Ps user manual

Solution/ Release: ECC 6.0 Page 1 of 213
V1.0
Sep 2016
English
End User
Documentation - PS
(ECC 6.0)

Content

Sequential operation of Project System (PS) module
I Creation of Investment Program
a) Create Investment Program - Transaction Code: IM01
As soon as the Financial Year Starts the Investment Program Creation needs
to be done by the authorized person.
The Following things are mentioned in the Investment Program
1. Investment Program
2. Approval Year
3. Program Type
4. Fiscal Year Variant
5. Currency
With this information the Investment Program is saved and the same is
informed to Projects Department over phone and SAP Mail. The authorized
person in SAP does this step.
b) Create Investment Program Top Position - Transaction Code: IM11
After Creating the Investment Program the Top Company Level position is
created for the Investment Program.
The Following things are mentioned in the Investment Program Top Position
2. Position ID
3. Approval Year
The authorized person in SAP does this step.
c) Create Investment Program Structure - Transaction Code: IM22
After Creating the Investment Program the Top Company Level position is
created for the Investment Program the Investment Program Structure is
created.
The Following things are mentioned in the Investment Program Top Position
2. Position ID (Optional)
3. Approval Year

II Maintaining Budget for Investment Program
a) Edit Original Budget - Transaction Code: IM32
After Creating the Investment Program Structure the Budget is maintained
for the created Investment Structure. This can be maintained whenever the
New appropriation request is assigned to the Position Ids.
The Following things are mentioned in the Edit Original Budget
3. Approval Year
This step is done by the authorized person in SAP.
III. Appropriation Request
a) Create Appropriation Request – Transaction Code : IMA11
After getting the Feasibility Study for scaling up the Process in the Production
Level. The authorized person in SAP creates the appropriation request.
The Following things are mentioned in the Appropriation Request
1. Appropriation Request Type
2. Controlling Area after this in General Data
3. Appropriation Request
4. Description
5. Approval Year
6. Planned Approval Date
7. Implementation Start
8. Person Involved for Approval User ID needs to be selected Level wise.
In Control Data
9. Investment Program /Year
10. Position ID.

In Organizational Units
1. Requesting Company code
2. Requesting Business Area
3. Requesting Cost Center
4. Requesting Profit Center
5. Requesting Company
6. Object Class
7. Plant
8. Responsible Cost Center
9. Responsible Profit Center
10. Currency
In Variants Tab
General Data
1. Completion Date – Approximate date of Project completion date.
Select Plan Values Tab
Click on “Create Cost Estimate” Button below the screen.
A new screen is opened where you need to click the button “Show/Hide Item
View”. It would show a table where we need to feed in the values. The values
to be fed are
 Item Category
o M for Material
o V for other costs like manpower, QC etc. The cost element for V
should be 7100150
 Resource is where we select the RM name. The master would be
entered by the Purchase person. This is not required for RM. Enter
Quantity & hit enter.
 For V change the description to suit us.
 After completion of the entry, click confirm to record those values by
SAP which would appear on the left hand side of the screen.
Rows can be added, inserted, deleted accordingly. Filled values are shown
below.
 Go Back or press F3. The total budget for the year 2007 (as the
investment planned is for 2007) would appear as shown below. Save
the Appropriation request.

Note: We would define the cost for 1 year and if the project spills over to the
next year the remaining budget would also spill over.
After mentioning all the required entries when the user saves the
appropriation request as per the configuration the Appropriation request will
go for approval process as SAP Workflow (predefined Process). The
documents are uploaded through Document Management system as well as it
can be uploaded in Change mode of Appropriation request by selecting the
Service for Object  Create Attachment.
b) Approve Appropriation Request – Transaction Code : IMA12/SBWP
When the approving authority opens their SAP Mail Box through the
transaction code SBWP the system will show all the Workflow process to be
executed by him. He has to select the required appropriation request and
Click on “Approve” button, if he wants to see the attachment. He can see the
same in display mode of Appropriation request by selecting the Service for
Object  View Attachment or in the Document Tab. The authorized person in
SAP does this step.
c) Activate & Release Appropriation Request – Transaction Code:
IMA12
After approval the Appropriation request needs to be activated and released.
This will be done by the authorized person in the Measures/Assets Tab of the
Appropriation request in change mode of Appropriation request transaction.

IV. Budget Distribution
a) Distribute Budget for Project Definition – Transaction Code: IM52
After activating the Appropriation Request (Project Definition). The Following
things are mentioned in the Distribute Budget
3. Approval Year
The Overall as well as Yearwise Budget has to be updated. This step is done
by the authorized person in SAP.
V. Creation of Project Structure
a) Change Project – Transaction Code: CJ02
After updating the Budget for the Appropriation Request (Project Definition).
The Following things are mentioned in the Change Project transactions. The
authorized person in SAP does this step.
In the Project Definition Header the Following things are mentioned
1. Person Responsible
2. Start Date and End date of Project will be defaulted from the
Appropriation Request.
3. Company code
4. Business Area
5. Plant
6. Profit Center
Partner Tab
1. Sold to Party.
In the WBS element Overview
the Basic Data tab the following things are mentioned.
1. Level Number
2. Description
3. Upto Level 3 WBS elements are Created with Planning Element (if the
level is below 4).
In Responsibilties Tab
4. Requesting Cost Center needs to be filled.
5. Which will automatically copy the Controlling Area (CA) and Requesting
Company Code.
6. if required Responsible Cost Center field will be filled.

V. Cost Planning for Project Definition
a) Manual Cost Planning for Project – Transaction Code: CJ40
After updating the budget for the Top-level Project Definition the Lower Level
(Level 3) the Overall as well as Year-wise planned cost has to be updated.
The authorized person does this step.
VI. Budget Updation for Project Definition (Level –3)
a) Manual Budget Updation for Project – Transaction Code: CJ30
After manual Cost Planning for the Lower Level (level 3) WBS Elements the
budget for the Lower Level (Level 3) the Overall as well as Year-wise planned
cost has to be updated. The authorized person does this step.
V. Creation of Network
a) Create Network for Project – Transaction Code: CN21
In the initial Screen the Following things are mentioned
Network Profile
Network Type
Plant
MRP Controller
In the Network Header the following things are mentioned.
Network Description
In Assignment Tab
Select the Project Definition,
which will copy the Start Date and End Date of the Project if it’s maintained
in the Project Definition. These dates are considered for individual activities in
the Network. The Network activities are linked with relationship and these
network activities will be scheduled. The Milestones or Milestone Groups are
also used with the activities. A network can represent the sequence of
activities in a project or the sequence of a single activity within a project. You
can graphically display various structural elements of a project and their
interdependencies in the Project System. During the life of a project,
networks are used as a basis for planning, analyzing, controlling and
monitoring schedules, dates, and resources.(such as personnel, machines,
PRTs, materials, documents, and drawings)

These activities are three types 1. Internal Activities, 2. External Activities, 3.
Primary Cost Activities.
Internal Activities:
Using internally processed activities you determine the amount of Work
produced by machines or persons, and use this information in resource
planning to plan the capacity requirement.
External Activities:
Using external processing you determine which services are required from
other companies to carry out the project. The development of external
processing occurs through purchasing.
Primary Cost Activities:
Using general costs activity you plan primary costs, for example, travel costs.
V. Creation of Lower Level (Level – 4) WBS & Release of Project
a) Create Lower Level WBS (Level 4) & Release Project – Transaction
Code: CJ02
Project Definition
In the WBS element Overview
the Basic Data tab the following things are mentioned.
1.Level Number (level – 4)
2. Description
3 Planning Element (Tick)
4. Account Assignment Element (Tick).
In Responsibilties Tab
5. Requesting Cost Center needs to be filled.
Which will automatically copy the Controlling Area (CA) and Requesting
Company Code.
if required Responsible Cost Center field will be filled.
Select EditStatus  Release.
The authorized person does this step.

V. Creation of Purchase Requisition for Materials
a) Create Purchase Requisition – Transaction Code: ME51/ME51N.
Account Assignment Category ”Q”
Delivery Date
Plant
Purchasing Group
Req. Tracking Number
Requisitioner
In the Purchase requisition Item overview screen
Material Number
Qty. Required
Val.Type
WBS Element
The Purchase requisition will be saved and will be released by the approving
authorities. The authorized person does this step.
VI. Creation of Purchase Order for Materials
a) Create Purchase Order – Transaction Code: ME21/ME21N.
In the initial Screen the Following things are mentioned - Header
Vendor
Purchasing Organization
Payment Term
GR Message (Tick)
Net Price
In Item
Tax code wil be selected (if any)
Select the PR and Adopt the PR.
The Purchase order will be saved and will be released by the approving
authorities. The authorized person does this step.

