You are on page 1of 183

mySAPERP2004 End user document (PS Module)

V1.0
Sep 2007
English

End User
Documentation - PS
mySAPERP2004 (ECC 6.0)

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

Solution/ Release: ECC 6.0 Page 1 of 183


mySAPERP2004 End user document (PS Module)

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Solution/ Release: ECC 6.0 Page 2 of 183


mySAPERP2004 End user document (PS Module)

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

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

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

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

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

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

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

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

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

Solution/ Release: ECC 6.0 Page 3 of 183


SAP ECC 6.0 End user document (PS Module)

Sequential operation of Project System (PS) module

I Creation of Investment Program

a) Create Investment Program - Transaction Code: IM01


As soon as the Financial Year Starts the Investment Program Creation needs
to be done by the authorized person.
The Following things are mentioned in the Investment Program
1. Investment Program
2. Approval Year
3. Program Type
4. Fiscal Year Variant
5. Currency

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

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

After Creating the Investment Program the Top Company Level position is
created for the Investment Program.
The Following things are mentioned in the Investment Program Top Position
1. Investment Program
2. Position ID
3. Approval Year
The authorized person in SAP does this step.

c) Create Investment Program Structure - Transaction Code: IM22

After Creating the Investment Program the Top Company Level position is
created for the Investment Program the Investment Program Structure is
created.
The Following things are mentioned in the Investment Program Top Position
1. Investment Program
2. Position ID (Optional)
3. Approval Year

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


SAP ECC 6.0 End user document (PS Module)

II Maintaining Budget for Investment Program

a) Edit Original Budget - Transaction Code: IM32

After Creating the Investment Program Structure the Budget is maintained


for the created Investment Structure. This can be maintained whenever the
New appropriation request is assigned to the Position Ids.
The Following things are mentioned in the Edit Original Budget
1. Investment Program
2. Position ID (Optional)
3. Approval Year
This step is done by the authorized person in SAP.

III. Appropriation Request

a) Create Appropriation Request – Transaction Code : IMA11

After getting the Feasibility Study for scaling up the Process in the Production
Level. The authorized person in SAP creates the appropriation request.
The Following things are mentioned in the Appropriation Request
1. Appropriation Request Type
2. Controlling Area after this in General Data
3. Appropriation Request
4. Description
5. Approval Year
6. Planned Approval Date
7. Implementation Start
8. Person Involved for Approval User ID needs to be selected Level wise.
In Control Data
9. Investment Program /Year
10. Position ID.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 5 of 183


SAP ECC 6.0 End user document (PS Module)

In Organizational Units
1. Requesting Company code
2. Requesting Business Area
3. Requesting Cost Center
4. Requesting Profit Center
5. Requesting Company
6. Object Class
7. Plant
8. Responsible Cost Center
9. Responsible Profit Center
10.Currency

In Variants Tab
General Data

1. Completion Date – Approximate date of Project completion date.


Select Plan Values Tab

Click on “Create Cost Estimate” Button below the screen.

A new screen is opened where you need to click the button “Show/Hide Item
View”. It would show a table where we need to feed in the values. The values
to be fed are

• Item Category
o M for Material
o V for other costs like manpower, QC etc. The cost element for V
should be 7100150
• Resource is where we select the RM name. The master would be
entered by the Purchase person. This is not required for RM. Enter
Quantity & hit enter.
• For V change the description to suit us.
• After completion of the entry, click confirm to record those values by
SAP which would appear on the left hand side of the screen.

Rows can be added, inserted, deleted accordingly. Filled values are shown
below.
• Go Back or press F3. The total budget for the year 2007 (as the
investment planned is for 2007) would appear as shown below. Save
the Appropriation request.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 6 of 183


SAP ECC 6.0 End user document (PS Module)

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

After mentioning all the required entries when the user saves the
appropriation request as per the configuration the Appropriation request will
go for approval process as SAP Workflow (predefined Process). The
documents are uploaded through Document Management system as well as it
can be uploaded in Change mode of Appropriation request by selecting the
Service for Object  Create Attachment.

b) Approve Appropriation Request – Transaction Code : IMA12/SBWP

When the approving authority opens their SAP Mail Box through the
transaction code SBWP the system will show all the Workflow process to be
executed by him. He has to select the required appropriation request and
Click on “Approve” button, if he wants to see the attachment. He can see the
same in display mode of Appropriation request by selecting the Service for
Object  View Attachment or in the Document Tab. The authorized person in
SAP does this step.

c) Activate & Release Appropriation Request – Transaction Code:


IMA12

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


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 7 of 183


SAP ECC 6.0 End user document (PS Module)

IV. Budget Distribution

a) Distribute Budget for Project Definition – Transaction Code: IM52


After activating the Appropriation Request (Project Definition). The Following
things are mentioned in the Distribute Budget
1. Investment Program
2. Position ID (Optional)
3. Approval Year

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

V. Creation of Project Structure

a) Change Project – Transaction Code: CJ02


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 8 of 183


SAP ECC 6.0 End user document (PS Module)

V. Cost Planning for Project Definition

a) Manual Cost Planning for Project – Transaction Code: CJ40

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

VI. Budget Updation for Project Definition (Level –3)

a) Manual Budget Updation for Project – Transaction Code: CJ30

After manual Cost Planning for the Lower Level (level 3) WBS Elements the
budget for the Lower Level (Level 3) the Overall as well as Year-wise planned
cost has to be updated. The authorized person does this step.

V. Creation of Network

a) Create Network for Project – Transaction Code: CN21

In the initial Screen the Following things are mentioned


Network Profile
Network Type
Plant
MRP Controller

In the Network Header the following things are mentioned.


Network Description
In Assignment Tab
Select the Project Definition,
which will copy the Start Date and End Date of the Project if it’s maintained in
the Project Definition. These dates are considered for individual activities in
the Network. The Network activities are linked with relationship and these
network activities will be scheduled. The Milestones or Milestone Groups are
also used with the activities. A network can represent the sequence of
activities in a project or the sequence of a single activity within a project. You
can graphically display various structural elements of a project and their
interdependencies in the Project System. During the life of a project,
networks are used as a basis for planning, analyzing, controlling and
monitoring schedules, dates, and resources.(such as personnel, machines,
PRTs, materials, documents, and drawings)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 9 of 183


SAP ECC 6.0 End user document (PS Module)

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


Primary Cost Activities.

Internal Activities:
Using internally processed activities you determine the amount of Work
produced by machines or persons, and use this information in resource
planning to plan the capacity requirement.

External Activities:
Using external processing you determine which services are required from
other companies to carry out the project. The development of external
processing occurs through purchasing.

Primary Cost Activities:


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

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

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


Code: CJ02

In the initial Screen the Following things are mentioned


Project Definition
In the WBS element Overview
the Basic Data tab the following things are mentioned.
1.Level Number (level – 4)
2. Description
3 Planning Element (Tick)
4. Account Assignment Element (Tick).
In Responsibilties Tab
5. Requesting Cost Center needs to be filled.
Which will automatically copy the Controlling Area (CA) and Requesting
Company Code.
if required Responsible Cost Center field will be filled.
Select EditStatus  Release.
The authorized person does this step.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 10 of 183


SAP ECC 6.0 End user document (PS Module)

V. Creation of Purchase Requisition for Materials

a) Create Purchase Requisition – Transaction Code: ME51/ME51N.


In the initial Screen the Following things are mentioned
Account Assignment Category ”Q”
Delivery Date
Plant
Purchasing Group
Req. Tracking Number
Requisitioner
In the Purchase requisition Item overview screen
Material Number
Qty. Required
Val.Type
WBS Element
The Purchase requisition will be saved and will be released by the approving
authorities. The authorized person does this step.

VI. Creation of Purchase Order for Materials

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


In the initial Screen the Following things are mentioned - Header
Vendor
Purchasing Organization
Payment Term
GR Message (Tick)
Net Price
In Item
Tax code wil be selected (if any)
Select the PR and Adopt the PR.
The Purchase order will be saved and will be released by the approving
authorities. The authorized person does this step.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 11 of 183


SAP ECC 6.0 End user document (PS Module)

VII. Create & Post Vendor Down Payment Request

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


After creating the Purchase order the Down Payment (Advance) to the vendor
is raised. The authorized person does this step.
In the initial Screen the Following things are mentioned - Header
Document Date
Company Code
Currency
Reference & Doc. Header Text
Vendor Account No.
Spl.GL indicator
In Detail
Amount, Business Area, Due On, Purchase Order No./ Item.
The down payment request will be saved.

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


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

VIII. Goods receipts for Purchase Order

a) Create Goods Receipts – Transaction Code: MIGO.


