BTSC MM10

Service Entry Management Course

June 14 Service Entry Management Course 2
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 3
Switch off mobile phones
Time keeping
Fire exits & toilets
Introduction:
House Keeping Points
June 14 Service Entry Management Course 4
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 5
Objectives
At the end of the course you will:

Understand the main activities of Service Entry Management using
SAP

Be able to register the completion of a service in SAP (Maintain
Service Entry) & Approve it (Approve and Release service Entry)

Articulate the roles and responsibilities within Service Entry
Management

How not Why - not the forum to justify design decisions
June 14 Service Entry Management Course 6
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 7
Services Entry Management:
Definition
Service Entry Management
covers:

all activities required to
register the completion of a
service in SAP including
creation and maintenance of
Service Entry with reference
to a purchase order
the two-stages of approval -
technical and financial.

Service Entry Management
Course

100% electronic method
of recording and
authorising services.
Standard Company-wide
method of describing &
receipting services.

June 14 Service Entry Management Course 8
Service Entry Management:
Impacts
Service Entry will have the following impacts:
It will provide the ability

To electronically record that an external service has been
performed by a Contractor. - No paperwork lost in someones in-
tray

To electronically approve Service Entries for payment

To prevent payment of Invoices until Service Entries are approved.

To record fully online spend/transactional information
June 14 Service Entry Management Course 9
Overview:
CPL process flow
Manage
Service
Catalogue
Manage
Material
Catalogue
Manage
Vendor
Data
Manage
Vendor
Agreement
Develop
MRP
Manage
Tender
Process
Manage
Purchase
Requisition
Purchase
Materials
& Service
Receive &
put away
Materials
Receive
& Verify
Services
Manage
Vendor
Invoices
Manage
Inventory
Transfer
Count
Inventory
Manage
Shipping
OPEX
Build
for N+1
Manage
Well
Scheduling
Project
Structures
Manage
PM Master
Data
Analyz
e
PM
work
Manage
Budgets
Provide
Management
Information
Reports
Manage PM
Notification &
WO Closeout

Manag
e
Intern
al
Profit
and
Loss
Perfor
m
Group
Reporti
ng
Project

Executi
on &
Reportin
g
Manage
Inventory
Report
CAPEX
Build for
N+1
Plan
Recurring
Activities Finalize
Business
Plan
Manage
PM
Notificati
on
and WO
June 14 Service Entry Management Course 10

Sub Process Activities
Receive and Verify Services

Maintain Service Entry

Approve/Release Service Entry

June 14 Service Entry Management Course 11
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 12

Roles and Responsibilities
Service Entry
Account for Accruals
Maintain Service Entry

Service Verifier
Maintain Service Entry

Service Acceptance:
Approve/Release Service Entry
June 14 Service Entry Management Course 13
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 14
Service Entry Management:
The Service Acquisition Process
June 14 Service Entry Management Course 15
Service Entry Management:
Create PO against an Agreement
Where the service items on a Requisition are called off against
an existing Contract, the Purchase Order can be created directly
with reference to the Purchase Requisition.

The Purchase Order can be created:-

Automatically - without Buyer Intervention, this occurs within the
system for services on Contracts, exceptions can be made.

Manually - where there is no vendor contract defined on the
Purchase Requisition, or the vendor/service has not been flagged
for Purchase Order automation.

June 14 Service Entry Management Course 16
Service Entry Management:
Process PO against an Order
The majority of purchase orders will be for :

Planned Services: where the (estimated or accurate)
nature and quantity of the service is defined. These will
either be:

for a service against a contract in which case the
contract will be referenced.

for a service, for which no contract exists, in which case
the purchase order will contain all the necessary
specifications of the service.

June 14 Service Entry Management Course 17
Service Entry
Sheet
=
Entry into SAP
that records the
services actually
performed.
Service Entry Management:
SAP Service Entry
June 14 Service Entry Management Course 18
Service Entry Management:
SAP Service Entry
Similar to materials where the goods receipt document signifies that
the goods have been received.