VII. Create & Post Vendor Down Payment Request
a) Create Down Payment Request – Transaction Code: F-47.
After creating the Purchase order the Down Payment (Advance) to the vendor
is raised. The authorized person does this step.
In the initial Screen the Following things are mentioned - Header
Document Date
Company Code
Currency
Reference & Doc. Header Text
Vendor Account No.
Spl.GL indicator
In Detail
Amount, Business Area, Due On, Purchase Order No./ Item.
The down payment request will be saved.
b) Post out Going Payment– Transaction Code: F-48/F-53.
After creating the Down Payment request, the Down Payment request
(Advance) will be called and payment will be posted. The authorized person
does this step.
VIII. Goods receipts for Purchase Order
a) Create Goods Receipts – Transaction Code: MIGO.
After the Purchase order is approved the material will be received by stores
at Site. The authorized person does this step.
In the initial Screen the Following things are mentioned – Header
Purchase Order Number
Movement Type
Delivery Note, Header Text
Quantity, Storage Location, No.of Container, etc.,
The goods receipts document will be posted.

IX. Enter Invoice
a) Enter Invoice – Transaction Code: MIRO.
After the material will be received by stores at Site. The authorized person
does this step.
Invoice Date
Reference
Amount
If tax is there (tick) on check box (calculate Tax)
Purchase Order number. After simulation the invoice Verfication document
will be posted.
X. External Processing Activites : for Services
a) Change Network – Transaction Code: CN22.
Network Number
In activities overview
In Ext. Processing
Tick on Service
Description, Purch.Org., Material Group,Vendor,Pur.Grp,Outline
Agreement,Line No.Requisitioner, Req.tracking No,WBS element.
Service Number, Quantity.
Prerequisite : The Project Definition System Status should be in ’REL
–Released“ mode.
Select the Activity and Press Edit  Status  Release. Which will create a
Purchase requisition for services with reference to the outline agreement
entered.
Purchase Order (Service PO ) will be created for the purchase requisition.
When the order released for work, one PR for the services are generated. The
PO will be released by the Purchase Department. The PO Copy is given to the
Contractor by the Projects department. On completion of the work, contractor
brings the Joint Measurement Sheet / Bill along with the PO reference.

b) Create Service Entry – Transaction Code: ML81N.
Purchase Order Number
When the Contractor brings the Joint Measurement Sheet / Bill for the
certification, the quantity entered in the JMC/Bill is verified by the Shift
Engineer and the same quantity is certified in the Service Entry Sheet. This is
subject to Release Procedure (Certification by Higher Official). On
Certification the Project gets the Cost of the Services performed.
c) Enter Invoice – Transaction Code: MIRO.
After the service confirmation is released. The authorized person does this
step.
Invoice Date
Reference
Amount
If tax is there (tick) on check box (calculate Tax)
Purchase Order number. After simulation the invoice Verfication document
will be posted.
XI. Create Reservation
a) Create Reservation – Transaction Code: MB21.
The stocks are maintained as Special Stocks against the WBS elements. The
reservations are created against WBS elements. This reservation can be done
in Automatically while running MRP for Projects.
Base date (When the material is required)
Movement type
Plant
In Create Reservation Screen
WBS elements, Material Code, Quantity, Batch Number, Goods recipient.
The reservation is created.

XI. Goods Issue
a) Create Goods Issue – Transaction Code: MIGO/MB1A.
When the Stores person saw the reservations pending for issues on that day
he has to post the goods issue against the reservations. Creation needs to be
done by the authorized person.
The Following things are mentioned in the goods issue.
Reservation number
Quantity
Material Slip.
Document header text.
No.of Container.
The Goods Issue document will be posted.
XII. Create Confirmations
a) Create Confirmations – Transaction Code: CN25/CN27.
When the activities are completed, that needs to be confirmed by the users.
The authorized person will do the confirmation.
The Following things are mentioned in the goods issue.
Network number
Activity number
Work Center, Description, Actual finish Date.
If the work is fully completed then Final Comp. Otherwise completion
indicator (tick).
XIII. Vendor Payment
a) Post Outgoing Payments – Transaction Code: F-58.
After Invoice is verified the payment to the vendor needs to be posted. The
authorized person will do the outgoing payment.
The Following things are mentioned in the outgoing payment.

XIV. Project Settlement Rule Creation
In this step the Settlement Rule will be created for the Project.
The following fields needs to be filled.
Project Definition or WBS element or
Network
Settlement Period
Fiscal year
With Hierarchy
Test Run
Detail List
XV. Project Settlement
a) Actual Settlement – Transaction Code: CJ88/CJ8G.
This settlement will be run after the System Status for the Project is set to
“TECO” Technically Completed. The authorized person will do the actual
settlement.
The Following things are mentioned in the actual settlement.
Project Definition
With Hierarchy (tick)
With Order (tick)
Settlement Period
Fiscal Year
Test run
Detail List
Check. Trans.data
The actual consumption against the Project/ Network will be settled to the
WBS elements. From here it will be settled to the PSG – Profitability
Segments which is specified.
XVI. Project Closure
a) Change Network – Transaction Code: CN22.
Select all the Activities in the Network and select Edit Status  Close.
b) Change Project – Transaction Code: CJ02.
Select all the WBS elements in the Project Definition and select Edit Status
 Close.

Create Investment Program
/Position ID
(By Finance)
Approve Appropriation Request
(By Approving Authorities)
SBWP/ IMA12
Activate Project & Allocate Budget
(By Finance)
IMA12/IM52
Create WBS up to 3 Level
(By Projects)
CJ02
Allocate Budget for Level 3
(By Finance/Projects)
CJ40 / CJ30
Create Lower Level WBS elements
(By Projects)
CJ02
Create Appropriation Request
(By Projects)

Create PR/Release PR
(By Projects/Approving
Authorities)(ME51/ME55)
Goods Receipts
(By Stores )MIGO
Create Reservation
& Goods Issue
(By Projects / Stores)
MB21/MIGO
Create Service PR /
Release PR
(By Projects/App.Autho.)
Create Service PO/Release PO
(By Purchase/App.Autho.)
ME21N/ME28
Create Service Entry/Approve
(By Projects/App.Autho)
ML81N/ML85
Create PO/Release PO
(By Purchase/Approving
Authorities)ME21N/ME28

Create Confirmation
(By Projects)
CN25/CN27
Actual Settlement (Automatic)
(By Finance) CJ88/CJ8G
Network System Status as
“CLSD”(Closed)
(By Projects / Finance)
CN22
Create Settlement Rule
(By Finance) CJ2B/CJ02
Projects Definition System Status as
“CLSD”(Closed)
(By Projects / Finance)
CJ02

Title: Create Investment Program
Transaction Code
IM01
Document No. Responsibility Version Supercedes Issued
on
Effective
Date
Review
Date
SAP/EUD/PS/01 Finance 001 NIL
2.1 Trigger
Receipt of Intimation from Management or the Financial Year Change.
Business Process Procedure Overview
 Creation of Capital Investment Program
Via Menus Accounting  Investment Management  Program  Master Data 
Investment Program Definition  Create.
Via Transaction Code IM01
Input - Required Fields* Field Value / Comments
Investment Program Type the Description of the Investment Program e.g. Shasun Investment
Approval Year
Type the financial year e.g. 2007
Program Type Select the option from the list e.g. “ZSCD” Capital Investment Program
Some of the fields mentioned in the following may not be in your entry screen. This depends on the configuration of
your system.
Output – Results Comments
Creation of Investment Program

Procedural Steps
Access “Create Investment Program” transaction by:
Investment Program Definition  Create.
1.2. On screen “Create Inv. Program Definition: Header Screen”, enter information in the fields in the table
below:

Field Name Description R/O/C User Action and Values Comments
Investment
Program
Investment Program R Type the Description of the Investment
Program e.g. Shasun Investment 07-08
Approval Year Approval Year R Type the financial year e.g. 2007
Program Type Program Type R Select from the list “ZSRD”.
Based on the Project for Research &
Development, CRAMS , Generic Projects.
Program
Description
Investment Program Description R Type Investment Program Description
FI Variant Fiscal Year Variant R Select the option from the list e.g. V3 –
April – March.
Currency Currency R Company code Currency – “INR”.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)
Press “Ctrl + S” or Save Button from the Screen

Title:
Create Investment Program Top
Position
Transaction Code
IM11
on
Effective
Date
Review
Date
2.1 Trigger
After Creating the Capital Investment Program.
 Creation of Capital Investment Program Top Position.
Investment Program Position  Create Top Position.
Investment Program Type the Description of the Investment Program e.g. SHA0708
Position ID Type the Top level Position ID. e.g. SHASUN Investment 2007-08
Approval Year Type the financial year e.g. 2007
your system..
Creation of Investment Program Top
Position.

