User Guide

Service Entry Sheet

Version: v1.0
Release: October 2021

Document Information

Process Owner Justyna Kita

Document Creator Varun Handa

Document Reviewer Sunita Sharma

Next Review October 2022

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Service Entry Sheet (SES)
This Quick Reference Guide will show you how to post and view a service entry in SAP. It will also
demonstrate how to reverse a service entry in unusual business scenarios.
Service Entry Sheet (SES) is used in case of a service purchase order, and it acts as a goods receipt
transaction. To learn how to create a service purchase order, refer to the Service Purchase Order
guidance.
Service Entry Sheet is completed upon receipt of statement of work and confirms the receipt of services.
The system will not allow an invoice to be posted unless the service entry (goods receipt) is posted.
If a service purchase order was created for an estimated budget against a running cost WBS, the actual
costs can be allocated to specific WBS elements at the time of posting the service entry.
Additional SAP access is required for SES. Access is granted upon a GSD request along with the line
manager’s approval.
Follow the step-by-step instruction to perform the following tasks:
1. Posting a service entry in SAP
2. Viewing a service entry in SAP
3. Reversing (and/ or deleting) an incorrect service entry
4. SES Tips:
• How to ensure that a service entry is complete
• How to put a service entry on hold to post it later
• How to post a service entry that was put on hold previously
• How to edit a service entry that has been accepted but not saved

Step
Task Action
No.

1. 1.1 Log in to SAP.

Posting a 1.2 Go to Procurement > Goods/Service Receipt > Common Tasks > Service
service Entry Sheet
entry in
SAP OR
Enter the Transaction code ML81N in the command box on the SAP Easy
Access screen.

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 Step
Task Action
No.

1.3 The Service Entry screen will appear. Click the Other Purchase Order button.

1.4 A pop-up window will appear.

1.4.1 Enter the Purchase order number against which you want to post the
service entry.

1.4.2 Enter the line item against which you want to post the service entry.

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 1.4.3 Click the green tick icon.

1.5 A service entry sheet will appear for the given purchase order number and line
item. To cross-verify the purchase order before creating a service record against
it, click the Show Purchase order icon.

1.6 Once you have verified the purchase order details, click the Create Entry Sheet
icon.

1.7 The Create Entry Sheet screen will appear. The area within the blue frame is
the header section of the entry sheet. In the Short Text field, provide the entry
description. This will appear in the WBS Actuals report.

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 1.8 Following is the Line item section of service entry. Before you update this section,
it is important to know how the service purchase order was created.

There are basically two ways in which a service purchase can be created:
1.Set an annual budget per line for specific WBS e.g., annual mobile phone
charges for staff members in a team.
• In this case, each line item in the purchase order will have a specific WBS.
• Service entry will be posted against the same WBS element as in the purchase
order.
• Follow steps 1.8.1.1 to 1.8.1.5 if the service purchase order was created against
specific WBS.

2.Set a tentative budget against a running cost WBS e.g., taxi services to
be used by three different teams or exam products in a year.
• In this case, the purchase order will be created against a running cost WBS.
• The actual cost will be split amongst three teams or exam products at the time
of posting the service entry. As a result, the service entry will have three line
items, each with a unique WBS element for each team or exam product.
• Follow steps 1.8.2.1 to 1.8.2.12 if the service purchase order was created
against running cost WBS.

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 1.8.1. Perform the following steps if the purchase order was created
against a specific WBS.

1.8.1.1 In the Short Text field, enter the service description for the line item. e.g.
mobile phone charges actuals May 2021
1.8.1.2 In the Quantity field, enter the quantity received. It would usually be 1.
1.8.1.3 In the Base Unit of Measure field, select EA.
1.8.1.4 In the Gross Price field, enter the actual cost/ expense and press the
Enter key.
Notes:
• The type of service will default to U (unplanned service).
• The currency will auto-populate from the purchase order.
• WBS Element will also auto-populate from the purchase order. As the
purchase order was created with specific WBS element, you DO NOT
need to change it.
1.8.1.5 Go to step 1.9.
1.8.2. Perform the following steps if the purchase order was created
against a running cost WBS and the actual cost needs to be split into
different teams or exam products (WBS elements) at the time of posting the
service entry.

