User Manual - Capex - Ps

mySAPERP2004

End user document (PS Module)

V1.0 Sep 2007 English

End User Documentation - PS mySAPERP2004 (ECC 6.0)

SSTL 1,6th Floor, Crown Court #128, Cathedral Road Chennai 600 086

Solution/ Release: ECC 6.0

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mySAPERP2004

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Content 1

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

2

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

3

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

4

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

5

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

6

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

7

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

8

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

9

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

10

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

11

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

12

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

13

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

14

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

15

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

16

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

17

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

18

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

19

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

20

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

21

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

Solution/ Release: ECC 6.0

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22

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

23

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

24

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

25

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

26

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

27

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

28

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

29

Change Network Status “Closed”..........................................................................180

30

Change Project Status “Closed”.............................................................................182

Solution/ Release: ECC 6.0

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Sequential operation of Project System (PS) module I Creation of Investment Program a) Create Investment Program - Transaction Code: IM01 As soon as the Financial Year Starts the Investment Program Creation needs to be done by the authorized person. The Following things are mentioned in the Investment Program 1. Investment Program 2. Approval Year 3. Program Type 4. Fiscal Year Variant 5. 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 Program 2. Position ID 3. 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 Program 2. Position ID (Optional) 3. Approval Year

Solution/ Release: MySAPERP2004 (ECC6.0)

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II Maintaining Budget for Investment Program a) Edit Original Budget - Transaction Code: IM32 After Creating the Investment Program Structure the Budget is maintained for the created Investment Structure. This can be maintained whenever the New appropriation request is assigned to the Position Ids. The Following things are mentioned in the Edit Original Budget 1. Investment Program 2. Position ID (Optional) 3. Approval Year 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 Type 2. Controlling Area after this in General Data 3. Appropriation Request 4. Description 5. Approval Year 6. Planned Approval Date 7. Implementation Start 8. Person Involved for Approval User ID needs to be selected Level wise. In Control Data 9. Investment Program /Year 10. Position ID.

Solution/ Release: MySAPERP2004 (ECC6.0)

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In Organizational Units 1. Requesting Company code 2. Requesting Business Area 3. Requesting Cost Center 4. Requesting Profit Center 5. Requesting Company 6. Object Class 7. Plant 8. Responsible Cost Center 9. Responsible Profit Center 10.Currency In Variants Tab General 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 Category o M for Material o V for other costs like manpower, QC etc. The cost element for V should be 7100150 Resource is where we select the RM name. The master would be entered by the Purchase person. This is not required for RM. Enter Quantity & hit enter. For V change the description to suit us. 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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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IV. Budget Distribution a) Distribute Budget for Project Definition – Transaction Code: IM52 After activating the Appropriation Request (Project Definition). The Following things are mentioned in the Distribute Budget 1. Investment Program 2. Position ID (Optional) 3. Approval Year 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: CJ02 After updating the Budget for the Appropriation Request (Project Definition). The Following things are mentioned in the Change Project transactions. The authorized person in SAP does this step. In the Project Definition Header the Following things are mentioned 1. Person Responsible 2. Start Date and End date of Project will be defaulted from the Appropriation Request. 3. Company code 4. Business Area 5. Plant 6. Profit Center In the WBS element Overview the Basic Data tab the following things are mentioned. 1. Level Number 2. Description 3. Upto Level 3 WBS elements are Created with Planning Element (if the level is below 4). In Responsibilties Tab 4. Requesting Cost Center needs to be filled. 5. Which will automatically copy the Controlling Area (CA) and Requesting Company Code. 6. if required Responsible Cost Center field will be filled.

Solution/ Release: MySAPERP2004 (ECC6.0)

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V. Cost Planning for Project Definition a) Manual Cost Planning for Project – Transaction Code: CJ40 After updating the budget for the Top-level Project Definition the Lower Level (Level 3) the Overall as well as Year-wise planned cost has to be updated. The authorized person does this step. VI. Budget Updation for Project Definition (Level –3) a) Manual Budget Updation for Project – Transaction Code: CJ30 After manual Cost Planning for the Lower Level (level 3) WBS Elements 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 mentioned Network Profile Network Type Plant MRP Controller In the Network Header the following things are mentioned. Network Description In Assignment Tab Select the Project Definition, which will copy the Start Date and End Date of the Project if 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)

Solution/ Release: MySAPERP2004 (ECC6.0)

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These activities are three types 1. Internal Activities, 2. External Activities, 3. Primary Cost Activities. Internal Activities: Using internally processed activities you determine the amount of 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 mentioned Project Definition In the WBS element Overview the Basic Data tab the following things are mentioned. 1.Level Number (level – 4) 2. Description 3 Planning Element (Tick) 4. Account Assignment Element (Tick). In Responsibilties Tab 5. 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 EditStatus  Release. The authorized person does this step.

Solution/ Release: MySAPERP2004 (ECC6.0)

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V. Creation of Purchase Requisition for Materials a) Create Purchase Requisition – Transaction Code: ME51/ME51N. In the initial Screen the Following things are mentioned Account Assignment Category ”Q” Delivery Date Plant Purchasing Group Req. Tracking Number Requisitioner In the Purchase requisition Item overview screen Material Number Qty. Required Val.Type WBS Element The Purchase requisition will be saved and will be released by the approving authorities. The authorized person does this step. VI. Creation of Purchase Order for Materials a) Create Purchase Order – Transaction Code: ME21/ME21N. In the initial Screen the Following things are mentioned - Header Vendor Purchasing Organization Payment Term GR Message (Tick) Net Price In Item Tax code wil be selected (if any) Select the PR and Adopt the PR. The Purchase order will be saved and will be released by the approving authorities. The authorized person does this step.

Solution/ Release: MySAPERP2004 (ECC6.0)

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VII. Create & Post Vendor Down Payment Request a) Create Down Payment Request – Transaction Code: F-47. After creating the Purchase order the Down Payment (Advance) to the vendor is raised. The authorized person does this step. In the initial Screen the Following things are mentioned - Header Document Date Company Code Currency Reference & Doc. Header Text Vendor Account No. Spl.GL indicator In 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 – Header Purchase Order Number Movement Type Delivery Note, Header Text Quantity, Storage Location, No.of Container, etc., The goods receipts document will be posted.

Solution/ Release: MySAPERP2004 (ECC6.0)

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IX. Enter Invoice a) Enter Invoice – Transaction Code: MIRO. After the material will be received by stores at Site. The authorized person does this step. In the initial Screen the Following things are mentioned – Header Invoice Date Reference Amount If tax is there (tick) on check box (calculate Tax) Purchase Order number. After simulation the invoice Verfication document will be posted. X. External Processing Activites : for Services a) Change Network – Transaction Code: CN22. In the initial Screen the Following things are mentioned – Header Network Number In activities overview In Ext. Processing Tick on Service Description, Purch.Org., Material Group,Vendor,Pur.Grp,Outline Agreement,Line No.Requisitioner, Req.tracking No,WBS element. Service Number, Quantity. Prerequisite : The Project Definition System Status should be in ’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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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b) Create Service Entry – Transaction Code: ML81N. In the initial Screen the Following things are mentioned – Header Purchase Order Number When the Contractor brings the Joint Measurement Sheet / Bill for the certification, the quantity entered in the JMC/Bill is verified by the Shift Engineer and the same quantity is certified in the Service Entry Sheet. This 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 – Header Invoice Date Reference Amount If 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 – Header Base date (When the material is required) Movement type Plant In Create Reservation Screen WBS elements, Material Code, Quantity, Batch Number, Goods recipient. The reservation is created.

Solution/ Release: MySAPERP2004 (ECC6.0)

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XI. Goods Issue a) Create Goods Issue – Transaction Code: MIGO/MB1A. When the Stores person saw the reservations pending for issues on that 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 number Quantity Material Slip. Document header text. No.of Container. The Goods Issue document will be posted. XII. Create Confirmations a) Create Confirmations – Transaction Code: CN25/CN27. When the activities are completed, that needs to be confirmed by the users. The authorized person will do the confirmation. The Following things are mentioned in the goods issue. Network number Activity number Work Center, Description, Actual finish Date. If the work is fully completed then Final Comp. Otherwise completion indicator (tick). XIII. Vendor Payment a) Post Outgoing Payments – Transaction Code: F-58. After Invoice is verified the payment to the vendor needs to be posted. The authorized person will do the outgoing payment. The Following things are mentioned in the outgoing payment.

