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Dip Reading Management

Contents:
Dip reading process overview
Master data maintenance / storage objects
Periodic upload and checks
Error processing
Stock adjustment

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0.2
Dip Reading Management: Unit Objectives

At the conclusion of this unit, you will be able to:

Describe the dip reading process
Maintain storage object master data
Describe the checks during upload process
Explain the dip reading error maintenance
Post stock corrections

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0.3
Course Overview Diagram

Overview
Overview
Dip
DipReading
ReadingManagement
Management

Business
BusinessEnvironment
Environment

Payment
PaymentCards
Cards

Master
MasterData
Data

Service
ServiceStation
StationPartner
Partner
Invoicing
Invoicing

Fuels
FuelsPricing
Pricing

Technical
TechnicalConcepts
Concepts

Meter
MeterReading
Reading
Management
Management

Appendix
Appendix

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0.4
Dip Reading Management: Business Scenario

You are responsible for the inventory management

for the service stations. You will:
Receive dip reading data from the service
stations which must be uploaded and checked
Process the errors contained in the data and
update the dip readings history
Analyze the deviation between physical and
book stocks to generate correcting material
movements
Post the material movements

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Dip Reading Process Overview (1)

Service stations

Dip
readings

Dip readings
Material Tank no. Qty
Diesel
T-D1
8900

Dip readings upload

GOIL
Headquarters
Dip readings update

Post stock corrections

Material movements

SAP AG 2001

Oil companies use dip readings to get the physical stock levels of bulk fuels within the service
station network. You can use this data to correct the logical book stock levels.

Dip readings are received electronically from the service station, through an integration system or
from individual service stations. They can also be received through the SSR Store.

All correct and reprocessed dip readings are then uploaded to the dip reading history table.

Post stock corrections: The physical inventory, represented by incoming dip readings, is compared
with logical inventory, which is calculated using standard material movements. If there are any
differences, you can post the differences with or without changing them into the document base table
(DBT).

Material movements: You can define and generate material movements out of the DBT to adjust the
differences between the logical stocks and the dip readings.

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Storage Object Characteristics

Tank 1

Tank 2

Tank 3

Storage object characteristics

Holds the physical stock at a location
Assign material to a storage object
(tank)
Define dimensions of a storage object
Assign maintenance data

SAP AG 2001

Storage object characteristics (SOC) are attributes that may influence logistical processes associated
with storage objects.

Bulk distribution requirements planning (BDRP) master data objects appear in the system as subobjects of other master data objects.

For each storage object, there are screens for basic specifications, time dependent assignments,
maintenance data and linear/ volumetric conversion data.

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Master Data Maintenance
Storage Object Characteristics

Location ID
Location type

Address

SOC

Control data

Create and assign tanks

Assign materials to tanks

SAP AG 2001

In the business location master data, general level, the following are assigned:
The storage objects (tanks) are assigned to the locations.
The materials are assigned to the objects, as well as details about the objects themselves.
Further details are added for each tank including the material, dimensions, and tank number.

A link to plant maintenance is also provided.

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Checks During Dip Reading Upload

GOIL
Headquarters

Compulsory checks, for example:

Storage object characteristics exists
Location basic data
Plant link exists

Dip reading
upload

User defined checks, for example:

Completeness
Date and time

SAP AG 2001

The system carries out the checks configured for the dip readings upload process.

The checks are the compulsory and user checks performed when the dip reading data is uploaded.

In customizing the user can define own checks as a control before the dip reading data is processed.
User defined checks prevent further processing of dip readings that meet the check criteria. The user
can first review the data and then release it for reprocessing.

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0.9
Dip Reading Process Overview (2)

Service stations

Dip
readings

Dip
readings

Dip readings upload

Errors

GOIL
Headquarters

Manual error
maintenance
Dip readings
clearing

Error reprocessing

Dip readings update

Post stock corrections

Material movements

SAP AG 2001

SSR allows you to process dip readings that have been rejected because they have failed the defined
plausibility checks.

The errors can be reprocessed by a background process that re-checks the erroneous dip readings.

Manual dip readings errors maintenance: This is a dialog process that allows you to analyze,
authorize, delete, and correct the dip readings that have not been processed. It is possible to update or
simulate the non processed dip readings.

All correct and reprocessed dip readings are then uploaded to the dip reading history table.

