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BTSC MM10 Service Entry Management Course
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
Introduction: House Keeping Points
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
ObjectivesAt the end of the course you will:
Understand the main activities of Service Entry Management using SAP
Be able to register the completion of a service in SAP (Maintain Service Entry) & Approve it (Approve and Release service Entry)
Articulate the roles and responsibilities within Service Entry Management
How not Why - not the forum to justify design decisions
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
Services Entry Management:DefinitionService Entry Management covers:
all activities required to register the completion of a service in SAP including creation and maintenance of Service Entry with reference to a purchase orderthe two-stages of approval - technical and financial.
Service Entry Management Course
100% electronic method of recording and authorising services.Standard Company-wide method of describing & receipting services.
Service Entry Management:ImpactsService Entry will have the following impacts:It will provide the ability
To electronically record that an external service has been performed by a Contractor. - No paperwork lost in someones in-tray
To electronically approve Service Entries for payment
To prevent payment of Invoices until Service Entries are approved.
To record fully online spend/transactional information
Overview: CPL process flow
Sub Process ActivitiesReceive and Verify Services
Maintain Service Entry
Approve/Release Service Entry
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
Roles and Responsibilities Service EntryAccount for AccrualsMaintain Service Entry
Service VerifierMaintain Service Entry
Service Acceptance:Approve/Release Service Entry
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
Service Entry Management:The Service Acquisition Process
Purchase
Order
Vendor A
Vendor B
Vendor C
Work Order
Requisition
Contract No.
Vendor
Service 1
460000051
Suhail
Service 2
460000008
Bahwani
Service 3
460000101
Zubair
Service 4
46000000
Zubair
Purchase
Order
Vendor A
Vendor B
Vendor C
Work Order
Requisition
Contract No.
Vendor
Service 1
460000051
DEF
Service 2
460000008
ABC
Service 3
460000101
Intel
Service 4
46000000
Intel
Service Entry Management:Create PO against an AgreementWhere the service items on a Requisition are called off against an existing Contract, the Purchase Order can be created directly with reference to the Purchase Requisition.
The Purchase Order can be created:-
Automatically - without Buyer Intervention, this occurs within the system for services on Contracts, exceptions can be made.
Manually - where there is no vendor contract defined on the Purchase Requisition, or the vendor/service has not been flagged for Purchase Order automation.
Service Entry Management: Process PO against an Order The majority of purchase orders will be for :
Planned Services: where the (estimated or accurate) nature and quantity of the service is defined. These will either be: for a service against a contract in which case the contract will be referenced.
for a service, for which no contract exists, in which case the purchase order will contain all the necessary specifications of the service.
Service Entry Management:SAP Service EntryService Entry Sheet = Entry into SAP that records the services actually performed.
Service Entry Management:SAP Service EntrySimilar to materials where the goods receipt document signifies that the goods have been received.
After performing the required Service, it is registered in SAP as a Service Entry Sheet, at this point the exact nature and quantity of the service is recorded.
On the Service Entry sheet the user identifies service line items from the original purchase order which have now been performed.
Creation of Service Entry sheet amounts to the first (holding) step in the Service Entry process. Does not have any financial impact, until the Service Entry is approved.
Service Entry Management:SAP Service EntryService Line Items on the Service Entry are copied from the Purchase Order for Planned Services
Service Entry Management:SAP Service Entry
Service Entry Management:SAP Service Entry
Multiple service entries can be recorded at separate intervals against the same purchase order and line item, up until the point at which the purchase order quantity is fulfilled.
Service Entry Management:The External Number fieldExternal Number field is used to identify who will be responsible for approving the service entry. For service entriesThe Service Enterer fills in the external number field the departmental reference indicator followed by the initials of the approval.
EXAMPLE: Service entry recorded by John Smith, an operative technician.He would enter the external number OTTJS. His head of department could then search for all service entries which require approval in this department by entering OTT* (* is the wildcard character) in the "external number" field on the Collective Release screen.