After the Purchase order is approved the material will be received by stores
at Site. The authorized person does this step.
In the initial Screen the Following things are mentioned – Header
Purchase Order Number
Movement Type
Delivery Note, Header Text
Quantity, Storage Location, No.of Container, etc.,
The goods receipts document will be posted.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 12 of 183


SAP ECC 6.0 End user document (PS Module)

IX. Enter Invoice

a) Enter Invoice – Transaction Code: MIRO.


After the material will be received by stores at Site. The authorized person
does this step.
In the initial Screen the Following things are mentioned – Header
Invoice Date
Reference
Amount
If tax is there (tick) on check box (calculate Tax)
Purchase Order number. After simulation the invoice Verfication document will
be posted.

X. External Processing Activites : for Services

a) Change Network – Transaction Code: CN22.


In the initial Screen the Following things are mentioned – Header
Network Number
In activities overview
In Ext. Processing
Tick on Service
Description, Purch.Org., Material Group,Vendor,Pur.Grp,Outline
Agreement,Line No.Requisitioner, Req.tracking No,WBS element.
Service Number, Quantity.
Prerequisite : The Project Definition System Status should be in ’REL
–Released“ mode.
Select the Activity and Press Edit  Status  Release. Which will create a
Purchase requisition for services with reference to the outline agreement
entered.
Purchase Order (Service PO ) will be created for the purchase requisition.

When the order released for work, one PR for the services are generated. The
PO will be released by the Purchase Department. The PO Copy is given to the
Contractor by the Projects department. On completion of the work, contractor
brings the Joint Measurement Sheet / Bill along with the PO reference.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 13 of 183


SAP ECC 6.0 End user document (PS Module)

b) Create Service Entry – Transaction Code: ML81N.


In the initial Screen the Following things are mentioned – Header
Purchase Order Number

When the Contractor brings the Joint Measurement Sheet / Bill for the
certification, the quantity entered in the JMC/Bill is verified by the Shift
Engineer and the same quantity is certified in the Service Entry Sheet. This is
subject to Release Procedure (Certification by Higher Official). On
Certification the Project gets the Cost of the Services performed.

c) Enter Invoice – Transaction Code: MIRO.


After the service confirmation is released. The authorized person does this
step.
In the initial Screen the Following things are mentioned – Header
Invoice Date
Reference
Amount
If tax is there (tick) on check box (calculate Tax)
Purchase Order number. After simulation the invoice Verfication document will
be posted.

XI. Create Reservation

a) Create Reservation – Transaction Code: MB21.


The stocks are maintained as Special Stocks against the WBS elements. The
reservations are created against WBS elements. This reservation can be done
in Automatically while running MRP for Projects.
In the initial Screen the Following things are mentioned – Header
Base date (When the material is required)
Movement type
Plant
In Create Reservation Screen
WBS elements, Material Code, Quantity, Batch Number, Goods recipient.
The reservation is created.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 14 of 183


SAP ECC 6.0 End user document (PS Module)

XI. Goods Issue

a) Create Goods Issue – Transaction Code: MIGO/MB1A.


When the Stores person saw the reservations pending for issues on that day
he has to post the goods issue against the reservations. Creation needs to be
done by the authorized person.
The Following things are mentioned in the goods issue.
Reservation number
Quantity
Material Slip.
Document header text.
No.of Container.
The Goods Issue document will be posted.

XII. Create Confirmations


a) Create Confirmations – Transaction Code: CN25/CN27.
When the activities are completed, that needs to be confirmed by the users.
The authorized person will do the confirmation.
The Following things are mentioned in the goods issue.
Network number
Activity number
Work Center, Description, Actual finish Date.
If the work is fully completed then Final Comp. Otherwise completion
indicator (tick).

XIII. Vendor Payment

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


After Invoice is verified the payment to the vendor needs to be posted. The
authorized person will do the outgoing payment.
The Following things are mentioned in the outgoing payment.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 15 of 183


SAP ECC 6.0 End user document (PS Module)

XIV. Project Settlement

a) Actual Settlement – Transaction Code: CJ88/CJ8G.


This settlement will be run on periodic basis (every end of month). The
authorized person will do the actual settlement.
The Following things are mentioned in the actual settlement.
Project Definition
With Hierarchy (tick)
With Order (tick)
Settlement Period
Fiscal Year
Test run
Detail List
Check. Trans.data
The actual consumption against the Project/ Network will be settled to the
WBS elements.(AUC) asset Under Construction.

b) Create Complete Asset – Transaction Code: CJ02.


After getting the confirmation from the Project Department that the Project is
commissioned and handed over to the Production department for use. The
authorized person will do the completed Asset creation.
The Following things are mentioned in the Create Complete Asset
Project Definition
Select the WBS elements and Extras  Create Completed Asset.
In Asset Create Screen
Asset Class (sub Asset if required)
Description
Vendor & Manufacturer
Asset Pur. New (tick)
Purchase Used (tick)
Group Asset / Sub Number
Neg. value Allowed (tick)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 16 of 183


SAP ECC 6.0 End user document (PS Module)

c) Actual Settlement – Transaction Code: CJ88/CJ8G.


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

XIV. Project Closure

a) Change Network – Transaction Code: CN22.


Select all the Activities in the Network and select Edit Status  Close.

b) Change Project – Transaction Code: CJ02.


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 17 of 183


SAP ECC 6.0 End user document (PS Module)

Create Investment Program


/Position ID
(By Finance)

Create Appropriation Request


(By Projects)

Approve Appropriation Request


(By Approving Authorities)
SBWP/ IMA12

Activate Project & Allocate Budget


(By Finance)
IMA12/IM52

Create WBS up to 3 Level


(By Projects)
CJ02

Allocate Budget for Level 3


(By Finance/Projects)
CJ40 / CJ30

Create Lower Level WBS elements


(By Projects)
CJ02

Solution/ Release: MySAPERP2004 (ECC6.0) Page 18 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

Goods Receipts
(By Stores )MIGO

Create Reservation
& Goods Issue
(By Projects / Stores)
MB21/MIGO

Create Service PR /
Release PR
(By Projects/App.Autho.)

Create Service PO/Release PO


(By Purchase/App.Autho.)
ME21N/ME28

Create Service Entry/Approve


(By Projects/App.Autho)
ML81N/ML85

Solution/ Release: MySAPERP2004 (ECC6.0) Page 19 of 183


SAP ECC 6.0 End user document (PS Module)

Create Confirmation
(By Projects)
CN25/CN27

Actual Settlement (Automatic)


(By Finance) CJ88/CJ8G

Create Completed Asset


(By Finance)
CJ02

Network System Status as


“CLSD”(Closed)
(By Projects / Finance)
CN22

Projects Definition System Status as


“CLSD”(Closed)
(By Projects / Finance)
CJ02

Solution/ Release: MySAPERP2004 (ECC6.0) Page 20 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Investment Program IM01
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by Approved by
V.Ananthapadmanaban
10.03.2008

2.1 Trigger

Receipt of Intimation from Management or the Financial Year Change.

Business Process Procedure Overview


• Creation of Capital Investment Program

Via Menus Accounting  Investment Management  Program  Master Data 


Investment Program Definition  Create.
Via Transaction Code IM01

Input - Required Fields* Field Value / Comments

Investment Program Type the Description of the Investment Program e.g. Shasun Investment
Approval Year
Type the financial year e.g. 2007
Program Type Select the option from the list e.g. “ZSCD” Capital Investment Program

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

Output – Results Comments


Creation of Investment Program

Solution/ Release: MySAPERP2004 (ECC6.0) Page 21 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Create Investment Program” transaction by:


Via Menus Accounting  Investment Management  Program  Master Data 
Investment Program Definition  Create.
Via Transaction Code IM01

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 22 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

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

FI Variant Fiscal Year Variant R Select the option from the list e.g. V3 –
April – March.
Currency Currency R Company code Currency – “INR”.