Procedural Steps
Access “Create Investment Program” transaction by:
Investment Program Position  Create Top Position.
1.2. On screen “Create Inv. Program Position : Header Screen”, enter information in the fields in the table
below:

Investment
Program
Program e.g. Shasun Investment 07-08
Position ID Top Position ID R Type the Top level Position ID. e.g.
Shasun Investment 07-08
Position ID
Description
Top Position ID Description R Type the Description of the Top Position
ID.
CO Area Controlling Area R Select the option from the list e.g.
“1000”
Company Code Company Code O Select the option from the list e.g.
“9000”

Title:
Change Investment Program
Structure
Transaction Code
IM22
on
Effective
Date
Review
Date
2.1 Trigger
After Creating the Capital Investment Program Top Position.
 Creation of Capital Investment Program Top Position.
Investment Program Structure  Change.
Investment Program Type the Description of the Investment Program e.g.SHA0708.
Position ID Type the Top level Position ID. e.g. SHASUN INVESTMENT 2007-08
your system..
Creation of Investment Program
Structure.

Procedural Steps
Access “Change Inv. Program Structure” transaction by:
Investment Program Structure  Change.
3 3.1. On screen “Change Inv. Program Structure: , enter information in the fields as specified in the
table below:

Click on Create

Investment
Program
Program e.g. SHA0708
Position ID Top Position ID O Type the Top level Position ID. e.g.
Shasun Investment 07-08.

Title: Edit Original Budget
Transaction Code
IM32
on
Effective
Date
Review
Date
2.1 Trigger
After creating the Investment Program Structure the company Level Budget needs to be
updated.
 Edit Original Budget for the Company.
Via Menus Accounting  Investment Management  Program  Budgeting  Edit
Original.
Investment Program Type the Description of the Investment Program e.g. Shasun Investment 07-
08
Position ID Select the Position ID from the List.
your system..
Company level Budget is updated.

Procedural Steps
Access “Change Inv. Program Structure” transaction by:
Via Menus Accounting  Investment Management  Program  Budgeting  Edit
Original.
3 3.1. On screen “Change Inv. Program Structure: , enter information in the fields as specified in the
table below:

Investment
Program
Program e.g. SHAN0708.
Position ID Top Position ID O Type the Top level Position ID. e.g.
Shasun Investment 07-08
Enter the Amount to be Invested for
each Position ID “Overall “ and
“Yearwise” Values. And
Click on Edit  Select  Select All.
Click on Edit  Total up.
Select “Annual Values” & Total Value”.
Click on “Continue “ or Enter.
Overall and the year wise budget needs to be updated, system will generate a Budget update document.

Title: Create Appropriation Request
Transaction Code
IMA11
on
Effective
Date
Review
Date
SAP/EUD/PS/01 Projects 001 NIL
Trigger:
Receipt of Intimation from Management or the Basic User Specifications from User Department and QA
Specifications from QA Department.
Business Process Description Overview
 Creation of Project Appropriation Requests.
 The Proposed Project Appropriation Request Numbering system is same as Project Numbering, will be based on
External Alphanumeric numbering and as follows :
 First Character will represent CRP to represent the categories of Projects, and remaining characters are as per
the Coding Logic presently the company is following.
PRD -000-00-00-00-00-000 Research & Development Projects
PST -000-00-00-00-00-000 Site Transfer Projects
PTT -000-00-00-00-00-000 Technology Transfer Projects
Via Menus Accounting  Investment Management  Appropriation Requests  Edit
Appropriation Requests  Individual Processing.
Via Transaction Code IMA11
Press Create button from the Screen
Appropriation Request Type Select S1 from the given list by drill down search method.
Controlling Area Type “1000” and then Press “Create” button from the Screen or Select
“Create” from the
Menu.Appropriation Request Select from the Open Number. Find the next Open Number by giving the
Starting Number.
If the Project is related to CRAMS then you have to give the
Project Coding Logic As defined “
PRD -000-00-00-00-00-000 Research & Development Projects
PST -000-00-00-00-00-000 Site Transfer Projects
PTT -000-00-00-00-00-000 Technology Transfer Projects.
your system.
Creation of Appropriation Request for
the requested Project.

Procedural Steps
Access “Create Appropriation Request” transaction by:
Via Menus Accounting  Investment Management  Appropriation Requests 
Edit Appropriation Requests  Individual Processing.
Via Transaction Code IMA11
3 3.1. On screen “Create Appropriation Request: , enter information in the fields as specified in the table
below:

PRD-000-00-00-00-00-000
Research & Development Projects
PST-000-00-00-00-00-000 Site
Transfer Projects
PTT-000-00-00-00-00-000
Technology Transfer
Projects



Click on Create Cost
Estimate

Click on Show/Hide Item View

 Item Category
o M for Material
o V for other costs like manpower, QC etc. The cost element for V
should be 7100150
 Resource is where we select the RM name. The master would be
entered by the Purchase person. This is not required for RM. Enter
Quantity & hit enter.
 For V change the description to suit us.
 Go Back or press F3. The total budget for the year 2007 (as the
investment planned is for 2007) would appear as shown below. Save
the Appropriation request.
Note: We would define the cost for 1 year and if the project spills over to the
next year the remaining budget would also spill over.

 Select the project in the left side of the screen and go to Approp.
Request Menu and select the change option.
 Go to Control data Tab and click “Form approval”. The Appropriation
Request needs to be sent for approval.
 Save the Appropriation Request.

Title: Change Appropriation Request
Transaction Code
IMA12/SBWP
on
Effective
Date
Review
Date
Trigger:
After Creating of Project Appropriation Request and its sent for Approval.
 Releasing the of Project Appropriation Requests.
 The Authorized person whose name is mentioned in the Appropriation Request (IM : Authorization – Partner field) will
have the authorization to Release the Appropriation Request.
  


Procedural Steps
Access “Appropriation Request Individual Processing” transaction by:
  

1.0 On screen “Change Appropriation Requests : Header Screen”, enter information in the fields in the table
below:

System Will show the Display Mode of the Appropriation Request sent for Approval.
In case of any further requirement on the same Appropriation Request press “BACK”.

Click on “Create Attachment”.

Click on “SAVE” and “BACK” Button.

Click on “APPROVE”.

Now Inbox  Workflow  will be blank.
There will be a mail which goes to the Person Who has created the Appropriation Request. Which he
can check in his login through the Transaction code SBWP – INBOX  Documents.
Transaction Code : SBWP
Select In Box SAP Business
Work Bench
R Select the Inbox  Workflow
Press “Execute“ Button.
Transaction Code : IMA11
Worklist
Off / On
R Toggle the Work list Button ‘ON’ if it is ‘OFF’.
Select the Project Name from the Work-list which
was created by you.
e.g. P-0001.
Select the “Change” Button which is appearing
like Pencil in the screen.
Or select the Appropriation Request from the
Menu and select Change Option.
Assignment
Project R Select the Project Field.
General Data
Status R Select Approve.
System gives
message that

the
Appropriation
Request is
approved.
Assignment
WBS Element R Select the WBS Element Field.
System
automatically
copies the
Project Code.
e.g. : M-0011

Title: Activate Project Definition
Transaction Code
IMA11
on
Effective
Date
Review
Date
Trigger:
After Approval of Project Appropriation Request & Activation of Project Definition.
 Activating the Project Definition.
 The Authorised Person who is responsible for Activating the Project Definition will do this Transaction.

Procedural Steps
  

below:

Click on “Continue “ or “Tick Mark”.
System will propose that Copy the Planned Values”
Click on “Tick “ or Press Enter.

Title: Budget Distribution
Transaction Code
IM52
on
Effective
Date
Review
Date
Trigger:
After Approval of Project Appropriation Request & Activation of Project Definition.
 Budget Distribution for the Project.
 The Person who is responsible for Budget Distribution will have the authorization to Distribute the Budget.

Procedural Steps
Access “Budget Distribution” transaction by:
   

1.1 On screen “Budget Distribution” : Header Screen”, enter information in the fields in the table below:

Enter the Overall / year Wise Budget for the Appropriation Request / Project Definition
Click on EDIT  COPY VIEW  Select the Planned total

Select the Annual Year : 2007
Click on EDIT  COPY VIEW  Select the Planned total

Check on
“CHECK”

Click on “check” button and Save the system will generate the Budget document.