Solution/ Release: MySAPERP2004 (ECC6.0)

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XIV. Project Settlement a) Actual Settlement – Transaction Code: CJ88/CJ8G. This settlement will be run on periodic basis (every end of month). The authorized person will do the actual settlement. The Following things are mentioned in the actual settlement. Project Definition With Hierarchy (tick) With Order (tick) Settlement Period Fiscal Year Test run Detail List Check. Trans.data The 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 Asset Project Definition Select the WBS elements and Extras  Create Completed Asset. In Asset Create Screen Asset Class (sub Asset if required) Description Vendor & Manufacturer Asset Pur. New (tick) Purchase Used (tick) Group Asset / Sub Number Neg. value Allowed (tick)

Solution/ Release: MySAPERP2004 (ECC6.0)

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c) Actual Settlement – Transaction Code: CJ88/CJ8G. This settlement will be run after getting the confirmation from the Project Department that the Project is commissioned and handed over to the Production department for use. The authorized person will do the completed Asset creation. The Following things are mentioned in the actual settlement. Project Definition With Hierarchy (tick) With Order (tick) Settlement Period, Posting Period Fiscal Year, Asset Value date Test run Detail List Check. 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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Create Investment Program /Position ID (By Finance)

Create Appropriation Request (By Projects)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Create PR/Release PR (By Projects/Approving Authorities)(ME51/ME55)

Create PO/Release PO (By Purchase/Approving Authorities)ME21N/ME28

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Create Confirmation (By Projects) CN25/CN27

Actual Settlement (Automatic) (By Finance) CJ88/CJ8G

Create Completed Asset (By Finance) CJ02

Network System Status as “CLSD”(Closed) (By Projects / Finance) CN22

Projects Definition System Status as “CLSD”(Closed) (By Projects / Finance) CJ02

Solution/ Release: MySAPERP2004 (ECC6.0)

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Title:

Create Investment Program

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IM01 Effective Review Date Date

NIL 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 Via Transaction Code

Accounting  Investment Management  Program  Master Data  Investment Program Definition  Create. IM01

Input - Required Fields* Investment Program Approval Year Program Type

Field Value / Comments Type the Description of the Investment Program e.g. Shasun Investment Type the financial year e.g. 2007 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 Creation of Investment Program

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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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. below:

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Investment Program

End user document (PS Module)

Description Investment Program

R/O/C User Action and Values 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

Program Description

Investment Program Description

R

Select from the list “ZSCD” or “ZSRD”. Based on the Project for Capital Expenditure or Research & Development Type Investment Program Description

FI Variant

Fiscal Year Variant

R

Currency

Currency

R

Comments

Select the option from the list e.g. V3 – April – March. 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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Title:

Create Investment Program Top Position

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Supercedes

Issue d on

Transaction Code IM11 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

After Creating the Capital Investment Program. •

Business Process Procedure Overview Creation of Capital Investment Program Top Position.

Via Menus Via Transaction Code

Accounting  Investment Management  Program  Master Data  Investment Program Position  Create Top Position. IM11

Input - Required Fields* Investment Program

Field Value / Comments 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 Creation of Investment Program Top Position.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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Procedural Steps Access “Create Investment Program” transaction by: Via Menus

Accounting  Investment Management  Program  Master Data  Investment Program Position  Create Top Position. Via Transaction Code IM11 1.2. On screen “Create Inv. Program Position : Header Screen”, enter information in the fields in the table below:

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Investment Program

End user document (PS Module)

Description Investment Program

R/O/C R

User Action and Values 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

Approval Year

Approval Year

R

Type the financial year e.g. 2007

Position ID Description

Top Position ID Description

R

Controlling Area

R

Comments

Type the Description of the Top Position ID.

Select the option from the list e.g. “1000” Company Code O Select the option from the list e.g. Company Code “9000” (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional) CO Area

Press “Ctrl + S” or Save Button from the Screen

Solution/ Release: MySAPERP2004 (ECC6.0)

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Title:

Change Investment Program Structure

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Supercedes

Issue d on

Transaction Code IM22 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

After Creating the Capital Investment Program Top Position. •

Business Process Procedure Overview Creation of Capital Investment Program Top Position.

Via Menus Via Transaction Code

Accounting  Investment Management  Program  Master Data  Investment Program Structure  Change. IM22

Input - Required Fields* Investment Program

Field Value / Comments 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 Creation of Investment Program Structure.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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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

31

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Click on Create

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Investment Program

End user document (PS Module)

Description Investment Program

R/O/C User Action and Values 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.

Approval Year

Approval Year

R

Type the financial year e.g. 2007

Comments

(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional) Press “Ctrl + S” or Save Button from the Screen

Solution/ Release: MySAPERP2004 (ECC6.0)

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Title:

Edit Original Budget

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Supercedes

Issue d on

Transaction Code IM32 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 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 Via Transaction Code

Accounting  Investment Management  Program  Budgeting  Edit Original. IM32

Input - Required Fields*

Field Value / Comments

Position ID

Type the Description of the Investment Program e.g. Shasun Investment 0708 Select the Position ID from the List.

Approval Year

Type the financial year e.g. 2007

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 Company level Budget is updated.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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Procedural Steps Access “Change Inv. Program Structure” transaction by: Via Menus Accounting  Investment Management  Program  Budgeting  Edit Original. Via Transaction Code IM32

31

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

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Investment Program

End user document (PS Module)

Description Investment Program

R/O/C User Action and Values 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

Approval Year

Approval Year

R

Type the financial year e.g. 2007

Comments

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. Press “Ctrl + S” or Save Button from the Screen

Solution/ Release: MySAPERP2004 (ECC6.0)

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Title:

Create Appropriation Request

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IMA11 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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 Via Transaction Code

Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. IMA11

Input - Required Fields*

Field Value / Comments Press Create button from the Screen

Appropriation Request Type Controlling Area Appropriation Request

Select S1 from the given list by drill down search method. Type “1000” and then Press “Create” button from the Screen or Select “Create” from the Menu. 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”.

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 Creation of Appropriation Request for the requested Project.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Create Appropriation Request” transaction by: Via Menus Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. Via Transaction Code IMA11

31

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

Field Name Controlling Area

End user document (PS Module)

Description Controlling Area

Appropriation Request Type Project Profile

R/O/C R R

Project Profile

User Action and Values Type “1000” and then Press “Create” button from the Screen or Select “Create” from the Menu. Select “S1”

R

Select “ZP00001” for Capital Investment Projects. Enter the Appropriation Request Number as per the Project Coding Logic “CAP-00-XXX-XXXXXX-00-000”. Then type the Description of Project.``

General Data Reason for Investment

R

Environment Investment

C

Scale

O

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

Appropriation Request

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

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End user document (PS Module)

Priority Approval Year Planned Approval Date Person Involved IM : Proposed By : (Partner field) IM : Supported By : (Partner field) IM : Supported By : IM : Approved Unit Head : IM : Approved Finance

Solution/ Release: MySAPERP2004 (ECC6.0)

R O

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

O

Select the date of approval.

R

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.

R

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

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Control Data : Investment Program

End user document (PS Module)

Description

Position ID

R/O/C

User Action and Values

R

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

R

Comments

Select the required Structure where the Project is going to Come. e.g. Shasun Investment  R&D

Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Org. Units : Req. Cost Center

End user document (PS Module)

Description

R/O/C R

Plant

R O

Location

O

Resp.Company User Defined Fields Nature of Exp

R Nature of Expenditure

User Action and Values

Comments

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 ENTER All 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 Select the required entry from the given list. “DISPOSAL-,Disposal LEASE , -Lease PURCHASE - Purchase TRANSFER - Transfer

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Variants General Data: Completion Date

End user document (PS Module)

Description

R/O/C R

User Action and Values Enter Approximate Date of Completion

Comments Project

Project Completion Date.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Click on Create Cost Estimate

Click on Show/Hide Item View

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Variants Plan Values:

End user document (PS Module)

Description

R/O/C

Item Cat “M”

Material

R

Item Cat “N”

Service

R

•

• • •

User Action and Values

Comments

Select the Item Category from the List “M” or “N” or “V” as per the Requirement.