After performing the required Service, it is registered in SAP as a
Service Entry Sheet, at this point the exact nature and quantity of
the service is recorded.

On the Service Entry sheet the user identifies service line items
from the original purchase order which have now been performed.

Creation of Service Entry sheet amounts to the first (holding) step
in the Service Entry process. Does not have any financial impact,
until the Service Entry is approved.

June 14 Service Entry Management Course 19
Service Line Items on the
Service Entry are copied
from the Purchase Order for
Planned Services
Service Entry Management:
SAP Service Entry
June 14 Service Entry Management Course 20
PO Line Item No. Purchase Order No.
It is not possible to modify the price on the Service Entry,
only the quantity of the service completed
Service Entry Management:
SAP Service Entry
June 14 Service Entry Management Course 21
Service Entry Management:
SAP Service Entry








Multiple service entries can be recorded at separate intervals
against the same purchase order and line item, up until the point
at which the purchase order quantity is fulfilled.


4
June 14 Service Entry Management Course 22
Service Entry Management:
The External Number field
External Number field is used to identify who will be responsible
for approving the service entry. For service entries
The Service Enterer fills in the external number field the
departmental reference indicator followed by the initials of the
approval.

EXAMPLE: Service entry recorded by John Smith, an operative
technician.
He would enter the external number OTTJS.
His head of department could then search for all service entries
which require approval in this department by entering OTT* (* is the
wildcard character) in the "external number" field on the Collective
Release screen.

June 14 Service Entry Management Course 23
Demonstration
Exercises
Demonstration and Exercises
Please refer to the Training Exercises for details
June 14 Service Entry Management Course 24
Create Service Entry
Exercise 1:
Create Service Entry for Milestone Payments


June 14 Service Entry Management Course 25
The Service Entry Creation Process
Final Entry Indicator - signifies that this is the last entry which will be made
against this purchase order line item.





Example of Use - milestone payment of 25,000 with penalty clause for late
delivery giving The OU the right to retain 2,500 when this occurs. If late
delivery has occurred the user can service enter 22,500 and by setting the
Final Service Entry flag prevent any other service entries being registered
against this purchase order line item. The purchase order item is effectively
closed.

Note: At that time final invoice occurs. If The Fin. Entry button is not pressed any remaining value
will be committed against ACV and Contract will quickly reach their target value

June 14 Service Entry Management Course 26
Demonstration
Exercises
Demonstration and Exercises
Please refer to the Training Exercises for details
June 14 Service Entry Management Course 27
Create Service Entry
Exercise 2:
Create Service Entry for Services on Agreements
Scenario A: Create an Initial Service Entry
Scenario B: Create a Second Service Entry
Scenario C: Create a Third Service Entry against a fulfilled
Purchase
June 14 Service Entry Management Course 28

The release of a Service Entry sheets equates to the
Approval of the work performed

All Service Entry sheets are subject to a dual release
(approval) procedure - technical and financial.

The Service Entry Approval role involves reviewing
and releasing -approving- Service Entry sheets
electronically

Service Entry Approval
June 14 Service Entry Management Course 29
Service
Verified by
the OU
Financial
Approval
Technical
Approval
Service Entry
registered in
SAP
Further
Review
Approve/Release Service Entry
June 14 Service Entry Management Course 30
Approve/Release Service Entry
Review of the Service Entry sheet(s) is required before
being released

After review the Service Entry sheet can either be :

released


or returned for further review,
in line with discussion with Contractor.


June 14 Service Entry Management Course 31
Approve/Release Service Entry
Release Code needed to approve a Service Entry

Each line manager in charge of releasing a Service Entry is
assigned an appropriate release code in their user profile.

Since Service Entries require two separate releases - they have
two release codes:
OT - Technical Release
D1 - 0 - 100,000 USD
D2 - 100,000 - 500,000 USD
D3 - 500,000 - 1 million USD
D4 - over 1 million USD
Financial
Release
June 14 Service Entry Management Course 32
Approve/Release Service Entry
Individual Service Entry sheets are released separately (individual release) or
several are released at once (collective release)

Authority to approve is determined by the approvers predefined authorisation
level in the system.

