Equipment and Tools Management (444) Business Process Documentation'

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September 2010

English

Equipment and Tools

Management (444)

SAP AG

Dietmar-Hopp-Allee 16 69190 Walldorf

Germany

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Copyright

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Icons

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Business Process Alternative/Decision Choice

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1 Purpose

This scenario deals with the complexities of Equipment and Tools Management (ETM). ETM addresses the unique requirements of:

 self performing construction companies

 building contractors

 equipment distributors (only restricted)

by handling industry-specific business processes such as equipment planning, -processing, -settlement, and evaluation of resources (equipment and materials) including performance measurement. By using ETM, customer can:

 improve the visibility of profitability, TCO, and return on asset and equipment

 improve the availability and tracking of equipment

 manage the increasing administrative workload

 reduce handling and administration cost

 introduce most flexible prices and account determination

 optimize equipment utilization

2 Prerequisites

2.1 Master Data and Organizational Data

Default Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers. The business process is enabled with this organization-specific master data, examples are provided in the next section.

Operational Focus

SAP Best Practices delivers standard values for more than one operational focus area, such as Services, Trade or Manufacturing. This means that you may find more than one master data table below. Use the master data that matches the operational focus of your company (Service,

Manufacturing, or Trading).

Additional Default Values

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

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You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Org. Structure Value Comment

Controlling area Controlling area (1000) Controlling Area 1000

Company Code Company Code (1000) Company Code 1000

Plant Plant 1 (1000) Production Plant 1000

Sales organization Sales Org. 1 (1000) Sales Org. 1000

Distribution channel 10 Direct Sales

Division 10 Product Division 01

Purchase organization Purchasing Org 1 (1000) Purchasing Org. 1000

Storage Loc 1040 Finished Products

Equipment C00013 Tower crane SK-C 200

Equipment C00041 Mobile excavator C00041

Non-Consumable material CG0072 Aluminum standing ladder (2m)

Consumable Material CV0018 Metal blade for saw

2.2 Roles

Use

The following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

Prerequisites

The business roles have been assigned to the user who is testing this scenario.

Business Role Technical Name Process Step

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK-S

Project Manager ECO (DIMP) SAP_NBPR_PROJMNGR_ECO_DIMP-M Project Manager ECO SAP_NBPR_PROJECTMANAGER_ECO-M ECO Equipment Administrator

(DIMP)

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results

Time Based Equipment Process

Create Requisition Note(Availability check is taken through Hit button) Project Manager ECO (DIMP) / SAPCE M/BEDA RF01 Requisition Note for Equipment is created If Equipment is available, execute step- Assign requisition note to Equipment Or execute Optional step Create an Acquisition Shipping document in CL002 for Equipment (C00013) ECO Equipment Administrator (DIMP) J3GH Sender is empty Receipt is the first location that contains your equipment. For example CL002, Activity type is 03 Assign Requisition Note to Equipment Create Shipping Document Automatically ECO Equipment Administrator (DIMP) / SAPCE M/PT01 Shipping document is created automatically Sender is the first location

Receipt is the location defined in the requisition note

For example from CL002 to CA002 Return Equipment back to the Construction Yard/Warehouse ECO Equipment Administrator (DIMP) J3GH Shipping document created. Not for settlement Create SD Order- Periodical Settlement Run ECO Equipment Administrator (DIMP) J3GZ SD Order created for settlement run

Log for CEM SD Settlement ECO Equipment Administrator (DIMP) / SAPCE M/SD_P ROT(sh SD Order numbers noted

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results all set the criteria among this step)

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results Internal Cost Allocation Display SD

Order ECO Equipment

Administrator (DIMP) / SAPCE M/SD_P ROT SD Order displayed Create Billing

Document ECO Equipment

Administrator (DIMP)

VF01 Billing run started

Display Billing

Administrator (DIMP) VF03 Material and Accounting documents displayed External Invoice Display SD Order ECO Equipment Administrator (DIMP) / SAPCE M/SD_P ROT Display SD Order Create Billing