Only “M”, N or “V” should be used.

Item Category o M for Material o V for other costs like manpower, QC etc. The cost element for V should be 7100150 Resource is where we select the RM name. The master would be entered by the Purchase person. This is not required for RM. Enter Quantity & hit enter. For V change the description to suit us. Go Back or press F3. The total budget for the year 2007 (as the investment planned is for 2007) would appear as shown below. 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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0 • • •

End user document (PS Module)

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.

Press “Ctrl + S” or Save Button from the Screen

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Change Appropriation Request

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IMA12/SBWP Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: After Creating of Project Appropriation Request and its sent for Approval.

• •

Business Process Description Overview Releasing the of Project Appropriation Requests. The Authorized person whose name is mentioned in the Appropriation Request (IM : Authorization – Partner field) will have the authorization to Release the Appropriation Request.

Via Menus Via Transaction Code

Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. IMA11/ IMA12 / SBWP

Input - Required Fields* Appropriation req. No.

Field Value / Comments Select the Appropriation Request Number to be Released from the list.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of your system.. Output – Results Release Appropriation Request of the requested Project.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Appropriation Request Individual Processing” transaction by: Via Menus Via Transaction Code 1.0 below:

Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. IMA11/ IMA12

On screen “Change Appropriation Requests : Header Screen”, enter information in the fields in the table

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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”.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Click on “Create Attachment”.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Click on “SAVE” and “BACK” Button.

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Click on “APPROVE”.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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 Select In Box

Description SAP Business Work Bench

R/O/C R

User Action and Values Select the Inbox  Workflow

Comments

Press “Execute“ Button. Transaction Code : IMA11

Field Name

Description Worklist Off / On

R/O/C R

User Action and Values 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.

Assignment Project

R

Select the Project Field.

General Data Status

R

Select Approve.

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

System gives message that the

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Assignment WBS Element

End user document (PS Module)

R

Select the WBS Element Field.

Appropriation Request is approved. System automatically copies the Project Code. e.g. : M-0011

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Activate Project Definition

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IMA11 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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.

Input - Required Fields* Appropriation Request

Field Value / Comments Select the Appropriation Request for which Project Definition needs to be activated..

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 The Budget is Distributed for the Appropriation Request of the requested Project.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Appropriation Request Individual Processing” transaction by: Via Menus

Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. IMA11/ IMA12

Via Transaction Code 1.0 below:

On screen “Change Appropriation Requests : Header Screen”, enter information in the fields in the table

Field Name Measure / Assets Project WBS Element

Description

R/O/C

Activate project Work Break Down Structure Element

Solution/ Release: MySAPERP2004 (ECC6.0)

R R

User Action and Values

Comments

Click on “Project” . Click on “WBS Element”

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Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Budget Distribution

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IM52 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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.

Input - Required Fields* Investment Program

Field Value / Comments Select the Investment Program from the List.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of your system.. Output – Results The Budget is Distributed for the Appropriation Request of the requested Project.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Budget Distribution” transaction by: Via Menus Via Transaction Code 1.1

Accounting  Investment Management  Programs  Budgeting  Budget Distribution  Edit IM52

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

Field Name Investment Program

Original Budget

Description The Investment Program

R/O/C R

Original Budget to be distributed For the Project.

Annual Overview

Solution/ Release: MySAPERP2004 (ECC6.0)

R

R

User Action and Values Select the Investment Program “SHA0708” from the Given List.

Comments

Press Enter. Select Execute option from the Menu or Select the Clock Button in the Screen. Enter the amount to be distributed for the Project as Budget. e.g. CAP-2007-P02EXPAN. 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

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SAP ECC 6.0

End user document (PS Module) Document xxxxxxxxxx posted. Press “Green Colour with Arrow Button” / Back and come out of the Screen.

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

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

Click on EDIT  COPY VIEW  Select the Planned total

Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Select the Annual Year : 2007

Click on EDIT  COPY VIEW  Select the Planned total

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Check on “CHECK”

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Release Appropriation Request

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code IMA11 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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.

Input - Required Fields* Appropriation Request

Field Value / Comments Select The Appropriation Request to be released.

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

Comments

The Appropriation Request should be released..

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Appropriation Request Individual Processing” transaction by: Via Menus Via Transaction Code 1.0 below:

Accounting  Investment Management  Appropriation Requests  Edit Appropriation Requests  Individual Processing. IMA11/ IMA12

On screen “Change Appropriation Requests : Header Screen”, enter information in the fields in the table

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Change Project Definition

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Supercedes

Issue d on

Transaction Code CJ02/CJ20N Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: After the Approved Budget Appropriation Request form. Business Process Description Overview The project Lower Level WBS Elements has to be created. (Up to Level 3)

Via Menus Via Transaction Code

Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down Structure (WBS)  Change Logistics  Project System  Project  Project Builder CJ02 /CJ20 N

Input - Required Fields* Project Definition.

Field Value / Comments Find the next Project number by pressing F4 button in this field and then Type the Project Definition Number.

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

Comments

Upto Level 3 WBS elements will be created.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Procedural Steps 1.0

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

Field Name Project Definition Responsible Person

Applicant No.

Description

R/O/C

The person (Project Manager ) who is Responsible for that Project. The User Department who requested to do the Project.

R

O

Start Date

Start date of the Project

R

End Date

End Date of the Project

R

Company Code

Company Code

R

Business Area

Business Area

R

Plant

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

Solution/ Release: MySAPERP2004 (ECC6.0)

R

User Action and Values Select “Project Definition” from the Screen Select the Name of the Project Manager who is responsible for that Project from the given list.

Comments

Select the Name of the Requested User Department from the given list. Type the start date or Select the Start This dates date of Project from the Calender. will be defaulted from Appropriation Request Type the End date or Select the End This dates date of Project from the Calender. will be defaulted from Appropriation Request Select the company code from the list Select the Business Area from the List Select the Name of the Plant where the Project is going to take place.

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End user document (PS Module)

Profit Center

Profit Center

R

Location

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

O

Mask ID

O

Select the Name of the Profit Center where Project is going to take place. Select the Name of the Location where the Project is going to take place. Type “ ++++++” after two spaces from the Beginning of the Field.

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Level WBS Element Description

End user document (PS Module)

Description WBS Level Number WBS Element WBS Description

R/O/C R R R

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Enter “2” Enter “@-01” Enter the WBS Description “CIVIL”

Comments

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

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SAP ECC 6.0

End user document (PS Module)

Title:

Change Cost Planning

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code CJ40 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

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

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

Via Menus Via Transaction Code

Logistics  Project System  Financials  Planning  Cost in WBS  Overall Values  Change. CJ40

Input - Required Fields* Project Definition

Field Value / Comments Select the project definition from the list.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of your system.. Output – Results Manual Cost Planning for the Project Definition will be done.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Change Cost Planning” transaction by: Via Menus Via Transaction Code 1.2

Logistics  Project System  Financials  Planning  Cost in WBS  Overall Values  Change. CJ40

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

Give the Project Definition and Click on Cost Planning Enter the Manual Cost planning for Overall and Annual.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Click on Edit  Total Up.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Tick on “Annual” and “Total Value”. Field Name Project Definition

Description

R/O/C

User Action and Values Select “Project Definition” from the Screen

Comments Overall & Year wise budget needs to be updated.

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

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Change Original Budget

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code CJ30 Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

After creating the Manual Cost planning for the Lower Level (3) WBS elements under the Project Definition. •

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

Via Menus Via Transaction Code

Logistics  Project System  Financials  Budgeting  Original Budget  Change. CJ30

Input - Required Fields* Project Definition

Field Value / Comments Select the project definition from the list.

Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of your system.. Output – Results Budget for the Lower Level WBS elements (level 3 ) for the Project Definition will be done.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Change Original Budget” transaction by: Via Menus

Logistics  Project System  Financials  Budgeting  Original Budget  Change. CJ30

Via Transaction Code

Field Name Project Definition

Description

R/O/C

User Action and Values Select “Project Definition” from the Screen

Comments Overall & Yearwise budget needs to be updated.