Title: Release Appropriation Request
Transaction Code
IMA11
on
Effective
Date
Review
Date
Trigger:
After Activation of Project Definition and Budget Updating for the Appropriation Request.
 Release Appropriation Request.
 The Person who is responsible for Release Appropriation Request will have the authorization to Release the
Appropriation Request.

Procedural Steps
  

below:

Click on “RELEASE”. And click on “SAVE”.

Title: Change Project Definition
Transaction Code
CJ02/CJ20N
on
Effective
Date
Review
Date
Trigger:
After the Approved Budget Appropriation Request form.
   

  

1.0 On screen “Change Project Definition : Header Screen”, enter information in the fields in the
table below:
Project Definition Select “Project Definition” from the
Screen
Responsible Person The person (Project
Manager ) who is
Responsible for that
Project.
R Select the Name of the Project
Manager who is responsible for that
Project from the given list.
Applicant No. The User Department who
requested to do the Project.
O Select the Name of the Requested
User Department from the given
list.
Start Date Start date of the Project R Type the start date or Select the Start
date of Project from the Calender.
This dates
will be
defaulted
from
Appropriatio
n Request
End Date End Date of the Project R Type the End date or Select the End
date of Project from the Calender.
This dates
will be
defaulted
from
Appropriatio
n Request
Company Code Company Code R Select the company code from the
list

Business Area Business Area R Select the Business Area from the
List
Plant Name of the Plant where the
Project is going to take place
R Select the Name of the Plant where
the Project is going to take place.
Profit Center Profit Center R Select the Name of the Profit Center where
Project is going to take place.
Location Name of the Location where
the Project is going to take
place
O Select the Name of the Location
where the Project is going to take place.

Partner Tab
Sold to Party
Sold to Party – the
Customer for whom we are
doing this project
R Select the Customer Number from
the Customer Master.
If its new
Customer It
has to be
created in
Customer
Master
Level WBS Level Number R Enter “2”
WBS Element WBS Element R Enter “@-01”
Description WBS Description R Enter the WBS Description “PO
Receipt”
As required
by the
Project
Management.
The Project
Structuring
needs to be
created.
Planning Element Planning Element R Tick this Indicator
Account Assignment Account Assignment R Tick this Indicator

Billing Element Billing Element R Tick this indicator If this
indicator is
not set the
system will
not accept
the WBS
elements in
Quotation.

Title: Create Quotation
Transaction Code
VA21
Document No. Responsibility Version Super
cedes
Issued
on
Effective
Date
Review
Date
SAP/UD/SD/02 Business
process owner
001 NIL
Overview
Create a quotation
Trigger
Customer requests information on prices for a product.
This document describes the procedure required to create a quotation for a customer. A quotation is used to
determine material, their quantities and prices and payment terms that are valid for a given sold-to customer
during a specified time period. The customer can then place sales orders, or setup a contract, with reference to
the quotation. This offer is a legal binding document.
This document can be created with reference to preceding document.
Quotation Type The sales document type you enter determines the kind and sequence
of screens that follow.
Sold to Party Number of the customer for whom the quotation is created.
Material The number of the material that the quotation is based on
Quantity The amount of material the customer receives the quote about.
Creation of a quotation document Quotation is created and the number is displayed.
Tips and Tricks
The Sales Area of a customer will automatically be brought into the quotation, so there is no
need to enter these values in the initial Create Quote screen. If the customer is assigned to
more than one Sales Area a selection box will appear during the creation of the quote.
Procedure Steps
 Create Quotation by:
Via Menus Logistics > Sales and distribution > Sales > Quotation > Create
Via Transaction Code VA21

 To create a quotation with reference, use the selections in the table below to copy in the
desired information from the customer’s inquiry.
 On screen < Create Quotation : Initial screen >, enter information in the fields as
specified in the below table:
Quotation Type for Formulations Projects : ZPSQ.

Field
Name
Description R/O/C User Action and Values Comments
Quotation
Type
The sales document type you
enter determines the kind and
sequence of screens that follow.
R
You can choose the type of quote
you would like to use by placing
your cursor in the field and
clicking the drop-down arrow or
by pressing F4.
ZPSQ for
Formulations
Sales
Organizati
on
4 char identifier of an
independent unit that is
responsible for sales processing
of a product or product line
O
This fields can also be defaulted
from the user’s parameters or left
blank to be populated by the
customer’s sales area assignment.
1000
Distributio
n Channel
2 char identifier of a means of
getting a product to the
customer
O
10
Division
2 char identifier of a group of
products or services
O
30
( NOTE: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” =
Conditional . For USA relevant sales organization needs to be selected.)
3 Press Enter:

 On Create Overview screen enter information in the fields as specified in the below
table:
Sold-to Customer you are selling to R Enter Customer number 100000
Ship-to Where items in quote will be
shipped to.
R Populated when sold-to is entered 100000
PO
Number
Customer supplied PO number O Enter a PO number S123
Valid
From
Date on which quotation become
effective
O Valid from date
Valid To Date on which quotation
becomes null and void.
O Date till which the quotation is
valid
Material(s
)
Material Number of the product the
customer is requesting a quotation for.
R Enter material number for which
the Sales needs to be done.
e.g. 020207001
Order
Quantity
Amount of material the customer has
Requested the quote for.
R Enter order quantity 10
Req.
Delivery
Date
Date customer requires delivery O System default
- current date
Sales
(Tab)
General Sales information can
be changed here.
O Click on this tab to change
information such as delivery date,
incoterms and billing/delivery
blocks may be changed here.
Item
Overview
(Tab)
Individual item changes are
made here. Use this area to
delete/add items to the
quotation.
O You go automatically to this tab
after you enter the information on
the initial quotation screen and
click enter.
Account
Assignme
nt Tab
WBS Element R Select the WBS Element.
Ordering
Party
(Tab)
Ordering Party changes are
made here.
information such as customer
internal material number.
Procurem
ent (Tab)
Procurement (materials)
changes are made here.
information relevant to
procurement such as load dates,
etc.
Shipping
(Tab)
Shipping changes are made
here.
shipping information such
complete deliveries and delivery
blocks.
Reason
for
Rejection
(Tab)
If quotation is rejected the
rejection and reason is entered
here.
O Click on this tab to change reason
for rejection information such as
delivery date, incoterms and
billing/delivery blocks may be
changed here.
This ‘closes’ the
quotation and
further
documents are
unable to be
created with
reference to
this document.

 Press enter
5. Then, go to “item conditions” and change the prices if required.

a. Use the  SAVE icon to save the created Quotation.
2.5 Results: The quotation is created.

Title: Create Sales order
Transaction Code
VA01
on
Effective
Date
Review
Date
SAP/EUD/SD/0
4
Business
Process Owner
001 NIL
Overview
Creation of Sales order.
Trigger
To create sales order.
In sales order processing, the system implements various functions: such as pricing and printouts are available.
The system checks whether the material is available for the requested delivery date and if necessary, transfers
the requirements to materials planning. Shipping deadlines and shipping points are determined in delivery
scheduling.
Input - Required Fields Field Value / Comments
Order type Enter the order type
Sales organization Enter sales organization
Distribution channel Enter distribution channel
Division Enter division
Sold to party Enter sold to party
Ship to party Enter ship to party
Purchase order no. Enter purchase order no.
Delivery plant Enter the delivery plant
Payment terms Key for defining payment terms composed of cash discount percentages
and payment periods. A000
Incoterms Commonly-used trading terms that comply with the standards
established by the International Chamber of Commerce (ICC).
Material Enter material number
Order Quantity Enter order quantity
Sales order created
Tips and Tricks

 After entering order type on initial screen, the remaining fields may be left blank as they
are populated on the next screen, “Overview”, after “Sold to party” is entered.
Procedural Steps
5 Access <Sales order transaction > by:
Via Menus Logistics > Sales and Distribution > Sales >Order > Create
Via Transaction Code VA01
3
6 On screen <Create Sales Order : Initial Screen >, enter information in the fields as
specified in the below table:
Order Type Field that identifies the type of
sales order
R This refers to the type of the
order from the customer. Pick
from the drop down menu. For
ZUKO

instance in the case of UK Local
order, the order type is ZUKO
Sales
Organization
Independent unit that is
responsible for sales processing
of a product or product line
R Enter the sales organization or
choose from the drop down menu.
4000
Distribution
Channel
Means of getting a product to
the customer
R Enter the distribution channel or
Choose from the drop down
menu.
10
Division Group of products or services R Enter product division or Choose
from the drop down menu.
10
Sales Office Physical location responsible for sales
certain products or services within a
given geographical area
O Optional field. Choose from the
drop down menu. In case of doubt,
leave the field blank.
This field gets
copied from the
customer master
once the
customer is
entered in the
sale order
Sales Group Group of sales people that are
responsible for a special area of
processing of a group of products or
services within a specific sales office.
O Optional field. Choose from the
drop down menu. In case of doubt,
leave the field blank.
This field gets
copied from the
customer master,
once the
Customer is
entered in the
sale order.
6.1 Press ENTER key or Alternately click on green check mark
1 On screen <Create bulk domestic order: Overview>, enter information in the fields as
3 specified in the below table:

3

5. Press Enter.
6. Double click on Material Description
The next screen will be as seen below

Then click on condition. It takes you to the next screen as shown below. In this screen,
the price is entered.

