Last Modified: 10.02.2017 Page 1 / 16

General Flow Chart for Outsourcing Work in General Section

Work Flow Responsibility

Creation of Indent (PR)

ME51N

Creation of WO based

on Indent

ME21N

Verification of work

(Service Entry Sheet)

ML81N in SAP &

verification of hardcopy

submitted by Sybex & Write

SAP No on them.

Checking Invoice Details

(MIR7) ‘Save as

Completed’

(MIR7) ‘Park Invoices’

Respective Department

/ Section

General Section

Respective Department /

Section

General Section

Internal Audit

Invoice Posting (MIRO) F&A

Last Modified: 10.02.2017 Page 2 / 16

1.0 Purchase Requisition

1.1 Create Purchase Requisition for Service Procedure Steps

1.1.1 Access transaction by:

Via Menus Logistics>Purchasing> Purchase Requisition>Create

Via Transaction Code ME51N

1.1.2 On screen “Create Purchase Requisition: Initial Screen”: enter information as required in the table

below

Select Document type ZGJJ (General Section) and press enter for further processing.

1 ) Select Account Assignment as K

2) Select Item Category as D

3) Write down the short Description for exe. Manpower Hire Services

4) Enter the quantity

Last Modified: 10.02.2017 Page 3 / 16

5) Delivery Date

6) Material Group as Manpower Hiring

7) Select Plant, Purchasing Group and Purchase Organization

8) Enter

1) Select Service No

2) Enter Quantity (Max days to complete the job)

3) Enter Price

4) Select GL Account 40130014 (Manpower Hiring Service)

5) Select the Cost Centre and enter continue button

Last Modified: 10.02.2017 Page 4 / 16

6) In the ‘User Field 1’ and ‘User Field 2’, enter ‘Estimated Requirements of days in a

month’

7) For ‘Quantum of Work’ clicks on and enter Quantum of Work’

8) Specify the detailed Specifications

9) Press check Button if the message on status bar shows “No messages issued

during check” then click save button

10) Save the PR. It will generate the PR no. Write this 10 digit no on the PR form

Last Modified: 10.02.2017 Page 5 / 16

2.0 Creation of Work Order for Services

Procedural Steps

2.1. Access transaction by:

Via Menus a) Logistics>Materials Management>Purchasing>Purchase Order> Create>Vendor/Supplying Plant Known

Via Transaction Code

ME21N

2.2 On screen “Create Purchase Order”, enter information in the fields as specified in the table below:

Select ZGJJ Document type

from Dropdown

Enter PR No

Select proper Vendor

Select Doc. Date

Select Validity Start and End Date

Select Tax code from dropdown list

Last Modified: 10.02.2017 Page 6 / 16

1) Select the document type ZGJJ

2) Select the appropriate Vendor

3) Enter the doc. Date

4) Enter the Validity Start and End Date

5) Enter the PR number in Purchase Requisition box

6) Enter the Tax code in the invoice Tab

7) In the ‘User Field 1’ and ‘User Field 2’, enter ‘Estimated Requirements of days in a month’

8) For ‘Quantum of Work’ click on and enter Quantum of Work’

9) Then Save

Last Modified: 10.02.2017 Page 7 / 16

3.0 Service Entry Sheet (Verification of Work to be done by Department/Section)

Procedural Steps

3.1. Access transaction by:

Via Menus b) Logistics>Materials Management>Purchasing>Purchase Order -> Follow on Functions ->Service Entry Sheet -> Maintain

Via Transaction Code

ML81N

3.2 On screen “Display Entry Sheet Screen”, enter information in the fields as specified in

the table below:

Last Modified: 10.02.2017 Page 8 / 16

Create new Entry sheet.

After Selecting Service Purchase Order Click Create Entry Sheet Button

Enter Service Short Text and

then Click Service Selection

Button.

Last Modified: 10.02.2017 Page 9 / 16

Enter Service Short Text then Click Service Select button.

Select the Service and Click on ”Services” button.

Select Service and Click Click Service Button

Last Modified: 10.02.2017 Page 10 / 16

Click on Accept Button.

Save the Document.

Click Accept Button.

Last Modified: 10.02.2017 Page 11 / 16

Write this entry sheet no on the Agency bill

4.0 . Invoice Verification

T-Code : MIR7

Last Modified: 10.02.2017 Page 12 / 16

Create Invoice Initial Screen.

Enter all Required Fields.

Enter Invoice Date and

Purchase Order No.

Last Modified: 10.02.2017 Page 13 / 16

Invoice Date.

Purchase Order Number.

Last Modified: 10.02.2017 Page 14 / 16

Select Tax Code and Click on Calculate Tax Button.

Copy Balance to Amount Field

If left balance is 0 then Document is OK

Last Modified: 10.02.2017 Page 15 / 16

Copy the balance and Paste it into Amount. If the left Balance goes 0 then Document is

OK.

Last Modified: 10.02.2017 Page 16 / 16

Click on Simulation Button and Click on save as parked document

Click on save as parked document