WT_CS_189_BPD_EN_XX_V4607

SAP VP WT V4.607

June 2014

English

Period End Closing Service Orders (189)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP VP WT Period End Closing Service Orders (189): BPD

Copyright

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Example

Note

Recommendation

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External Process

Business Process Alternative/Decision Choice

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Cross-references to other documentation.

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Example text Cross-reference to general Mapping Sheet provided with the SAP Value Prototyping ‘world template’. The value to be entered is different for each country and listed in the Mapping Sheet.

Example text Cross-reference to the respective FI Mapping Sheet provided with the SAP Value Prototyping ‘world template’. The value to be entered is different for each country and listed in the Mapping Sheet.

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Preliminary Steps............................................................................................................6

2.3 Roles............................................................................................................................... 6

3 Process Overview Table.........................................................................................................7

4 Process Steps........................................................................................................................ 8

4.1 Recording Purchase Order Related AP Transactions.....................................................8

4.2 Releasing Blocked Invoices............................................................................................9

4.3 Ensuring Inventory Movements are Completed – Goods Issue.....................................11

4.4 Opening New MM Period..............................................................................................12

4.5 Calculation of Work in Process (WIP)...........................................................................13

4.6 Settlement Service Orders............................................................................................14

4.7 Closing Completed Service Orders (Business View).....................................................16

5 Appendix.............................................................................................................................. 18

5.1 Reversal of Process Steps............................................................................................18

© SAP AG of 19


Period End Closing Service Orders

1 PurposeThis scope item covers the period end closing for service orders.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scope itemscope item

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Service

Service Plant

Master data Value Master / org. data details Comments

Controlling area A000 Controlling Area 1000

Company code 1000 Company Code 1000

Plant 1010 Production Plant 1000

Sales organization 1010 Sales Org.1010

Distribution channel 10 Direct Sales

Division 10 Product Division 10

Service order types YBSIYBS1YBS3

YBS4

Internal Repair OrderSP Service OrderRepair Order

SP Service Order ress. related

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2.2 Preliminary StepsTo run through this scope item the following business conditions have to be fulfilled:

- purchase order invoices have to be posted

- blocked purchase order invoices have to be released

- all goods shipped in previous periods have been posted

- all goods movements have been posted

- all confirmations belonging to service orders have been posted.

2.3 Roles

UseThe following roles must have already been installed to test this scope item the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scope item. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scope item.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Accounts Payable Accountant

SAP_NBPR_AP_CLERK_S Record Purchase-Order Related AP Transactions


SAP_NBPR_AP_CLERK_S Release Blocked Invoices

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK_S Ensure Inventory Movements are Complete – Goods Issue

General Ledger Accountant

SAP_NBPR_FINACC_S Open New MM Period

Product Cost Controller

SAP_NBPR_PRDCOST_CONTRLR_S Results Analysis Service Orders

Enterprise Controller

SAP_NBPR_CONTROLLER_M Settlement Service Orders


SAP_NBPR_PRDCOST_CONTRLR_S Close Completed Service Orders

© SAP AG of 19


3 Process Overview Table

Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Record Purchase-Order-Related AP Transactions

Invoices must be posted before month-end


MIRO Vendor liability is posted with GR/IR, PPV and/or Small Difference off-set posting

Release Blocked Invoices


MRBR The blocked invoices are released

Ensure Inventory Movements are Complete

Warehouse Clerk

VL10 All goods issues shipped in previous period are posted.

Open New MM Period

(only if the MM period in the system is not yet set to the current period)

Finance Manager

MMPV MM values for previous month are closed. New MM period is open for postings.

Result Analysis Service orders


KKAI Result Analysis for service orders are calculated

Settlement Service Orders

Enterprise Controller

KO8G Service orders are settled

Close Completed Service Orders (business view)


CO99 Closed service orders are marked so that postings to them are no longer possible

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4 Process Steps

4.1 Recording Purchase Order Related AP Transactions

UseIn this activity, you record purchase-order related accounts payable transactions.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics ® Materials Management ® Logistics Invoice Verification ® Document Entry ® Enter Invoice

Transaction code MIRO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK_S)

Business role menu Accounts Payable ® Posting ® Invoices ®Enter Incoming Invoice w/ PO Reference

2. If the Enter Company Code dialog box appears, enter your company code and choose Enter.

3. On the Enter Incoming Invoice screen, make the following entries:

Field name Description User action and values Comment

Transaction Invoice

Invoice Date <date>

Reference <reference> Invoice number

(only relevant for Argentina) For the numbering of official documents in Argentina, a official number needs to be entered manually (the system do not create it automatically) the official document number has the following format:

XXXXANNNNNNNN

XXXX: 4 digit number for the issuing branch.

A: Print Character

NNNNNNNN: 8 digit field number.