Display Billing

Administrator (DIMP) VF03 Material and Accounting documents displayed

Time-Based Equipment Process Including 3rd Party Rental Equipment

Create Requisition Note(Availability check is taken through Hit button) Project Manager ECO (DIMP) / SAPCE M/BEDA RF01 Requisition Note for Equipment is created Create Purchase Requisition for 3rd party equipment (Optional) ECO Equipment Administrator (DIMP) ME51N Purchase requisition is created Create Purchase Order for 3rd party equipment(Optio nal) ECO Equipment Administrator (DIMP)

ME21N Copy from previous Purchase requisition

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results Posting Goods

Receipt Warehouse Clerk MIGO Material document

XXXXXXXX posted Enter Invoice

Verification ECO Equipment

MIRO Invoice and account document were created Create Equipment ECO Equipment Administrator (DIMP)

IE01 Create the equipment in the system for second time run time-based scenario or Time-based Third-party rental equipment Create

Equipment BOM ECO Equipment

J3GSL0

1 Create the equipment in the system for second time run time-based scenario or Time-based Third-party rental equipment

Performance based Equipment Process

Create Requisition Note(Availability check is taken through Hit button) Project Manager ECO (DIMP) / SAPCE M/BEDA RF01 Requisition Note for Equipment is created Assign Requisition Note to Equipment Create the first Shipping Document ECO Equipment Administrator (DIMP) / SAPCE M/PT01 Create shipping document through the same TA Create PBE Document ECO Equipment Administrator (DIMP) J3G$ PBE document created Document List

for PBE ECO Equipment

J4GQ PBE documents displayed

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Create SD Order ECO

Equipment Administrator (DIMP) J3GZ Periodical Settlement run started

Log for CEM SD

Settlement ECO Equipment

Administrator (DIMP) / SAPCE M/SD_P ROT SD Order numbers noted Internal Cost Allocation ECO Equipment Administrator (DIMP) Display SD

Order ECO Equipment

Administrator (DIMP) / SAPCE M/SD_P ROT SD Order displayed Create Billing

Display Billing

Administrator (DIMP) VF03 Material and Accounting documents displayed

External Invoice ECO

Equipment Administrator (DIMP) Display SD

Order ECO Equipment

VA03 SD order displayed

Create Billing

Display Billing

Administrator (DIMP) VF03 Material and Accounting document displayed

ETM Non-Consumable Material Process

Initial Stock Posting for Non-Consumable Warehouse Clerk MIGO Material document xxxxxxxx posted

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Material Stock in MM, ETM

increased Stock Overview

in MM Project Manager ECO MMBE Material stock displayed in MM Current Stock for

Material in ETM ECO Equipment Administrator (DIMP) J4GM Material stock displayed in ETM

Create First ETM Shipping Document for Acquisition ECO Equipment Administrator (DIMP) J3GH First shipping document created Display First Shipping Document ECO Equipment Administrator (DIMP) J3GJ Shipping document displayed Stock Overview

in MM Project Manager ECO MMBE Material stock in MM displayed Current Stock for

Material in ETM ECO Equipment

Administrator (DIMP) J4GM Material stock displayed in ETM Create Second ETM Shipping Document for acquisition ECO Equipment Administrator (DIMP) J3GH Second shipping document created Display Second Shipping Document ECO Equipment Administrator (DIMP) J3GJ Shipping document displayed Stock Overview

in MM Project Manager ECO MMBE Material stock in MM displayed Current Stock for

Material in ETM ECO Equipment Administrator (DIMP) J4GM Material stock displayed in ETM

Create SD Order ECO

Equipment Administrator (DIMP) J3GZ Periodical settlement run started

Log for CEM SD

Settlement ECO Equipment

Administrator / SAPCE M/SD_P

Note down the SD order numbers

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results Internal ETM

Material Sale ECO Equipment

Administrator (DIMP) Display SD

Order ECO Equipment

Administrator (DIMP) / SAPCE M/SD_P ROT SD Order displayed Create Billing Document ECO Equipment Administrator (DIMP)