Final step in the Service Entry process:

Once approval has been completed payment can be made.

The approval of the Service Entry sheet posts financial
documents in SAP, directly equivalent to posting a goods
receipt for materials
June 14 Service Entry Management Course 33
Demonstration
Exercises
Demonstration and Exercises
Please refer to the Training Exercises for details
June 14 Service Entry Management Course 34
Approve/Release Service Entry
Exercise 5:
Approve/Release Service Entry
Scenario A: Technically Approve Service Entry - Collectively
Scenario B: Financially Approve Service Entry - Collectively
Scenario C: Technically Approve Service Entry - Individually
Scenario D: Financially Approve Service Entry - Individually
June 14 Service Entry Management Course 35
Modify Service
Entry
Financial
Re-Release
Revoke Financial
Release
Technical
Re-Release
Modify Service Entry
June 14 Service Entry Management Course 36
Demonstration
Exercises
Demonstration and Exercises
Please refer to the Training Exercises for details
June 14 Service Entry Management Course 37
Revoke Service Entry Approval
Exercise 6:
Revoke Service Entry Approval
Scenario A: Revoke Service Entry Approval
Scenario B: Modify Existing Service Entry
Scenario C: Re-Approve Service Entry - Financially
June 14 Service Entry Management Course 38
Revoking Approval of Paid SE



It is not Possible to revoke approval of a
Service Entry which has already been paid!
STOP
June 14 Service Entry Management Course 39
Demonstration
Exercises
Demonstration and Exercises
Please refer to the Training Exercises for details
June 14 Service Entry Management Course 40
1.Job completed and Certificate of Completion
supplied by Contractor.
2. Company Inspector verifies WCC items/quantities
3. Inspector passes updated copies of WCC to
Contractor.
4. Business line financial authority approves Service Entry
in SAP, validating against WCC copy.
5. Contractor submits Invoice, quoting
Service Entry and Purchase Order number.
6. Invoice registered and paid by the company.
I am
finished
Finished,
so soon!!
We operate within
our Fl limits
O1/O2/O3/O4
and manually adjusts WCC if necessary, prior
to entering and technically approving Service
Entry in SAP.
Standard Service Entry process
(contractor - no access to SAP)
June 14 Service Entry Management Course 41
1. Service Enterer uploads Service entries in SAP
3. Business line financial authority approves Service Entry
in SAP.
4. Contractor submits Invoice, quoting
Service Entry and Purchase Order number.
5. Invoice registered and paid by the company.
2. Inspector verifies Service Entry,
We operate within
our Fl limits
D1 D2 D3 D4
OT
and makes modifications if necessary, prior to
technically approving it.
Standard Service Entry process
(contractor - has access to SAP)
June 14 Service Entry Management Course 42
Course Agenda
Introduction

Course Objectives

Overview

Roles and Responsibilities

Service Entry Management: Demonstration & Exercises

Summary

June 14 Service Entry Management Course 43
Summary
Have we achieved our objectives?
Understand the main activities of Service Entry
Management using SAP?
Be able to register the completion of a service in SAP
(Maintain Service Entry) & approve it (Approve and
Release service Entry)?
Articulate the roles and responsibilities within Service
Entry Management?

SAP
PROCESSES
Questionnaire
Survey
Questions?
SAP
PROCESSES
Questionnaire
Survey
Questions?
SAP
PROCESSES
Questionnaire
Survey
Questions?
June 14 Service Entry Management Course 44
Next Steps
MyS@Portal:
OLQR and Training Material archive are available from your
office: now that you have understood how and what you will
do on the system, your own study starts.
Playground:
all the users have the access to the Training Playground to go
through transactions and to repeat the classroom exercises:
the Training Playground contains the same data of the
Training Client you have just finished to used in this course.
To access the Training Playground:
UserID: PLAYNG01-50
Password: PRACTICE
Or
UserID: USERNG01-150
Password: SAP
Refresh: Weekly (every Friday)
Tutors/Superusers/Forum/Project Documentation: TBD