The system makes available the prices that is maintained in the condition master. If
required, change the prices.
Then go to “schedule lines” screen. In this screen, you enter the delivery date required
by the customer. Different schedules can be entered.

7. Then, if any text data like quality notes, production notes etc., need to be mentioned, the
same can be mentioned in the “texts” screen.

9. Then, select “Additional data A” screen and fill the required details.

10. Click on the SAVE button or Use the  SAVE icon to save the Order.
The system generates a number and mentions at the bottom of the page that order no ------
------- has been saved.
Result : A sale order has been created.

Title: Change Cost Planning
Transaction Code
CJ40
on
Effective
Date
Review
Date
2.1 Trigger
After creating the Lower Level (3) WBS elements under the Project Definition.
 Manual Cost Planning for the Lower Level WBS elements
Via Menus Logistics  Project System  Financials  Planning  Cost in WBS 
Overall Values  Change.
Via Transaction Code CJ40
Project Definition Select the project definition from the list.
your system..
Manual Cost Planning for the Project
Definition will be done.

Procedural Steps
Access “Change Cost Planning” transaction by:
Via Menus Logistics  Project System  Financials  Planning  Cost in WBS 
Overall Values  Change.
1.2 On screen “Change Cost Planning” : Initial Screen”, enter information in the fields in the table below:
Give the Project Definition and Click on Cost Planning
Enter the Manual Cost planning for Overall and Annual.

Click on Edit  Total Up.

Tick on “Annual” and “Total Value”.
Screen
Overall & Year
wise budget
needs to be
updated.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” =
Conditional)
Click on “Save”.
After saving this the User needs to send an SAP Mail to Budgeting Department to
Update the Cost Planned to Budget.

Title: Change Original Budget
Transaction Code
CJ30
on
Effective
Date
Review
Date
2.1 Trigger
After creating the Manual Cost planning for the Lower Level (3) WBS elements under the
Project Definition.
 Manual Cost Planning for the Lower Level WBS elements
Via Menus Logistics  Project System  Financials  Budgeting  Original Budget
 Change.
Project Definition Select the project definition from the list.
your system..
Budget for the Lower Level WBS
elements (level 3 ) for the Project
Definition will be done.

Procedural Steps
Access “Change Original Budget” transaction by:
Via Menus Logistics  Project System  Financials  Budgeting  Original Budget
 Change.
Screen
Overall &
Yearwise
budget needs
to be updated.
(Note: On above table, in column “R/O/C”: “R” = Required, “O” = Optional, “C” =
Conditional)

Save the Document “System Generate the Budget document Posted.

Title: Create Network
Transaction Code
CN21
on
Effective
Date
Review
Date
2.1 Trigger
After creating the Project definition for the activities this Network will be created.
 For all the Project related activities (Internal /External) network will be created.
Via Menus Logistics  Project System  Special Maintenance Function  Network
 Create.
Via Transaction Code CN21
Network Profile Select the network profile from the list. e.g. Network profile
w/Acct.asst(SCDL-R&D) If the Project is Research & Development
Projects
Network type Select the network Type
Plant Select the plant
MRP Controller Select the MRP Controller for Project
your system..
Network will be created.

Procedural Steps
Access “Create Network” transaction by:
Via Menus Logistics  Project System  Special Maintenance Function  Network
 Create.
Via Transaction Code CN21

Network Profile Network Profile R Select the Network Profile “ZP00002
– Network Profile W/a Assign
(SCDL-R&D)
The user has to
select only this
network Profile
Network Type Network Type R Select ZP03 – Network with activity
assignment(S-R&D) from the list
The user has to
select only this
network type
Plant Plant R Select the Plant Where the Project
is going to be implemented.
MRP Controller MRP Controller R Select “006” PROJECT – MRP The user has to
select “006” only.

After Giving Project Definition Click on “SAVE” Button.

Network Description of Network R Type the name of the Network, with
reference to the Project definition
which will help you in future for
reference and easy search.
Scheduling
Scheduling Type R
Please ensure that the Scheduling
Type must be in Backward type.
For all our Projects
end date is fixed.
Because of this we are
using the Backward
scheduling type.
Assignment
Project Def. Project Definition R
Type the Required Project Definition
for which this Network is to be
linked..
Give “YES”
System will prompt
you whether It has to
copy the WBS element
Dates which you have
mentioned in the
Project Definition.
System will prompt
you that the Dates
copied from the
Project Definition.
(Note: On above table

, in column “R/O/C”: “R” = Required, “O” = Optional, “C” = Conditional)
If you see the Scheduling Field, the Start date and the End date of the Project will be copied in that fields.
Select the Activity Overview Button from the Screen or go to option from the Main Menu and select the Activity Overview
Option or Press F7.
Network No. Network Number. R Type the Network No, for which
Activities and duration has to be
entered.
Select the Activity Overview Button
from the Screen or Goto Option 
Activity overview option from the
Main menu or F7.
System will takes you
to Change Network
Basic Data Overview
(basic Dates)
Description Description of the
Activities
R Type the Description of the
Activities required for the Projects
one by one. (row by row ).
Normal Duration Normal Required
Duration for the Activity
R Type the Required Duration for all
the activities (time taken to
complete the Activity. In days)
WBS Element WBS element
Corresponding to the
Activities
R Assign the Corresponding WBS element
To the Activities to Capture the Costs
System will generate
the Settlement Rule
for that Activities.

Select the Respective WBS elements for the Activities.
1.2 On screen “Create Network Basic Data Overview (basic Dates ) Screen”, enter information in
the fields in the table below:
Select the Activities for which the Milestones are Attached.
Select the Milestone Overview Button from the Screen or Activity option  Milestone Overview
option from the Main menu.

Usage The Person who is
responsible for
confirming this
Milestone
R Type the Person responsible or
select the responsible person from
the given Usage list.
Milestone
R Type the Description of the
Milestone to be confirmed
System will
automatically set the
Scheduled date as
today’s date.
Group O Type “PM”, this fields decides which
person will confirm this Milestone.
Fixed Date R If the Milestone has to be confirmed
in particular fixed date then type
that particular fixed date in this
field.
Fin. Off. Finish to Offset R Tick this field if you want to set the
Milestone to the finish date of the activity.
e.g. shown in the figure.
If this field Indicator tick is
there then the system will
automatically set this
milestone in the finish date of the
activity.
Offset Number of day of Offset
of
Milestone.
R If you want to set the milestone to
The required number of days.
e.g. 2 day
Offset Unit Unit of Offset of
Milestone
Date
R Type the unit of offset field.

1.3 On screen “Create Network Milestone Overview Screen”, enter information in the fields in the
table below:

For Task Please type “WS20500224”. Only

Select the Respective Activities for which the Milestones are to be added.
If you want to insert a Group of Milestones then select the Milestone Group from the given List
of Groups.

If you want to insert a Standard Milestone select the Standard Milestone from the given List.

1.4 On screen “Create Network Basic Data Overview (basic dates ) Screen”, enter information in
Select the Activity Element Overview button from the Screen or Activity option  Element
Overview option from the Main menu or Ctrl +Shift + F10 .

Internal
Processing
Description
Description of Work
Center Work
R Type the Work center name with
word Work e.g. Managers’ Work.
Work No. of hours to Work R Type the Number of hours of the
Work center to work.
Work Center Name of the Work
center
R Type the Work center related to
Project or select the Work Center
from the given list. (drill down
search option ) and
Press Enter.
Activity Type System will automatically
picks up the Activity type
from the setting.
1.5 On screen “Create Network Basic Data Overview (basic dates ) Screen”, enter information in
Select the External processing button from the Screen.