Display Billing

Administrator (DIMP) VF03 Material and Accounting documents displayed External ETM

Material Sale ECO Equipment

Administrator (DIMP) Display SD

Order ECO Equipment

VA03 Check SD Order created Create Billing Document ECO Equipment Administrator (DIMP)

Display Billing

Administrator (DIMP) VF03 Display Material and Accounting documents Internal ETM Material Repurchase ECO Equipment Administrator (DIMP) Displaying SD

Order ECO Equipment

VA03 Check SD order created Create Billing Document ECO Equipment Administrator (DIMP)

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results Display Billing

Administrator (DIMP) VF03 Display Material and Accounting documents External ETM Material Repurchase ECO Equipment Administrator (DIMP) Display SD Order ECO Equipment Administrator (DIMP)

VA03 Check SD order created

Create Billing

Display Billing

VF03 Display Material and Accounting documents

Consumable Material Process

Initial Stock for Consumable Material

MIGO Initial Stock make

Stock Overview

in MM Project Manager ECO MMBE Initial stock noted

Stock Overview in ETM ECO Equipment Administrator (DIMP) J4GM ETM stock updated Create ETM Shipping Document for acquisition ECO Equipment Administrator (DIMP) J3GH Shipping document created Display Shipping

Administrator (DIMP) J3GJ Material and Accounting documents displayed Stock Overview in MM after acquisition Project

Manager ECO MMBE Stock updated

Stock Overview

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Process step External process reference Business condition Business role (not technical role for BP) Transac tion code Expected results (DIMP)

4 Process Steps

4.1 Time Based Equipment Process

Purpose

You use this business process to plan, dispatch, and settle time based equipment. Time based equipment can be single- or multipart equipment, which are shipped via an ETM shipping document and are settled due to time/days they have been on a recipient/location and its quantity. The shipping document allows the tracking of each equipment (single- and multipart). A time-based equipment is settled periodically with a fixed price, whereas it is not relevant, how often equipment has been used (in operation). A typical time-based equipment is a crane.

The time based equipment process starts with an equipment request of a project manager or foreman, who needs a crane with a certain specification (for example, Hook high max. 20 mtr.) for a certain period. The project manager or foreman can either enter an ETM requisition note directly by himself or he calls the equipment manager/administrator (responsible for all equipment) and he then enters the requirement in the system. After the equipment manager has assigned the request to equipment, it is sent out to the project. Typically month end the settlement and billing run takes place.

4.1.1 Creating ETM Requisition Note

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics  Equipment and Tools Management  Transaction data

 Planning  Requisition Note  Create

Transaction code /SAPCEM/BEDARF01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role ECO Purchasing Manager (DIMP)

(SAP_NBPR_PURCHMGR_ECO_DIMP-M)

Business role menu Equipment and Tools Management Transaction Data 

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2. On the Create Requisition Note screen, make the following entries:

Field name Description User action and values Comment

Recipient CA002

Period Today’s date

Today’s date + 10days

Enter today’s date in from field Enter today’s date + 10 days into to field

3. Choose Enter.

4. On the Create Requisition Note: Requirements overview screen, make the following entries:

Short text Demo Requisition Note

Reqmts Overview screen

Class CEM_CRANE_TOP

Quantity 1

U/M NOS

5. Choose Value assignment on the top of the screen.

6. On the Item %000000001/00010:Characteristic Value Assignment screen, make the following entries in the tab screen Characteristic value assignment:

Characteristic description Value

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7. Choose Back twice.

8. On the Create Requisition Note: Requirements overview screen, choose item 10 and choose Hit

list.

9. On the Equipment Hit List screen, all equipment matching the requirement is displayed. Choose

Exit.