1.8.2.1 Create ‘n’ number of line items based on the number of teams/ products
to be charged for the service e.g. in the above screenprint, we have created three
line items as we want to split the cost into three exam products.
1.8.2.2 In the Short Text field, enter the service description for the line item, e.g.
in this case, service entry is being posted for May taxi expense incurred by three
different exam products.
1.8.2.3 In the Quantity field, enter the quantity received. It would usually be 1.
1.8.2.4 In the Base Unit of Measure field, select EA.

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 1.8.2.5 In the Gross Price field, enter the actual expense/cost incurred by
respective exam product and press the Enter key. (e.g. 500 MWK was spent on
taxi for ACCA exams in May 2021).
Notes:
•The type of service will default to U (unplanned service).
•The currency will auto-populate from the purchase order.
•The running cost WBS Element will also auto-populate from the purchase order.
But you will need to change it to split the actual cost into three specific WBS
elements. Perform the following steps to update the WBS Element field.
1.8.2.6 Click the checkbox against the respective line item to select it. E.g. we
have selected line item 10 (Taxi expense May 2021 ACCA).

1.8.2.7 Then click the Account Assignment icon.

1.8.2.8 A pop-up window will appear to enter the account assignment. In the G/L
Account field, the GL entered in the purchase order will auto-populate.

1.8.2.9 In the WBS element field, the running cost WBS element entered in the
purchase order will auto-populate. Replace the auto-populated running cost WBS
element with the specific WBS element to which the cost should be allocated.

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 1.8.2.10 Click the green tick icon.
1.8.2.11 Follow steps 1.8.2.6 to 1.8.2.10 to change the WBS Element field for
the other service line items also.
Note: Once you have updated the WBS element for all the line items, the specific
WBS element for each line item/exam product will be displayed in the respective
WBS Element field on service entry sheet.

1.8.2.12 Go to step 1.9.

1.9 Once the service entry sheet is completed, you must accept the service entry to
generate a goods receipting document in SAP. A red circle icon will continue to
appear in front of the service entry until it is accepted, indicating that it has not
yet been accepted.
Click the Accept icon to accept the service entry.

1.10 An amber triangle will now appear in front of the service entry to indicate that it
will be accepted. It is equally important to save the service entry that you have
accepted to complete the accounting process and generate the goods receipting
document. If this is not done, the invoice will not be posted.
Click the Save icon to post the service entry.

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 1.11 In the pop-up window, click the Yes button.

You will get a notification at the bottom of the screen that service entry sheet has
been saved and acceptance document has been posted. A green square will
appear in front of the service entry.

Note: The acceptance (goods receipting) document can be seen in the Purchase
Order History tab along with the service entry transaction.

2. 2.1 Go to: Procurement > Requisitions and Purchase Orders > Common Tasks >
Display Purchase Orders,
Viewing
a OR
service
Enter the Transaction code ME23N (Display purchase order) in the command box
entry in
on the SAP Easy Access screen.
SAP

2.2 Click the Other purchase order icon.

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 2.3 The Select Document pop-up window will appear.
In the Pur. Order field, enter the purchase order number against which the service
entry was posted and click the green tick icon.

2.4 The selected purchase order (PO) will appear. Go to the Item Detail section of the
PO.

2.5 Then, go to the Purchase Order History tab.

2.6 Service entry and acceptance (Goods receipt) documents are displayed in the
Tr/Ev. Column. The number displayed in the Material Document column can be
used to identify the entry that you have posted.

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 Click the service entry number.

2.7 The Display Entry Sheet screen will open. The service entry details can be viewed
here. Click the Exit button at the top right corner to go back to the Purchase Order
History tab.

2.8 Now click the acceptance (Goods receipt) document number.

2.9 The Display Material Document screen will appear.The acceptance document
details can be viewed here. Click the back arrow icon at the top left corner to
exit.