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Save the Document “System Generate the Budget document Posted.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Create Network

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Supercedes

Issue d on

Transaction Code CN21 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

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

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

Via Menus Via Transaction Code

Logistics  Project System  Special Maintenance Function  Network  Create. CN21

Input - Required Fields*

Field Value / Comments

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

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 Network will be created.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Procedural Steps Access “Create Network” transaction by: Via Menus

Logistics  Project System  Special Maintenance Function  Network  Create. CN21

Via Transaction Code

Field Name Network Profile

Description Network Profile

R/O/C R

Network Type

Network Type

R

Plant

Plant

R

MRP Controller

MRP Controller

R

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Select the Network Profile “ZP00003 – Network Profile W/a Assign (SCDL) Select ZP02 – Network with activity assignment(SCDL) from the list Select the Plant Where the Project is going to be implemented. Select “006” PROJECT – MRP

Comments The user has to select only this network Profile The user has to select only this network type

The user has to select “006” only.

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End user document (PS Module)

After Giving Project Definition Click on “SAVE” Button.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Network

End user document (PS Module)

Description Description of Network

Scheduling Scheduling Type

Assignment Project Def.

R/O/C R

R

Project Definition

R

User Action and Values Type the name of the Network, with reference to the Project definition which will help you in future for reference and easy search. Please ensure that the Scheduling Type must be in Backward type.

Type the Required Project Definition for which this Network is to be linked.. Give “YES”

Comments

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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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 Overview Option or Press F7.

Field Name Network No.

Description Network Number.

R/O/C R

Description

Description of the Activities

R

Normal Duration

Normal Required Duration for the Activity

R

WBS Element

WBS element R Corresponding to the Activities (Note: On above table, in column “R/O/C”: “R”

User Action and Values Comments Type the Network No, for which Activities and duration has to be entered. Select the Activity Overview Button System will takes you from the Screen or Goto Option  to Change Network Activity overview option from the Basic Data Overview Main menu or F7. (basic Dates) Type the Description of the Activities required for the Projects one by one. (row by row ). Type the Required Duration for all the activities (time taken to complete the Activity. In days) Assign the Corresponding WBS elementSystem will generate To the Activities to Capture the Costs the Settlement Rule for that Activities. = Required, “O” = Optional, “C” = Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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 Usage

Description The Person who is responsible for confirming this Milestone Description of the Milestone

Description

R/O/C R

User Action and Values Type the Person responsible or select the responsible person from the given Usage list.

R

Type the Description Milestone to be confirmed

Group

R

Fixed Date

R

Type “CHEM”, “INST”, “PURC”, “ELEC”, “CIVL” or “MECH” this fields decides which person will confirm this Milestone. If the Milestone has to be confirmed in particular fixed date then type that particular fixed date in this field. Tick this field if you want to set the If this field Indicator tick is Milestone to the finish date of the activity. there then the system will e.g. shown in the figure. automatically set this milestone in the finish date of the activity. If you want to set the milestone to The required number of days. e.g. 2 day Type the unit of offset field.

Fin. Off.

Offset

of

Finish to Offset

R

Number of day of Offset

R

of

the

Comments

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

Milestone. Unit of Offset of R Milestone Date (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

Offset Unit

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

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 .

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Internal Processing Description Work

Description Description of Work Center Work

R/O/C R

User Action and Values Type the Work center name with word Work e.g. Managers’ Work.

No. of hours to Work

R

Name of the Work center

R

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

Work Center

Comments

Activity Type

System will automatically picks up the Activity type from the setting. (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional) 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 External Processing Service

Description Indicator for External Service requirement

Description

Description of the Service Name of the Purchase Organization

R

Cost Element for which the cost has to be booked WBS element for which the external service.

R

Purchase org.

Cost Element WBS Element

R/O/C R

R

R

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Tick this field if you want to do some external service activities e.g. Civil Construction, Mechanical Erection etc., Type the description of the Service which are to be done. Type the name of the Purchase Organization. e.g. for engineering purchase EB01.

Comments

Enter the required cost element for which the cost for this service has to be booked. Assign the corresponding WBS element for the External Service for which cost has to be captured for the Project.

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Outline-agreement

Contract Number.

O

Agreement item

Item number

O

Material Group

e.g. Contractors Costs. Select and Assign the required Outline agreement number from the given list. System will automatically set this field from the outline-agreement.

R

In case any material group is there then select from the given list. (drill down search) Planned Delivery Time taken to complete R Type the required time taken to time the Activity. complete the external processing activities. Purchase Group Name of the Purchase R Enter the Name of the Purchase Group Group or select from the given list (drill down search method). (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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1.6

End user document (PS Module)

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

Field Name Service Number

Description Service Number

Quantity

No. of Quantity

R

Cost Element

Cost Element for which the cost has to be booked Contract Number with the external Vendor.

R

Item

Contract Number Item

R

Overall Limit

Overall Costs limit for this contract

R

Expected Value

Expected Value for the services.

R

No Limit

Indicator for the Contract without Cost Limit

R

Contract Number

Other Limit

R/O/C R

R

R

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Select the required service to be made by the Vendor by drill down search from the Service master. Enter the number of quantity to be done by the external service contractor. e.g. Cable laying 1.5 sq mm - 5 mtrs Enter the required cost element for which the cost for this service has to be booked. If there is any contract existing then u have to specify that contract number. Enter the Item Number of the Contract.

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

System will automatically sets the short text from the contract.

Enter the Overall limit for the contract which includes unplanned service costs also. Enter the expected cost limit for this contact at which all the planned service costs can be posted. If this indicator is set then the value for the contract is unlimited. If this activity has unplanned services that unplanned costs limit

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End user document (PS Module) has to be entered in this field.

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Change Project Definition

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Issue d on

Transaction Code CJ20/CJ20N Effective Review Date Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 2.1

Trigger

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

•

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

Via Menus

Via Transaction Code

Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down Structure (WBS)  Change Logistics  Project System  Project  Project Builder CJ02 /CJ20 N

Input - Required Fields* Project Definition

Field Value / Comments Select the Project Definition for which the Asset wise WBS elements needs to be created.

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 The Assetwise WBS elements will be created & Project is released.

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

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Procedural Steps Access “Change Project definition” transaction by: Via Menus

Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down Structure (WBS)  Change Logistics  Project System  Project  Project Builder CJ02 /CJ20 N

Via Transaction Code

Field Name Project Definition

Description

R/O/C

User Action and Values Select “Project Definition” from the Screen to Release.

Comments

Select EDIT  SELECT  SELECT ALL from the Main Menu.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Select EDIT  STATUS  RELEASE from the Main Menu.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Create Purchase Requisition

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Supercedes

Issue d on

Transaction Code ME51/ME51N Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1 1.

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

Business Process Description Overview A 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-up window 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.

Document Type

Input - Required Fields

Field Value / Comments 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 Approved requisitions

Comments Authorization to Purchasing department to proceed with purchase

Solution/ Release: MySAPERP2004 (ECC6.0)

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Tips and Tricks •

When you enter the item category, account assignment, delivery date, plant, storage location, Purchasing group, material group on the initial overview screen, this information defaults to each item number on the 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 Steps 31 1.1. Access transaction by: Via Menus

LogisticsMaterials Management PurchasingPurchase Requisition Create Via Transaction Code ME51/ME51N 1.2. On screen “Create Purchase Requisition: Initial Screen”: enter information specified in the table below: Transaction Code : ME51

Solution/ Release: MySAPERP2004 (ECC6.0)

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Transcation Code : ME51 N

Press Enter

Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Solution/ Release: MySAPERP2004 (ECC6.0)

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Fields

End user document (PS Module)

Document Type

Description Defines whether a requisition or agreement is to be created

R/O/C R

User Action and Values Enter type (NB) for regular purchase requisition

Purchase requisition

Number that uniquely identifies a requisition

O

Leave blank. Number assigned by system.

