associated check at the same time. However, you may also just print the check for a payment which has already been posted. This may be necessary, for example, if a check is damaged during printing with the print program.

Input - Required Fields Field Value / CommentsCompany Code 1000Payment Method Select / Choose Payment Method (Example : C - Check Payment, D – DD

Payment, E-L/C Payment, F- Employee Payment, L – Bank Transfer etc.,

House Bank All bank data is determined using this key. (The amount is debited from this Bank account)

Check Lot Number The check lot number represents a batch of consecutively pre-numberedChecks.

Alternative Form Need not to be filled – leave blank Filler Need not to be filled – leave blank Printer for forms Specify the printer on which the payment forms are to be printed. Pmt Advice Printer Specify the printer on which you want the payment advice notes to be

Printed while making the CHECK Document Date Bank Cheque DateDocument type Document Type for the Location (BA/ BB/ BF/BH/BR)Posting Date Bank Cheque DateCurrency INRAmount Amount to be paid Business Area The Business Area pertaining to the Bank LocationValue Date The field should be made as value date Text Remarks of the document

Customer The respective Customer has to be selected Vendor The respective Vendor has to be selected Payment on account If the payment is against line item or Payment request, this field need

not to Clicked / MarkedPmt on account If Payment on account field not selected, then this Remarks need not to

be filled Standard Ois Payment against select the line time from vendor / customer account Special G/L Ind. Refer Note in Page No 1





Company Code Company code ID R 1000Payment Method Payment method used to settle

open items, selection of Mode of payment

R Select / Choose Payment Method ( Example : C - Check Payment, D – DD Payment, E-L/C Payment, F- Employee Payment, L – Bank Transfer etc.,

House Bank Bank name R All bank data is determined using this key. ( The amount is debited from this Bank account )

Check Lot Number If you are using the check management function, enter a check lot number.

O The check lot number represents a batch of consecutively pre-numberedChecks.

Printer for forms Specify the printer on which the payment forms are to be printed.

R Specify the printer on which the payment forms are to be printed.

Pmt Advice Printer Specify the printer on which you want the payment advice notes to be Printed while making the CHECK

R Specify the printer on which you want the payment advice notes to be Printed while making the CHECK

Document Date Bank Cheque Date R Bank Cheque DateDocument type Document Type for the Location R Document Type for the Location (BA/ BB/

BF/BH/BR)Posting Date Date which is used when

entering the document in Financial Accounting or Controlling.

R Bank Cheque Date

Currency Document Currency INRAmount Document Amount R Amount to be paid Business Area The Business Area pertaining to

the Bank LocationR The Business Area pertaining to the

Bank LocationValue Date Value date field O The field should be made as value date Text The document header text

contains explanations or notes which apply to document

O Remarks of the document

Customer Customer account number R The respective Customer has to be selected

Vendor Vendor account number R The respective Vendor has to be selected

Payment on account

Adhoc payment O If the payment is against line item or Payment request, this field need not to Clicked / Marked

Pmt on account Remarks for the document O If Payment on account field not selected, then this Remarks need not to be filled

Standard Ois Indicator that only the standard open items are to be taken intoconsideration during clearing. Standard open items are all line items which do not represent a specialG/L transaction.

R Payment against select the line time from vendor / customer account

Special G/L Ind. List of special G/L indicators which are to be included in the clearing procedure.

R/o

Refer Note in Page No 1

Click the “ Process Open Items ” button.



Document >> Simulate

On the screen “Payment with Printout: Display Overview” enter information in the fields specified in the table below:

Post the payment by selecting the Save icon.

NOTE:

The system will return a confirmation pop-up window with a document number and it will issue a confirmation message that the print program has been initiated.



For printing the Check & Payment Advice select the line item & click the Print ICON


CLICK Print Icon


Title: Project Settlement Transaction CodeCJ88/CJ8G


Effective Date

Review Date




Trigger:

After Project Handing Over to the User Department with all the required documents. Materials, which are not used in those Projects, can be moved from one project to another.Projects Department should give the List of Materials, which are installed, in that requesting Cost center with the date of Installation. This information is required for Finance for Asset Capitalization.

Business Process Description OverviewSettlement of Asset Under Construction to Fixed Assets.The authorized Person will do this transaction.

Via Menus Logistics Project System Financials Period-End Closing Single Functions Settlement Individual Processing



Controlling Area Type “1000” or Select the Controlling Area “1000” from the Given List by drill down Search method.


Output – Results CommentsSettlement of Asset from WBS Elements for the Project.



Procedural Steps

1.0 On screen “Actual Settlement : Project / WBS Element / Network Initial Screen”, enter information in the fields in the table below:

Field Name Description R/O/C User Action and Values CommentsProject Definition or WBS element or Network

Key identifying the Project Network Number

R Type the number of the Project Definition or select from the drill down search Method.

