Creating a Service Entry Sheet - DOC by den54914

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									                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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ML81n_Creating_A_Service_Entry_Sheet                                                 ML81N




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Reference Number: ML81N-10-27-
2006
                                                  Title: ML81n_Creating_A_Service_Entry_Sheet
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Purpose
      Use this procedure to creat e an entry sheet on a service purc hase order.

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

Prerequisite s
         You will need to know the purchase order number.
         You should have a signed invoice in hand.
         You should always enter the following information in the short text, starting with invoice number
          followed the amount of the invoice

Menu Path
      Use the following menu path(s) to begin this transaction:
         Select ML81N to allow you to the select purchase order or (entry sheet number if you what to
          amend the entry sheet), onc e you enter in either the p. o. number or entry sheet number. Click
          on the green check. Now you should be at the service entry against p.o. screen. Next click on
          the new sheet icon      to be able to enter in data

Transaction Code
      ML81N

Helpful Hints

              Always enter the invoice characters exactly as they appear on the hard copy of the invoice
          in the “reference” field which is under the “accept Data” tab. This field must match exactly, if
          not the invoice will be blocked from payment. Do not put inv. or letters of the vendors name in
          this field. Unless these characters are on the hard copy of the invoice and that is how the
          vendor produces their invoice. Also if the vendor use zero’s as part of the characters you must
          also include these in the reference field. If you do not know the ex act invoice number, than
          leave the reference field blank.
         Always put the amount of the invoice in the short text, so when your management performs the
          02 release they can double check the amount released to make sure it matches the amount of
          the invoice.
          If you cannot get the amount of your entry sheet to match the invoice exactly you will need to
          contact Procurement to get the purchase order changed in order to allow them to match
          exactly otherwise your purchas e order will show as open on the outstanding P.O. report due to
          the variance bet ween the amount released and the amount paid regardless if it is more or less.




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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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Procedure

1.    Start the transaction using the transaction code ML81N.




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Reference Number: ML81N-10-27-
2006
                                                   Title: ML81n_Creating_A_Service_Entry_Sheet
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SAP Easy Access




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




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Reference Number: ML81N-10-27-
2006
                                                    Title: ML81n_Creating_A_Service_Entry_Sheet
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Select Purchase Order/Entry Sheet




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

            Field Name           R/O/C                              Description

       Purchase order              R      Description of the Purchase order.
                                          Example:         4500458468
       Service E ntry              R      Description of the entry sheet
                                          Example:         1000081046


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




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Reference Number: ML81N-10-27-
2006
                                                   Title: ML81n_Creating_A_Service_Entry_Sheet
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Service Entry Against Purchase Order 4500458468 00010




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




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Reference Number: ML81N-10-27-
2006
                                                     Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Create Entry Sheet




6.    As required, complete the following field:

            Field Name          R/O/C                              Description

       Short text                 R     Description of the Short text.
                                        Example:         Inv.5285 amt. $2,040.00

7.    Next click on this icon              .




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Reference Number: ML81N-10-27-
2006
                                                  Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Create Entry Sheet




8.    As required, complete the following fields.

            Field Name          R/O/C                            Description

       Service loc.               R     Description of the Service loc.
                                        Example:         Southwest Middle School
       Period                     R     Description of the Period. You could use this field for required
                                        monthly service tracking or total time involved to complete the
                                        work.
                                        Example:         07-01-2006 thru 10/ 27/2006
       PRsp. intern.              R     Description of the PRsp. internal.
                                        Example:         Gary Green (person responsible for
                                                         overseeing the work)
       PRsp. extern.              R     Description of the PRsp. external.
                                        Example:         Charron Sports(vendor performing the work)


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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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9.    Now click on this icon              The screen below appears.




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Reference Number: ML81N-10-27-
2006
                                                  Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Create Entry Sheet




10.   As required, complete the following fields:

            Field Name          R/O/C                             Description

       Referenc e                 R     Description of the Reference.
                                        Example:         5285 (Thi s must be inputted exactly as
                                                         listed on the invoice.) other wise the
                                                         invoice will be blocked from payment.
       Doc. text                  O     Description of the Doc. text.
                                        Example:         signed off on 10-26-2006(this field is a free
                                                         text and is optional)

11.   Next click on this icon                 .




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Reference Number: ML81N-10-27-
2006
                                                 Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Create Entry Sheet




12.   As required, complete the following fields: Please enter a percent age ranging from 1% to 100%
      depending on how the vendor performed in quality and timeliness .

            Field Name         R/O/C                             Description

       Quality of service        R     Description of the Quality of service.
                                       Example:         100
       Service timeliness        R     Description of the Service timeliness.
                                       Example:         100

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




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Reference Number: ML81N-10-27-
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                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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14     1000081046 Create Entry Sheet




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Reference Number: ML81N-10-27-
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                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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15 Change Entry sheet long text: Language EN. This field is an open text, meaning you
can document as much information you want. You can also copy and paste an email in
this text field.




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Reference Number: ML81N-10-27-
2006
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16 When you are done entering all your needed information, click on the back green arrow
to return to the main screen.




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Reference Number: ML81N-10-27-
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17.   Next click on this icon                     .The screen below appears.




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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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Service Selection




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




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Reference Number: ML81N-10-27-
2006
                                                   Title: ML81n_Creating_A_Service_Entry_Sheet
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Select Services as Reference




19.   Next click on all the service specification lines in order to select the ones you want to release for
      payment. If you want to select all lines go to the header look for “Edit then click on “select all” from
      the drop down list.

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




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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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1000086733 Create Entry Sheet




21.   Next click on this icon       to verify that you released the correct amount.    Make sure the
      amount you released matches the exact amount of the invoice. I f not amend the quantities
      accordingly.




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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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1000086733 Create Entry Sheet




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




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Reference Number: ML81N-10-27-
2006
                                                   Title: ML81n_Creating_A_Service_Entry_Sheet
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Enter Release Code




23.   Now as required, complete the following fields:

            Field Name          R/O/C                            Description

       Release code               R     Description of the Release code.
                                        Example:         01

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




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Reference Number: ML81N-10-27-
2006
                                                    Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Create Entry Sheet




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




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Reference Number: ML81N-10-27-
2006
                                                  Title: ML81n_Creating_A_Service_Entry_Sheet
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Entry sheet 1000086733




26.   Ignore this message and simply click on this icon                 This will complete your release
      process. If you want to learn how to attach an invoice to your entry sheet please follow the steps
      below.




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Reference Number: ML81N-10-27-
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1000081046 Display Entry Sheet




27.   Click on this icon      to attach a document to your entry sheet.Note in order to do this, you
      must have to already scanned the invoice and saved it to your documents or have saved as PDF
      file to your documents

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




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Reference Number: ML81N-10-27-
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Import file




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

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




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Reference Number: ML81N-10-27-
2006
                                                 Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Display Entry Sheet




31.   Click on the attachment icon again        .

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




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Service: Attachment list




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




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Reference Number: ML81N-10-27-
2006
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Adobe Acrobat Professional -
[~Charron_Sports_SW_Southwest_MS_5285_20061027140113_X.PDF]




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




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Reference Number: ML81N-10-27-
2006
                                                Title: ML81n_Creating_A_Service_Entry_Sheet
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Service: Attachment list




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




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Reference Number: ML81N-10-27-
2006
                                                  Title: ML81n_Creating_A_Service_Entry_Sheet
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1000081046 Display Entry Sheet




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

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

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

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




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