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 23 of 183


SAP ECC 6.0 End user document (PS Module)

Create Investment Program Top Transaction Code


Title:
Position IM11
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by 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 Accounting  Investment Management  Program  Master Data 


Investment Program Position  Create Top Position.
Via Transaction Code IM11

Input - Required Fields* Field Value / Comments

Investment Program Type the Description of the Investment Program e.g. SHA0708
Position ID Type the Top level Position ID. e.g. SHASUN Investment 2007-08

Approval Year Type the financial year e.g. 2007

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

Output – Results Comments


Creation of Investment Program Top
Position.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 24 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Create Investment Program” transaction by:

Via Menus Accounting  Investment Management  Program  Master Data 


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 25 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

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

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

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 26 of 183


SAP ECC 6.0 End user document (PS Module)

Change Investment Program Transaction Code


Title:
Structure IM22
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by 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 Accounting  Investment Management  Program  Master Data 


Investment Program Structure  Change.
Via Transaction Code IM22

Input - Required Fields* Field Value / Comments

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


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

Approval Year Type the financial year e.g. 2007

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

Output – Results Comments


Creation of Investment Program
Structure.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 27 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Change Inv. Program Structure” transaction by:


Via Menus Accounting  Investment Management  Program  Master Data 
Investment Program Structure  Change.
Via Transaction Code IM22

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 28 of 183


SAP ECC 6.0 End user document (PS Module)

Click on Create

Solution/ Release: MySAPERP2004 (ECC6.0) Page 29 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

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

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 30 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Edit Original Budget IM32
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by 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 Accounting  Investment Management  Program  Budgeting  Edit


Original.
Via Transaction Code IM32

Input - Required Fields* Field Value / Comments

Investment Program Type the Description of the Investment Program e.g. Shasun Investment 07-
08
Select the Position ID from the List.
Position ID

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 Comments


Company level Budget is updated.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 31 of 183


SAP ECC 6.0 End user document (PS Module)

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:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 32 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 33 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 34 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

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

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) Page 35 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Appropriation Request IMA11
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Accounting  Investment Management  Appropriation Requests  Edit


Appropriation Requests  Individual Processing.
Via Transaction Code IMA11

Input - Required Fields* Field Value / Comments


Press Create button from the Screen
Appropriation Request Type Select S1 from the given list by drill down search method.
Controlling Area Type “1000” and then Press “Create” button from the Screen or Select
“Create” from the
Appropriation Request 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 Comments


Creation of Appropriation Request for
the requested Project.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 36 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Create Appropriation Request” transaction by:


Via Menus Accounting  Investment Management  Appropriation Requests 
Edit Appropriation Requests  Individual Processing.
Via Transaction Code IMA11

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 37 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 38 of 183


SAP ECC 6.0 End user document (PS Module)

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


Controlling Area Controlling Area R Type “1000” and then Press “Create” button
from the Screen or Select “Create” from the
Menu.
Appropriation Request R Select “S1”
Type

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


Projects.
Appropriation Request Enter the Appropriation Request Number as
per the Project Coding Logic
“CAP-00-XXX-XXXXXX-00-000”.
Then type the Description of Project.``
General Data
Reason for Investment R Select the reason for investment from the
given list. If the selected reason is for
Environment “Environmental Protection” then
Investment C Select the Environment Investment from the
given list.
Scale O Select the Scale from the given list

Solution/ Release: MySAPERP2004 (ECC6.0) Page 39 of 183


SAP ECC 6.0 End user document (PS Module)

Priority R Select the Priority from the given list.


Approval Year O Type the Approval year of the Project.
Planned Approval Date
O Select the date of approval.
Person Involved
IM : Proposed By :
(Partner field) R Select the Name of the Applicant (Project As per the
IM : Supported By : Manager) from the Given List. Approving
(Partner field) R Select the Name of the Authorization Level Authorities.
IM : Supported By : (Finance ) from the given List. We have to
IM : Approved Unit PRESS ENTER. select the
Head : approving
IM : Approved Authorities.
Finance

Solution/ Release: MySAPERP2004 (ECC6.0) Page 40 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 41 of 183


SAP ECC 6.0 End user document (PS Module)

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


Control Data :
Investment Program R Select “SHA0708” from the given List. Year
defaulted from the Program.
Position ID R
Select the required Structure where the
Project is going to Come.

e.g. Shasun Investment  R&D

Solution/ Release: MySAPERP2004 (ECC6.0) Page 42 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 43 of 183


SAP ECC 6.0 End user document (PS Module)

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


Org. Units :
Req. Cost Center Select the Requesting Costs center
R 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
Plant R List.
O Select the required Location from the
Location Given List.
O Select “1000” From the given List
Resp.Company
User Defined Fields R Select the required entry from the given
list. “DISPOSAL-,Disposal
Nature of Exp Nature of Expenditure LEASE , -Lease
PURCHASE - Purchase
TRANSFER - Transfer
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 44 of 183


SAP ECC 6.0 End user document (PS Module)

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


Variants Enter Approximate Date of Project
R Completion
General Data:
Completion Date Project Completion Date.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 45 of 183


SAP ECC 6.0 End user document (PS Module)

Click on Create Cost


Estimate

Click on Show/Hide Item View

Solution/ Release: MySAPERP2004 (ECC6.0) Page 46 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 47 of 183


SAP ECC 6.0 End user document (PS Module)

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


Variants
Plan Values:

Item Cat “M” Material R Only “M”, N


Select the Item Category from the List “M” or “V”
or “N” or “V” as per the Requirement. should be
used.
Item Cat “N” Service R

• Item Category
o M for Material
o V for other costs like manpower, QC etc. The cost element for V
should be 7100150
• Resource is where we select the RM name. The master would be
entered by the Purchase person. This is not required for RM. Enter
Quantity & hit enter.
• For V change the description to suit us.

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 48 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 49 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 50 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Appropriation Request IMA12/SBWP
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Accounting  Investment Management  Appropriation Requests  Edit Appropriation


Requests  Individual Processing.
Via Transaction Code IMA11/ IMA12 / SBWP

Input - Required Fields* Field Value / Comments

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

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

Output – Results Comments


Release Appropriation Request of the requested
Project.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 51 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Appropriation Request Individual Processing” transaction by:


Via Menus Accounting  Investment Management  Appropriation Requests  Edit Appropriation
Requests  Individual Processing.
Via Transaction Code IMA11/ IMA12

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 52 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 53 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 54 of 183


SAP ECC 6.0 End user document (PS Module)

Click on “Create Attachment”.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 55 of 183


SAP ECC 6.0 End user document (PS Module)

Click on “SAVE” and “BACK” Button.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 56 of 183


SAP ECC 6.0 End user document (PS Module)

Click on “APPROVE”.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 57 of 183


SAP ECC 6.0 End user document (PS Module)

Now Inbox  Workflow  will be blank.

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

Transaction Code : SBWP

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


Select In Box SAP Business R Select the Inbox  Workflow
Work Bench
Press “Execute“ Button.

Transaction Code : IMA11

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


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

General Data System gives


Status R Select Approve. message that
the

Solution/ Release: MySAPERP2004 (ECC6.0) Page 58 of 183


SAP ECC 6.0 End user document (PS Module)

Appropriation
Request is
approved.
Assignment System
WBS Element R Select the WBS Element Field. 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) Page 59 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Activate Project Definition IMA11
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by 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* Field Value / Comments

Appropriation Request 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 Comments


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 60 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Appropriation Request Individual Processing” transaction by:


Via Menus Accounting  Investment Management  Appropriation Requests  Edit Appropriation
Requests  Individual Processing.
Via Transaction Code IMA11/ IMA12

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

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


Measure / Assets

Project Activate project R Click on “Project” .


WBS Element Work Break Down Structure R Click on “WBS Element”
Element

Solution/ Release: MySAPERP2004 (ECC6.0) Page 61 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 62 of 183


SAP ECC 6.0 End user document (PS Module)

Click on “Continue “ or “Tick Mark”.


System will propose that Copy the Planned Values”

Click on “Tick “ or Press Enter.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 63 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 64 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 65 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Budget Distribution IM52
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by 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* Field Value / Comments

Investment Program 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 Comments


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 66 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Budget Distribution” transaction by:


Via Menus Accounting  Investment Management  Programs  Budgeting  Budget Distribution
 Edit
Via Transaction Code IM52

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

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


Investment Program The Investment Program R Select the Investment Program
“SHA0708” from the Given List.

Press Enter.
Select Execute option from the Menu or
Select the Clock Button in the Screen.
Original Budget Original Budget to be distributed R Enter the amount to be distributed for the
For the Project. Project as Budget. e.g. CAP-2007-P02-
EXPAN.

Annual Overview R Select “Annual Overview” from the


Screen and Enter the Original Budget
distributed for that Project.
Select Save Button from the Screen or System will display the
Save from the Menu. message that

Solution/ Release: MySAPERP2004 (ECC6.0) Page 67 of 183


SAP ECC 6.0 End user document (PS Module)

Document xxxxxxxxxx
posted.
Press “Green Colour with Arrow Button”
/ Back and come out of the Screen.

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

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

Click on EDIT  COPY VIEW  Select the Planned total

Solution/ Release: MySAPERP2004 (ECC6.0) Page 68 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 69 of 183


SAP ECC 6.0 End user document (PS Module)

Select the Annual Year : 2007

Click on EDIT  COPY VIEW  Select the Planned total

Solution/ Release: MySAPERP2004 (ECC6.0) Page 70 of 183


SAP ECC 6.0 End user document (PS Module)

Check on
“CHECK”

Solution/ Release: MySAPERP2004 (ECC6.0) Page 71 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 72 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Release Appropriation Request IMA11
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by 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* Field Value / Comments

Appropriation Request Select The Appropriation Request to be released.