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 3. After a service entry has been posted, the invoice should be processed and the
Reversi payment to the supplier should be cleared. Only in the current month may the
ng (and/ service entry sheet be reversed. If a reversal is needed in closed months, it can
or only be done with a GSD request.
deleting
It is not recommended to reverse a service entry posting except in the
) an
following scenarios:
incorre
ct • The service entry was posted against a wrong PO by mistake.
service • Quantity delivered has been receipted incorrectly – too high.
entry • Incorrect WBS element or other accounting error
You should not reverse a service entry after the invoice has been posted, and
payment has been made to the vendor.
Perform the following steps to reverse a service entry.

3.1 On the SAP Easy Access page, type Transaction code ML81N in the command
box and click the green tick.

3.2 The Display Entry Sheet screen will open. The existing service entries will be
shown on the left side of the screen within the Purchase Orders/ Entry Sheets
section.
(A green square appears in front of a service entry that has been accepted and
saved.)
3.3 Double-click the service entry that you want to edit.

3.4 Click the Display <-> Change icon.

3.5 Then, click the Revoke acceptance icon.

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 3.6 Then, click the Save icon.

3.7 In the pop-up window, click the Yes button.

Note: A red circle will appear against the service entry. The fields will turn white
that means you can edit them or add new line items if required to the service entry
sheet. When you reverse the acceptance, the original Goods receipt transaction
gets reversed. However, the service entry is still visible on the Purchase Order
History tab of the Display Purchase Order (ME23N) screen.

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 • A service entry can also be deleted if it is no longer needed or if the PO line
item against which it was posted needs to be deleted.

1. Check the box next to the service line item you want to delete.

2. Then, click the Delete icon. The service entry will be deleted.

SES Tip 1: How to ensure that a service entry is complete

Tips
If a service entry is incomplete, the system will not generate a goods receipt
document and, as a result, the invoice will not be processed. A service entry is
complete when it has been accepted and saved. A green square appears
against such a service entry.
A service entry is not complete in the following two scenarios:

Scenario Action

1. The service entry has not been Click the Accept button to accept
accepted and not saved. A red circle the entry and then click the Save
appears against such an entry. button to save it.

2. The service entry has been accepted Click the Save button to save the
but not saved. An amber triangle entry.
appears against such an entry.
Note: You will not be able to locate a
service entry in SAP if you do not save
it.

Tip 2: How to put a service entry on hold to post it later

You may want to put a service entry on hold and post it later. This may be due to
various reasons e.g.; you may not have the complete details that you need to post
the service entry immediately. A red circle should appear against the service entry
that you are putting on hold. This is because the entry has not been accepted yet
and you must not accept the service entry.

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 1. To save the service entry, click the Save button.

2. In the pop-up window, click the Yes button.

Note: You will get a notification at the bottom of the screen that the service entry
has been saved. The fields will turn grey.

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 Tip 3: How to post a service entry that was put on hold previously
1. On the SAP Easy Access screen, type Transaction code ML81N in the
command box.

2. Click the green tick.

3. The existing service entries will be shown on the left side of the screen
within the Purchase Orders/ Entry Sheets section. Double-click the
service entry that you had put on hold previously and you want to post now.

4. Click the Display <-> Change icon.

Note: The fields will turn white that means you can edit them or add more
line items to the service entry sheet.

Tip 4: How to edit a service entry that has been accepted but not saved
In order to make changes to a service entry that has been accepted but not saved,
you need to revoke the acceptance first. An amber triangle appears against a
service entry that has been accepted but not saved.

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 1. Double-click the service entry that you want to edit.

2. Then, click the Revoke acceptance icon.

Note: The fields will turn white that means you can now edit them or add
more line items to the service entry sheet. Once you are happy with the
changes, accept the service entry again and finally save it.

<End of guide>

Please note that this guide is correct at the time of writing. If any field or process step has changed,
submit a correction or feedback to Global Finance Training.

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