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

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Content
1

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

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

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

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

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

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

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

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

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

10

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

11

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

12

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

13

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

14

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

15

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

16

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

17

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

18

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

19

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

20

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

21

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

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22

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

23

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

24

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

25

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

26

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

27

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

28

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

29

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

30

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

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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

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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.

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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.

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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.

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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.

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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 its 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)

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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 EditStatus Release.
The authorized person does this step.

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V. Creation of Purchase Requisition for Materials

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

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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.

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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.

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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.

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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.

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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)

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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.

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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

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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

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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

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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

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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

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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

Type the financial year e.g. 2007

Program Type

Program Type

Program
Description

Investment Program Description

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

Currency

Currency

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

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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

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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:

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Field Name
Investment
Program

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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

Type the Top level Position ID. e.g.

Shasun Investment 07-08

Approval Year

Approval Year

Type the financial year e.g. 2007

Position ID
Description

Top Position ID Description

Controlling Area

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

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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

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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:

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Click on Create

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Field Name
Investment
Program

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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

Type the Top level Position ID. e.g.

Shasun Investment 07-08.

Approval Year

Approval Year

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

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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

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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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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

Type the Top level Position ID. e.g.

Shasun Investment 07-08

Approval Year

Approval Year

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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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:

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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

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

Environment
Investment

Scale

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)

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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.

Select the date of approval.

Select the Name of the Applicant (Project

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

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

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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

Select SHA0708 from the given List. Year

defaulted from the Program.

Comments

Select the required Structure where the

Project is going to Come.
e.g. Shasun Investment R&D

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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

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)

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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.

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Click on Create Cost

Estimate

Click on Show/Hide Item View

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Field Name
Variants
Plan Values:

End user document (PS Module)

Description

R/O/C

Item Cat M

Material

Item Cat N

Service

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.

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Select the project in the left side of the screen and go to Approp.
Request Menu and select the change option.
Go to Control data Tab and click Form approval. The Appropriation
Request needs to be sent for approval.
Save the Appropriation Request.

Press Ctrl + S or Save Button from the Screen

Solution/ Release: MySAPERP2004 (ECC6.0)

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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

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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

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

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Click on Create Attachment.

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Click on SAVE and BACK Button.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Click on APPROVE.

Solution/ Release: MySAPERP2004 (ECC6.0)

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Now Inbox Workflow will be blank.

There will be a mail which goes to the Person Who has created the Appropriation Request. Which he
can check in his login through the Transaction code SBWP INBOX Documents.
Transaction Code : SBWP
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

Select the Project Field.

General Data
Status

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)

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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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

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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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Click on Continue or Tick Mark.

System will propose that Copy the Planned Values
Click on Tick or Press Enter.

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Title:

Budget 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

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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)

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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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

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Select the Annual Year : 2007

Click on EDIT COPY VIEW Select the Planned total

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Check on
CHECK

Solution/ Release: MySAPERP2004 (ECC6.0)

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

Solution/ Release: MySAPERP2004 (ECC6.0)

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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..

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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

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Click on RELEASE. And click on SAVE.

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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.

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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.

Start Date

Start date of the Project

End Date

End Date of the Project

Company Code

Company Code

Business Area

Business Area

Plant

Name of the Plant where the

Project is going to take place

Solution/ Release: MySAPERP2004 (ECC6.0)

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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Profit Center

Profit Center

Location

Name of the Location where

the Project is going to take
place

Mask ID

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)

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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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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

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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.

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Click on Edit Total Up.

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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.

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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

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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)

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Save the Document System Generate the Budget document Posted.

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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

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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

Plant

Plant

MRP Controller

MRP Controller

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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After Giving Project Definition Click on SAVE Button.

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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

Project Definition

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

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

If you see the Scheduling Field, the Start date and the End date of the Project will be copied in that fields.
Select the Activity Overview Button from the Screen or go to option from the Main Menu and select the Activity Overview
Option or Press F7.

Field Name
Network No.

Description
Network Number.

R/O/C
R

Description

Description of the
Activities

Normal Duration

Normal Required
Duration for the Activity

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)

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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.

Type
the
Description
Milestone to be confirmed

Group

Fixed Date

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

Number of day of Offset

of

the

Comments

System will automatically

set the Scheduled date as
todays 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

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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.

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1.4

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 .

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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

Name of the Work

center

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

Cost Element for which

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

Purchase org.

Cost Element
WBS Element

R/O/C
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.

Agreement item

Item number

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.

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.

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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

Cost Element

Cost Element for which

the cost has to be
booked
Contract Number with
the external Vendor.

Item

Contract Number Item

Overall Limit

Overall Costs limit for

this contract

Expected Value

Expected Value for the

services.

No Limit

Indicator for the

Contract without Cost
Limit

Contract Number

Other Limit

R/O/C
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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has to be entered in this field.

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

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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

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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.

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Select EDIT STATUS RELEASE from the Main Menu.

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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

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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

LogisticsMaterials Management PurchasingPurchase 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

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Transcation Code : ME51 N

Press Enter

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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

Leave blank. Number assigned

by system.