Post stock corrections: The physical inventory, represented by incoming dip readings, is compared
with the logical inventory,which is calculated using standard material movements. If there are any
differences, you can post the differences with or without changing them into the document base table
(DBT).

Material movements: You can define and generate material movements out of the DBT to adjust the
differences between the logical stocks and the dip readings.

Dip readings clearing: You can delete dip readings received from the location in the past. This is
only possible for dip readings not already used to create goods movements.

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0.10
Dip Reading Error Maintenance
GOIL
Headquarters
Manual dip reading error
maintenance
Error Maintenance

Reprocess

Error

SOC list
Material

Delete

Regular
Super

Status

Counter
1000 L
1200 L

Release

SAP AG 2001

All dip readings that meet one or more criteria defined in the mandatory or user-defined checks will
be rejected and will require user intervention. You have three options available for each rejected
reading:
Reprocess
Release (user-defined checks)
Delete

The error maintenance screen allows you to review the rejected meter readings and to drill down for
further detail to determine the cause of the rejected reading.

Errors from the mandatory checks are assigned a red light.

Errors from the user-defined checks are assigned either a yellow light (for blocking type errors) or a
red light (for all other errors).

The status lights indicate the following:

Yellow light errors can be either deleted or released.
Red light errors can either be reprocessed (once the cause of the problem has been fixed, for
example, with Customizing or master data errors) or they can be deleted.

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0.11
Dip Reading Process Overview (3)

Service stations

Dip
readings

GOIL
Headquarters

Dip readings maintenance

Dip readings update

Post stock corrections

Material movements

SAP AG 2001

In case of problems during the automatic transmission of the dip readings, the service station partner
can send the dip reading using fax or telephone.

If the dips are received using fax or telephone, the data has to be created manually in the SAP
system. For this purpose, the dip readings maintenance function is used. It is a dialog process to
update the dip readings manually.

All correct dip readings are then uploaded to the dip reading history table.

Post stock corrections and material movements are handled as in Process Overview (1).

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0.12
Stock Adjustment

Book
Physical

Balance
Balance of
of material
material quantities
quantities
for
for stock
stock level
level received
received and
and the
the relative
relative stock
stock level
level

SAP AG 2001

You use dip readings received from business locations to determine the current level of bulk fuel
stocks held at those locations.

If there is a difference between the physical and book stock level, which the system determines from
goods movements to and from the storage location, you can save a stock adjustment to:
Correct current stock levels in inventory management
Create a goods movement based on dip readings

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0.13
Fuels Dip Reading Stock Report

Location ID Date/Time

Material

Location1

Location1

22.02.01

29.02.01

Status

Physical

Book

Difference.

Diesel

30,000.00

31,000.00

-1,000.00

Regular

22,000.00

21,800.00

+ 200.00

Diesel

16,000.00

16,700.00

- 700.00

Updated by:

Dip
readings

Meter
Inventory
readings adjustment

SAP AG 2001

The fuels dip reading stock report gives an overview of dip readings that were different from the
relative stock level at the time that they were received. You can display:
A status indicator. This has three possible colors:
Green indicates that the difference is less than the warning tolerance.
Yellow indicates that the difference is greater than the warning tolerance but less than the error
tolerance.
Red indicates that the difference is greater than the error tolerance.
These tolerances are assigned to the processing profile in Customizing.
Stock level data:
Dip reading (physical stock)
Relative (book) stock level at the time that the dip reading was received
Difference between dip reading and book stock level
Percentage deviation of dip reading from relative stock level, for instance, for the last 30 days
of sales flow. The parameters for the percentage calculation are defined in a BAdI.

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0.14
Dip Reading Management: Unit Summary

You are now able to:

Describe the dip reading process
Maintain storage object master data
Describe the checks during upload
process
Explain the dip reading error
maintenance
Post stock corrections

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0.15Exercises
Unit:

Dip Reading Management

At the conclusion of this exercise, you will be able to:

Maintain dip readings transmitted via the SSR Store
Workbench
Create MM postings
Post stock corrections
You work in the GOIL company retail network department. You
receive dip reading data from your service station via the SSR
Store Workbench.
You analyze the difference between physical and book stocks to
generate correcting material movements.
You post the material movements.
1-1