External
Processing
Service
Indicator for External
Service requirement
R Tick this field if you want to do
some external service activities e.g.
Civil Construction, Mechanical
Erection etc.,
Service
R Type the description of the Service
which are to be done.
Purchase org. Name of the Purchase
Organization
R Type the name of the Purchase
Organization. e.g. for engineering
purchase EB01.
Cost Element Cost Element for which
the cost has to be
booked
R Enter the required cost element for
which the cost for this service has
to be booked.
WBS Element WBS element for which
the external service.
R Assign the corresponding WBS
element for the External Service for
which cost has to be captured for
the Project.
e.g. Contractors Costs.
Outline-agreement Contract Number. O Select and Assign the required
Outline agreement number from the
given list.
Agreement item Item number O System will automatically
set this field from the
outline-agreement.
Material Group R In case any material group is there
then select from the given list. (drill
down search)
Planned Delivery
time
Time taken to complete
the Activity.
R Type the required time taken to
complete the external processing
activities.
Purchase Group Name of the Purchase
Group
R Enter the Name of the Purchase
Group or select from the given list
(drill down search method).

Select the an activity or group of activity by clicking the above said green colour button from the screen. The
system will display the following Screen.

1.6 On screen “service Specifications : External Specs. F.Task List Maintain Screen”, enter information in the
fields in the table below:
Service Number Service Number R Select the required service to be
made by the Vendor by drill down
search from the Service master.
System will automatically
picks up the short text
from the service master.
Quantity No. of Quantity R Enter the number of quantity to be
done by the external service
contractor.
e.g. Cable laying 1.5 sq mm - 5
mtrs
Cost Element Cost Element for which
the cost has to be
booked
R Enter the required cost element for
which the cost for this service has
to be booked.
Contract Number Contract Number with
the external Vendor.
R If there is any contract existing
then u have to specify that contract
number.
Item Contract Number Item R Enter the Item Number of the
Contract.
System will automatically
sets the short text from
the contract.
Overall Limit Overall Costs limit for
this contract
R Enter the Overall limit for the
contract which includes unplanned
service costs also.
Expected Value Expected Value for the
services.
R Enter the expected cost limit for
this contact at which all the planned
service costs can be posted.
No Limit Indicator for the
Contract without Cost
Limit
R If this indicator is set then the value
for the contract is unlimited.
Other Limit R If this activity has unplanned

services that unplanned costs limit
has to be entered in this field.

Title: Change Project Definition - Release
Transaction Code
CJ20/CJ20N
on
Effective
Date
Review
Date
2.1 Trigger
The Asset wise WBS elements has to be created and Project definition has to be released.
 Asset wise WBS elements has to be created and Project definition needs to be released.
Via Menus Logistics  Project System  Project  Spl. Maintenance Function 
Work Break Down Structure (WBS)  Change
Logistics  Project System  Project  Project Builder
Via Transaction Code CJ02 /CJ20 N
Project Definition Select the Project Definition for which the Asset wise WBS elements needs to
be created.
your system..
The Assetwise WBS elements will be
created & Project is released.

Procedural Steps
Access “Change Project definition” transaction by:
Via Menus Logistics  Project System  Project  Spl. Maintenance Function 
Work Break Down Structure (WBS)  Change
Logistics  Project System  Project  Project Builder
Via Transaction Code CJ02 /CJ20 N
Screen to Release.
Select EDIT  SELECT  SELECT ALL from the Main Menu.

Select EDIT  STATUS  RELEASE from the Main Menu.

Title: Create Purchase Requisition
Transaction Code
ME51/ME51N
on
Effective
Date
Review
Date
2.1 Trigger
1. Direct requirements from a project, cost center , sales order or work order
A requisition defines the need for a material or service. It is the primary instrument for identifying materials or
services that must be either procured outside the company or manufactured internally. It authorizes the
Purchasing department to purchase materials in specific quantities within a specified time frame. It is an internal
document and is not used outside of the company.
Requisitions can be created for materials with or with out a material master. When creating the requisition with a
material master,
The part number must be referenced, and a flag must be placed in the account assignment field. This will bring up
a pop-up
window to assign the material to an account.
Requisitions do not need a material master. If processing a requisition for material that does not have a material
master, the
account assignment must be flagged with the proper key to charge the item to a cost center, project, or an order.
Document Type Type of requisition (NB)
Delivery date date item is required
Plant Plant requiring material
Purchasing Group Buyer or group that will purchase material
Account assignment A flag that determines the account where financial transactions are
charged.
Output - Results Comments
Approved requisitions Authorization to Purchasing department to proceed with purchase

Tips and Tricks
 When you enter the item category, account assignment, delivery date, plant, storage location, Purchasing
group, material group on the initial overview screen, this information defaults to each item number on the item
screen eliminating duplication of typing effort. In the item screen any of these fields can be changed using a
requisition tracking number or entering a requisitioner allows grouping for easy monitoring. If you specify an
account assignment, do not reference a storage location, because the item is being charged off and will not go
into inventory.
 Set up the user defaults for each user to force the system to plug in default data, i.e. plant, purchasing
organization.
Procedure Steps
3 1.1.Access transaction by:
Via Menus LogisticsMaterials Management PurchasingPurchase Requisition
Create
Via Transaction Code ME51/ME51N
1.2. On screen “Create Purchase Requisition: Initial Screen”: enter information specified in the
table below:
Transaction Code : ME51

Transcation Code : ME51 N
Press Enter

Fields Description R/O/C User Action and Values Comments
Document
Type
Defines whether a requisition or
agreement is to be created
R Enter type (NB) for regular
purchase requisition
Purchase
requisition
Number that uniquely identifies
a requisition
O Leave blank. Number assigned
by system.
Source
determinatio
n
Flag that determines whether
automatic sourcing of materials
from a vendor is to be used
O
Item Category Denotes specific features of an
item (example - material is
consignment)
O
Account
assignment
key specifying whether
accounting for an item is to be
effected via an auxiliary
Account
R Choose either Project,(Q),
Order (O), or Cost Center (K)
to charge costs if account
assignment is used
Projects, orders
and cost
centers will
have assigned
numbers
Delivery date Date on which the goods are to
be delivered. If delivery date is
sooner than the system
calculated lead time, a warning
will be issued
R Enter date material is required Date format may
vary by
configuration
Plant Plant requiring material R Enter plant where material is to
be shipped
Storage
location
Key for determining storage
location for a specific plant
O
Purchasing The Buyer responsible for R Identify the buyer who will purchase

Group purchasing the specific
requisition/item
material
Material group Grouping of several materials
with similar features
R Enter material group code
Req. tracking
number
This number can be used to
facilitate the monitoring of
material procurement
O
Requisitioner Indicates for whom the material
is ordered
R
Shipping Plant The plant from which ordered
material is supplied
O
Fields Description R/O/C User Action and Values Comments
Item Number that uniquely identifies
an item within a purchase
requisition
R Defaults
I Denotes specific features of an
item (example - material is
consignment)
O
A key specifying whether
accounting for an item is to be
effected via an auxiliary
Account
O Choose either Project,(P), Order
(F), or Cost Center (K) to
charge costs
Projects, orders
and cost
centers will
have assigned
numbers
Material Name or number that uniquely
identifies a material
R Enter name
Short Text Description of Material O Required for materials with no
material master
Qty requested Quantity to be ordered R Enter number of units required
UN Unit of measure in which the
requested material is to be
ordered
R Defaults from material master
Delivery date Date on which the goods are to
be delivered. If delivery date is
sooner than the system
calculated lead time, a warning
will be issued
R Enter date material is required date format may
vary by
configuration
PGr Purchasing Group R Defaults from material master
Matl Group Material Group O Enter material group
Plant Plant requiring material R Enter plant where material is to
be shipped to
Storage
location
Key for determining storage
location for a specific plant
O Do not enter a
location.
SPlt Supplying Plant O
Repeat above for each item in Purchase Requisition.
1.4. System will ask you the Valuation type. Enter the Valuation type or select the required valuation type from
the Drill Down Search method.
1.5 Press Ctrl + S from keyboard or Save button from the Screen. The system will prompt you the numbered
Purchase Requisition.