Demonstration and ExercisesPlease refer to the Training Exercises for details
Create Service EntryExercise 1: Create Service Entry for Milestone Payments
The Service Entry Creation ProcessFinal Entry Indicator - signifies that this is the last entry which will be made against this purchase order line item.
Example of Use - milestone payment of 25,000 with penalty clause for late delivery giving The OU the right to retain 2,500 when this occurs. If late delivery has occurred the user can service enter 22,500 and by setting the Final Service Entry flag prevent any other service entries being registered against this purchase order line item. The purchase order item is effectively closed.
Note: At that time final invoice occurs. If The Fin. Entry button is not pressed any remaining value will be committed against ACV and Contract will quickly reach their target value
Demonstration and ExercisesPlease refer to the Training Exercises for details
Create Service EntryExercise 2: Create Service Entry for Services on AgreementsScenario A: Create an Initial Service EntryScenario B: Create a Second Service EntryScenario C: Create a Third Service Entry against a fulfilled Purchase
Service Entry Approval
The release of a Service Entry sheets equates to the Approval of the work performed
All Service Entry sheets are subject to a dual release (approval) procedure - technical and financial.
The Service Entry Approval role involves reviewing and releasing -approving- Service Entry sheets electronically
Approve/Release Service Entry
Approve/Release Service EntryReview of the Service Entry sheet(s) is required before being released
After review the Service Entry sheet can either be : released or returned for further review, in line with discussion with Contractor.
Approve/Release Service EntryRelease Code needed to approve a Service Entry
Each line manager in charge of releasing a Service Entry is assigned an appropriate release code in their user profile.
Since Service Entries require two separate releases - they have two release codes:OT - Technical ReleaseD1 - 0 - 100,000 USDD2 - 100,000 - 500,000 USDD3 - 500,000 - 1 million USDD4 - over 1 million USDFinancial Release
Approve/Release Service EntryIndividual Service Entry sheets are released separately (individual release) or several are released at once (collective release)
Authority to approve is determined by the approvers predefined authorisation level in the system. Final step in the Service Entry process:
Once approval has been completed payment can be made.
The approval of the Service Entry sheet posts financial documents in SAP, directly equivalent to posting a goods receipt for materials
Demonstration and ExercisesPlease refer to the Training Exercises for details
Approve/Release Service EntryExercise 5: Approve/Release Service EntryScenario A: Technically Approve Service Entry - Collectively Scenario B: Financially Approve Service Entry - Collectively Scenario C: Technically Approve Service Entry - Individually Scenario D: Financially Approve Service Entry - Individually
Modify Service Entry
Demonstration and ExercisesPlease refer to the Training Exercises for details
Revoke Service Entry ApprovalExercise 6: Revoke Service Entry ApprovalScenario A: Revoke Service Entry Approval Scenario B: Modify Existing Service Entry Scenario C: Re-Approve Service Entry - Financially
Revoking Approval of Paid SE
It is not Possible to revoke approval of a Service Entry which has already been paid!
Demonstration and ExercisesPlease refer to the Training Exercises for details
Standard Service Entry process (contractor - no access to SAP)
Standard Service Entry process (contractor - has access to SAP)
Course AgendaIntroduction
Course Objectives
Overview
Roles and Responsibilities
Service Entry Management: Demonstration & Exercises
Summary
SummaryHave we achieved our objectives?Understand the main activities of Service Entry Management using SAP?Be able to register the completion of a service in SAP (Maintain Service Entry) & approve it (Approve and Release service Entry)?Articulate the roles and responsibilities within Service Entry Management?
Next StepsMyS@Portal: OLQR and Training Material archive are available from your office: now that you have understood how and what you will do on the system, your own study starts.Playground: all the users have the access to the Training Playground to go through transactions and to repeat the classroom exercises: the Training Playground contains the same data of the Training Client you have just finished to used in this course.To access the Training Playground:UserID: PLAYNG01-50Password: PRACTICEOrUserID: USERNG01-150Password: SAPRefresh: Weekly (every Friday) Tutors/Superusers/Forum/Project Documentation: TBD