The dip readings would normally be received as an inbound IDoc from an external
system. The dip reading upload would then normally be processed automatically.
However it is also possible to enter dip readings manually. This will be used for
service stations that do not have an electronic link to the oil company or for entry of
manual corrections.
You are now the service station partner. You use the SSR Store Workbench to enter
and transmit dip readings to GOIL company headquarters.
1-1-1 Log on to the SSR Store Workbench.
Use the Web browser to call the URL of the SSR Store Workbench. The
URL should be in your Web browser favorites.
URL: http://igtop.wdf.sap-ag.de:1080/scripts/wgate/oirhwosmo/!
Enter:
Location:
Name:
Password:
Language:

LOCAT-##
(your user ID for the training system)
(your password for the training system)
English

1-1-2 Go to the Dip reading function of the SSR Store Workbench.

1-1-3 Enter the dip reading quantities and transmit them to headquarters.
DIESEL:
MIDGRADE:
REGULAR:
SUPER:

49050L
28200L
47400L
48000L

Transmit the data.

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1-2

As you are responsible for material inventory, you want to check if the dip readings
have been transmitted successfully to your R/3 System and analyze the logical and
physical stock level.
1-2-1 Check the dip readings upload for errors.
To do this, use the List and process errors function.
Enter:
Company code:
Business location ID

GOIL
LOCAT-##

There should be no error messages in the list on the right.

Go back.
1-2-2 Analysis of logical and physical stock level.
The dip reading data updated in the dip reading history reflects the
differences between the stock level recorded in the system and the values
received.
Use the Stocks control function.
Enter:
Company code:
Business location ID

GOIL
LOCAT-##

Every dip reading is qualified with a status based on the difference between
the received dip stock and the stock level in the system.
The status is evaluated using the deviation percentage and the tolerance
values defined in the processing profile:
Warning tolerance for gains
Error tolerance for gains
Warning tolerance for losses
Error tolerance for losses.
The status icon will be:
Green when the deviation is less than the warning tolerance
Yellow when the deviation is greater than the warning tolerance but less
than the error tolerance
Red when the deviation is greater than the error tolerance.
A minus sign indicates a loss. Otherwise the deviation is a gain.
Note the status and the difference quantity for your materials:
REGULAR:
SUPER:
DIESEL:
MIDGRADE:

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1-2-3 Where can you find the warning and error tolerances (i.e. the percentage
values) for gains and losses that apply to your location and what are the
current values?
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
1-3

You are going to run the material adjustment process. After processing the stock
correction for your service station, a material movement document will be created
in order to adjust your stock.
1-3-1 Let the system propose the adjustment quantity for your materials.
Use the Post stock correction function.
Enter:
Company code:
Business location ID

GOIL
LOCAT-##

Note the related stock for your materials.

REGULAR:
SUPER:
DIESEL:
MIDGRADE:

________________________
________________________
________________________
________________________

1-3-2 Change the proposed difference quantities for REGULAR and DIESEL and
post the stock corrections.
What difference quantities are proposed by the system?
REGULAR:
SUPER:
DIESEL:
MIDGRADE:

________________________
________________________
________________________
________________________

Enter values that are less than the proposed difference quantities for
DIESEL and REGULAR.
Post these stock corrections by saving your entries.
Note the number of the MM document:
______________________________________________________
Check the MM document that you created by double-clicking the document
number.
What material temperature is used? Where is it defaulted from?
Choose Back.

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Now compare the related stock with the related stock that you noted in
Exercise 1-3-1.
You can also display the related stock:
Choose: Logistics Material Management Inventory Management
Environment Stock Stock overview
1-4

You are now the person responsible for Customizing for dip readings. You want to
check the Customizing settings for the material documents within your R/3 System.
1-4-1 Where is the logistics document schema for the MM documents for meter
and dip readings defined?
______________________________________________________
______________________________________________________
What is defined by the logistics document schema?
______________________________________________________
______________________________________________________
Which logistic document type is defaulted?
______________________________________________________
1-4-2 How is the logistic document definition schema determined?
______________________________________________________
______________________________________________________
Where is the location indicator for the logistics document schema derived
from?
______________________________________________________
______________________________________________________

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0.16Solutions
Unit: Dip Reading Management

1-1

You are now the service station partner. You use the SSR Store Workbench to enter
and transmit dip readings to GOIL company headquarters.
1-1-1 You log on to the SSR Store Workbench in the following way:
Go to the Internet Explorer and enter in the address bar:
http://igtop.wdf.sap-ag.de:1080/scripts/wgate/oirhwosmo/!
or
choose SSR Store Workbench from your favorites.
Enter:
Location:
Name:
Password:
Language:

LOCAT-##
(your user ID for the training system)
(your password for the training system)
English

1-1-2 Choose Dip reading under the Tank icon.