Title: Create Purchase Order
Transaction Code
ME21N
on
Effective
Date
Review
Date
SAP/EUD/PS/01 Purchase 001 NIL
2.1 Trigger
 Direct demand for Purchase order for stock material
A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and
pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a
reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes.
The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined
price and delivery date.
Vendor Vendor number
Date Purchase Order date
Purchasing Organization Should default
Purchasing Group Buyer who will purchase
Printed purchase order Can be manually sent, faxed or EDI

Procedural Steps
3 1.1. Access Create Purchase Order: Initial screen by:
Via Menus Logistics>Materials Management>Purchasing>Purchase Order>
Create>Vendor Known
Via Transaction Code ME21N
1.2. On screen “Create Purchase Order: Initial Screen”, enter information as specified in the fields in the table
below:
Vendor Vendor number R Vendor number known or via
match code selection
Order type Order type code R Standard PO,Service PO,Import
PO,DEEC PO,Sub contract PO etc
the same can be selected based
on the requirement.
Date Purchase order date NA Date PO created defaults to
today’s date
Purchase Order Purchase Order Number NA Number is internally Assigned
automatically
Leave blank if
internally
assigned;
Purchasing
Organization
Purchasing Organization code R EB01,CB01.EF01 etc ,the same
can be selected as per
requirement
Purchasing
Group
Purchasing Group Code R ABM,BNP,BNU etc the same can
be selected as per the
requirement .
Item category Type of purchase R Standard ,Service ,stock
transfer, Sub contract etc
Acct. assignment Account where cost are R Cost center or maintenance

category allocated order for which the material is
being ordered.
Delivery Date
category
Delivery date category R Indicates whether the delivery
date is to be entered and
displayed as a calendar day,
week, or month.
Delivery date Date expected for delivery of
material
R Can default from material
master or be entered manually
Plant Plant to which delivery is to be
made
R Select plant number
Storage Location Where stock is stored O Select storage location assigned
to above plant
Material Group Material group code O Will default from material
master
Req. tracking
number
Number that facilitates
monitoring of the procurement
of required materials
O Can be used in List display to list
all PO’s created by a certain
buyer
Potential entry
is employee
number
Acknowledgment
required
Determines whether the
purchasing document (PO) is
to be acknowledged by vendor
O Turn on button if
acknowledgment is required .
3 Press enter.
1.3. On screen “Create Purchase Order: Item Overview”: enter information as specified in the fields in the table
below:
Item Item number of purchase order
item
R Defaults
Material Material number R Material master known or via
match code selection or via PR
Quantity Required units or quantity R Enter qty. required
Net Price Vendors Price R Vendors current price should be
entered here
Note: if
material is on
agreement use
agreement

price not
current price
Date Date material is required R Will default Initial screen if
entered or entered item wise
manually or can be changed
using fast change key if uniform
for all items
Plant Plant code R Enter plant to which stock
material is to be delivered
3 1.4. On screen “Create Purchase Order: Item Details”, enter information as specified in the fields in the table
below:
Info record
update
Used to specify how vendor’s
info record will be updated in
the system
O
Reminder 1, 2,
3
Reminder (in days) O
Confirmation
control key
Determines which confirmation
categories are expected
O
Underdelivery
tolerance
Tolerance allowed for under
delivery (in %)
O
Overdelivery
tolerance
Tolerance allowed for over delivery
(in %)
O
Unlimited Indicates any quantity is
allowed to be received against
PO
O
Tax code Determines taxability of
material
R
Shipping
instructions
Used to indicate how goods are
to be shipped
O
IR Indicator specifying that PO is
expecting invoice receipt
R
GR-based IV Indicator specifying that invoice
receipt can be posted for each
individual goods receipt (rather
than for each PO line item).
R
3 1.5. On screen “Create Purchase Order: Header Details”, enter information as specified in the fields in the table
below:
Terms of
delivery and
payment
Vendor terms R Will default from Vendor Master
or manually entered
Incoterms 1&2 Transfer of ownership point R Will default from Vendor Master
or manually entered
Currency Currency vendor deals in R Will default from Vendor Master
Exchange rate Exchange rate of currency if applicableR Will default from Vendor Master
or manually entered
Leave blank if intern
ally assigned; fill in if
external assignment
References References documents O Quotation number, date etc
Text Overview Additional information O Shipping instructions , unloading
point etc

Salesperson Contact person at vendor site O Will default from Vendor Master
or manually entered
Telephone Telephone number of contact
person
O Will default from Vendor Master
or manually entered
Invoicing Party Vendor master number used to
denote the remit-to (or pay to)
address for the vendor
O Will default from the Vendor
master or manually entered
CtrySlsTxNo. Country of sales tax ID number C
Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)
Press the <save> icon.
Result: PO created under the number 45xxxxxxxx.

Title: Create Vendor Advance
Transaction Code
F-47
on
Effective
Date
Review
Date
SAP/EUD/PS/01 Purchase 001 NIL
2.1 Trigger
 Request from the Vendor for Advance. Request raised by Purchase against the purchase order.
A purchase order is a legal document used to record an individual purchase (negotiated terms, conditions and
pricing) with the vendor or arrange for a delivery based on prior agreement. It also provides the vendor with a
reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes.
The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined
price and delivery date. For that purchase order the vendor is requesting for Advance.
Document Date Enter the Document Date
Company Code Select the company code
Currency Select the currency
Reference & Doc. Header text Type the reference and Doc. Header Text.
Vendor Account No. Select the vendor account No.
Spl.GL indicator Select the GL Indicator as “M”
Vendor advance request is created.

Procedural Steps
3 1.1. Access Down Payment Request : Initial screen by:
Via Menus Accounting  Financial Accounting Vendor Down Payment 
Request
Via Transaction Code F-47
1.4. On screen “Down Payment Request: Header Screen”, enter information as specified in the fields in the table
below:

Document date Document Date R Enter the document date of the
document
Posting Date Posting Date R Enter the posting date of the
document
Document Type Accounting document type R Select the document type
Company Code Company code R Select the company code
Currency Select the company code
currency
R Select the company code
currency
Reference &
Head.Text
Reference & Header Text R Type the reference and Header
Text.
Amount Amount to be posted R Enter the amount required as
advance.
Tax Code Select the Tax code R Select/type the tax code
Due Date Due Date for the advance R Enter the due date
Purch. Doc. Purchasing document Number R Enter the Purchase order number
Press the <Post> icon.
Result: Vendor Advance request created under the number 17xxxxxxxx.

Title: Post Vendor down Payment
Transaction Code
F-48/F-58
on
Effective
Date
Review
Date
2.1 Trigger
 The Vendor Advance Request raised by Purchase against the purchase order.
For that purchase order the vendor is requesting for Advance.
Document Date Enter the Document Date
Posting Date Enter the Posting Date
Company Code Select the company code
Currency Select the currency
Reference & Doc. Header text Type the reference and Doc. Header Text.
Vendor Account No. Select the vendor account No.
Spl.GL indicator Select the GL Indicator as “M”
Bank Account No. Select the outgoing bank account number.
Vendor down payment is posted.
Procedural Steps
3 1.1. Access Post Down Payment Request: Initial screen by:
Via Menus Accounting  Financial Accounting Vendor Document entry  Down
Payment  Down Payment
Via Transaction Code F-48
1.5. On screen “Post Down Payment Request: Header Screen”, enter information as specified in the fields in the
table below:

Document date Document Date R Enter the document date of the
document
Posting Date Posting Date R Enter the posting date of the
document
Document Type Accounting document type R Select the document type
Company Code Company code R Select the company code
Currency Select the company code
currency
R Select the company code
currency
Reference &
Head.Text
Reference & Header Text R Type the reference and Header
Text.
Request Vendor Down payment
Request
R Select the Down Payment
Request.
Vendor Account Vendor account number R Select the vendor account
Bank Account Outgoing Payment Bank
account number
R Select the outgoing payment
Bank account number.
Press the <Post> icon.
Result: Vendor Down payment created under the number 2xxxxxxxxx.