Source determinatio n

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

O R

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

R

Enter date material is required

Plant

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 Plant requiring material

R

Enter plant where material is to be shipped

Storage location

Key for determining storage location for a specific plant

O

Account assignment

Delivery date

The Buyer responsible for R purchasing the specific requisition/item Material group Grouping of several materials R with similar features Req. tracking This number can be used to O number facilitate the monitoring of material procurement Requisitioner Indicates for whom the material R is ordered Shipping Plant The plant from which ordered O material is supplied (Note: On above table, in column “R/O/C”: “R” = Purchasing Group

Fields Item

I A

Material Short Text

Comments

Projects, orders and cost centers will have assigned numbers Date format may vary by configuration

Identify the buyer who will purchase material Enter material group code

Required, “O” = Optional, “C” = Conditional)

Description Number that uniquely identifies an item within a purchase requisition Denotes specific features of an item (example - material is consignment) key specifying whether accounting for an item is to be effected via an auxiliary Account

R/O/C R

User Action and Values Defaults

O

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

Name or number that uniquely identifies a material Description of Material

R

Enter name

O

Required for materials with no material master

Comments

O

Solution/ Release: MySAPERP2004 (ECC6.0)

Projects, orders and cost centers will have assigned numbers

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Qty requested

Quantity to be ordered

R

Enter number of units required

UN

R

Defaults from material master

R

Enter date material is required

PGr

Unit of measure in which the requested material is to be ordered 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 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

SPlt

Supplying Plant

O

Delivery date

date format may vary by configuration

Do not enter a location.

Repeat above for each item in Purchase Requisition. 1.4. 1.5

System will ask you the Valuation type. Enter the Valuation type or select the required valuation type from the Drill Down Search method. Press Ctrl + S from keyboard or Save button from the Screen. The system will prompt you the numbered Purchase Requisition.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Create Purchase Order

Document No.

Responsibility

Version

SAP/EUD/PS/01

Purchase

001

Prepared by

Supercedes

Issue d on

Transaction Code ME21N Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 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.

Input - Required Fields

Field Value / Comments

Vendor

Vendor number

Date

Purchase Order date

Purchasing Organization

Should default

Purchasing Group

Buyer who will purchase

Output - Results Printed purchase order

Comments Can be manually sent, faxed or EDI

Solution/ Release: MySAPERP2004 (ECC6.0)

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31

End user document (PS Module)

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

Via Menus

Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor Known Via Transaction Code ME21N 1.2. On screen “Create Purchase Order: Initial Screen”, enter information as specified in the fields in the table below:

Field Name Vendor

Description Vendor number

R/O/C R

Order type

Order type code

R

Date

Purchase order date

NA

Purchase Order

Purchase Order Number

NA

Purchasing Organization

Purchasing Organization code

R

Purchasing Group

Purchasing Group Code

R

Item category

Type of purchase

R

Acct. assignment category

Account where cost are allocated

R

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Vendor number known or via match code selection Standard PO,Service PO,Import PO,DEEC PO,Sub contract PO etc the same can be selected based on the requirement. Date PO created defaults to today’s date Number is internally Assigned automatically

Comments

Leave blank if internally assigned;

EB01,CB01.EF01 etc ,the same can be selected as per requirement ABM,BNP,BNU etc the same can be selected as per the requirement . Standard ,Service ,stock transfer, Sub contract etc Cost center or maintenance order for which the material is

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Delivery Date category

Delivery date category

R

Delivery date

R

Storage Location

Date expected for delivery of material Plant to which delivery is to be made Where stock is stored

Material Group

Material group code

O

Req. tracking number

Number that facilitates monitoring of the procurement of required materials Determines whether the purchasing document (PO) is to be acknowledged by vendor

O

Plant

Acknowledgment required

32

R O

O

being ordered. Indicates whether the delivery date is to be entered and displayed as a calendar day, week, or month. Can default from material master or be entered manually Select plant number Select storage location assigned to above plant Will default from material master Can be used in List display to list all PO’s created by a certain buyer Turn on button if acknowledgment is required .

Potential entry is employee number

Press enter.

1.3.

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

Field Name Item

R/O/C R

User Action and Values Defaults

Material

Description Item number of purchase order item Material number

R

Quantity Net Price

Required units or quantity Vendors Price

R R

Material master known or via match code selection or via PR Enter qty. required Vendors current price should be entered here

Date

Date material is required

R

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

Note: if material is on agreement use agreement price not current price

Will default Initial screen if

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Plant

33

Plant code

R

entered or entered item wise manually or can be changed using fast change key if uniform for all items Enter plant to which stock material is to be delivered

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

Field Name Info record update Reminder 1, 2, 3 Confirmation control key Underdelivery tolerance Overdelivery tolerance Unlimited

Tax code Shipping instructions IR GR-based IV

34

End user document (PS Module)

Description Used to specify how vendor’s info record will be updated in the system Reminder (in days)

R/O/C O

User Action and Values

Comments

O

Determines which confirmation O categories are expected Tolerance allowed for under O delivery (in %) Tolerance allowed for over delivery O (in %) Indicates any quantity is O allowed to be received against PO Determines taxability of R material Used to indicate how goods are O to be shipped Indicator specifying that PO is R expecting invoice receipt Indicator specifying that invoice R receipt can be posted for each individual goods receipt (rather than for each PO line item).

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

Field Name Terms of delivery and payment Incoterms 1&2

Description Vendor terms

R/O/C R

User Action and Values Will default from Vendor Master or manually entered

Transfer of ownership point

R

Currency Exchange rate

Currency vendor deals in R Exchange rate of currency if applicable R

Will default from Vendor Master or manually entered Will default from Vendor Master Will default from Vendor Master or manually entered

References Text Overview

References documents Additional information

O O

Salesperson

Contact person at vendor site

O

Telephone

Telephone number of contact person Vendor master number used to

O

Invoicing Party

O

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

Leave blank if intern ally assigned; fill in if external assignment

Quotation number, date etc Shipping instructions , unloading point etc Will default from Vendor Master or manually entered Will default from Vendor Master or manually entered Will default from the Vendor

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denote the remit-to (or pay to) master or manually entered address for the vendor CtrySlsTxNo. Country of sales tax ID number C Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional) Press the <save> icon. Result: PO created under the number 45xxxxxxxx.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Create Vendor Advance

Document No.

Responsibility

Version

SAP/EUD/PS/01

Purchase

001

Prepared by

Supercedes

Issue d on

Transaction Code F-47 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1 •

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

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. For that purchase order the vendor is requesting for Advance.

Document Date

Input - Required Fields

Field Value / Comments 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 Vendor advance request is created.

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

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End user document (PS Module)

Procedural Steps 31 1.1. Access Down Payment Request : Initial screen by: Via Menus

Accounting  Financial Accounting Vendor Down Payment  Request Via Transaction Code F-47 1.4. On screen “Down Payment Request: Header Screen”, enter information as specified in the fields in the table below:

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Document date

Description Document Date

R/O/C R

Posting Date

Posting Date

R

Document Type Company Code Currency

Accounting document type Company code Select the company code currency Reference & Header Text

R R R

Amount to be posted

R

Select the Tax code Due Date for the advance Purchasing document Number

R R R

Reference & Head.Text Amount Tax Code Due Date Purch. Doc.

R

User Action and Values Enter the document date of the document Enter the posting date of the document Select the document type Select the company code Select the company code currency Type the reference and Header Text. Enter the amount required as advance. Select/type the tax code Enter the due date Enter the Purchase order number

Comments

Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional) Press the icon. Result: Vendor Advance request created under the number 17xxxxxxxx.

Solution/ Release: MySAPERP2004 (ECC6.0)

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End user document (PS Module)

Title:

Post Vendor down Payment

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Supercedes

Issue d on

Transaction Code F-48/F-58 Effective Review Date Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 2.1 •

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

Business Process Procedure Overview For that purchase order the vendor is requesting for Advance.

Input - Required Fields Document Date Posting Date Company Code

Field Value / Comments Enter the Document Date

Currency

Enter the Posting Date Select the company code 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 Vendor down payment is posted.

Comments

Procedural Steps 31 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-48 1.5. On screen “Post Down Payment Request: Header Screen”, enter information as specified in the fields in the table below:

Solution/ Release: MySAPERP2004 (ECC6.0)

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Field Name Document date

End user document (PS Module)

Description Document Date

R/O/C R

User Action and Values Comments Enter the document date of the document Posting Date Posting Date R Enter the posting date of the document Document Type Accounting document type R Select the document type Company Code Company code R Select the company code Currency Select the company code R Select the company code currency currency Reference & Reference & Header Text R Type the reference and Header Head.Text Text. Request Vendor Down payment R Select the Down Payment Request Request. Vendor Account Vendor account number R Select the vendor account Bank Account Outgoing Payment Bank R Select the outgoing payment account number Bank account number. Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional) Press the icon. Result: Vendor Down payment created under the number 2xxxxxxxxx.