Settlement Period Settlement Month. R Type the Settlement of asset month after completion of Project..

Fiscal year Financial Year R Type the Financial year.With Hierarchy Indicator R Tick this Indicator. With Orders Indicator R Tick this Indicator.Test Run Indicator R&C Tick this Indicator. For Final

settlement this indicator not required.

If we want to test run this transaction with the required details of settlement then this indicator has to be set.

Detail List Indicator R Tick this Indicator. This indicator will help to list all the details about the WBS element / Asset.

Check Trans.Data Indicator R Tick this Indicator. This indicator is used to check the transferred data.

Press Execute Button from the Screen.



SAP ECC 6.0 End user document (PS Module) Network Activities have Settlement Rule; Manpower WBS Level 2 shall have settlement Rule from Level 3 Manpower .

At month end, man-hours to be recorded by engineers to date.



Title: Create Completed Asset Transaction CodeCJ02/CJ20N


Effective Date

Review Date




Trigger:

After Project Handing Over to the User Department with all the required documents. Materials, which are not used in those Projects, can be moved from one project to another.Projects Department should give the List of Materials, which are installed, in that requesting Cost center with the date of Installation. This information is required for Finance for Asset Capitalization.

Business Process Description OverviewSettlement of Asset Under Construction to Fixed Assets.The authorized Person will do this transaction.




Project Definition Key identifying the Project Number


Output – Results CommentsAsset will be created



Procedural Steps

On screen “Change Project Definition: Initial Screen”, enter information in the fields in the table below:






Asset Class Asset Class R Select the Asset class for which the WBS elements need to be Settled.

Enter the Additional Data .



Partial Capitalization :-

Settlement of AuC from WBS Elements done; Create Fixed Assets from WBS Elements; Assign Settlement Rules from Manpower WBS Level 2 to Fixed Assets with equivalence numbers.





Posting Period Asset Posting Period R Type the Asset Posting PeriodAsset Value Date Date at which the Asset

value has to be done.R Select the Date at which the asset

value has to be Commissioned.Fiscal year Financial Year R Type the Financial year.With Hierarchy Indicator R Tick this Indicator. With Orders Indicator R Tick this Indicator.Test Run Indicator R&C Tick this Indicator. For Final






System will prompt you that the scheduling carried out



(see log)

Partial Capitalization should have been completed; TECO status for WBS Elements and Network Activities, At Project end, this is done. Project Should be closed in Financial / Material Management Point of view.

Final Captalization :-







Posting Period Asset Posting Period R Type the Asset Posting PeriodAsset Value Date Date at which the Asset

value has to be done.R Select the Date at which the asset

value has to be Commissioned.Fiscal year Financial Year R Type the Financial year.With Hierarchy Indicator R Tick this Indicator. With Orders Indicator R Tick this Indicator.Test Run Indicator R&C Tick this Indicator. For Final






System will prompt you that the scheduling carried out (see log)

NOTE :

PLEASE NOTE THAT FINAL SETTLEMENT CAN BE DONE ONLY AFTER CLEARING THE DOWN PAYMENTS AGAINST PROJECTS PURCHASE ORDERS.



Title: Change Network Status “Closed” Transaction CodeCN22


Effective Date

Review Date




Trigger:

After Project Handing Over to the User Department with all the required documents. Materials, which are not used in those Projects, can be moved from one project to another.Projects Department should give the List of Materials, which are installed, in that requesting Cost center with the date of Installation. This information is required for Finance for Asset Capitalization.Setting the System status as “CLOSED”

Business Process Description OverviewSetting the User Status as “CLOSED”The authorized Person will do this transaction.

Via Menus Logistics Project System Special Maintenance Function Network Change.



Network Number Select /enter the network Number for which the system Status needs to be set as “CLOSED”.




Procedural Steps

On screen “Change Network: Initial Screen”, enter information in the fields in the table below:



Title: Change Project Status “Closed” Transaction CodeCJ02/CJ20N


Effective Date

Review Date




Trigger:

After Project Handing Over to the User Department with all the required documents. Materials, which are not used in those Projects, can be moved from one project to another.Projects Department should give the List of Materials, which are installed, in that requesting Cost center with the date of Installation. This information is required for Finance for Asset Capitalization.Setting the System Status as “CLOSED”

Business Process Description OverviewSetting the System Status as “CLOSED”The authorized Person will do this transaction.




Project Definition Select the Project Definition


Output – Results CommentsSystem Status for the Project Definition will be set as “CLSD – Closed”



Procedural Steps

On screen “Change Project Definition: Initial Screen”, enter information in the fields in the table below:

Select all the WBS elements and set the User Status as “Closed”