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

Output – Results Comments


The Appropriation Request should be released..

Solution/ Release: MySAPERP2004 (ECC6.0) Page 73 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Appropriation Request Individual Processing” transaction by:


Via Menus Accounting  Investment Management  Appropriation Requests  Edit Appropriation
Requests  Individual Processing.
Via Transaction Code IMA11/ IMA12

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 74 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 75 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Project Definition CJ02/CJ20N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by 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 Logistics  Project System  Project  Spl. Maintenance Function  Work Break Down
Structure (WBS)  Change
Logistics  Project System  Project  Project Builder
Via Transaction Code CJ02 /CJ20 N

Input - Required Fields* Field Value / Comments

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

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

Output - Results Comments

Upto Level 3 WBS elements will be created.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 76 of 183


SAP ECC 6.0 End user document (PS Module)

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

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


Project Definition Select “Project Definition” from the
Screen
Responsible Person The person (Project R Select the Name of the Project
Manager ) who is Manager who is responsible for that
Responsible for that Project from the given list.
Project.
Applicant No. The User Department who O Select the Name of the Requested
requested to do the Project. User Department from the given
list.
Start Date Start date of the Project R Type the start date or Select the Start This dates
date of Project from the Calender. will be
defaulted
from
Appropriation
Request
End Date End Date of the Project R Type the End date or Select the End This dates
date of Project from the Calender. will be
defaulted
from
Appropriation
Request
Company Code Company Code R Select the company code from the
list
Business Area Business Area R Select the Business Area from the
List
Plant Name of the Plant where the R Select the Name of the Plant where
Project is going to take place the Project is going to take place.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 77 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 78 of 183


SAP ECC 6.0 End user document (PS Module)

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


Level WBS Level Number R Enter “2”
WBS Element WBS Element R Enter “@-01”
Description WBS Description R Enter the WBS Description “CIVIL” As required
by the Project
Engineers.
The Project
Structuring
needs to be
created.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 79 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Cost Planning CJ40
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Logistics  Project System  Financials  Planning  Cost in WBS 


Overall Values  Change.
Via Transaction Code CJ40

Input - Required Fields* Field Value / Comments

Project Definition 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 Comments


Manual Cost Planning for the Project
Definition will be done.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 80 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Change Cost Planning” transaction by:

Via Menus Logistics  Project System  Financials  Planning  Cost in WBS 


Overall Values  Change.
Via Transaction Code CJ40

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

Give the Project Definition and Click on Cost Planning


Enter the Manual Cost planning for Overall and Annual.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 81 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 82 of 183


SAP ECC 6.0 End user document (PS Module)

Click on Edit  Total Up.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 83 of 183


SAP ECC 6.0 End user document (PS Module)

Tick on “Annual” and “Total Value”.

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


Project Definition Select “Project Definition” from the Overall & Year
Screen wise budget
needs to be
updated.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” =
Conditional)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 84 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Original Budget CJ30
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Logistics  Project System  Financials  Budgeting  Original Budget


 Change.
Via Transaction Code CJ30

Input - Required Fields* Field Value / Comments

Project Definition 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 Comments


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 85 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Change Original Budget” transaction by:

Via Menus Logistics  Project System  Financials  Budgeting  Original Budget


 Change.
Via Transaction Code CJ30

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


Project Definition Select “Project Definition” from the Overall &
Screen Yearwise
budget needs
to be updated.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” =
Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 86 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 87 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 88 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 89 of 183


SAP ECC 6.0 End user document (PS Module)

Save the Document “System Generate the Budget document Posted.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 90 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Network CN21
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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 Logistics  Project System  Special Maintenance Function  Network


 Create.
Via Transaction Code 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 Comments


Network will be created.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 91 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

Access “Create Network” transaction by:

Via Menus Logistics  Project System  Special Maintenance Function  Network


 Create.
Via Transaction Code CN21

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


Network Profile Network Profile R Select the Network Profile “ZP00003 The user has to
– Network Profile W/a Assign select only this
(SCDL) network Profile
Network Type Network Type R Select ZP02 – Network with activity The user has to
assignment(SCDL) from the list select only this
network type
Plant Plant R Select the Plant Where the Project
is going to be implemented.
MRP Controller MRP Controller R Select “006” PROJECT – MRP The user has to
select “006” only.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 92 of 183


SAP ECC 6.0 End user document (PS Module)

After Giving Project Definition Click on “SAVE” Button.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 93 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 94 of 183


SAP ECC 6.0 End user document (PS Module)

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


Network Description of Network R Type the name of the Network, with
reference to the Project definition
which will help you in future for
reference and easy search.
Scheduling Please ensure that the Scheduling For all our Projects end
Scheduling Type R Type must be in Backward type. date is fixed. Because
of this we are using
the Backward
scheduling type.
Assignment Type the Required Project Definition System will prompt
Project Def. Project Definition R for which this Network is to be you whether It has to
linked.. copy the WBS element
Dates which you have
Give “YES” mentioned in the
Project Definition.
System will prompt
you that the Dates
copied from the Project
Definition.

(Note: On above table

Solution/ Release: MySAPERP2004 (ECC6.0) Page 95 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

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

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


Network No. Network Number. R 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)
Description Description of the R Type the Description of the
Activities Activities required for the Projects
one by one. (row by row ).
Normal Duration Normal Required R Type the Required Duration for all
Duration for the Activity the activities (time taken to
complete the Activity. In days)
WBS Element WBS element R Assign the Corresponding WBS elementSystem will generate
Corresponding to the To the Activities to Capture the Costs the Settlement Rule for
Activities that Activities.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 96 of 183


SAP ECC 6.0 End user document (PS Module)

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

Select the Activities for which the Milestones are Attached.


Select the Milestone Overview Button from the Screen or Activity option  Milestone Overview
option from the Main menu.

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


Usage The Person who is R Type the Person responsible or
responsible for select the responsible person from
confirming this the given Usage list.
Milestone
Description Description of the R Type the Description of the System will automatically
Milestone Milestone to be confirmed set the Scheduled date as
today’s date.
Group R Type “CHEM”, “INST”, “PURC”,
“ELEC”, “CIVL” or “MECH” this fields
decides which person will confirm
this Milestone.
Fixed Date R If the Milestone has to be confirmed
in particular fixed date then type
that particular fixed date in this
field.
Fin. Off. Finish to Offset R Tick this field if you want to set the 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.
Offset Number of day of Offset R If you want to set the milestone to
of The required number of days.
Milestone. e.g. 2 day
Offset Unit Unit of Offset of R Type the unit of offset field.
Milestone
Date
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 97 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 98 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 99 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 100 of 183


SAP ECC 6.0 End user document (PS Module)

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


Internal Description of Work R Type the Work center name with
Processing Center Work word Work e.g. Managers’ Work.
Description
Work No. of hours to Work R Type the Number of hours of the
Work center to work.
Work Center Name of the Work R Type the Work center related to
center Project or select the Work Center
from the given list. (drill down
search option ) and
Press Enter.
Activity Type System will automatically
picks up the Activity type
from the setting.
(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 Description R/O/C User Action and Values Comments


External Indicator for External R Tick this field if you want to do
Processing Service requirement some external service activities e.g.
Service Civil Construction, Mechanical
Erection etc.,
Description Description of the R Type the description of the Service
Service which are to be done.
Purchase org. Name of the Purchase R Type the name of the Purchase
Organization Organization. e.g. for engineering
purchase EB01.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 101 of 183


SAP ECC 6.0 End user document (PS Module)

e.g. Contractors Costs.


