Title: ML81n_Creating_A_Service_Entry_Sheet

Category 1 :
Category 2 :

ML81n_Creating_A_Service_Entry_Sheet

File name: 279343494.doc

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Reference Number: ML81N-10-27- Last Modified: 4/11/2007 1:42:00 PM
2006

ML81N

SAP Parent
Page 1 / 28

Purpose
Use this procedure to create an entry sheet on a service purchase order.
Trigger
Perform this procedure when you need to release a purchase order for payment. Typically you will
receive a signed off invoice.
Prerequisites

You will need to know the purchase order number.

You should have a signed invoice in hand.

You should always enter the following information in the short text, starting with invoice number
followed the amount of the invoice

Menu Path
Use the following menu path(s) to begin this transaction:

Select ML81N to allow you to the select purchase order or (entry sheet number if you what to
amend the entry sheet), once you enter in either the p.o. number or entry sheet number. Click
on the green check. Now you should be at the service entry against p.o. screen. Next click on
the new sheet icon

to be able to enter in data

Transaction Code
ML81N
Helpful Hints

Always enter the invoice characters exactly as they appear on the hard copy of the invoice
in the reference field which is under the accept Data tab. This field must match exactly, if
not the invoice will be blocked from payment. Do not put inv. or letters of the vendors name in
this field. Unless these characters are on the hard copy of the invoice and that is how the
vendor produces their invoice. Also if the vendor use zeros as part of the characters you must
also include these in the reference field. If you do not know the exact invoice number, than
leave the reference field blank.

Always put the amount of the invoice in the short text, so when your management performs the
02 release they can double check the amount released to make sure it matches the amount of
the invoice.
If you cannot get the amount of your entry sheet to match the invoice exactly you will need to
contact Procurement to get the purchase order changed in order to allow them to match exactly
otherwise your purchase order will show as open on the outstanding P.O. report due to the
variance between the amount released and the amount paid regardless if it is more or less.

Procedure

1.

Start the transaction using the transaction code ML81N.

SAP Easy Access

2.

Double-click on this transaction code.

The screen below appears. Enter
in either a purchase order number for the initial creation of the entry sheet. Please note if the P.O.
has more than one operation you will need to select which operation you want to release for
payment. Use the field to the right of the P.O. number field. Please note, if you do not enter an
operation number SAP will automatically default to operation 10. If you are simply amending an
entry sheet previously created, enter in that entry sheet number.

Select Purchase Order/Entry Sheet

3.

As required, fill in one of the following fields, either enter in a P.O. number or a service entry sheet
number.
Field Name

R/O/C

Description

Purchase order

Description of the Purchase order.

Example:
4500458468

Service Entry

Description of the entry sheet

Example:

4.

Once that is done click on this icon

1000081046

.The screen below appears.

Service Entry Against Purchase Order 4500458468 00010

5.

Next click on this icon to create your entry sheet

.The screen below appears

1000081046 Create Entry Sheet

6.

As required, complete the following field:

Field Name
Short text

7.

Next click on this icon

R/O/C
R

Description
Description of the Short text.
Example:
Inv.5285 amt. $2,040.00
.

1000081046 Create Entry Sheet

8.

As required, complete the following fields.

Field Name

9.

R/O/C

Description

Service loc.

Description of the Service loc.

Example:
Southwest Middle School

Period

Description of the Period. You could use this field for required
monthly service tracking or total time involved to complete the
work.
Example:
07-01-2006 thru 10/27/2006

PRsp. intern.

Description of the PRsp. internal.

Example:
Gary Green (person responsible for
overseeing the work)

PRsp. extern.

Description of the PRsp. external.

Example:
Charron Sports(vendor performing the work)

Now click on this icon

The screen below appears.

1000081046 Create Entry Sheet

10.

As required, complete the following fields:

Field Name

11.

R/O/C

Description

Reference

Description of the Reference.

Example:
5285 (This must be inputted exactly as
listed on the invoice.) other wise the
invoice will be blocked from payment.

Doc. text

Description of the Doc. text.

Example:
signed off on 10-26-2006(this field is a free
text and is optional)

Next click on this icon

1000081046 Create Entry Sheet

12.

As required, complete the following fields: Please enter a percentage ranging from 1% to 100%
depending on how the vendor performed in quality and timeliness.
Field Name

13

R/O/C

Description

Quality of service

Description of the Quality of service.

Example:
100

Service timeliness

Description of the Service timeliness.

Example:
100

Now click on this icon

key to open use field.

to add any additional reference that is needed .Push the F-6

14

1000081046 Create Entry Sheet

15 Change Entry sheet long text: Language EN. This field is an open text, meaning you
can document as much information you want. You can also copy and paste an email in
this text field.

16 When you are done entering all your needed information, click on the back green arrow
to return to the main screen.

17.

Next click on this icon

.The screen below appears.

Service Selection

18.

Now click on this icon

.The screen below appears.

Select Services as Reference

19.

Next click on all the service specification lines in order to select the ones you want to release for
payment. If you want to select all lines go to the header look for Edit then click on select all from
the drop down list.

20.

Now click on this icon

The screen below appears.

1000086733 Create Entry Sheet

21.

Next click on this icon

to verify that you released the correct amount.
Make sure the
amount you released matches the exact amount of the invoice. If not amend the quantities
accordingly.

1000086733 Create Entry Sheet

22.

Next click on this icon

to release the entry sheet.The dialog box below appears

Enter Release Code

23.

Now as required, complete the following fields:

Field Name
Release code

24.

R/O/C
R

Description
Description of the Release code.
Example:
01

Next click on this icon to accept the release

1000081046 Create Entry Sheet

25.

Finally click on this icon to save the entry sheet

The dialog box below appears.

Entry sheet 1000086733

26.

Ignore this message and simply click on this icon

This will complete your release
process. If you want to learn how to attach an invoice to your entry sheet please follow the steps
below.

1000081046 Display Entry Sheet

27.

Click on this icon

to attach a document to your entry sheet.Note in order to do this, you
must have to already scanned the invoice and saved it to your documents or have saved as PDF
file to your documents

28.

From the drop down list select Create.follow across to.

below appears.

Create Attachment. The dialog box

Import file

29.

Click on this icon

and search for the correct document you want to attach.

30.

Click on this icon

to attach it to your entry sheet.

1000081046 Display Entry Sheet

31.

Click on the attachment icon again

32.

This time Select Attachment list The screen below appears.

Service: Attachment list

33.

Double-click on this icon

a copy

to open it .The screen below appears. At this point anyone could print

Adobe Acrobat Professional [~Charron_Sports_SW_Southwest_MS_5285_20061027140113_X.PDF]

34.

Click on this icon

to exit .The screen below appears.

Service: Attachment list

35.

Click on this icon to exit

.The screen below appears.

1000081046 Display Entry Sheet

36.

Click on this icon to return to the main menu

37.

You have completed this transaction of creating an entry sheet and attaching a document

Result
You have performed the first phase of this two stage release, now this should appear in your
managements queue for the 02 release (Goods Receipt).
Comments
You should check the next day to see if all of your service entries were converted into Goods
Receipts. This can be done by simply checking on the purchase order history. If not check to make
sure you released all your service entry sheets by using transaction code ML85.