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e.g. 0001A05230858

Bus.place/sectn (Only relevant for Thailand) For example, 6810

Posting Date <date>

Amount <amount>

Currency <your currency> For example, EUR

Calculate Tax Selected

PO Number <purchase order number>

4. Choose Enter.

5. Review the displayed line items. Deactivate any line items that are not part of the invoice. If necessary, make amount/quantity changes to those lines that are part of the invoice.

6. Choose Enter.

7. Choose Post.

Result The Vendor liability is posted with GR/IR, PPV and/or small difference off-set posting.

Debited Accounts Credited Accounts

GR/IR Account 211200 Vendor for example for Germany 310000000

PPV (if applicable) PPV

Small Difference (if applicable) Small Difference (if applicable)

Use Tax (if applicable) 126000

4.2 Releasing Blocked Invoices

UseThis activity reviews and releases blocked invoices.

Procedure



SAP ECC menu Logistics ® Materials Management ® Logistic Invoice Verification ®Further Processing ® Release Blocked Invoices

Transaction code MRBR




Business role menu Accounts Payable ® Posting ® Invoices ® Release Blocked Invoice

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w/ PO Reference

2. In the Company code field, enter 1000 and choose Execute.

3. On the Release blocked invoices screen, choose the invoices to be released, and then choose Release.

4. Choose Save.

5. If the invoice is not authorized, resolve any issues, then re-run this transaction. Otherwise, go to the next step.

ResultThe invoices are released for payment.

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4.3 Ensuring Inventory Movements are Completed – Goods Issue

UseIn this activity, you ensure that inventory movements are complete.

Procedure



SAP ECC menu Logistics ® Sales and Distribution ® Shipping and Transportation ®Outbound Delivery ® Create ® Collective Processing of Documents Due for Delivery ® User-Specific Delivery Scope item

Transaction code VL10


Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

Business role menu Warehouse Management ® Shipping ® Delivery Due ® Edit User-specific Delivery List

2. Make the following entries:


Shipping Point/Receiving Pt

<shipping point> For example, 1011

Deliv Creation Date first day of period to be closed to last day of period to be closed

3. Choose Execute. The system displays an Activity due for shipping “Sales orders, fast display” report, displaying items for review and processing. Review the list to see if any items should have been completed for the previous period. Complete any outstanding goods issues.

Result

All goods issues that were shipped in the previous period have been posted into the system.

Debited Accounts Credited Accounts

COGS 501000 Inventory 136000

© SAP AG of 19


4.4 Opening New MM Period

UseStock and valuation data are managed by period. For values and goods movement to be posted to the correct period, the period must be set whenever a new period starts.

This activity should be run after all users have logged off. It cannot be run while anyone is handling a material. If it has not been run, no materials movements can be done in the new period.

Perform this activity only if the MM period in the system is not set to the current period.

Procedure



SAP ECC menu Logistics ® Production ® Master Data ® Material Master ® Other ®Close Period

Transaction code MMPV


Business role General Ledger Accountant

(SAP_NBPR_FINACC_S)

Business role menu General Ledger ® Periodic Processing ® Closing Periods ® Close Period for Material Master

2. On the Close Period for Material Master Records screen, make the following entries:


From company code <company code> For example,

1000

To company code <company code> For example,

1000

Next period <period to open>

Next fiscal year <current fiscal year>

Check and close period

Selected Use Check period only and Close period only if you want to do this activity in two steps instead of one.

3. Choose Execute.

ResultMM values are closed for the previous month. The new MM period is open for postings.

© SAP AG of 19


4.5 Calculation of Work in Process (WIP)

UseResults analysis is used to evaluate the progress of service orders based on planned and actual revenues and costs.

Procedure1. Access the transaction choosing one of the following navigation options:


SAP ECC menu

Logistics →Customer Service →Service Processing →Completion → → Results Analysis →Process Collectively

Transaction code

KKAI


Business role Product Cost Controller

(SAP_NBPR_PRDCOST_CONTRLR_S)

Business role menu

Product Cost Controlling → Periodic Processing → Results Alaysis→ Actual Results Analysis: Orders

2. If this is the first time you access this transaction, on the Set Controlling Area dialog box, in the Controlling Area field, enter 1000 and choose Enter.

3. On the initial screen, enter the following data:

Field name Description User action and values

Comment

Selection variant

<Selection variant>

YBLSV_SRA_10

Variant is already created.

(Values of variant: order type YBS4, Company code 1000, Controlling area A000 without order phases created and closed)

Calculation to period

<Closed period>

Fiscal year <current year>

RA Version <RA Version>

0

Test run Deselected To review WIP without calculation, select this checkbox.