Outline-agreement Contract Number. O Select and Assign the required
Outline agreement number from the
given list.
Agreement item Item number O System will automatically
set this field from the
outline-agreement.
Material Group RIn case any material group is there
then select from the given list. (drill
down search)
Planned Delivery Time taken to complete R Type the required time taken to
time the Activity. complete the external processing
activities.
Purchase Group Name of the Purchase R Enter the Name of the Purchase
Group Group or select from the given list
(drill down search method).
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 102 of 183


SAP ECC 6.0 End user document (PS Module)

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

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


Service Number Service Number R Select the required service to be System will automatically
made by the Vendor by drill down picks up the short text
search from the Service master. from the service master.
Quantity No. of Quantity R Enter the number of quantity to be
done by the external service
contractor.
e.g. Cable laying 1.5 sq mm - 5
mtrs
Cost Element Cost Element for which R Enter the required cost element for
the cost has to be which the cost for this service has
booked to be booked.
Contract Number Contract Number with R If there is any contract existing
the external Vendor. then u have to specify that contract
number.
Item Contract Number Item R Enter the Item Number of the System will automatically
Contract. sets the short text from
the contract.
Overall Limit Overall Costs limit for R Enter the Overall limit for the
this contract contract which includes unplanned
service costs also.
Expected Value Expected Value for the R Enter the expected cost limit for
services. this contact at which all the planned
service costs can be posted.
No Limit Indicator for the R If this indicator is set then the value
Contract without Cost for the contract is unlimited.
Limit
Other Limit R If this activity has unplanned
services that unplanned costs limit

Solution/ Release: MySAPERP2004 (ECC6.0) Page 103 of 183


SAP ECC 6.0 End user document (PS Module)

has to be entered in this field.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 104 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Project Definition CJ20/CJ20N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Logistics  Project System  Project  Spl. Maintenance Function 


Work Break Down Structure (WBS)  Change
Logistics  Project System  Project  Project Builder
Via Transaction Code CJ02 /CJ20 N

Input - Required Fields* Field Value / Comments

Project Definition 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 Comments


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 105 of 183


SAP ECC 6.0 End user document (PS Module)

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
Via Transaction Code CJ02 /CJ20 N

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


Project Definition Select “Project Definition” from the
Screen to Release.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 106 of 183


SAP ECC 6.0 End user document (PS Module)

Select EDIT  STATUS  RELEASE from the Main Menu.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 107 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 108 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Purchase Requisition ME51/ME51N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by Approved by
V.Ananthapadmanaban
10.03.2008

2.1 Trigger

1. 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.

Input - Required Fields Field Value / Comments


Document Type Type of requisition (NB)

Delivery date date item is required

Plant Plant requiring material

Purchasing Group Buyer or group that will purchase material

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

Output - Results Comments


Approved requisitions Authorization to Purchasing department to proceed with purchase

Solution/ Release: MySAPERP2004 (ECC6.0) Page 109 of 183


SAP ECC 6.0 End user document (PS Module)

Tips and Tricks

• When you enter the item category, account assignment, delivery date, plant, storage location, Purchasing
group, material group on the initial overview screen, this information defaults to each item number on the item
screen eliminating duplication of typing effort. In the item screen any of these fields can be changed using a
requisition tracking number or entering a requisitioner allows grouping for easy monitoring. If you specify an
account assignment, do not reference a storage location, because the item is being charged off and will not go
into inventory.

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

Procedure Steps
31 1.1. Access transaction by:

Via Menus LogisticsMaterials Management PurchasingPurchase Requisition


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

Transaction Code : ME51

Solution/ Release: MySAPERP2004 (ECC6.0) Page 110 of 183


SAP ECC 6.0 End user document (PS Module)

Transcation Code : ME51 N

Press Enter

Solution/ Release: MySAPERP2004 (ECC6.0) Page 111 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 112 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 113 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 114 of 183


SAP ECC 6.0 End user document (PS Module)

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


Document Defines whether a requisition or R Enter type (NB) for regular
Type agreement is to be created purchase requisition

Purchase Number that uniquely identifies O Leave blank. Number assigned


requisition a requisition by system.

Source Flag that determines whether O


determinatio automatic sourcing of materials
n from a vendor is to be used

Item Category Denotes specific features of an O


item (example - material is
consignment)
Account key specifying whether R Choose either Project,(Q), Projects, orders
assignment accounting for an item is to be Order (O), or Cost Center (K) and cost centers
effected via an auxiliary to charge costs if account will have
Account assignment is used assigned
numbers
Delivery date Date on which the goods are to R Enter date material is required Date format may
be delivered. If delivery date is vary by
sooner than the system configuration
calculated lead time, a warning
will be issued
Plant Plant requiring material R Enter plant where material is to
be shipped
Storage Key for determining storage O
location location for a specific plant

Purchasing The Buyer responsible for R Identify the buyer who will purchase
Group purchasing the specific material
requisition/item
Material group Grouping of several materials R Enter material group code
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” = Required, “O” = Optional, “C” = Conditional)

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


Item Number that uniquely identifies R Defaults
an item within a purchase
requisition
I Denotes specific features of an O
item (example - material is
consignment)
A key specifying whether O Choose either Project,(P), Order Projects, orders
accounting for an item is to be (F), or Cost Center (K) to and cost
effected via an auxiliary charge costs centers will
Account have assigned
numbers
Material Name or number that uniquely R Enter name
identifies a material
Short Text Description of Material O Required for materials with no
material master

Solution/ Release: MySAPERP2004 (ECC6.0) Page 115 of 183


SAP ECC 6.0 End user document (PS Module)

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

UN Unit of measure in which the R Defaults from material master


requested material is to be
ordered
Delivery date Date on which the goods are to R Enter date material is required date format may
be delivered. If delivery date is vary by
sooner than the system configuration
calculated lead time, a warning
will be issued
PGr Purchasing Group R Defaults from material master

Matl Group Material Group O Enter material group

Plant Plant requiring material R Enter plant where material is to


be shipped to
Storage Key for determining storage O Do not enter a
location location for a specific plant location.

SPlt Supplying Plant O

Repeat above for each item in Purchase Requisition.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 116 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Purchase Order ME21N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Purchase 001 NIL
Prepared by 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 Comments


Printed purchase order Can be manually sent, faxed or EDI

Solution/ Release: MySAPERP2004 (ECC6.0) Page 117 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps
31 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 Description R/O/C User Action and Values Comments


Vendor Vendor number R Vendor number known or via
match code selection
Order type Order type code R Standard PO,Service PO,Import
PO,DEEC PO,Sub contract PO etc
the same can be selected based
on the requirement.
Date Purchase order date NA Date PO created defaults to
today’s date
Purchase Order Purchase Order Number NA Number is internally Assigned Leave blank if
automatically internally
assigned;
Purchasing Purchasing Organization code R EB01,CB01.EF01 etc ,the same
Organization can be selected as per
requirement
Purchasing Purchasing Group Code R ABM,BNP,BNU etc the same can
Group be selected as per the
requirement .
Item category Type of purchase R Standard ,Service ,stock
transfer, Sub contract etc

Acct. assignment Account where cost are R Cost center or maintenance


category allocated order for which the material is

Solution/ Release: MySAPERP2004 (ECC6.0) Page 118 of 183


SAP ECC 6.0 End user document (PS Module)

being ordered.
Delivery Date Delivery date category R Indicates whether the delivery
category date is to be entered and
displayed as a calendar day,
week, or month.
Delivery date Date expected for delivery of R Can default from material
material master or be entered manually
Plant Plant to which delivery is to be R Select plant number
made
Storage Location Where stock is stored O Select storage location assigned
to above plant
Material Group Material group code O Will default from material
master
Req. tracking Number that facilitates O Can be used in List display to list Potential entry
number monitoring of the procurement all PO’s created by a certain is employee
of required materials buyer number
Acknowledgment Determines whether the O Turn on button if
required purchasing document (PO) is acknowledgment is required .
to be acknowledged by vendor
32 Press enter.

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

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


Item Item number of purchase order R Defaults
item
Material Material number R Material master known or via
match code selection or via PR
Quantity Required units or quantity R Enter qty. required
Net Price Vendors Price R Vendors current price should be Note: if
entered here material is on
agreement use
agreement price
not current
price
Date Date material is required R Will default Initial screen if

Solution/ Release: MySAPERP2004 (ECC6.0) Page 119 of 183


SAP ECC 6.0 End user document (PS Module)

entered or entered item wise


manually or can be changed
using fast change key if uniform
for all items
Plant Plant code R Enter plant to which stock
material is to be delivered

33 1.4. On screen “Create Purchase Order: Item Details”, enter information as specified in the fields in the table
below:

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


Info record Used to specify how vendor’s O
update info record will be updated in
the system
Reminder 1, 2, Reminder (in days) O
3
Confirmation Determines which confirmation O
control key categories are expected
Underdelivery Tolerance allowed for under O
tolerance delivery (in %)
Overdelivery Tolerance allowed for over delivery O
tolerance (in %)
Unlimited Indicates any quantity is O
allowed to be received against
PO
Tax code Determines taxability of R
material
Shipping Used to indicate how goods are O
instructions to be shipped
IR Indicator specifying that PO is R
expecting invoice receipt
GR-based IV Indicator specifying that invoice R
receipt can be posted for each
individual goods receipt (rather
than for each PO line item).

34 1.5. On screen “Create Purchase Order: Header Details”, enter information as specified in the fields in the table
below:

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


Terms of Vendor terms R Will default from Vendor Master
delivery and or manually entered
payment
Incoterms 1&2 Transfer of ownership point R Will default from Vendor Master
or manually entered
Currency Currency vendor deals in R Will default from Vendor Master
Exchange rate Exchange rate of currency if applicable
R Will default from Vendor Master Leave blank if intern
or manually entered ally assigned; fill in if
external assignment
References References documents O Quotation number, date etc
Text Overview Additional information O Shipping instructions , unloading
point etc
Salesperson Contact person at vendor site O Will default from Vendor Master
or manually entered
Telephone Telephone number of contact O Will default from Vendor Master
person or manually entered
Invoicing Party Vendor master number used to O Will default from the Vendor

Solution/ Release: MySAPERP2004 (ECC6.0) Page 120 of 183


SAP ECC 6.0 End user document (PS Module)

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) Page 121 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Vendor Advance F-47
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Purchase 001 NIL
Prepared by 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.

