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. Welcome to BSIP 101 Transaction Procedures
TD-18 Workorder Data Entry & Completion
Instructor: Stephen Wright DPI Technical Consultant

3. Purpose: To verify workorder completion & to enter workorder data into BSIP for reporting purposes.

4. Before you start data entry verify that the information entered on the TD-18 is complete.

5. Personnel Identification
Verify that ID(s) for all mechanics who serviced an operation on this particular vehicle are displayed.
(Our example has two mechanics.)
Tip: Do NOT use nicknames. (Individual’s at a later date may need to review the paperwork; they may not understand to whom the nickname applies.)
Time
Actual work hours charged for the operation to be completed.
Tip: A corresponding time should be input for each operation identified with a issue entered.
Materials Used
Plant – Four digit number assigned to your LEA.
(Ex: = Macon)
Storage Location – Four digit number assigned to your LEA.
(Ex: = Macon)
Unit Price - Leave blank if a stocked inventory item; enter for a non-stocked inventory item. (Don’t forget to include tax, shipping fees, etc.)
MFG. No/Text - Enter enough of a description to be able to readily understand the item/out sourced work listed.
Materials Used
DOT/VMRS Number – If stocked material enter nine digit BSIP number assigned to material. Otherwise, enter the VMRS number for the non-stock material.
Quantity - Number items dispersed for repair.
Units of Measure –
EA = Each
QT = Quart
GAL = Gallon
PKG = Package
(Note: Most widely used codes.)
Tech’s Signature
Verify that at least one mechanics
signature is present.
Tech’s Signature Date
Verify signature date is present.
Time
(Optional)
This field is strictly to serve as an aid for Technicians, Cost Inventory Clerks, and Supervisors. It allows for a quick reference for the individual to see how much time was actually assigned to a specific workorder.
Supervisor’s Signature Date
Verify signature date is present.
Supervisor Signature
Verify supervisor’s
Signature is present
VMRS
Vehicle Maintenance Report Standards
Developed in 1970 by the American Trucking Association, VMRS codes are a structured coding system that provides a universal language to help fleets, original equipment manufacturers, maintenance personnel and repair shops communicate about, capture and report on maintenance activities.
Tip: Based on how your LEA functions; VMRS codes may be optional at this point dependent upon who the VMRS lookup assignment responsibility is assigned.
Mechanic – Due now.
Cost Clerk – Due at data entry.
Reason
Valid
Codes Description
001 Adjust
002 Clean
003 Replace with New
004 Replace with Rebuilt
005 Replace with Used
006 Inspect
007 Lubricate
017 Add
018 Road Test
024 Repair
026 Seal
033 Tighten
038 Travel
041 Wash
044 Flush
049 Check and Clear Codes
(Note: Most widely used codes.)
Mileage
Odometer reading at the time of service to the vehicle.
Plant & Vehicle Number
Plant – Four digit number assigned to your LEA. (Ex: = Macon)
Vehicle Number – Four digit number; it is SAP inventory number. (Ex: = Macon)
Order Type
TD-18
(Corrective Maintenance Orders)
Always = DP01
PM Activity Type
Valid
Codes Description
002 Recall – Safety
003 Recall – Other
004 Emergency
005 Inspection
007 Scheduled Correction
008 Up Fit
011 Strip for Sale
012 Warranty
014 Wreck Repair
Description
Text description to readily identify operation performed.
Cause
Valid
Codes Description
0001 Breakdown
0002 Consumption, Fuel
0003 Consumption, Oil
0004 Driver’s Report
0005 Inspection, Routine
0006 Lubrication
0008 Preventive Maintenance
0010 Road Call
0013 No Start
0014 Consumption, Coolant
0032 Accident, Reported
0033 Mfg. Recall
0037 Vandalism
0038 Warranty
0039 Natural Causes
(Note: Most widely used codes.)
Workorder Date
Date vehicle taken out of service.
If something is not right; turn back into the supervisor responsible.
Do not make corrections unless you are the supervisor.

6. With raw data verification completed, it’s now time to input the information into BSIP.

7. One transaction is required to complete this procedure:
ZIW31_DPI
Let’s get started -

8. Your screen should look similar to the example at the right.
From the SAP R/3 Easy Access screen box type ZIW31_DPI or
from your favorites menu, select transaction ZIW31_DPI – DPI Version of IW31
Your screen should look similar
to the example at the right.