The Dip reading page appears. The date and time displayed are the current
date and time.
1-1-3 Enter the dip reading quantities and the unit in the matrix.
When you have entered all dip readings, transmit the data by choosing
Transmit Data.
1-2

You check if the dip readings are transmitted successfully to your R/3 System and
analyze the logical and physical stock level.
1-2-1 To check the dip reading upload for errors, choose:
Logistics Sales and Distribution Service Station Retailing Bulk
material handling Dip readings List and process errors
Enter the following data on the initial screen:
Company code:
GOIL
Business location ID LOCAT-##
Choose Execute.
The Fuels dip readings: Error maintenance screen appears.
There should be no errors messages in the list on the right.
Choose Back twice.

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1-2-2 To analyze the logical and physical stock level, choose;

Logistics Sales and Distribution Service Station Retailing Bulk
material handling Information system Stocks control
Enter the following data on the initial screen:
Company code:
GOIL
Business location ID LOCAT-##
Choose Execute.
The Fuels dip readings: Stocks report screen appears.
On the right side of the screen, the dip reading data is displayed. You can
see the status and the difference quantity for your materials.
Choose Back twice.
1-2-3 The current warning and error tolerances for gain and loss are contained
within the processing profile. To display the tolerances for your location,
choose:
Logistics Sales and Distribution Service Station Retailing Master
Data Location Display
Enter the following data on the initial screen:
Location ID:
LOCAT-##
Business type:
FUEL
Choose the Control Data tab.
Choose Processing profile details.
The Display processing profile box appears.
The tolerances are displayed in the Dip readings section.
1-3

You create a material movement document to adjust the stock.

1-3-1 To display the proposed adjustment quantities, choose:
Logistics Sales and Distribution Service Station Retailing Bulk
material handling Dip readings Post stock correction
Enter:
Company code:
GOIL
Business location ID LOCAT-##
Choose Execute
The related stock for each material appears on the right side of the screen.

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1-3-2 You change the proposed difference quantities for REGULAR and DIESEL
in the following way:
Double-click on one of the materials on the right side of the screen or
choose the tree on the left side of the screen. Navigate within the tree to the
dip reading history record (the document icon) and double-click it.
The Fuels stock control: Maintenance screen appears.
Enter values that are less than the proposed difference quantities for
DIESEL and REGULAR.
You post these stock corrections by saving your entries.
Note the number of the MM document.
You check the MM document by double-clicking on the MM document
number.
The Display Material Document xxx: Overview screen appears.
You display the details by double-clicking an item.
Choose Additional quantities (the calculator icon).
The material temperature of 15C is displayed within the Quantity
conversion calculation box.
The material temperature is defaulted from:
a) Processing defaults (choose Logistics Sales and Distribution
Service Station Retailing Master data Material Processing
defaults)
b) Quantity conversion interface parameter defaults (choose: Logistics
Material Management Inventory Management Environment
Oil qty. conversion OCI parameter defaults
Create/Display/Delete/Activate default parameters)
c) The processing profile (choose IMG Industry Solution Oil&Gas
(Downstream) SSR Basic Settings Define Processing
Profile).

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1-4

You are now the person responsible for Customizing for dip readings.
1-4-1 The logistics document schema for the MM documents for meter and dip
readings is defined in:
IMG Industry Solution Oil&Gas (Downstream) SSR Fuels
Processing Material document creation Logistics document schema
Define document schema
The logistics document schema defines the:
- Logistics document type
- Movement types to be used for material document creation
- Fields to be filled for the document creation process (the
document key field indicates whether a new document or a new
line is created in a document)
The logistic document type WA for goods issue is defaulted.
1-4-2 The logistic document definition schema is determined in:
IMG Industry Solution Oil&Gas (Downstream) SSR Fuels
Processing Material document creation Logistics document schema
Assign document schema
The logistics document schema is assigned to the location indicator and to
the process. You can assign each logistics document schema to more than
one location indicator / process combination
The process derives the location indicator from processing profile ( Logistic
documents section) of the location. It uses this indicator to derive the
logistics document schema.

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