HOW TO CREATE A SERVICE ENTRY ML81N TRAINING SLIDE PACK.pptx

HOW TO CREATE A SERVICE ENTRY ML81N TRAINING SLIDE PACK.pptx

1. How to create and delete a Service Entry - SES 8 October 2021 Compiled by Frikkie Pretorius Version: 003 For internal use only

2. Table of Contents

3. Introduction CMAC Planners, Contract Reps, Service Providers SAP - Systems, Applications, Products

4. How to create a Service Entry - 1 Open SAP transaction ML81N Click on the button, insert the Purchase Order and header line number and click on the Enter button Click on the Create entry sheet button

5. How to create a Service Entry - 2 Insert the invoice number in the short text field and reference field Click on the Service Sel button to upload services

6. How to create a Service Entry - 3 A service selection pop-up screen will appear with the purchase order number, PO line number agreement number and agreement line Click on the Save button The screen will show the service numbers loaded on the purchase order and item line

7. How to create a Service Entry - 4 Select the services you need to claim Click on the Services button to load the services to the entry sheet

8. How to create a Service Entry - 5 On this screen you can view the services adopted on the entry sheet

9. How to create a Service Entry - 6 All relevant payment documents need to be attached on the entry sheet (IE101, invoice, km breakdown, ect ) Click on the service for Object button Select create attachment

10. How to create a Service Entry - 7 Upload all the relevant documentation Please take note of the format of how to save the your file, IE101/Invoice 450……. 10 1 st or 2 nd or Final claim

11. How to create a Service Entry - 8 A pop-up screen will appear, tick the box Click on the Allow button

12. How to create a Service Entry - 9 Click on the Enter button once all documentation is attached

13. How to create a Service Entry - 10 Select the “Final Entry Indicator” button if final payment on the purchase order line

14. How to create a Service Entry - 11 Service provider declaration screen will pop-up Click on the Enter button to save the service entry The SES approval workflow will start Click on the No button to terminate the transaction

15. Summary steps Service Provider Create SES Summary steps Service Provider create Service Entry Summary steps Service Entry approve/release for approvers Summary steps for approver to reject the Service Entry and the Service Provider to edit the SES

16. How to delete a Service Entry - 1 Open SAP transaction ML81N

17. How to delete a Service Entry - 2 Click on the button Insert the service entry number 1000……. and click on the Enter button

18. How to delete a Service Entry - 3 Click on the display/change button This will open the service entry sheet screen Click on the Delete button to delete the service entry Click on the Save button

19. SAP Transaction ME23N – Profit Center Click on the button and double click on the network number Click on the assignments button to view the profit center CAPEX – 9103 OPEX – 8201, 8202, 8203, 8204 You will get the following error message on the work flow if a deferent profit center was used not listed above In such a case the SP need to submit the payment file manually to CMAC

20. Helpful tips and tricks Make sure that the invoice number you put on SAP matches with the invoice which will be attached on SAP to be capture by A/P or it will be rejected. The Invoice attachment name should start with the words “ INVOICE” followed with the “ PO number ”, “ PO item number ” and indication if it is “ 1 st , or 2 nd or Final claim ”. The following serves as an example: “ INVOICE 4501827754 10 1 st Interim Claim ”. The I/E101 attachment name should start with the words “ I/E101” , followed with the “ PO number ”, “ PO item number” and “ 1 st , 2 nd or Final claim ” The following serves as an example: "I /E101 4501827754 10 1 st Interim Claim Service Entry Sheets are created per Purchase Order line item. Multiple SES’s can be created per PO line item i.e. 1 st Interim Claim, 2 nd Claim and or 3 rd Final Claim. Each SES created will require a I/E101 and Invoice payment document attachment. Each SES created will require a Confirmation on the declaration message. Each SES created will require workflow approval (DOA, CMAC & CWIP).

21. Questions This Photo by Unknown Author is licensed under CC BY-NC