9. A new window opens:
Create Order
Inventory number field – Enter the inventory number for the vehicle in which the work order is made.
Inventory number is nine digits. (Ex: )
First four = Plant number
Fifth = Hyphen “-”
Last four = Vehicle number
Press the <Enter> key or click the Enter icon

10. The description field becomes highlighted and will allow data input.
A new window opens:
Create Order
The description field becomes highlighted and will allow data input.
Description field (Input):
Four digit inventory number.
Brief description of the inspection or repair.
Mileage at time of work order.
(Note: Separate with space, hyphen, space)
Press the <Enter> key or Enter icon

11. A new window opens: Create Order
The PMActType field will gain focus. A message will appear at the bottom of the screen explaining that the field expects data entry.
Click on the Matchcode icon for the field. A new window opens Maintenance activity type.
(Next screen)

12. A new window opens:
Create Order
Make your selection by double clicking on the appropriate MAT Description.
Tip: If the service work is done on the side of the road typically this is a code 004 for Emergency.
If the service work is done in the garage or planned the code is 007 for Scheduled Correction.

13. A new window opens:
Create Order
Click on the Put In Process icon .
A new window opens titled Complete; it will automatically default to Print (After Save and Release). Choose the option Without print (Save & Release).
Click the Continue icon to record selection.

14. Create Order: Display Messages
A new window opens:
Create Order: Display Messages
Verify all lines display have a green box in the left column. If red an error has occurred; and must be corrected.
Record the work order number (Ex: ) on to the TD-18 Work order form in to the field labeled R/3 Order No.
Click the Continue icon to proceed.

15. A new window opens:
Create Order
Record the Labor Confir-mation information from the TD-18 work order.
Tip: Variance - What is displayed on the TD-18 form differs slightly to what is entered into BSIP. This is due to personnel identification being allowed dual entry per transaction on the TD-18 form and single entry in BSIP. Thus the need for transaction 0030 and 0040 to mimic each other.

16. A new window opens:
Create Order
Record ONLY stocked materials dispensed. When completed click the Save icon to record materials used.
Tip: When keying the information do not enter Material Description or Units of Measure they auto populate when you complete the other entries and move to the next line.

17. Change Order: Display Messages
A new window opens:
Change Order: Display Messages
Verify all lines display have a green box in the left column. If red an error has occurred; it must be corrected.
Click the Continue icon to proceed.

18. Record Non-stock items
A new window opens:
Change Order
Record Non-stock items
Click on the Imprest Cash icon to launch Non-Stock data input screen titled: (Enter Vendor Invoice: Company Code 7800).

19. 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 & shipping) of non-stock materials and sublet repairs.
Text Additional Info (ex: Vendor Name, Invoice number, etc.)

20. 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

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

22. 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.

23. 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.

24. How to do a VMRS search?

25. 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

26. Material Number Tab (Input) MPN Material = M0* (Always)
How to do VMRS search?
Material Number Tab (Input)
MPN Material = M0* (Always)
Material desc. = *Sealant*
Click Start Search icon
TIP: Search Criteria to enter?
Ex: Item = Yellow Silicone, Sealant
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 sealant.
Surround the word surge with wild cards *
(ex: *sealant*).

27. 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 “sealant” somewhere in their description.

28. 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: *caulk*)
Click on the Find icon of the Find window.

29. How to do VMRS search?
The software will find and highlight the first occurrence that contains “caulk” 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.

30. How to do VMRS search?
The software will auto populate the Material field with the selection.

31. Enter Vendor Invoice: Company Code 7800
A new window opens:
Enter Vendor Invoice: Company Code 7800
Click Save icon to record changes. This will also launch a validity check for the data input.
If everything is okay a new window is produced titled – Information. Record the Document Identification onto the hard copy invoice.
Click the Continue icon to progress.

32. Click Save Icon. to record changes
Click Save Icon to record changes. This will also launch validity check for the data input.
If everything is okay a new window is produced – Information. Record the Document Identification onto the hard copy invoice.
You will be returned back to the Change Order screen.

33. A new window opens:
Change Order
Click on the Complete (Technically) icon to complete the transaction.
A new window opens – Complete. Enter the appropriate Reference date that corresponds to the work order.
Click the Continue icon to close the work order.

34. Change Order: Display Messages
A new window opens:
Change Order: Display Messages
Click the Continue icon to close the window.

35. A new window opens:
Display Order
Click the Exit icon twice to return to the main menu.

36. Questions

37. Thank You!
Stephen Wright
DPI Technical Consultant