Entry of Services Performed
Use
The services actually performed (work actually done) by a service provider are recorded in a Service Entry Sheet with reference to the purchase order.
Note
A service provider's invoice relating to a certain invoice can be entered only after the entry sheet has been accepted.
For more information on the acceptance of services performed, see Service Acceptance .
Features
You can enter both planned and unplanned services:
Planned services
Can be adopted directly in the service entry sheet
Unplanned services
Are not precisely described, quantified, or priced until the work actually done is entered. The system checks whether unplanned services are within the limit set in the purchase order.
Everything on One Screen
All data (header and service data) can be maintained on a single screen.
The following functions are available for service entry sheets:
When creating a service entry sheet, you have the following options:
You can create an empty sheet by clicking
.
You can create an entry sheet in which planned services are defaulted from the purchase order. You can determine the quantities suggested from the PO by specifying percentages
(Entry sheet
Create
With planned services
).
You can have the services listed in the entry sheet configured on the basis of model specifications (
Entry sheet
Create
With configuration
).
For more information, refer to Creation of Service Specifications Through Configuration .
You can create a service entry sheet with reference to a purchase requisition to which a framework order has been assigned as the source (
Entry sheet
Create
With requisition selection
). This can be particularly useful with regard to maintenance work, which normally involves the creation of a large number of requisitions, not all of which you wish to convert into purchase orders.
Display
When you first invoke the entry sheet functionality, the screen is in display mode.
Change
Click
to switch to change mode.
Copy (
)
Delete (
)
Block
Click
to ensure that an entry sheet to which you wish to make further changes, for example, cannot be released.
Set
Final entry
indicator
If you set the
Final entry
indicator by clicking
, no further services can be entered against the relevant purchase order.
Document Overview
Click
to display a list of purchase orders against which performed services have recently been entered, together with the associated entry sheets. The list appears on the left-hand side of the screen. From the list, you can select POs and entry sheets for display, changing or copying by double clicking on the relevant objects.
Within the document overview, click
to switch between two views:
Purchase orders and the associated service entry sheets
Vendors, associated purchase orders, and service entry sheets
Click
to have the system calculate the value of the entry sheets per purchase order.
Searching for Purchase Orders and Entry Sheets
To find POs for which you want to create an entry sheet for the first time, click
Other purchase order
.
You can search for already processed purchase orders and already created entry sheets by clicking
within the document overview. If the document you are searching for is not displayed in the overview, you can include it by clicking
Other purchase order
.
Purchase Order History (PO History)
Choose
Environment
PO history
to display both the entry sheets that have been created and those that have been accepted.
Message Output
If you wish to transmit an entry sheet to the service provider (as a hardcopy printout, as a fax, or via electronic data interchange (EDI), for example), you can have the system automatically generate a message (meaning here a document in output form for communication to another party).
You can set up the message output facility for service entry sheets in
Customizing for External Services Management
under
Messages
.
Message output (printing/transmission of documents in message form) for entry sheets corresponds to that for purchasing documents. For more information on outputting purchasing documents as messages, refer to Messages .
Account Assignment
When procuring external services, you must ensure that the relevant account assignments are made not later than the time the services actually performed are recorded in the system. You enter the account assignment category at header level in the service entry sheet. You maintain the account assignment data at service level.
For more information, refer to Account Assignment in the Case of Services .
Conditions
You can also maintain conditions in the service entry sheet.
For more information, refer to Condition Maintenance for Services .