ETM Document Entry - Terminology

Some of the terms that are important in ETM are listed and explained below.

Recipient Master Record

Internal ship-to party

Usage site to which equipment is sent.

Note

Internal construction site in an enterprise.

Ship-to party (joint venture)

A joint venture is, from the point of view of a construction enterprise, for example, also an internal construction site to which equipment and materials are sent.

However, you must also enter an external sold-to party in the recipient (customer) master record. The external sold-to party is required for customer settlement purposes.

External sold-to party

Customer or debtor that is used externally for customer settlement.

Customer internal settlement (internal sold-to party)

From an ETM point of view, customer internal settlement represents the internal sold-to party that appears in the order header during internal settlement. The customer (internal settlement) is necessary purely from a sales and distribution point of view (it represents the bill-to party and the payer). It has no relevance within a company code in ETM since the providing party or the debited party (for example, equipment and WBS element) is relevant to postings in FI/CO during settlement. However, the customer (internal settlement) plays an important role in operations across different company codes. See: Example:

Settlement Across Different Company Codes Using EDI for further information on this subject.

Control Parameters in the Recipient Master Record

Recipient type

The recipient type is a central control element in ETM. Different recipients can be grouped together to form a recipient type. You use the recipient type to assign a reference type, and therefore also an account assignment object, to the recipient. This enables you to make postings to FI/CO.

Reference type

The reference type controls which account assignment object (for example, WBS element, project definition, CO order, cost center, PM order) is used for settlement purposes and for postings to FI/CO.

Settlement indicator

This indicator controls whether ETM basic data and settlement data for the appropriate recipient, standard recipient or dummy recipient is used in settlement.

(3-level hierarchical access)

Standard recipient and dummy recipient

These are fictitious recipients; their ETM settlement data is valid for a group of recipients during ETM settlement. This entails less maintenance when you want to change the control parameters. You only need to make the changes in the master record of the fictitious recipient (standard recipient or dummy recipient) and the changes will take effect for all recipients in the group as of the next settlement run. (See “Settlement indicator” above for further information).

Settlement type

The settlement type determines how the recipient is settled. Together with the Calendar ID , the Complete month and the No. days/month indicators in the ETM settlement data of the recipient master record, it forms an important factor in long-standing determination of settlement data. There are the following settlement types for long-standing data determination:

1. Complete months + remaining calendar days 2. Complete months + remaining working days 3. Calendar days

4. Working days 5. Customer logic

If you want to use method 1 or 3 (calendar days), you have to enter the number of calendar days per month (for example, 30) that you want the system to use

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If you want to use method 1 or 3 (calendar days), you have to enter the number of calendar days per month (for example, 30) that you want the system to use as a basis for its calculations. If you want to use method 2 or 4 (working days), you have to enter the number of working days per month (for example, 20) that you want the system to use as a basis for its calculations.

In addition to the number of calendar or working days per month, you must also set the Complete month indicator to 1 or 2 for settlement types for which a complete month is relevant.

If the settlement type is 3, the system determines the actual number of calendar days. All other statistics, including the Calendar ID indicator, have no effect on the calculation.

If the settlement type is 4, the system determines the number of working days by using the factory calendar ( Calendar ID indicator). All other statistics have no effect on the calculation.

If the settlement type is 5, the system determines the number of days for settlement from customer specific logic implemented in the BAdI method /sapcem/badi_days_calculate days_calculate . All other statistics have no effect on the calculation. Note that if this BAdI method is not implemented, number of days calculation does not take place.

Note

Normal case: internal construction sites

To fulfill German requirements (commissioning month = 30 calendar days = 170 commissioning hours), you must make the following settings. These settings will vary from country to country. (Also valid for February):

Settlement type = 1 (complete month + remaining calendar days) and Complete month indicator = 2 (whole month is encompassed), Days/month = 30 (calendar days), Hours/month = 170.

Special case: joint ventures

If equipment is in operation on a usage site from Oct. 1st until Oct. 31st, then according to the contract, 31 days should be included in settlement and if equipment is in operation on a usage site from Nov. 1st until Nov. 30th then 30 days should be accounted for in settlement. The recommended settlement type in this case would be Calendar days .

Retirement date for time-based equipment

If this indicator is set (in ETM settlement data in the recipient master record), the retirement date is included in the settlement of time-based equipment.

The retirement date is the actual date on which the physical shipping of the equipment from one usage site to the next takes place. If the activity type is changed several times after the equipment has been sent to a usage site, the last day of the last activity type before the ETM settlement run is not regarded as the retirement date from this usage site. This day is settled normally, in other words in accordance with the equipment activity and settlement type and the available shipping and PBE documents.

Acquisition date for time-based equipment

This date always counts when the commissioning period is calculated and is therefore always included in settlement. There is no special indicator in the recipient master record.

Retirement date for performance-based equipment (PBE)

This indicator determines whether the retirement date is included for performance-based equipment when you use the Filler Calendar for Performance-Based Equipment function, in other words whether hours are automatically generated for the retirement date. The hours are only generated if at least one unit of activity (for example, one hour) has been entered with a PBE document within the whole period of time. If no PBE document has been entered in the period of time, the equipment activity is calculated in accordance with the shipping document (special case).