Input - Required Fields Field Value / Comments


Document Date Enter the Document Date
Company Code Select the company code

Currency Select the currency

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

Vendor Account No. Select the vendor account No.

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

Output - Results Comments


Vendor advance request is created.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 122 of 183


SAP ECC 6.0 End user document (PS Module)

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

Via Menus Accounting  Financial Accounting Vendor Down Payment 


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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 123 of 183


SAP ECC 6.0 End user document (PS Module)

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


Document date Document Date R 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.
Amount Amount to be posted R Enter the amount required as
advance.
Tax Code Select the Tax code R Select/type the tax code
Due Date Due Date for the advance R Enter the due date
Purch. Doc. Purchasing document Number R Enter the Purchase order number

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

Press the <Post> icon.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 124 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Post Vendor down Payment F-48/F-58
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by 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 Field Value / Comments


Document Date Enter the Document Date
Posting Date Enter the Posting 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”

Bank Account No. Select the outgoing bank account number.

Output - Results Comments


Vendor down payment is posted.

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

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


Payment  Down Payment
Via Transaction Code F-48
1.5. On screen “Post Down Payment Request: Header Screen”, enter information as specified in the fields in the
table below:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 125 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 126 of 183


SAP ECC 6.0 End user document (PS Module)

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


Document date Document Date R 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.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 127 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Goods Receipts Purchase Order MIGO_GR
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by 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 Field Values/Comments


Document Date (MM/DD/YY) Date that the document is entered

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

Movement Type Movement type to be used (101,103,105)


Purchase Order Number The purchase order associated with the movement

Output - Results Comments


The output is a material document, The output is the Goods Receipt Note with reference to a Purchase order.
which can contain accounting, profit All inventory and accounting entries are created upon posting of this
center, and other financial postings. 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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 128 of 183


SAP ECC 6.0 End user document (PS Module)

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:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 129 of 183


SAP ECC 6.0 End user document (PS Module)

Field Name Description R User Action and Values Comments


/
O
/
C
Document Default is current system date R Date of the actual vendor delivery
Date (physical delivery).
Posting Default is current system date R No user input
Date
Delivery Number of the document R Enter vendor’s Delivery Challan
note issued by the vendor number, packing list number or
Invoice number as available.
Bill of Number of the bill of lading O Enter bill of lading number if available
lading issued by the sender. incase of import and AR3A number if
domestic supply.
Doc. Document header text. O This is the document header text
Header text Contains explanations or notes wherein remarks can be recorded. For
which apply to the document as eg if required the transporter details
a whole. can be recorded.
Movement Goods movement type. R Enter the number for the movement Movement type
type type or choose a movement type is 101 for
from the menu. goods receipt
to storage
location.
Purchase Purchase order number R Enter the purchase order number. You
order can use match codes to find it if
necessary.
Plant Plant number. R Enter or select Plant from the pull
down menu for which the said goods
received are indented.
Storage Storage location R Enter or select a storage location
location where the material received is to be
stored.
Reason for Key that allows you to call up a O Not applicable while entering a goods
Movement standard text stipulating the receipt
reason for the movement
Suggest Indicates that items with a O
Zero Lines quantity of zero are suggested

Solution/ Release: MySAPERP2004 (ECC6.0) Page 130 of 183


SAP ECC 6.0 End user document (PS Module)

on the selection screen for


goods movements with
reference to purchase orders or
orders.
Print Key that specifies if GR slip R If checked, press one of the three
should be printed. radio buttons.

(Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)
32 Press the ENTER button.
33 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 Description R User Action and Values Comments


/O/
C
Item Item indicator button R To receive quantity for the line item,
indicator this indicator must be selected.
Quantity Quantity received R Enter quantity received if different
from the PO.
Eun Unit of measure in which goods O The system defaults the unit of May be
receipt is entered. measure of the material as changed to alt.
maintained in the material master. UOM, if
specified on
Material master
record.
Sloc Storage location R Enter storage location if different
from PO where the material is
intended to be stored.

34 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.
35 *** 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.
36 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:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 131 of 183


SAP ECC 6.0 End user document (PS Module)

Field Name Description R User Action and Values Comments


/
O
/
C
Unit of Quantity received R Enter quantity received if different
entry from the PO.
Batch Batch number to which the R Materials handled in batches will be Must be
material is assigned. defined in the material master and entered if
the system will internally generate ‘batch required’
the batch number for every line item field is set on
in the goods receipt while creation. material
master.
Vendor The vendor batch number as R To record the vendor batch number
Batch specified in the vendor as specified in the vendor document
document. and duly verified on the containers so
received.
Prod Dt Production/Expiry date R Enter the goods received date
thereby is treated as the production
date for system to calculate the
retest date and expiry date as
specified in the material master.
No of Number of containers received R To record the number of containers
containers received. To maintain/manage
quantity per container, to record
individual line item wise for quantity
per container. For eg if 500 kgs
received in pack size of 50 kgs per
container to record 10 containers in
this field. Quantity received divided
by the number of containers will be
the quantity per container recorded
by the system.
Eun Unit of measure in which goods O May be
receipt is entered. changed to alt.
UOM, if
specified on
Material master
record.
No of GR The number of GR slips to be R To record the number of quarantine
slip printed labels required based upon the
number of containers received.
Unloading Unloading point for delivery O To note where the material received
point has been unloaded.
Text Additional text O Remarks
37 Save the transaction. (Select yellow file folder, or F11).

Result: Document posted.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 132 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Logistics Invoice Verification MIRO
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Finance 001 NIL
Prepared by Reviewed by 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 Field Value / Comments


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

Output - Results Comments


Posted or Parked Invoice Document

Procedural Steps
31 1.1. Access transaction by:

Via Menus Logistics  Materials Management  Invoice Verification  Invoice


Verification  Document Entry  Enter Invoice
Via Transaction Code MIRO

Solution/ Release: MySAPERP2004 (ECC6.0) Page 133 of 183


SAP ECC 6.0 End user document (PS Module)

Steps for BASIC COST


32 1.2. On screen “Enter Invoice: Initial Screen”, enter information in the fields for “Basic Data” as specified in the
table below:

Field Name Description R/O/C User Action Input values Comments


Document Date R Vendor invoice
date
Document Type R Defaults to “RE” RE
Posting Date R Defaults to System Date Actual date of
posting in SAP
Document O No entry - Internal
number
Reference O Vendor Invoice
reference
Amount R Vendor Invoice
amount (including
Tax and Duties)
Calculate Tax R Tick
Business Place R 1000
Purchase Order PO to be R Purchase Order
reference reference
in Invoice
Delivery note O Delivery note
reference
Select – PO or Delivery item

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 134 of 183


SAP ECC 6.0 End user document (PS Module)

Field Name Description R/O/C User Action Input values Comments


Payment Terms R Default from Vendor Default Change if
master required
Baseline date R Default from Vendor Default Change if
master required
House Bank R Default from Vendor master Default Change if required
Payment method O Default from Vendor Default Change if
master required

Solution/ Release: MySAPERP2004 (ECC6.0) Page 135 of 183


SAP ECC 6.0 End user document (PS Module)

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

Check for the green traffic light and Balance = 0.

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

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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 136 of 183


SAP ECC 6.0 End user document (PS Module)

Steps for DELIVERY COST

All entries are same except for the following:

• Select PLANNED DELIVERY COSTS.

• Enter Tax code.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 137 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 138 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 139 of 183


SAP ECC 6.0 End user document (PS Module)

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)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 140 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 141 of 183


SAP ECC 6.0 End user document (PS Module)

The system display the


accounting entries with
ZERO balance.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 142 of 183


SAP ECC 6.0 End user document (PS Module)

Note the document number


with message (BLOCKED
FOR PAYMENT).

NOTE :

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 143 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps
33
1.1. Access transaction by:

Via Menus Logistics  Materials Management Logistics Invoice Verification 


Further Processing  Release Blocked Invoices
Via Transaction Code MRBR

Select RELEASE
AUTOMATICALLY for price
variance acceptance by order
amendment

EXECUTE

Solution/ Release: MySAPERP2004 (ECC6.0) Page 144 of 183


SAP ECC 6.0 End user document (PS Module)

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

.
SAVE

Delete Blocking reason Press Release (Green Flag)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 145 of 183


SAP ECC 6.0 End user document (PS Module)

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 146 of 183


SAP ECC 6.0 End user document (PS Module)

• 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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 147 of 183


SAP ECC 6.0 End user document (PS Module)

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

Via Menus Logistics  Materials Management Logistics Invoice Verification 


Further Processing  Output Messages
Via Transaction Code MR90
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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 148 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 149 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 150 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Reservation MB21
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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 Field Value/Comments


Base Date Date that you want to reserve the material

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

Material Material to be reserved.

