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2. Welcome to BSIP 101 Transaction Procedures
TD-18 Workorder (Work done for another county)
Instructor: Stephen Wright DPI Technical Consultant

3. Purpose: Workorder completion for servicing another county’s vehicle in need of repair within your county.

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

5. County Plant Numbers 6001 Alamance 6002 Alexander 6003 Alleghany
6004 Anson
6005 Ashe
6006 Avery
6007 Beaufort
6008 Bertie
6009 Bladen
6010 Brunswick
6011 Buncombe
6012 Burke
6013 Cabarrus
6014 Caldwell
6015 Camden
6016 Carteret
6017 Caswell
6018 Catawba
6019 Chatham
6020 Cherokee
6021 Chowan
6022 Clay
6023 Cleveland
6024 Columbus
6025 Craven
6026 Cumberland
6027 Currituck
6028 Dare
6029 Davidson
6030 Davie
6031 Duplin
6032 Durham
6033 Edgecombe
6034 Forsyth
6035 Franklin
6036 Gaston
6037 Gates
6038 Graham
6039 Granville
6040 Greene
6041 Guilford
6042 Halifax
6043 Harnett
6044 Haywood
6045 Henderson
6046 Hertford
6047 Hoke
6048 Hyde
6049 Iredell
6050 Jackson
6051 Johnston
6052 Jones
6053 Lee
6054 Lenoir
6055 Lincoln
6056 Macon
6057 Madison
6058 Martin
6059 McDowell
6060 Mecklenburg
6061 Mitchell
6062 Montgomery
6063 Moore
6064 Nash
6065 New Hanover
6066 Northampton
6067 Onslow
6068 Orange
6069 Pamlico
6070 Pasquotank
6071 Pender
6072 Perquimans
6073 Person
6074 Pitt
6075 Polk
6076 Randolph
6077 Richmond
6078 Robeson
6079 Rockingham
6080 Rowan
6081 Rutherford
6082 Sampson
6083 Scotland
6084 Stanly
6085 Stokes
6086 Surry
6087 Swain
6088 Transylvania
6089 Tyrrell
6090 Union
6091 Vance
6092 Wake
6093 Warren
6094 Washington
6095 Watauga
6096 Wayne
6097 Wilkes
6098 Wilson
6099 Yadkin
6100 Yancey

6. Variances from completing a normal TD-18. (Highlighted fields)
Vehicle Number – Number will represent the inventory number of the other county’s vehicle.
Work Order Desc. – Enter in a larger font the other county’s name and the word “Repair.”
Tip: Also verify all other non-highlighted fields are present and accurate; they will resemble completing a normal TD-18 for your county.

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

8. Two transactions are required to complete this procedure:
IW31
ZIW32_DPI
Let’s get started -

9. Step 1

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

11. Create DPI Corrective Maintenance Order: Initial Screen
A new window opens:
Create DPI Corrective Maintenance Order: Initial Screen
Order Type = DP01 (Always)
Equipment – Enter the equipment number of vehicle of the other county.
If uncertain of the equipment number – Click in the field to make it active (it will turn light yellow). The Match Code icon will display; click it.

12. Display Equipment: Equipment Selection
A new window opens:
Display Equipment: Equipment Selection
General Data Tab (Input)
Inventory Number – Enter the equipment number of vehicle of the other county.
Click the Execute icon ; this will return you to the prior screen with the Equipment Number field auto populated.

13. Create DPI Corrective Maintenance Order: Initial Screen
A new window opens:
Create DPI Corrective Maintenance Order: Initial Screen
Click the Enter icon or press the <Enter> key.

14. Create DPI Corrective Main. Order: Central Header
A new window opens:
Create DPI Corrective Main. Order: Central Header
Input the appropriate header information.
(Ex: – Replace Batteries – 183,843)
Enter PM Act Type (From TD-18).
Change the Planner Group, Maintenance Work Center, and Work Center / Plant fields from the other county references to the county where repair occurred.
Click the Enter icon or press the <Enter> key.

15. Create DPI Corrective Main. Order: Central Header
A new window opens:
Create DPI Corrective Main. Order: Central Header
The Planner Group, Maintenance Work Center, and PM Act Type fields will display the changes and the text will change to the right of the fields (See blue highlights).
Click the Save icon to record changes.

16. Create DPI Corrective Main. Order: Initial Screen
A new window opens:
Create DPI Corrective Main. Order: Initial Screen
Record the Work Order on the bottom status line.
Click the Exit icon to return to the main menu.

17. Step 2

18. Your screen should look similar to the example at the right.
From the SAP R/3 Easy Access screen box type ZIW32_DPI or
from your favorites menu, select transaction ZIW32_DPI – DPI Version of IW32 PM
Your screen should look similar
to the example at the right.

19. Change Order: Initial Screen
A new window opens:
Change Order: Initial Screen
Order – Enter the work order number.
Tip: The work order number will auto populate with the correct number if you come from immediately from the IW31 screen.
Click the Enter icon or press the <Enter> key.

20. A new window opens:
Change Order
Make any additional operation activities along with their corresponding VMRS codes.
Click the Put in Process icon A new window will display Choose the option - W/O print (Save & Release)
Click the Continue icon

21. Change Order: Display Messages
A new window opens:
Change Order: Display Messages
The work order number (Ex: ) MUST correspond to the number created from the IW31 transaction. Make sure this number is recorded on to the TD-18 Work order form in to the field labeled R/3 Order No.
Click the Continue icon to proceed.

22. A new window opens:
Change Order
Record the Operations/Labor Confirmation information from the TD-18 work order.
Tip: Variance - The TD-18 may differ to what is input. It is due to the allowance of dual entry of personnel info on the TD-18 form and single entry within BSIP. Thus, certain transactions may mimic each other’s description, but have a different mechanic ID and time.

23. A new window opens:
Change Order
Record ONLY stocked materials used.
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 the other entries are keyed and the next line becomes active.

24. Create Order: Display Messages
A new window opens:
Create Order: Display Messages
Click the Continue icon or press <Enter>

25. If you have any Non-Stock items to charge you may enter them now
If you have any Non-Stock items to charge you may enter them now. To learn how please click the link below.
Non-Stock Items

26. A new window opens:
Change Order
When completed click the Complete Technically icon A complete dialogue box displays; enter the reference date, and then click on the Continue icon .

27. Create Order: Display Messages
A new window opens:
Create Order: Display Messages
Click the Continue icon or press <Enter>. This will return you to the main screen.

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

29. Questions

30. Thank You!
Stephen Wright
DPI Technical Consultant

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

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

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

35. 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)

36. Invoice to Charge

37. 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.

38. 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

39. 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

40. 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.)

41. 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

42. 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.

43. 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.

44. 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

45. 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*).

46. 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.

47. 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.

48. 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.

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

50. 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.

51. 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.
Click button to return to main tutorial