RA Bill Service Entry Sheet in SAP

RA Bill (Service Entry Sheet)  in SAP

T-Code: ML81N - Logistics -> Materials Management -> Service Entry Sheet -> Maintain

service entry sheet

Usage : Service Entry Sheet is to be used for  :

1.      Creation of RA bill

2.      Creation of Measurement Book

3.      Specify Recovery of Chargeable issue (if applicable)

4.      Specify Secured advances (if applicable)

5.      Specifying Charges to be deducted from Vendor  e.g electricity , water etc. (if applicable)

Steps :

1.      Find out and note/check  the SAP Purchase Order number.

Use path : Logisticsà Materials Managementà Purchasingà Purchase Orderà Display

Select using dropdown.

2.      After knowing the PO number. Come to the Sevice Entry Sheet screen by :

 Path : Logisticsà Materials ManagementàService Entry Sheet

3.      Click on “maintain” button. In next screen enter Purchase Order number. Press Enter.

4.      Next Screen title will be “ Maintain Service Entry sheet : Overview” . Traffic lights of earlier created service entry sheets will be shown here. For first time it will be blank.

Click on “create entry sheet” button  (first button). Next screen title will be “xxxxxxxx create entry sheet”. Xxxxxx is number of entry sheet being created.

5.      On screen “xxxxxxxx create entry sheet” enter following details:

i)                    Account Assignment category : <Z for maint service etc., F  for maint. Order, select relevant one using drop down> “REVENUE NATURE JOBS”

Z requires à a.  G/L Account code  b. cost center  c. Fund

K requires à a. G/L Account code  b. cost center

F requires à Maint. Order number.

See Annexure 1. For G/L account code for Rep. & Maint.

See Annexure 2 for Cost center. It can also be also known by drop down.

It is very important to make sure that u have sufficient fund to cover up the amount of RA bill which u are creating.

Account Assignment category : <Would be defaulted as “N” or “F” as the case may be in case of Service Entry creation for Capital Jobs. “CAPITAL / AF NATURE JOBS”

ii)                  Service Short Text : < Enter small description of bill>

iii)                External Number : < enter no of R A bill>

(This would be printed in the field – “RA Bill / Final Bill:” field of the service Entry sheet).

iv)                Serv. Location : < enter place where service was carried out. Example ‘At FCC unit”>

(This would be printed in the field – “Name of the department: ” field of the service entry sheet print out).

v)                  Period : Enter Bill’s “From date” to   “To date” >

 (This would be printed in the field – “Period of work:” field of the service entry sheet print out.

If the RA bill is the first RA Bill then the Date given in the From Date field would appear in all the running bills in the field – “Date of Commencement:” field in the service entry sheet printout.)

vi)                Int. pers. Resp: <designation of person preparing the bill 100%>

 (This would be printed in the field – “Measurement entered by:” field of the service entry sheet print out).

vii)              Ext. pers. Resp: <designation of  higher person e.g. 50%>

 (This would be printed in the field – “Measurement checked by:” field of the service entry sheet prints).

               Now, press enter or “sun rise” button.

6.      Next screen title will be “ Entry Against PO xxxxxx item xxxx Maintain”

Here, u have to copy relevant items from Po for which bill is being made. Do not enter any thing on your own.

a.  Press button “service sel.” (First button on left). It will open a small message box telling u the PO number. Press enter straight away.

b. Next screen will contain the PO items. U mark the relevant one and press “services” button (first button on left).

c. In case of Revenue nature Jobs à Now system will ask u (based on the account assignment entered) the G/L account, cost center or Fund code (as the case may be).

Please enter relevant details and click on button “auto repeat” in the lower line.

In case of Capital / AF nature jobs à the G/L Account & account assignment details are picked up by the system from the PO directly.

7.      Now , the relvant services are copied on to the bill. Please note the quantity. It is the balance qty from PO. Erase this quanity.

a. For running PO’s (PO of before 31.12.2001) enter in qty field , the % payment u are making to vendor with respect to the remaining value of work order. Press save button. Note the message. Your bill is saved with traffic light “red”.

b. For Po’s of date after 1.1.2002 , u will first measure the qty of each line item and enter that only.

For this, mark the line item, and follow GoTo -> Measurement details in the same screen. A measurement sheet will be opened. Here, mention the measurement. Use formulaes if required, otherwise directly fill in the quantity column.

Note : If u are using the formulaes, enter the variables value used in formulaes in the same order as it appears in formulaes description.

e.g for rectangle (L*B), enter L in value 1 and B in value 2 column.

Press enter and note the qty. save. Use back arrow to come out.

Write above qty. in “qty” column.

For entering the Memorandum of Payments into the service entry sheet for entering the deductions to be made by finance:

Click on the Long text icon, which is located next to the service short text field on the service entry - Create screen.

Then use menu path – Insert à Text à Standard. This will open a small message box with contents of Text Object – “TEXT”, which is greyed out, then the Text name field - which is blank, Text ID – which is filled in as “ST” & Language – which is blank. Now click on the drop down button of the field – Text Name.

This will open a new screen à Find Standard Texts.

Here ensure that the following entries are available on the screenà

Text - Blank,

Text ID – ST

Language – EN

Now press the icon - Execute (The icon resembling Watch, on the extreme top left corner). In the next screen system throws open the list of Standard Texts available. Select “Z_MEMORANDUM OF PAYMENTS” from the list & Double click on the same. Now you are again back on the initial small message pop-up screen with the selected standard text.

Select the icon – Expand Immediately icon on the bottom of the pop-up screen & press enter (Green Tick). Now the entire text is included. Enter the deductions to be made in the relevant columns. Now use back arrow to come back to the initial screen.

Press Save button. Service Entry Sheet will be saved in red traffic light.

ACCEPT Service Entry Sheet :

1. Come to Maintain 0Service Entry Sheet by following the path:

Path : Logisticsà Materials ManagementàService Entry Sheet

2. Enter Purchase order number and press enter.

3.      Next Screen title will be “ Maintain Service Entry sheet : Overview” . Traffic  lights of earlier created service entry sheets will be shown here.

4.      Now select by placing mouse cursor  on the “service entry sheet in “red” traffic light that u want to accept.

5.      Go to Header (“topi” button). Now click on “Flag” button.

6.      Save. Service entry sheet will be accepted. It’s traffic light will be changes to “green”

Print Service Entry Sheet / Measurement Sheet :

1.      Follow path : Logisticsà Materials Managementà Service Entry Sheet. Look for printer icon.

2.      Click on printer icon. On Next screen Enter PO number.

3.      Also, for print of Service Entry Sheet (SES), Measurement Sheet (MES) together leave “message type” field blank. Otherwise for SES alone type SES in “message type” field.

4.      Click on Execute (watch like) button. On next screen select in indicator box (by mouse click) the SES number that u want to print.

5.      Click on “display output”  button. See all the pages. If these are ok. Click on printer button. Print out will appear from your default printer. Make sure of the status by seeing the ‘SAPLPD” screen.