Quantity Amount to be reserved.

Storage Location Storage location of the material.

Output - Results Comments


Creation of a reservation The system will generate a unique reservation number.

Tips and Tricks

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 151 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps
31 1.1. Access transaction by:
Via Menus Logistics → Materials Management → Inventory Management 
Reservations → Create
Via Transaction Code MB21
1.2. On screen “Create Reservation: Initial Screen”, enter the below information:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 152 of 183


SAP ECC 6.0 End user document (PS Module)

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


Base Date Date for which the goods movement R Current date is defaulted. The date on
is planned which the material is required to be
entered.
Check against Check the box to specify the system O It is recommended to check the box
calendar to verify whether the date is relevant
on the factory calendar.
Movement Goods movement R Use drop-down menu to make the
Type choice of the applicable movement
type.
Plant Plant number R Use the drop-down menu to make the
choice of the appropriate plant
Ref. Reservation number from which O
Reservation 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 Description R/O/C User Action and Values Comments


WBS Element WBS Element R Select the WBS Element where the
Stock is available.
Material Material number R Enter the material identifier. Pull down table
access.
Quantity Material quantity R Enter the quantity of the material to be The quantity is
moved. automatically
converted to stock-
keeping units.
UnE The unit of measure in which the O Enter the unit of measure if different Pull down table
goods movement is entered. than the default. access. The system
will use the default
unit of
measure (entry) if
this field is left
blank.
Plant Plant number C Defaults from the initial screen
Sloc The storage location where the R Enter the storage location - if not Pull down table
material is currently stored. entered on initial screen. access.
Batch The batch number to which the O Enter the batch number.
material is assigned.
M Indicator: Goods movement for O The default setting is to have this
reservation allowed - indicator checked.
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.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 153 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Goods Issue MIGO_GI/MB1A
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 154 of 183


SAP ECC 6.0 End user document (PS Module)

Procedure Steps
31 1.1. Access transaction by:

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

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


Document Default is current system date R
Date
Posting Date Default is current system date R
Material slip Identifier of an external O Enter external document number
document if available
Doc. Header Document header text. Contains O Enter any necessary notes for this
text explanations or notes that apply transfer document.
to the document as a whole.
GR/GI slip Goods Receipt/Issue slip number O Enter a number manually. If
no uniquely identifies a goods number assignment for GR/IR
receipt/issue slip. slips is active, if leave blank
system will assign number
Movement Goods movement type. R Enter the number for the Movement type
type movement type or choose a is 551 for
movement type from the menu. issuing goods to
Movement type > Issue > To scrap.
scrap > From unrestricted.
Plant Plant number. R Enter or select Plant from the
pull-down menu.
Reason for Reason for movement O Drop down table available.
mvt.
Storage Storage location O Enter or select a storage location
location from which the material is pulled
Special stock Special stock identifier O Enter a special stock identifier.
Suggest zero Indicates that items with qty O
lines zero are suggested on the
selection screen for goods
movements with ref. to
reservations

Solution/ Release: MySAPERP2004 (ECC6.0) Page 155 of 183


SAP ECC 6.0 End user document (PS Module)

GR/GI slip Print indicator O Indicate if a goods receipt/issue


print slip is to be printed.
GR/GI slip Indicators to select which R You can print out three different One of the three
indicators: version of the GR/GI slips to versions of a GR/GI slip must be
print. • Individual slip (version 1) In selected.
Individual this case, one GR/GI slip is System defaults
slip printed out per item. to Indiv.slip
• Individual slip with inspection w.inspect.text.
Indiv.slip text (version 2). In this
w.inspect.te case, too, one GR/GI slip is
xt printed out per item. In
addition, a quality inspection
Collective text is printed if one exists in
slip the material master record.
• Collective slip (version 3).
In this case, a collective slip
including all the items of a
document is printed.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 156 of 183


SAP ECC 6.0 End user document (PS Module)

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


G/L account The account number in a chart O Enter account number or default Pull down table
of accounts. This is the account from configuration. access.
to which the goods issue is
assigned.
Business An organizational entity for O Enter business area. Pull down table
area which balance sheets as well as access.
P&L statements can be created.
Cost center A uniquely defined cost center R Enter cost center Pull down table
where the cost of scrap occurs. access.
Material Material Number of material that R Enter the material identifier. Pull down table
is to be scrapped. access.
Quantity Material quantity R Enter the quantity of the material
to be issued/scrapped.
Unit of Entry The unit of measure in which the O
goods movement is entered.
Stor. Loc. Storage location. 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)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 157 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Service Entry ML81N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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 Field Value / Comments


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

Comments
Output - Results
Service Entry

Solution/ Release: MySAPERP2004 (ECC6.0) Page 158 of 183


SAP ECC 6.0 End user document (PS Module)

Procedure Steps
31 1.1. Access transaction by:

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

Purchase Order Enter Purchase Order R Enter Purchase Order Number


Number Number for
Services
Purchase Order PO line item of service O Enter PO item number
Item
Entry Sheet Number of entry sheet in O Enter entry sheet number
Number system
Selection Section Heading
Criteria:
Person resp : Name of person O Enter name
(ordering responsible for ordering
party) service
Person resp : Name of person O Enter name
(contractor) responsible at contractors
office
Reference Date Date when the price was O Enter date
put on the service entry
sheet
Only open O
sheets
Location Location at which service O Enter location
service was performed.
performed
Short Text O
Adoption of Adopt planned service from O Check box if you wish all planned
Planned Services PO into service entry sheet services to be adopted into service

Solution/ Release: MySAPERP2004 (ECC6.0) Page 159 of 183


SAP ECC 6.0 End user document (PS Module)

entry sheet from PO


Percentage for % of planned services O Set percentage of planned services
quantities adopted from PO to be adopted
Model Service Number of a set of model O Choose one
Specifications service specifications
Sequential Overview R Choose one
Control Details
Add
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 Description R/O/C User Action and Values Comments


Service No. Key which uniquely defines R Enter Service number
service
(service master number)
Short Text Description of Service O Field populates when service no.
entered
Quantity Qty of service performed R Enter qty of service performed

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


Measure entered

Price Price of service performed R Enter price of service performed

1.4.1 The system determines whether the entry of the relevant service is allowed in each
case. It checks whether the service that has been performed:
• Relates to PO Item
• Relates to a contract
Is covered by a limit in a contract

Solution/ Release: MySAPERP2004 (ECC6.0) Page 160 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 161 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Confirmations CN25/CN27
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Logistics  Project System  Progress  Confirmation  Individual Confirmation 


Enter
Via Transaction Code CN25

Input – Required Fields* Field Value / Comments


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

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

Output – Results Comments

Confirmed activity/activity Element of the


Project.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 162 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 163 of 183


SAP ECC 6.0 End user document (PS Module)

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

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


Comp. Completion C If the Activity is confirmed tick this
indicator to set the activity as confirmed.
Final. Comp. Final Completion C If the Activity is fully confirmed then tick If there is no pending
this indicator to set the activity as finally work on this activity.
confirmed.
Work Center Name of the Work Center R If the Activity element is allocated to If you have selected the
particular work center then type that Activity element for
Work center or select from the given list confirmation then the
by drill down search. system will automatically
picks up the Work center
field.
Work R Type the Hours worked for that activity.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 164 of 183


SAP ECC 6.0 End user document (PS Module)

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


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

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 165 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Payment with Printout F-58
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by Reviewed by 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 Field Value / Comments


Company Code 1000
Payment Method Select / Choose Payment Method (Example : C - Check Payment, D –
DD Payment, E-L/C Payment, F- Employee Payment, L – Bank Transfer
etc.,
House Bank All bank data is determined using this key. (The amount is debited from
this Bank account)

Check Lot Number The check lot number represents a batch of consecutively pre-
numbered
Checks.
Alternative Form Need not to be filled – leave blank
Filler Need not to be filled – leave blank
Printer for forms Specify the printer on which the payment forms are to be printed.
Pmt Advice Printer Specify the printer on which you want the payment advice notes to be
Printed while making the CHECK
Document Date Bank Cheque Date
Document type Document Type for the Location (BA/ BB/ BF/BH/BR)
Posting Date Bank Cheque Date
Currency INR
Amount Amount to be paid
Business Area The Business Area pertaining to the Bank Location
Value Date The field should be made as value date
Text Remarks of the document
Customer The respective Customer has to be selected
Vendor The respective Vendor has to be selected
Payment on account If the payment is against line item or Payment request, this field need
not to Clicked / Marked
Pmt on account If Payment on account field not selected, then this Remarks need not to
be filled
Standard Ois Payment against select the line time from vendor / customer account
Special G/L Ind. Refer Note in Page No 1

