ML81N Creating an Entry Sheet 03-29-2007

Title: ML81n_Creating_A_Service_Entry_Sheet Category 1 : Category 2 :

File name:

ML81N_CREATING_AN_ENTRY_SHEET_03-29-2007 Reference Number: ML81N-10-27-

2006

Version: Not Started Last Modified: 4/7/2011 10:58:00 AM

SAP Parent / 28

ML81n_Creating_A_Service_Entry_Sheet ML81N


File name:


2006


SAP Parent / 28

Purpose

Use this procedure to create an entry sheet on a service purchase order.

Trigger

Perform this procedure when you need to release a purchase order for payment. Typically you will receive a signed off invoice.

Prerequisites

You will need to know the purchase order number.

You should have a signed invoice in hand.

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

Menu Path

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

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

the new sheet icon to be able to enter in data

Transaction Code

ML81N

Helpful Hints

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

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


File name:


2006


SAP Parent / 28

Procedure

1. Start the transaction using the transaction code ML81N.


File name:


2006


SAP Parent / 28

SAP Easy Access

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


File name:


2006


SAP Parent / 28

Select Purchase Order/Entry Sheet

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

number.

Field Name R/O/C Description

Purchase order R Description of the Purchase order.

Example: 4500458468

Service Entry R Description of the entry sheet

Example: 1000081046

4. Once that is done click on this icon .The screen below appears.


File name:


2006


SAP Parent / 28

Service Entry Against Purchase Order 4500458468 00010

5. Next click on this icon to create your entry sheet .The screen below appears


File name:


2006


SAP Parent / 28

1000081046 Create Entry Sheet

6. As required, complete the following field:


Short text R Description of the Short text.

Example: Inv.5285 amt. $2,040.00

7. Next click on this icon .


File name:


2006


SAP Parent / 28


8. As required, complete the following fields.


Service loc. R Description of the Service loc.

Example: Southwest Middle School

Period R Description of the Period. You could use this field for required monthly service tracking or total time involved to complete the work.

Example: 07-01-2006 thru 10/27/2006

PRsp. intern. R Description of the PRsp. internal.

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

PRsp. extern. R Description of the PRsp. external.

Example: Charron Sports(vendor performing the work)


File name:


2006


SAP Parent / 28

9. Now click on this icon The screen below appears.


File name:


2006


SAP Parent / 28


10. As required, complete the following fields:


Reference R Description of the Reference.

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

Doc. text O Description of the Doc. text.

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

11. Next click on this icon .


File name:


2006


SAP Parent / 28


12. As required, complete the following fields: Please enter a percentage ranging from 1% to 100%

depending on how the vendor performed in quality and timeliness.


Quality of service R Description of the Quality of service.

Example: 100

Service timeliness R Description of the Service timeliness.

Example: 100

13 Now click on this icon to add any additional reference that is needed .Push the “F-6”

key to open use field.


File name:


2006


SAP Parent / 28

14 1000081046 Create Entry Sheet


File name:


2006


SAP Parent / 28

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


File name:


2006


SAP Parent / 28

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


File name:


2006


SAP Parent / 28

17. Next click on this icon .The screen below appears.


File name:


2006


SAP Parent / 28

Service Selection

18. Now click on this icon .The screen below appears.


File name:


2006


SAP Parent / 28

Select Services as Reference

19. Next click on all the service specification lines in order to select the ones you want to release for

payment. If you want to select all lines go to the header look for “Edit then click on “select all” from the drop down list.

20. Now click on this icon The screen below appears.


File name:


2006


SAP Parent / 28


21. Next click on this icon to verify that you released the correct amount. Make sure the

amount you released matches the exact amount of the invoice. If not amend the quantities accordingly.


File name:


2006


SAP Parent / 28


22. Next click on this icon to release the entry sheet.The dialog box below appears


File name:


2006


SAP Parent / 28

Enter Release Code

23. Now as required, complete the following fields:


Release code R Description of the Release code.

Example: 01

24. Next click on this icon to accept the release .


File name:


2006


SAP Parent / 28


25. Finally click on this icon to save the entry sheet The dialog box below appears.


File name:


2006


SAP Parent / 28

Entry sheet 1000086733

26. Ignore this message and simply click on this icon This will complete your release

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


File name:


2006


SAP Parent / 28

1000081046 Display Entry Sheet

27. Click on this icon to attach a document to your entry sheet.Note in order to do this, you

must have to already scanned the invoice and saved it to your documents or have saved as PDF file to your documents

28. From the drop down list select Create.follow across to. Create Attachment. The dialog box

below appears.


File name:


2006


SAP Parent / 28

Import file

29. Click on this icon and search for the correct document you want to attach.

30. Click on this icon to attach it to your entry sheet.


File name:


2006


SAP Parent / 28


31. Click on the attachment icon again .

32. This time Select “Attachment list” The screen below appears.


File name:


2006


SAP Parent / 28

Service: Attachment list

33. Double-click on this icon to open it .The screen below appears. At this point anyone could print

a copy


File name:


2006


SAP Parent / 28

Adobe Acrobat Professional - [~Charron_Sports_SW_Southwest_MS_5285_20061027140113_X.PDF]

34. Click on this icon to exit .The screen below appears.


File name:


2006


SAP Parent / 28

Service: Attachment list

35. Click on this icon to exit .The screen below appears.


File name:


2006


SAP Parent / 28


36. Click on this icon to return to the main menu .

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

Result

You have performed the first phase of this two stage release, now this should appear in your management’s queue for the 02 release (Goods Receipt).

Comments

You should check the next day to see if all of your service entries were converted into Goods Receipts. This can be done by simply checking on the purchase order history. If not check to make sure you released all your service entry sheets by using transaction code ML85.

ML81N Creating an Entry Sheet 03-29-2007

Documents

Transcript of ML81N Creating an Entry Sheet 03-29-2007