Source
determinatio
n

Flag that determines whether

automatic sourcing of materials
from a vendor is to be used

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

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

Enter plant where material is to

be shipped

Storage
location

Key for determining storage

location for a specific plant

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

Choose either Project,(P), Order

(F), or Cost Center (K) to
charge costs

Name or number that uniquely

identifies a material
Description of Material

Enter name

Required for materials with no

material master

Comments

Solution/ Release: MySAPERP2004 (ECC6.0)

Projects, orders
and cost
centers will
have assigned
numbers

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Qty requested

Quantity to be ordered

Enter number of units required

UN

Defaults from material master

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

Defaults from material master

Matl Group

Material Group

Enter material group

Plant

Plant requiring material

Enter plant where material is to

be shipped to

Storage
location

Key for determining storage

location for a specific plant

SPlt

Supplying Plant

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.

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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

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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

Date

Purchase order date

NA

Purchase Order

Purchase Order Number

NA

Purchasing
Organization

Purchasing Organization code

Purchasing
Group

Purchasing Group Code

Item category

Type of purchase

Acct. assignment
category

Account where cost are

allocated

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
todays 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

Delivery date

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

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

Plant

Acknowledgment
required

32

R
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 POs 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

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

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

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 vendors
info record will be updated in
the system
Reminder (in days)

R/O/C
O

User Action and Values

Comments

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

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

Telephone

Telephone number of contact

person
Vendor master number used to

Invoicing Party

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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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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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:

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Field Name
Document date

Description
Document Date

R/O/C
R

Posting Date

Posting Date

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

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.

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 <Post> icon.
Result: Vendor Advance request created under the number 17xxxxxxxx.

Solution/ Release: MySAPERP2004 (ECC6.0)

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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:

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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 <Post> 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

Number of the document

issued by the vendor

Bill of
lading

Number of the bill of lading

issued by the sender.

Doc.
Header text

Document header text.

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

Purchase
order

Purchase order number

Plant

Plant number.

Storage
location

Storage location

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

Movement
type

Suggest
Zero Lines

Description

User Action and Values

Comments

Date of the actual vendor delivery

(physical delivery).
No user input
Enter
vendors
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

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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)

(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

Eun

Unit of measure in which goods

receipt is entered.

Sloc

Storage location

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.

Vendor
Batch

The vendor batch number as

specified in the vendor
document.

Prod Dt

Production/Expiry date

No of
containers

Number of containers received

Eun

Unit of measure in which goods

receipt is entered.

No of GR
slip

The number of GR slips to be

printed

Unloading
point
Text

Unloading point for delivery

Additional text

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

Amount

Calculate Tax
Business Place
Purchase Order

R
R
R

User Action

Defaults to RE
Defaults to System Date

PO to be
reference
in Invoice

Delivery note

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

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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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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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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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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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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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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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

Plant number

Movement
Type
Plant

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

Quantity

Material quantity

Enter the quantity of the material to be

moved.

UnE

The unit of measure in which the

goods movement is entered.

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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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.

Plant

Plant number.

Reason for
mvt.
Storage
location
Special stock
Suggest zero
lines

Reason for movement

Storage location

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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GR/GI slip
print
GR/GI slip
indicators:

End user document (PS Module)

Print indicator

Indicators to select which

version of the GR/GI slips to
print.

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.

Enter business area.

Pull down table

access.

Enter cost center

Enter the material identifier.

Pull down table

access.
Pull down table
access.

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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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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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

Enter Purchase Order Number

Enter PO item number

Number of entry sheet in

system
Section Heading

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

Enter name

Enter name

Enter date

O
Location at which service
was performed.

Adopt planned service from

PO into service entry sheet

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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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

entry sheet from PO

Set percentage of planned services
to be adopted
Choose one

Choose one

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

Un of
Measure

Unit of Measure for service

Field populates when service no.

entered

Price

Price of service performed

Enter price of service performed

Service No.

R/O/C
R

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

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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.

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Field Name
Network

Description
Description of Network

R/O/C
R

Activity

Description of Activity

Activity Element

Work center Activity

Element

Capacity Cat.

Category

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

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

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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

Work Center

Name of the Work Center

Work

R/O/C
C

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)

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Field Name
Network

Description
Description of Network

R/O/C
R

Activity

Description of Activity

Activity Element

Work center Activity

Element

Capacity Cat.

Category

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

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

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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

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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

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

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

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

Payment on
account

Adhoc payment

Pmt on account

Remarks for the document

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.

Posting Date

Currency
Amount
Business Area
Value Date
Text

Special G/L Ind.

R
R
O
O

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.

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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:

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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

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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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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

Tick this Indicator.

Check Trans.Data

Indicator

Tick this Indicator.

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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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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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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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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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

Tick this Indicator.

Check Trans.Data

Indicator

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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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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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

Tick this Indicator.

Check Trans.Data

Indicator

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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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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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

Page 182 of 183

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)

Page 183 of 183