Solution/ Release: MySAPERP2004 (ECC6.0) Page 166 of 183


SAP ECC 6.0 End user document (PS Module)

Solution/ Release: MySAPERP2004 (ECC6.0) Page 167 of 183


SAP ECC 6.0 End user document (PS Module)

Field Name Description R/ User Action and Values Comments


O/
C
Company Code Company code ID R 1000
Payment Method Payment method used to settle R Select / Choose Payment Method
open items, selection of Mode of ( Example : C - Check Payment, D –
payment DD Payment, E-L/C Payment, F-
Employee Payment, L – Bank Transfer
etc.,
House Bank Bank name R All bank data is determined using this
key. ( The amount is debited from this
Bank account )
Check Lot Number If you are using the check O The check lot number represents a
management function, enter a batch of consecutively pre-numbered
check lot number. Checks.
Printer for forms Specify the printer on which the R Specify the printer on which the
payment forms are to be printed. payment forms are to be printed.
Pmt Advice Printer Specify the printer on which you R Specify the printer on which you want
want the payment advice notes the payment advice notes to be Printed
to be Printed while making the while making the CHECK
CHECK
Document Date Bank Cheque Date R Bank Cheque Date
Document type Document Type for the Location R Document Type for the Location (BA/ BB/
BF/BH/BR)
Posting Date Date which is used when R Bank Cheque Date
entering the document in
Financial Accounting or
Controlling.
Currency Document Currency INR
Amount Document Amount R Amount to be paid
Business Area The Business Area pertaining to R The Business Area pertaining to the
the Bank Location Bank Location
Value Date Value date field O The field should be made as value date
Text The document header text O Remarks of the document
contains explanations or notes
which apply to document
Customer Customer account number R The respective Customer has to be
selected
Vendor Vendor account number R The respective Vendor has to be
selected
Payment on Adhoc payment O If the payment is against line item or
account Payment request, this field need not to
Clicked / Marked
Pmt on account Remarks for the document O If Payment on account field not
selected, then this Remarks need not
to be filled
Standard Ois Indicator that only the standard R Payment against select the line time
open items are to be taken into from vendor / customer account
consideration during clearing.
Standard open items are all line
items which do not represent
a special
G/L transaction.
Special G/L Ind. List of special G/L indicators R/ Refer Note in Page No 1
which are to be included in the o
clearing
procedure.

Click the “ Process Open Items ” button.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 168 of 183


SAP ECC 6.0 End user document (PS Module)

Document >> Simulate

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

Post the payment by selecting the Save icon.

NOTE:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 169 of 183


SAP ECC 6.0 End user document (PS Module)

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

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

CLICK Print Icon

Solution/ Release: MySAPERP2004 (ECC6.0) Page 170 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Project Settlement CJ88/CJ8G
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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.

Business Process Description Overview


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

Via Menus Logistics  Project System  Financials  Period-End Closing  Single


Functions  Settlement  Individual Processing
Via Transaction Code CJ88

Input – Required Fields* Field Value / Comments


Controlling Area 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 Comments


Settlement of Asset from WBS Elements
for the Project.

Solution/ Release: MySAPERP2004 (ECC6.0) Page 171 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

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

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


Project Definition Key identifying the R Type the number of the Project
or WBS element or Project Definition or select from the drill
Network Network Number down search Method.
Settlement Period Settlement Month. R Type the Settlement of asset
month after completion of
Project..
Fiscal year Financial Year R Type the Financial year.
With Hierarchy Indicator R Tick this Indicator.
With Orders Indicator R Tick this Indicator.
Test Run Indicator R&C Tick this Indicator. For Final If we want to test run this
settlement this indicator not transaction with the
required. required details of
settlement then this
indicator has to be set.
Detail List Indicator R Tick this Indicator. This indicator will help to
list all the details about the
WBS element / Asset.
Check Trans.Data Indicator R Tick this Indicator. This indicator is used to
check the transferred data.
Press Execute Button from the
Screen.

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 172 of 183


SAP ECC 6.0 End user document (PS Module)

Network Activities have Settlement Rule; Manpower WBS Level 2 shall have settlement Rule from Level
3 Manpower .

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 173 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Create Completed Asset CJ02/CJ20N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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.

Business Process Description Overview


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

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

Input – Required Fields* Field Value / Comments


Project Definition 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 Comments


Asset will be created

Solution/ Release: MySAPERP2004 (ECC6.0) Page 174 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:

Solution/ Release: MySAPERP2004 (ECC6.0) Page 175 of 183


SAP ECC 6.0 End user document (PS Module)

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


Project Definition or Key identifying the R Type the number of the Project
WBS element or Project Definition or select from the drill
Network Network Number down search Method.
Asset Class Asset Class R Select the Asset class for which the
WBS elements need to be Settled.

Enter the Additional Data .

Solution/ Release: MySAPERP2004 (ECC6.0) Page 176 of 183


SAP ECC 6.0 End user document (PS Module)

Partial Capitalization :-

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

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


Project Definition or Key identifying the R Type the number of the Project
WBS element or Project Definition or select from the drill
Network Network Number down search Method.
Settlement Period Settlement Month. R Type the Settlement of asset month
after completion of Project..
Posting Period Asset Posting Period R Type the Asset Posting Period
Asset Value Date Date at which the Asset R Select the Date at which the asset
value has to be done. value has to be Commissioned.
Fiscal year Financial Year R Type the Financial year.
With Hierarchy Indicator R Tick this Indicator.
With Orders Indicator R Tick this Indicator.
Test Run Indicator R&C Tick this Indicator. For Final If we want to test run
settlement this indicator not this transaction with
required. the required details of
settlement then this
indicator has to be set.
Detail List Indicator R Tick this Indicator. This indicator will help
to list all the details
about the WBS
element / Asset.
Check Trans.Data Indicator R Tick this Indicator. This indicator is used
to check the
transferred data.
Press Execute Button from the System will prompt

Solution/ Release: MySAPERP2004 (ECC6.0) Page 177 of 183


SAP ECC 6.0 End user document (PS Module)

Screen. you that the scheduling


carried out (see log)

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

Final Captalization :-

Solution/ Release: MySAPERP2004 (ECC6.0) Page 178 of 183


SAP ECC 6.0 End user document (PS Module)

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


Project Definition or Key identifying the R Type the number of the Project
WBS element or Project Definition or select from the drill
Network Network Number down search Method.
Settlement Period Settlement Month. R Type the Settlement of asset month
after completion of Project..
Posting Period Asset Posting Period R Type the Asset Posting Period
Asset Value Date Date at which the Asset R Select the Date at which the asset
value has to be done. value has to be Commissioned.
Fiscal year Financial Year R Type the Financial year.
With Hierarchy Indicator R Tick this Indicator.
With Orders Indicator R Tick this Indicator.
Test Run Indicator R&C Tick this Indicator. For Final If we want to test run
settlement this indicator not this transaction with
required. the required details of
settlement then this
indicator has to be set.
Detail List Indicator R Tick this Indicator. This indicator will help
to list all the details
about the WBS
element / Asset.
Check Trans.Data Indicator R Tick this Indicator. This indicator is used
to check the
transferred data.
Press Execute Button from the System will prompt
Screen. 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) Page 179 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Network Status “Closed” CN22
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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 User Status as “CLOSED”
The authorized Person will do this transaction.

Via Menus Logistics  Project System  Special Maintenance Function  Network


 Change.
Via Transaction Code CN22

Input – Required Fields* Field Value / Comments


Network Number 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) Page 180 of 183


SAP ECC 6.0 End user document (PS Module)

Procedural Steps

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

Solution/ Release: MySAPERP2004 (ECC6.0) Page 181 of 183


SAP ECC 6.0 End user document (PS Module)

Transaction Code
Title: Change Project Status “Closed” CJ02/CJ20N
Document No. Responsibility Version Supercedes Issue Effective Review
d on Date Date
SAP/EUD/PS/01 Projects 001 NIL
Prepared by 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 Logistics  Project System  Project  Spl. Maintenance Function  Work
Break Down Structure (WBS)  Change
Logistics  Project System  Project  Project Builder
Via Transaction Code CJ02 /CJ20 N

Input – Required Fields* Field Value / Comments


Project Definition 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 Comments


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

Solution/ Release: MySAPERP2004 (ECC6.0) 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

Related Interests