Entry of Services Performed (SAP Library - External Services Management (MM-SRV))

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:

Create New Entry Sheet

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 This graphic is explained in the accompanying text to switch to change mode.

Copy (

)

Delete (

)

Block

Click This graphic is explained in the accompanying text 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 This graphic is explained in the accompanying text , no further services can be entered against the relevant purchase order.

Document Overview

Click This graphic is explained in the accompanying text 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 This graphic is explained in the accompanying text to switch between two views:

Purchase orders and the associated service entry sheets

Vendors, associated purchase orders, and service entry sheets

Click This graphic is explained in the accompanying text 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 This graphic is explained in the accompanying text Other purchase order.

You can search for already processed purchase orders and already created entry sheets by clicking This graphic is explained in the accompanying text 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.