Use

This indicator is only of importance for internal settlement and only when the filler calendar for PBE takes effect. If you have set the RetireDate/PBE indicator in the recipient master record, then the system generates a PBE document for the equipment on its retirement date when you execute the filler calendar function.

Only the actual units of activity (without hours that have been generated by the filler calendar) are included in external settlement for external sold-to parties.

You cannot control this by using Customizing settings.

Note

PBE documents that have been entered manually are always included in settlement. The RetireDate/PBE indicator does not exclude PBE documents that have been entered from settlement.

Acquisition date for performance-based equipment (PBE) See: “Retirement date for performance-based equipment”.

PBE as TBE

If you set this indicator in the recipient master record, equipment that has been defined as performance-based equipment (Customizing for Equipment and Tools Management (ETM) under  Operations and Functions Stock Check for Equipment Stock Check per Equi. Type for Performance-Based Equi. ) is treated as time-based equipment in settlement for this recipient. This means that the equipment is not settled on the basis of the PBE document, but on the basis of the shipping documents. You can find further information on this subject under Settlement of PBE as TBE.

Equipment Master Record

Time-based equipment

Equipment that has been defined as time-based, for example a crane, is usually commissioned for a specific length of time on a specific usage site. This period of time is always settled in days for time-based equipment. The shipping document is used as basis for settlement for time-based equipment. The PBE document is not taken into account for time-based equipment. If it were, settlement would take place twice – once using the shipping document and once using the PBE document. Time-based equipment can be an equipment item or multipart equipment.

For further information, see Settlement of Time-Based Equipment.

Performance-based equipment

Equipment that has been defined as performance-based, for example an excavator, is usually settled in hours on the basis of the PBE document. The performance-based equipment document is used as basis for settlement for performance-based equipment. If no PBE document has been created for the complete commissioning period, the shipping document is used as a basis for settlement. PBE is usually expensive equipment and managed in stock as an equipment item. To keep the equipment costs as comprehensive as possible, it is usually a good idea to create a separate PM order administrator (cost collector) for each equipment item.

Note

Due to contractual agreements, PBE must sometimes be settled using the shipping document for specific ship-to parties (for example, joint ventures). If you want to represent this case in the system, you must set the PBE as TBE indicator in the recipient master record. You can find further information on this subject in the section PBE as TBE and under Settlement of Performance-Based Equipment.

Stock check for performance-based equipment

A check takes place to determine whether the equipment type that has been defined for the equipment (in Customizing) is relevant to the stock check or not.

Note

The Price group (material group) indicator in the equipment master record is only relevant to pricing.

Equipment item

You can find further information under “Performance-based equipment”. An equipment item is usually defined as performance-based equipment but can also be time-based equipment.

Multipart equipment

Equipment such as drilling machines, grinders, scaffolding and shuttering that do not have their own inventory number. You cannot define multipart equipment as performance-based.

Document Entry

Activity and settlement type (AS type)

There are different activity and settlement types, for example, in operation, downtime, available for use. An activity type does not have to be a settlement type and vice versa.

Condition techniques and the pricing procedure in SD determine which condition types are used in settlement. For example, you can define that rental and repair costs are due when equipment is in operation, only rent has to be paid when the equipment has been assigned the activity type “downtime” and there are no extra costs at all when the equipment is available for use.

Note

Equipment is in operation on a usage site for five days (activity type: “in operation”). For two of these five days, the activity type of the equipment is changed to “downtime” because no work was done on the usage site on these two days.

Result in settlement: The usage site is charged for 3 days in operation (for these three days the usage site has to pay rental and repair costs) and 2 days downtime (for these two days the usage site only has to pay rental charges).

For further information, see: Settlement of Activity and Delivery.

Acquisition

We use the term acquisition when equipment is entered in the company stock for the first time, for example after it has been bought, leased or rented. You can send equipment directly to a usage site without having to first send it to the contractor’s yard, warehouse or storage location.

Retirement

We use the term retirement when equipment is sold, scrapped or returned to an external rental service. The physical “retirement” of equipment when it is sent from one usage site to another usage site is not referred to as retirement but as shipping.

Shipping

All equipment, irrespective of whether it is performance-based or time-based, is usually sent from one usage site to another usage site by means of a shipping document (historical inventory management). In this case, building contractor’s yards and storage locations are also regarded as usage sites from which equipment can be sent.

Change of activity type

We use the term change of activity type to represent the case when the activity and settlement type of equipment on a usage site is changed as of a specific date but the equipment itself remains on the same site.

Example

On 10.01. shipment of an equipment to usage site A with activity type Usage . From 11.14. the activity type changes from Usage to Available , on 11.20. the equipment again has activity type Usage , on 11.30. the settlement runs. The equipment is removed from usage site A on 12.15. The

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commissioning time for this equipment on usage site A is hereby ended.

Note

If the activity type is changed several times after the equipment has been sent to a usage site, the last day of the last activity type before the ETM settlement run is not regarded as the retirement date from this usage site. This day is settled normally, in other words in accordance with the equipment activity and settlement type and the available shipping and PBE documents. We only use the term retirement date when the equipment is physically sent from one usage site to the next.

ETM Settlement

Commissioning time

The commissioning time, or commissioning period, covers the time from the start of the usage period until the end of the usage period or until the settlement date if the equipment is still in use on the settlement date. It is of no importance how often the activity type for the equipment has been changed in this time.