1. Two methods to observe tutorial
Standard Method
This method allows presentation to be resized to user preference.
Slide Show Method (Example below)
Presentation fills entire screen
Click on Slide Show tab at top of screen
Click icon <From Beginning>
Note: Either method; to advance click the progression arrow in the bottom right corner of each slide or press the down-arrow key.

2. Transaction Procedures
Welcome to
BSIP 101
Transaction Procedures
Charge Non-Stock
Materials &
Sublet Repairs
Instructor: Stephen Wright DPI Technical Consultant

3. Purpose: To charge a non-inventory part or a sublet to a work order

4. One transaction is required to complete this procedure:
ZFB61
Let’s get started -

5. This transaction may be accessed from two entry points:
SAP Easy Access Screen
Type ZFB61; or
Click on the transaction from favorites menu
Imprest Cash
ZIW31_DPI screen (TD-18 entry screen)

6. Invoice to Charge

7. Your screen should look similar to the example at the right.
Option 1
From the SAP R/3 Easy Access screen box type ZFB61 or
from your favorites menu, select transaction ZFB61 – Local Parts Purchase.
Your screen should look similar
to the example at the right.

8. Option 2
You may also access ZFB61 when completing ZIW31_DPI (TD-18 Work Order).
Complete the work order as normal; click on the Save icon then click on the
Imprest Cash icon

9. Enter Vendor Credit Memo: Company Code 7800
A new window opens:
Enter Vendor Credit Memo: Company Code 7800
TIP: ZFB61 and ZFB65 screens are nearly identical.
Variances:
Screen Title
Vendor Invoice
Vendor Credit Memo
Transactn field
Invoice; versus
Credit memo
Please verify you are utilizing the correct transaction before continuing.
ZFB61 Screen
ZFB65 Screen

10. Enter Vendor Invoice: Company Code 7800
A new window opens:
Enter Vendor Invoice: Company Code 7800
Basic data tab (Input)
Vendor 23 (Always)
Inv. recpt date Date invoice received.
Reference Work Order Number
Amount Total (with tax) of non-stock materials and sublet repairs.
Text Additional Info (ex: Vendor Name, Invoice number, etc.)

11. Enter Vendor Invoice: Company Code 7800
A new window opens:
Enter Vendor Invoice: Company Code 7800
Equip. Local Purchase (Input)
G/L acct
(Material)
(Services)
Amount in doc. curr.
Price for Material; plus Prorated tax; plus Prorated shipping

12. Enter Vendor Invoice: Company Code 7800
A new window opens:
Enter Vendor Invoice: Company Code 7800
Equip. Local Purchase (Input)
Text Desc. of Material/Service
Cost center (Always)
Order Work Order to be credited
Qty Quantity
Tip: Use the scroll bar to view columns not displayed on the table.

13. Enter Vendor Invoice: Company Code 7800
A new window opens:
Enter Vendor Invoice: Company Code 7800
Equip. Local Purchase (Input)
Base Unit of Measure EA, QT, etc.…
Material
Retrieved from TD-18 - should correspond to the line the mechanic did the work; or
Perform search (next screen)
Tip: Material number here will always begin with a “M” and then follow with VMRS code.

14. How to do VMRS search?
Click in the Material field; this will make the field active (turning it light yellow) and also allow the Match Code icon to appear at the end of the field.
Click the Match Code icon

15. Material Number Tab (Input) MPN Material = M0* (Always)
How to do VMRS search?
Material Number Tab (Input)
MPN Material = M0* (Always)
Material desc. = *Switch*
Click Start Search icon
TIP: Search Criteria to enter?
Ex: Item = 20 amp Toggle Switch
MPN Material – Use a M0*; this tells the system to search for non stock parts.
Material description – Use a word that is unique to the part. In our example that would be switch.
Surround the word surge with wild cards *
(ex: *switch*).

16. How to do VMRS search?
A new window appears; with the results of criteria searched.
In the example you will see all the occurrences of material numbers that have the word “switch” somewhere in their description.

17. How to do VMRS search?
Our example produced a very extensive list; however, the search can be narrowed further.
Narrow search
Click on the Find icon at the top of table. A Find window will appear. Enter the additional search criteria surrounded with wild cards (*). (Ex: *door*)
Click on the Find icon of the Find window.

18. How to do VMRS search?
The software will find and highlight the first occurrence that contains “door” embedded within the description.
If this the item you are searching for double click on the highlighted the line.
Otherwise click the Find Again icon to find the next occurrence. Repeat as necessary.

19. Click Save icon. to record changes
Click Save icon to record changes. This will also launch validity check for the data input.

20. When the Save icon is clicked the if everything is correct then the document number for this transaction will be recorded. Write this number on both the invoice and work order.
See next slide for potential error messages.
If no errors click the Exit icon
the system will return to the SAP Easy Access screen.

21. Validity Check Messages:
(These appear on the bottom status bar)
Posting is only possible with a zero balance; correct document
The value entered on the Basic data tab in the amount field MUST equal the table’s sum of the values entered in Amount in doc. curr.
Quantity and unit of measurement are not consistent
Either the Qty is blank or Base Unit of Measure is input incorrectly in the table.
Enter M###-###-### (# = numeric) does not exist in MARA (check entry)
VMRS code entered in the Material column of the table is incorrect (check format and code).
Make necessary changes; then click the Save icon to record update. Repeat if necessary.

22. Questions

23. Thank You!
Stephen Wright
DPI Technical Consultant