Title: Goods Receipts Purchase Order
Transaction Code
MIGO_GR
on
Effective
Date
Review
Date
2.1 Trigger
Deliveries from vendors are most likely the result of purchase orders initiated by the purchasing department
Goods are received from the Vendor as a result of a Purchase Order at the receiving area. A goods movement is
entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general
ledger accounts are also posted.
Input – Required Fields Field Values/Comments
Document Date (MM/DD/YY) Date that the document is entered
Posting Date (MM/DD/YY) Date that the document is posted
Movement Type Movement type to be used (101,103,105)
Purchase Order Number The purchase order associated with the movement
The output is a material document,
which can contain accounting, profit
center, and other financial postings.
The output is the Goods Receipt Note with reference to a Purchase
order. All inventory and accounting entries are created upon posting of
this document in the system.
Tips and Tricks
A purchase order has been created and has been maintained in the system. When a receipt is entered in SAP, it
must reference a purchase order to verify the 3 way match process (i.e. purchasing departments, warehouse, and
accounting or A/P). The vendor typically provides a delivery challan, packing slip, invoice, for the material and/or
a bill of lading, lorry receipt of the carrier, which will contain information relating to who the vendor is, the material
and quantity delivered. In the event of a non-stock material, the requesters name should be printed on the
delivery challan to ensure proper attention.
If the PO number is not printed on the delivery challan, Invoice, bill of lading, the receiver will need to execute
transaction MIGO_GR Goods Receipt PO Unknown. The menu path for this is Logistics > Material Management
> Inventory Management > Goods Movement > Goods Receipt > For purchase order > PO number unknown. On
the Goods Receipt - PO Unknown: Initial Screen, be sure to fill in the Vendor Document reference number
and the Transporter in the Header Text field. The movement type is defaulted in. The receiver will need to
enter the vendor and/or material in the Find POs section and press the enter key or green checkmark in the upper
left hand corner of the screen. The system will provide a list of all open purchase orders that the receiver can
choose to receive against. Once the purchase order and line item are selected, the receiver will press the COPY
button. Then proceed to step 1.4 Goods Receipt PO: Selection Screen.
In exception cases, a goods receipt has been entered for a PO with an incorrect quantity. The initial receipt needs
to be reversed. For example, a PO for 100 pieces of flanges have been ordered and received. Later, it is identified
that one of the boxes containing 10 pieces is missing. It is now necessary to reverse the initial goods receipt for
the 100 flanges and then post a new goods receipt for the appropriate “short” quantity of 90. The document date
for the corrected goods receipt should be recorded for the initial goods receipt in the Document Date field. Then,
when the remaining 10 arrive, the respective dates will be entered to allow vendor evaluation to be scored
accurately.
To reverse by material document follow the menu path: Logistics > Material Management > Inventory

Management > Material Document > Cancel/Reverse. The material document is needed for this transaction.
If it is unknown, do a pull-down on the material document field and enter in search criteria relevant to the material
document. For example, enter a material number, plant, movement type, posting date, etc. Remember, the
system only displays the information that is entered. Therefore, do not be too specific especially if you are not
sure. A recommendation would be for the material, plant and movement type as a minimum. Then press the
execute button (the icon resembling a flower or stopwatch or press F8). Select the material document item and
press the “Adopt document” button. The material document number will be copied into the screen. Now press
enter. The heading of the screen should read, “Cancel Material Document: Selection Screen”. Select the line and
press the “Copy” button. Then SAVE. If the material for that document is displayed, there will be offsetting entries
to the previous receipt by quantity AND value.
Goods receipt tolerances for quantity are set at different levels material master, purchasing information record,
purchase order, and outline agreements. The order of precedence follows the same order from least specific
(lowest) to most specific (highest). For example, the over/under-delivery tolerances are set at the material master
level
Procedural Steps
3 1.1. Access Goods Receipts Purchase Order: Initial screen by:
Via Menus Material Management  Goods Movement Goods Receipts For
Purchase Order  GR for Purchase Order (MIGO)
Via Transaction Code MIGO_GR
1.6. On screen “Goods Receipts Purchase Order: Header Screen”, enter information as specified in the fields in
the table below:

Field Name Description R
/
O
/
C
User Action and Values Comments
Document
Date
Default is current system date R Date of the actual vendor delivery
(physical delivery).
Posting
Date
Default is current system date R No user input
Delivery
note
Number of the document
issued by the vendor
R Enter vendor’s Delivery Challan
number, packing list number or
Invoice number as available.
Bill of
lading
Number of the bill of lading
issued by the sender.
O Enter bill of lading number if available
incase of import and AR3A number if
domestic supply.
Doc.
Header text
Document header text.
Contains explanations or notes
which apply to the document as
a whole.
O This is the document header text
wherein remarks can be recorded. For
eg if required the transporter details
can be recorded.
Movement
type
Goods movement type. R Enter the number for the movement
type or choose a movement type
from the menu.
Movement
type is 101 for
goods receipt
to storage
location.
Purchase
order
Purchase order number R Enter the purchase order number.
You can use match codes to find it if
necessary.
Plant Plant number. R Enter or select Plant from the pull
down menu for which the said goods
received are indented.
Storage
location
Storage location R Enter or select a storage location
where the material received is to be
stored.
Reason for
Movement
Key that allows you to call up a
standard text stipulating the
reason for the movement
O Not applicable while entering a goods
receipt
Suggest Indicates that items with a O

Zero Lines quantity of zero are suggested
on the selection screen for
goods movements with
reference to purchase orders or
orders.
Print Key that specifies if GR slip
should be printed.
R If checked, press one of the three
radio buttons.
(Note: On the above table, in column “R/O/C”; “R” = required, “O” = Optional, “C” = Conditional)
3 Press the ENTER button.
3 1.3. On screen “Goods Receipt for PO: Selection Screen”, the fields will be filled in with information from the
Purchase Order. You may change the following fields:
Field Name Description R/O
/C
Item
indicator
Item indicator button R To receive quantity for the line
item, this indicator must be
selected.
Quantity Quantity received R Enter quantity received if different
from the PO.
Eun Unit of measure in which goods
receipt is entered.
O The system defaults the unit of
measure of the material as
maintained in the material master.
May be
changed to alt.
UOM, if
specified on
Material
master record.
Sloc Storage location R Enter storage location if different
from PO where the material is
intended to be stored.
3 1.4. Select the relevant lines that have been received from the packing list and Press the “Adopt + Details”
radio button to copy the PO information to the document.
3 *** Please note that the system will display a message for deficit quantities receipts and over delivery
quantities. For example, if a PO line has an expected quantity of 100 pieces and only 80 pieces were
delivered, a deficit warning will appear. The same will happen with over delivery quantities. In this case an
error message will be displayed. Warning can be overridden by pressing enter. Errors, however, cannot be
overridden. Errors must be resolved.
3 1.5. On screen “Goods Receipt for PO: New Item”, the fields will be filled in with information from the Purchase
Order. You may change the following fields:

Field Name Description R
/
O
/
C
Unit of
entry
Quantity received R Enter quantity received if different
from the PO.
Batch Batch number to which the
material is assigned.
R Materials handled in batches will be
defined in the material master and
the system will internally generate
the batch number for every line item
in the goods receipt while creation.
Must be
entered if
‘batch
required’ field
is set on
material
master.
Vendor
Batch
The vendor batch number as
specified in the vendor
document.
R To record the vendor batch number
as specified in the vendor document
and duly verified on the containers so
received.
Prod Dt Production/Expiry date R Enter the goods received date
thereby is treated as the production
date for system to calculate the
retest date and expiry date as
specified in the material master.
No of
containers
Number of containers received R To record the number of containers
received. To maintain/manage
quantity per container, to record
individual line item wise for quantity
per container. For eg if 500 kgs
received in pack size of 50 kgs per
container to record 10 containers in
this field. Quantity received divided
by the number of containers will be
the quantity per container recorded
by the system.
Eun Unit of measure in which goods
receipt is entered.
O May be
changed to alt.
UOM, if
specified on
Material
master record.
No of GR
slip
The number of GR slips to be
printed
R To record the number of quarantine
labels required based upon the
number of containers received.
Unloading
point
Unloading point for delivery O To note where the material received
has been unloaded.
Text Additional text O Remarks
3 Save the transaction. (Select yellow file folder, or F11).
Result: Document posted.

Title: Logistics Invoice Verification
Transaction Code
MIRO
on
Effective
Date
Review
Date
Trigger:
Invoice verification of Vendors comprising of
 Basic Cost
 Delivery Costs
 Subsequent Credits
 Price differences
 Payment block
 Release / removal of Payment Block
The system supports the checking and verifying of invoices. The invoice verifier is notified of quantity and price
deviations because the system has access to ordering and goods-receipt information. This speeds the process of
auditing and clearing invoices for payment.
Document Date Vendor Invoice date
Document Type Defaults to “RE” for Revenue Items
Company Code Company code in which invoice verification to be done
Posting Date Defaults to System Date (Actual date of posting)
Currency Currency in which document to be entered
Purchase Order Purchase Order reference
Amount Amount of verification
Posted or Parked Invoice Document
Procedural Steps
3 1.1. Access transaction by:
Via Menus Logistics  Materials Management  Invoice Verification  Invoice
Verification  Document Entry  Enter Invoice
Via Transaction Code MIRO

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