Log Information Messages

Selected

Output object list

Selected

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Field name Description User action and values

Comment

Hide objects with 0 Value

Selected

4. Choose Execute. – Not recommended because of possible long runtime.

Recommendation

Run this process in the background:

1. Choose Background Processing in the Processing Options, and then choose Execute.

2. On the Background Processing Options dialog box, choose Start Immediately. Note the job number.

3. Choose Check.

4. Choose Confirm.

5. On the Background Print Parameters dialog box, choose the Output device and choose Continue.

6. Choose (NWBC: Menu ®) the System, select it and then select the Own Jobs line.

7. On the Job Overview screen, choose Jobname.

8. Choose Joblog to see the results.

ResultThe system generates a report of WIP calculations for the selected service orders

4.6 Settlement Service Orders

UseIn this activity, you close the completed service orders.

Procedure



SAP ECC menu Accounting ® Controlling ® Internal Orders ® Period-End-Closing ® Single Functions ® Settlement ® Collective Processing

Transaction code KO8G

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role

Business role Enterprise Controller

(SAP_NBPR_CONTROLLER_M)

Business role menu Overhead Cost Controlling ® Period End Closing ® Actual Settlment: Orders

© SAP AG of 19


2. The first time you access this transaction, the system displays the Set Controlling Area dialog box. Enter A000 in the Controlling Area field and choose Enter.

3. On the initial screen enter the following data:


Selection variant <selection variant> For example,

YBLSV_SRV_10

Variant is already created.

(Values of variant: order types YBSI, YBS1 and YBS3, YBS4, Company code 1000 and Controlling area A000; without order phases created and closed)

Settlement period <Current period>

Fiscal Year <Current fiscal year>

Posting Period <Current period>

Processing Type <processing type> 1 Automatic

Test Run <Deselected> At first flag this field to check for possible errors

Detail List <Selected>

4. Choose Execute. (Not recommended because of possible long runtime.)

Recommendation

Run this process in the background:

1. Choose Background Processing in the Processing Options, and then choose Execute.

2. On the Background Processing Options dialog box, choose Start Immediately. Note the job number.

3. Choose Check.

4. Choose Confirm.

5. On the Background Print Parameters dialog box, choose the Output device, and then choose Continue.

6. Choose from the top of the screen the System (NWBC: More…), select it and then select the Own Jobs line.

7. On the Job Overview screen, choose Jobname.

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8. Choose Joblog to see the results.

ResultThe service orders are settled.

The remaining period-end-closing-activities are executed in the scope item Period-end-closing SD.

4.7 Closing Completed Service Orders (Business View)

UseIn this activity, you close the completed service orders.

Procedure



SAP ECC menu Logistics ® Customer Service ® Service Processing ® Completion ® Order Completion

Transaction code CO99

Option 2: SAP Net Weaver Business Client (SAP NWBC) via Business Role



Business role menu Product Cost Controlling ® Periodic Processing ® Settlement ® Set Order Status "Closed" (Collective Processing)

2. On the Collective Processing: Set Status “Closed” screen, make the following entries :


Plant <plant> 1010

Leave this field empty for processing this transaction for all plants in the controlling area

Order Type <order type> YBSI

With co production orders

Deselect

w.plant maintainance tasks

Select

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Residence time <Residence Time> For example, 10 Days

The entered residence time in days must have elapsed before an object can be closed automatically

Background processing

Deselect

Test Run Deselect

3. Choose Execute.

4. Repeat Step 2 with order type YBS1 YBS3 , and YBS4.

ResultThe service order receives the system status CLSD (closed) and can no longer be charged with costs.

© SAP AG of 19


5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Record Purchase-Order-Related AP Transactions

Transaction code (SAP GUI) MIRO

Reversal: Cancel invoice document

Transaction code (SAP GUI) MR8M



Business role menu Accounts Payable ® Posting ® Invoices Cancel Invoice Document

Comment

Release Blocked Invoices

Transaction code (SAP GUI) MRBR

Reversal: Park invoice

Transaction code (SAP GUI) MIRO



Business role menu Accounts Payable ® Posting ® Invoices ®Enter Incoming Invoice w/ PO Reference

Comment

Settlement Service Orders

Transaction code (SAP GUI) KO8G

Reversal: Settlement Service Orders

Transaction code (SAP GUI) KO8G

Business role Enterprise Controller

(SAP_NBPR_CONTROLLER_M)

Business role menu Overhead Cost Controlling ® Period End Closing ® Actual Settlment: Orders

Comment Same transaction but with Reverse (see menu settlement)

© SAP AG of 19


Closing Completed Service Orders)

Transaction code (SAP GUI)

CO99

Reversal: Change Order

Transaction code (SAP GUI)

IW32



Business role menu Product Cost Controlling ® Order Maintenance ® Change Order

Comment Enter Change Order Number and choose execute

Choose from Menu:

Order ® Functions ® Complete ® Cancel business completion

© SAP AG of 19

WT_CS_189_BPD_EN_XX_V4607

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