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Title:

Goods Receipts Purchase Order

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Supercedes

Transaction Code MIGO_GR

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 2.1 Trigger Deliveries from vendors are most likely the result of purchase orders initiated by the purchasing department Business Process Procedure Overview Goods 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 Document Date (MM/DD/YY)

Field Values/Comments Date that the document is entered

Posting Date (MM/DD/YY)

Date that the document is posted

Movement Type Purchase Order Number

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

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

Comments 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

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accurately. To reverse by material document follow the menu path: Logistics > Material Management > Inventory 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 Steps 31 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_GR 1.6. On screen “Goods Receipts Purchase Order: Header Screen”, enter information as specified in the fields in the table below:

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Field Name

End user document (PS Module)

Document Date Posting Date Delivery note

Default is current system date

R / O / C R

Default is current system date

R

Number of the document issued by the vendor

R

Bill of lading

Number of the bill of lading issued by the sender.

O

Doc. Header text

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

O

Purchase order

Purchase order number

R

Plant

Plant number.

R

Storage location

Storage location

R

Reason for Movement

Key that allows you to call up a standard text stipulating the reason for the movement Indicates that items with a quantity of zero are suggested

O

Movement type

Suggest Zero Lines

Description

R

User Action and Values

Comments

Date of the actual vendor delivery (physical delivery). No user input Enter vendor’s Delivery Challan number, packing list number or Invoice number as available. Enter bill of lading number if available incase of import and AR3A number if domestic supply. This is the document header text wherein remarks can be recorded. For eg if required the transporter details can be recorded. 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.

Enter the purchase order number. You can use match codes to find it if necessary. Enter or select Plant from the pull down menu for which the said goods received are indented. Enter or select a storage location where the material received is to be stored. Not applicable while entering a goods receipt

O

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on the selection screen for goods movements with reference to purchase orders or orders. Key that specifies if GR slip should be printed.

Print

32 33

End user document (PS Module)

R

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

Field Name Item indicator Quantity

Item indicator button

R /O/ C R

Quantity received

R

Eun

Unit of measure in which goods receipt is entered.

O

Sloc

Storage location

R

34 35

36

If checked, press one of the three radio buttons.

Description

User Action and Values To receive quantity for the line item, this indicator must be selected. Enter quantity received if different from the PO. The system defaults the unit of measure of the material as maintained in the material master.

Comments

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

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

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. *** 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. 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:

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Field Name

End user document (PS Module)

Description

R / O / C R

Unit of entry Batch

Quantity received Batch number to which the material is assigned.

R

Vendor Batch

The vendor batch number as specified in the vendor document.

R

Prod Dt

Production/Expiry date

R

No of containers

Number of containers received

R

Eun

Unit of measure in which goods receipt is entered.

O

No of GR slip

The number of GR slips to be printed

R

Unloading point Text

Unloading point for delivery

O

Additional text

O

37

User Action and Values

Enter quantity received if different from the PO. 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.

Comments

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

To record the vendor batch number as specified in the vendor document and duly verified on the containers so received. 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. 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. May be changed to alt. UOM, if specified on Material master record. To record the number of quarantine labels required based upon the number of containers received. To note where the material received has been unloaded. Remarks

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

Result: Document posted.

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Title:

Logistics Invoice Verification

Document No.

Responsibility

Version

SAP/EUD/PS/01

Finance

001

Prepared by

Reviewed by

Transaction Code MIRO

Supercedes

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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 Overview The 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 Document Date Document Type Company Code Posting Date Currency Purchase Order Amount

Field Value / Comments Vendor Invoice date Defaults to “RE” for Revenue Items Company code in which invoice verification to be done Defaults to System Date (Actual date of posting) Currency in which document to be entered Purchase Order reference Amount of verification

Output - Results Posted or Parked Invoice Document

Comments

Procedural Steps 31 1.1. Access transaction by: Via Menus Via Transaction Code

Logistics  Materials Management  Invoice Verification  Invoice Verification  Document Entry  Enter Invoice MIRO

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32

End user document (PS Module)

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

Field Name Document Date

Description

R/O/C R

Document Type Posting Date

R R

Document number Reference

O

Amount

R

Calculate Tax Business Place Purchase Order

R R R

User Action

Defaults to “RE” Defaults to System Date

O

PO to be reference in Invoice

Delivery note

O

Input values Vendor invoice date RE Actual date of posting in SAP No entry - Internal

Comments

Vendor Invoice reference Vendor Invoice amount (including Tax and Duties) Tick 1000 Purchase Order reference 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.

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Field Name Payment Terms

Description

End user document (PS Module)

R/O/C R

Baseline date

R

House Bank Payment method

R O

Default master Default master Default Default master

User Action from Vendor

Input values Default

from Vendor

Default

from Vendor master from Vendor

Default Default

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments Change if required Change if required Change if required Change if required

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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

Solution/ Release: MySAPERP2004 (ECC6.0)

or Shift F3).

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End user document (PS Module) Steps for DELIVERY COST

All entries are same except for the following:

•

Select PLANNED DELIVERY COSTS.

•

Enter Tax code.

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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

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Steps for SUBSEQUENT CREDIT

All entries are same except for the following:

• • • • •

• •

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

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

All entries are same except for the following: •

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

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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.

Steps :-

•

Click the SIMULATE pushbutton to review the transaction prior to posting

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The system display the accounting entries with ZERO balance.

.

31 Press the

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

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End user document (PS Module)

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

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

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Procedural Steps

33 1.1.

Access transaction by:

Via Menus Via Transaction Code

Logistics  Materials Management Logistics Invoice Verification  Further Processing  Release Blocked Invoices MRBR

Select RELEASE AUTOMATICALLY for price variance acceptance by order amendment

EXECUTE

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End user document (PS Module)

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

.

SAVE

Delete Blocking reason

Solution/ Release: MySAPERP2004 (ECC6.0)

Press Release (Green Flag)

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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: All entries are same except for the following: •

• • •

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

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End user document (PS Module)

•

Click the SIMULATE pushbutton to review the transaction prior to posting

•

Press the

•

Note document number at the bottom of the screen

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

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1.

End user document (PS Module)

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

Via Menus

Logistics  Materials Management Logistics Invoice Verification  Further Processing  Output Messages MR90

Via Transaction Code

34

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

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Title:

Create Reservation

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Transaction Code MB21

Supercedes

Issue d on

Effective Date

Review Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: User wishes to reserve a material for a particular usage on a particular date. Business Process Description Overview This 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 Base Date

Field Value/Comments Date that you want to reserve the material

Plant

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 where the reservation will occur.

Material

Material to be reserved.

Quantity

Amount to be reserved.

Storage Location

Storage location of the material.

Output - Results Creation of a reservation

Comments The system will generate a unique reservation number.

Movement Type

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

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End user document (PS Module) Procedural Steps

31

1.1. Access transaction by: Via Menus

Logistics → Materials Management → Inventory Management  Reservations → Create Via Transaction Code MB21 1.2. On screen “Create Reservation: Initial Screen”, enter the below information:

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End user document (PS Module)

Field Name Base Date

Description Date for which the goods movement is planned

R/O/C R

Check against calendar

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

O

Plant number

R

Movement Type Plant

R

User Action and Values Current date is defaulted. The date on which the material is required to be entered. It is recommended to check the box

Comments

Use drop-down menu to make the choice of the applicable movement type. Use the drop-down menu to make the choice of the appropriate plant

Ref. Reservation

Reservation number from which O reservation will be copied with reference to (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

32 Press <Enter> 33 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 WBS Element

Description WBS Element

R/O/C R

Material

Material number

R

Quantity

Material quantity

R

Enter the quantity of the material to be moved.

UnE

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

O

Enter the unit of measure if different than the default.

Plant Sloc

Plant number The storage location where the material is currently stored. The batch number to which the material is assigned. 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.

C R

Defaults from the initial screen Enter the storage location - if not entered on initial screen. Enter the batch number.

