Presentation on Purchase Order / Service Entry Sheet Creation in IT CBT 10 July 2015

Flow Diagram Steps for PO Creation Steps for SES Creation ERPERP PO Creation PO to Vendor Vendor Execute the order SES Creation Invoice from vendor Invoice + SES No + PO Number AO section Contents

T-code ME21N ME31K ML81N AO Initiator SDE/DE Forward/Approver DE/DGM based on admin flow DE/DGM based on admin flow Process Flow

1. a) Select Order Type. Select from dropdown. (a) need base d order, (b) Service orderSelect from dropdown. (a) need base d order, (b) Service order b) Enter vendor code Eg and press ENTER. Vendor Details will be uploaded in the PO In case vendor is not created in the system, then it is to be created first by AO. For one time vendor use the code : (Addr. Details need to be entered manually his name) c) Date : Enter the date previous to the service started.. For Eq. if service started on means enter PO date before the service started like etc 2. a) In Org. Data Tab, enter theOrg. Data Tab, enter the (i) Purchase Organization – Eg (ii) Purchase Group – Eg. 230(CMTS circle) (iii) Company Code –1030 b) Customer Data Enter BSNL letter no for reference and final Approval Perno. 3. Item Overview a) Select Account Assignment as K (Cost center) for Service Order otherwise in case of material PO leave it blank. b) Select Item category as D (Service) in case of service procurement or leave it blank in case of procurement of material c) Write material code (only in case of procurement of material) d) Write Description of item in “Short Text” and PO Quantity e) Write material Group Code Eg f) Write Plant Code Eg & Write Storage Location press enter. Eg Item data a) Enter services in “ Short Text”. Eg. Security Bill for June 2015 b) Write Quantity to be procured (ef 3.. for 3 units of security) c) Write the unit d) Write the Gross price and press enter. i) for Tax Code in Invoice data Tab. Write the appropriate tax code YA and press enter. ii) for G/L Account - Contact AO for more details. iii) Cost center Write the appropriate G/L Account and Cost center and press enter. 5.Check for validation, If no errors then Click SAVE button to create the PO 6. PO will be displayed in INBOX, forward to DE /DGM as per the regular flow. And get it approved. Steps for PO Creation T-Code : /nme21n

PO Creation T-Code : /nme21n Order Type Need Based or Service Order Vendor Number 1) Get vendor no. from AO Or 2) New vendor – create thru AO 3) One Time Vendor – use and enter addr. Details (Use Tax code Z0 –Nil Tax) Enter the date before service started

PO Creation Org. Data Tab Company Code Purchase Org. Desc. Use Decentralized Purchase Group Use SU01D – Roles Tab- to check your Purchase group 230-cmts circle 030-MM circle 040 –MM SSA

PO Creation File Number as per office Record for internal reference Approving Authority Per No DE/DGM as per the Flow & purchase nature 2.b) Customer Data

A= K I=D Short Text = Write brief abt. the bill POQuantity =1 Oun = AU C = D Deliv. Date=Expected PO Delivery date of service Net Price = Automatically Calculated Per =1 OPU=AU Mat Group= (security) = (security) Initiator=Per no PO Creation Item Overview

GL Account (security) (vehicle) (housekeeping) For more A/cs Contact AO Costcenter (Check your template earlier for more details of Costcenter) PO Creation Services in Item menu

PO Creation Click CHECK button Check result will be displayed in the bottom Click the condition tab to check the PO amount after TAX If all are OK Click the SAVE Button Keep the PO number for reference Check for validation

PO Creation PO is created Double click to initate Enter the Per No as per the flow Write brief about the bill Keep the PO number for reference

1.Use code /nml81n and click Other Purchase Order 2.Click New SES creation 3.Enter Short Text Details About the service 4.Enter Storage location – may referred from the role use SU01D 5.Click Select service 6.Adopt the full service from the PO to display 7.Select the service item (if more than one item then select one by one separately) 8.Click Adopt Service to load to the sheet 9.Click Save – SES will be created 10.Similar to PO, go to INBOX to forward the SES to the next level 11.Once SES is approved make entry of the SES number along with PO number in the invoice and submit the Invoice to AO for further processing Steps for SES Creation T-Code : /nml81n

SES Creation PO Number Click New Entry Sheet Enter short text Enter Stor. Location (Use SU01D - roles to findout location) Click Service selection

SES Creation Adopt fully to display all the items to in the screen Select Any Item (If morethan one items are there Select one by one) Click Adopt Services to load to the system