Batch M

O O

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values Select the WBS Element where the Stock is available. Enter the material identifier.

Comments Pull down table access. The quantity is automatically converted to stockkeeping units. Pull down table access. The system will use the default unit of measure (entry) if this field is left blank. Pull down table access.

The default setting is to have this indicator checked.

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Transaction Code

Title:

Goods Issue

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

MIGO_GI/MB1A

Reviewed by

Supercedes

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: Stock needs to be removed from inventory and issued for any one of a variety of reasons.

Business Process Procedure Overview There 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.

Input - Required Fields

Field Value / Comments

Issue to order/Others

Select

Issue against reservation

Select

Issue to cost centre

Select New items

Comments Output - Results 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.

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End user document (PS Module) Procedure Steps

31

1.1. Access transaction by:

Via Menus

Logistics > Material Management > Inventory Management > Goods Movement > Goods Issue Via Transaction Code MIGO_GI/MB1A 1.2. On screen “ Enter Goods Issue: Initial Screen”, enter information in the fields as specified in the below table:

Field Name Document Date Posting Date Material slip

Description Default is current system date

R/O/C R

Default is current system date Identifier of an external document Document header text. Contains explanations or notes that apply to the document as a whole. Goods Receipt/Issue slip number uniquely identifies a goods receipt/issue slip.

R O

Movement type

Goods movement type.

R

Plant

Plant number.

R

Reason for mvt. Storage location Special stock Suggest zero lines

Reason for movement

O

Storage location

O

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

O O

Doc. Header text GR/GI slip no

O O

Solution/ Release: MySAPERP2004 (ECC6.0)

User Action and Values

Comments

Enter external document number if available Enter any necessary notes for this transfer document. Enter a number manually. If number assignment for GR/IR slips is active, if leave blank system will assign number Enter the number for the movement type or choose a movement type from the menu. Movement type > Issue > To scrap > From unrestricted. Enter or select Plant from the pull-down menu. Drop down table available.

Movement type is 551 for issuing goods to scrap.

Enter or select a storage location from which the material is pulled Enter a special stock identifier.

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SAP ECC 6.0 GR/GI slip print GR/GI slip indicators:

End user document (PS Module)

Print indicator

O

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

R

Individual slip Indiv.slip w.inspect.te xt Collective slip

32

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

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

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Field Name G/L account

Business area Cost center Material Quantity Unit of Entry Stor. Loc.

End user document (PS Module)

Description The account number in a chart of accounts. This is the account to which the goods issue is assigned. An organizational entity for which balance sheets as well as P&L statements can be created. A uniquely defined cost center where the cost of scrap occurs. Material Number of material that is to be scrapped. Material quantity

R/O/C O

User Action and Values Enter account number or default from configuration.

Comments Pull down table access.

O

Enter business area.

Pull down table access.

R

Enter cost center

R

Enter the material identifier.

Pull down table access. Pull down table access.

R

Enter the quantity of the material to be issued/scrapped.

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

O O

Enter the storage location from where the material is being removed. Batch The batch number to which the O Enter the batch number. Enter * material is assigned. 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 Reason code for the transaction O A code to further define the Mvt. transaction Goods Person to whom the material is O Name of the person responsible Recipient destined for receiving the material Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

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End user document (PS Module)

Transaction Code

Title:

Service Entry

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

ML81N

Supercedes

Issue d on

Effective Date

Review Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: Requirement for recording services performed by service provider Business Process Description Overview This 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.

Input - Required Fields Purchase Order Number for Services

Field Value / Comments Select the purchase order you wish to reference

Comments Output - Results Service Entry

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SAP ECC 6.0

End user document (PS Module) Procedure Steps

31

1.1. Access transaction by:

Via Menus Logistics > Material Management > Service Entry Maintain Via Transaction Code ML81N 1.2. On screen “ Maintain Service Entry: Initial Screen”, enter information in the fields as specified in the below table:

Purchase Order Number Purchase Order Item Entry Sheet Number Selection Criteria: Person resp : (ordering party) Person resp : (contractor) Reference Date Only open sheets Location service performed Short Text Adoption of Planned Services

Enter Purchase Order Number for Services PO line item of service

R

Enter Purchase Order Number

O

Enter PO item number

Number of entry sheet in system Section Heading

O

Enter entry sheet number

Name of person responsible for ordering service Name of person responsible at contractors office Date when the price was put on the service entry sheet

O

Enter name

O

Enter name

O

Enter date

O Location at which service was performed.

Adopt planned service from PO into service entry sheet

O

O O

Solution/ Release: MySAPERP2004 (ECC6.0)

Enter location

Check box if you wish all planned services to be adopted into service

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SAP ECC 6.0

Percentage for quantities Model Service Specifications Sequential Control

End user document (PS Module)

% of planned services adopted from PO Number of a set of model service specifications Overview Details Add

O

entry sheet from PO Set percentage of planned services to be adopted Choose one

R

Choose one

O

Hit “Enter” key and then click on the “Create Entry Sheet” button System creates Entry Sheet Number Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Field Name

Short Text

Description Key which uniquely defines service (service master number) Description of Service

Quantity

Qty of service performed

R

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

Service No.

R/O/C R

O

User Action and Values Enter Service number

Comments

Field populates when service no. entered Enter qty 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 contract Is covered by a limit in a contract

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Create Confirmations

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Transaction Code CN25/CN27

Supercedes

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: Completion of the Activity by the person or Work center. Business Process Description Overview Confirming 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 Via Transaction Code

Logistics  Project System  Progress  Confirmation  Individual Confirmation  Enter CN25

Input – Required Fields* Network Activity Activity Element Capacity Cat.

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

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

Comments

Confirmed activity/activity Element of the Project.

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Field Name Network

Description Description of Network

R/O/C R

Activity

Description of Activity

R

Activity Element

Work center Activity Element

R

Capacity Cat.

Category

O

Split Number

User Action and Values Type the name of the Network, with reference to the Project definition which will help you in future for reference and easy search. Type the Activity Number to be confirmed. e.g. 0010 - Basic Engg. Type the Activity Element number to be confirmed. e.g. 0080 – allotted to MGR-ALT1 Work Center. Type “002” or Select “Person” from the given list by drill down search method.

Comments

O

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

1.4

End user document (PS Module)

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

Field Name Comp.

Description Completion

Final. Comp.

Final Completion

C

Work Center

Name of the Work Center

R

Work

R/O/C C

R

User Action and Values If the Activity is confirmed tick this indicator to set the activity as confirmed. If the Activity is fully confirmed then tick this indicator to set the activity as finally confirmed. 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.

Comments If there is no pending work on this activity. If you have selected the Activity element for confirmation then the system will automatically picks up the Work center field.

Type the Hours worked for that activity.

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Field Name Network

Description Description of Network

R/O/C R

Activity

Description of Activity

R

Activity Element

Work center Activity Element

R

Capacity Cat.

Category

O

Split Number

User Action and Values Type the name of the Network, with reference to the Project definition which will help you in future for reference and easy search. Type the Activity Number to be confirmed. e.g. 0010 - Basic Engg. Type the Activity Element number to be confirmed. e.g. 0080 – allotted to MGR-ALT1 Work Center. Type “002” or Select “Person” from the given list by drill down search method.

Comments

O

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Payment with Printout

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Transaction Code F-58

Supercedes

Reviewed by

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 Trigger: Need to print a check without running the payment program. Business Process Description Overview You 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 Company Code Payment Method House Bank Check Lot Number Alternative Form Filler Printer for forms Pmt Advice Printer Document Date Document type Posting Date Currency Amount Business Area Value Date Text Customer Vendor Payment on account Pmt on account Standard Ois Special G/L Ind.

Field Value / Comments 1000 Select / Choose Payment Method (Example : C - Check Payment, D – DD Payment, E-L/C Payment, F- Employee Payment, L – Bank Transfer etc., All bank data is determined using this key. (The amount is debited from this Bank account) The check lot number represents a batch of consecutively prenumbered Checks. Need not to be filled – leave blank Need not to be filled – leave blank Specify the printer on which the payment forms are to be printed. Specify the printer on which you want the payment advice notes to be Printed while making the CHECK Bank Cheque Date Document Type for the Location (BA/ BB/ BF/BH/BR) Bank Cheque Date INR Amount to be paid The Business Area pertaining to the Bank Location The field should be made as value date Remarks of the document The respective Customer has to be selected The respective Vendor has to be selected If the payment is against line item or Payment request, this field need not to Clicked / Marked If Payment on account field not selected, then this Remarks need not to be filled Payment against select the line time from vendor / customer account Refer Note in Page No 1

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

Field Name

End user document (PS Module)

Description

R/ O/ C R R

Company Code Payment Method

Company code ID Payment method used to settle open items, selection of Mode of payment

House Bank

Bank name

R

Check Lot Number

If you are using the check management function, enter a check lot number. Specify the printer on which the payment forms are to be printed. Specify the printer on which you want the payment advice notes to be Printed while making the CHECK Bank Cheque Date Document Type for the Location

O

Printer for forms Pmt Advice Printer

Document Date Document type

R R

User Action and Values 1000 Select / Choose Payment Method ( Example : C - Check Payment, D – DD Payment, E-L/C Payment, FEmployee Payment, L – Bank Transfer etc., All bank data is determined using this key. ( The amount is debited from this Bank account ) The check lot number represents a batch of consecutively pre-numbered Checks. Specify the printer on which the payment forms are to be printed. Specify the printer on which you want the payment advice notes to be Printed while making the CHECK

R R

Bank Cheque Date Document Type for the Location

R

Bank Cheque Date

Customer

Date which is used when entering the document in Financial Accounting or Controlling. Document Currency Document Amount The Business Area pertaining to the Bank Location Value date field The document header text contains explanations or notes which apply to document Customer account number

Vendor

Vendor account number

R

Payment on account

Adhoc payment

O

Pmt on account

Remarks for the document

O

Standard Ois

Indicator that only the standard open items are to be taken into consideration during clearing. Standard open items are all line items which do not represent a special G/L transaction. List of special G/L indicators which are to be included in the clearing procedure.

R

Posting Date

Currency Amount Business Area Value Date Text

Special G/L Ind.

R R O O

R

R/ o

Comments

(BA/ BB/ BF/BH/BR)

INR Amount to be paid The Business Area pertaining to the Bank Location The field should be made as value date Remarks of the document

The respective Customer has to be selected The respective Vendor has to be selected If the payment is against line item or Payment request, this field need not to Clicked / Marked If Payment on account field not selected, then this Remarks need not to be filled Payment against select the line time from vendor / customer account

Refer Note in Page No 1

Click the “ Process Open Items ” button.

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

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:

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0 •

End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Project Settlement

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Transaction Code CJ88/CJ8G

Supercedes

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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 Overview Settlement of Asset Under Construction to Fixed Assets. The authorized Person will do this transaction.

Via Menus Via Transaction Code

Logistics  Project System  Financials  Period-End Closing  Single Functions  Settlement  Individual Processing CJ88

Input – Required Fields* Controlling Area

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

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 Settlement of Asset from WBS Elements for the Project.

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

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SAP ECC 6.0

End user document (PS Module) 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 Project Definition or WBS element or Network Settlement Period

Description Key identifying the Project Network Number Settlement Month.

R/O/C R

Fiscal year With Hierarchy With Orders Test Run

Financial Year Indicator Indicator Indicator

Detail List

Indicator

R

Tick this Indicator.

Check Trans.Data

Indicator

R

Tick this Indicator.

R

R R R R&C

User Action and Values Type the number of the Project Definition or select from the drill down search Method. Type the Settlement of asset month after completion of Project.. Type the Financial year. Tick this Indicator. Tick this Indicator. Tick this Indicator. For Final settlement this indicator not required.

Comments

If we want to test run this transaction with the required details of settlement then this indicator has to be set. This indicator will help to list all the details about the WBS element / Asset. This indicator is used to check the transferred data.

Press Execute Button from the Screen. (Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0)

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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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Create Completed Asset

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Transaction Code CJ02/CJ20N

Supercedes

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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 Overview Settlement of Asset Under Construction to Fixed Assets. The authorized Person will do this transaction.

Via Menus Via Transaction Code

Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down Structure (WBS)  Change Logistics  Project System  Project  Project Builder CJ02 /CJ20 N

Input – Required Fields* Project Definition

Field Value / Comments Key identifying the Project Number

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 Asset will be created

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

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SAP ECC 6.0

End user document (PS Module) Procedural Steps

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

Field Name Project Definition or WBS element or Network Asset Class

End user document (PS Module)

Description Key identifying the Project Network Number Asset Class

R/O/C R R

User Action and Values Type the number of the Project Definition or select from the drill down search Method. Select the Asset class for which the WBS elements need to be Settled.

Comments

Enter the Additional Data .

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

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. Field Name Project Definition or WBS element or Network Settlement Period

Description Key identifying the Project Network Number Settlement Month.

R/O/C R

Posting Period Asset Value Date Fiscal year With Hierarchy With Orders Test Run

Asset Posting Period Date at which the Asset value has to be done. Financial Year Indicator Indicator Indicator

Detail List

Indicator

R

Tick this Indicator.

Check Trans.Data

Indicator

R

Tick this Indicator.

R R R R R R R&C

User Action and Values Type the number of the Project Definition or select from the drill down search Method. Type the Settlement of asset month after completion of Project.. Type the Asset Posting Period Select the Date at which the asset value has to be Commissioned. Type the Financial year. Tick this Indicator. Tick this Indicator. Tick this Indicator. For Final settlement this indicator not required.

Press

Solution/ Release: MySAPERP2004 (ECC6.0)

Execute

Button

from

the

Comments

If we want to test run this transaction with the required details of settlement then this indicator has to be set. This indicator will help to list all the details about the WBS element / Asset. This indicator is used to check the transferred data. System will prompt

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SAP ECC 6.0

End user document (PS Module) Screen.

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 :-

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Field Name Project Definition or WBS element or Network Settlement Period

Description Key identifying the Project Network Number Settlement Month.

R/O/C R

Posting Period Asset Value Date Fiscal year With Hierarchy With Orders Test Run

Asset Posting Period Date at which the Asset value has to be done. Financial Year Indicator Indicator Indicator

Detail List

Indicator

R

Tick this Indicator.

Check Trans.Data

Indicator

R

Tick this Indicator.

R R R R R R R&C

User Action and Values Type the number of the Project Definition or select from the drill down search Method. Type the Settlement of asset month after completion of Project.. Type the Asset Posting Period Select the Date at which the asset value has to be Commissioned. Type the Financial year. Tick this Indicator. Tick this Indicator. Tick this Indicator. For Final settlement this indicator not required.

Press Execute Screen.

Button

from

the

Comments

If we want to test run this transaction with the required details of settlement then this indicator has to be set. This indicator will help to list all the details about the WBS element / Asset. This indicator is used to check the transferred data. 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.

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Change Network Status “Closed”

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Reviewed by

Supercedes

Transaction Code CN22

Issue d on

Effective Date

Review Date

NIL Approved by

V.Ananthapadmanaban 10.03.2008 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 Overview Setting the User Status as “CLOSED” The authorized Person will do this transaction.

Via Menus Via Transaction Code

Logistics  Project System  Special Maintenance Function  Network  Change. CN22

Input – Required Fields* Network Number

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

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module) Procedural Steps

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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SAP ECC 6.0

End user document (PS Module)

Title:

Change Project Status “Closed”

Document No.

Responsibility

Version

SAP/EUD/PS/01

Projects

001

Prepared by

Supercedes

Transaction Code CJ02/CJ20N

Issue d on

Effective Date

Review Date

NIL

Reviewed by

Approved by

V.Ananthapadmanaban 10.03.2008 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 Overview Setting the System Status as “CLOSED” The authorized Person will do this transaction.

Via Menus Via Transaction Code

Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down Structure (WBS)  Change Logistics  Project System  Project  Project Builder CJ02 /CJ20 N

Input – Required Fields* Project Definition

Field Value / Comments Select the Project Definition

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 System Status for the Project Definition will be set as “CLSD – Closed”

Solution/ Release: MySAPERP2004 (ECC6.0)

Comments

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SAP ECC 6.0

End user document (PS Module) 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”

Solution/ Release: MySAPERP2004 (ECC6.0)

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