10. On the Create Requisition Note: Requirements overview screen, choose Save (Ctrl + S). 11. On the Create Requisition Note screen, note down the requisition number displayed at the

bottom of the screen. 12. Choose Back.

4.1.2 Creating Acquisition Shipping Document in CL002

Use

To have the equipment for the next step on recipient CL002 available, create a shipping document (without requirement) which returns the equipment to the warehouse.

If the Equipment is not available as mentioned in step 9 of section 4.1.1, use a dummy equipment number that represents equipment rented from a third party.

Procedure

SAP ECC menu Logistics  Equipment and Tools Management  Transaction Data

 Documents  Shipping Documents  Create

Transaction code J3GH

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role ECO Equipment Administrator (DIMP)

(SAP_NBPR_EQUIPADMIN_ECO_DIMP-S)

Business role menu Equipment Administration  Transaction data  Shipping Document  Create Shipping Documents

2. On the Create Shipping document: Initial Screen, enter Document type C1 and choose Enter. 3. On the Create SHIPPING DOCUMENT: Item Data screen, enter the following values:

Document date Today’s date

Sender

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4. On the Create SHIPPING DOCUMENT: Item Data screen, choose Equipment tab and make the following entries:

Field name Description User action and values Comment

Equipment C00013 Use steps 4.2.6 and 4.2.7 to create a new equipment and BOM if C00013 has been used already

Quantity <enter quantity> For example: 1

Activity Type 03

If the system indicates the equipment is already under recipient CL002, please ignore this step and go to 4.1.3.

If the system indicates the equipment is under other recipient (for example, CA002), than the CL002, please input the other recipient (for example, CA002) in the Sender field mentioned in step 3 above.

5. Save your entries.

6. Choose Back and return to SAP Easy Access screen.

This shipping document is not used for further processing; the activity type 03 is not relevant for settlement.

Result

Shipping Document is created.

4.1.3 Assigning Equipment and Creating Shipping Document

Use

This step is to assign the Equipment to the Requisition Note and create the shipping document to the graphical planning board.

Procedure

 Planning  Requirements Overview  Graphical Planning Board - Change

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Business role menu Equipment Administration  Transaction data  Shipping

Document  ETM Planning Board - Change Mode 2. On the CEM: planning board screen, make the following entries:

Evaluation period From: Today’s date To: Today’s date +1 month

Class Type 002

Planning period From: Today’s date To: Today’s date +1 month

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3. Choose Execute.

4. On the CEM Planning Board: Change mode screen, you can find the Equipment on the upper half and Recipient on the lower half of the screen.

5. Find your recipient and on the right side of the screen in line of your recipient you can find your requirement created in step 4.1.1.

6. Select your Requirement and assign it with drag and drop to Equipment used in step 4.1.2 one day after the document date of the first shipping document created in the prior step.

7. Choose Save and refresh (Ctrl + F2).

8. On the ETM Planning Board: Change mode screen, choose the Requirement and choose

Shipping for creating the shipping document.

9. In the Generate Shipping Document: Enter Parameters dialog box, enter Document type C1 and choose Default Activity Type then choose Continue (Enter).

10. Choose Enter to confirm the message for the shipping document creation.

11. Note down the Shipping Document number at the bottom of the screen _____________ 12. Choose Back twice and return to SAP Easy Access screen.

Result

Planning board is updated and the requirement is now assigned to the Equipment and the first shipping document had been created.

4.1.4 Returning Equipment back to the Construction

Yard/Warehouse

Use

To have the equipment for the next step on recipient CL002 available, create a second shipping document (without requirement) which returns the equipment to the warehouse.

Procedure

 Documents  Shipping Documents  Create

Transaction code J3GH

Business role menu Equipment Administration  Transaction data  Shipping Document  Create Shipping Documents

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2. On the Create Shipping document: Initial Screen, enter Document type C1 and choose Enter. 3. On the Create SHIPPING DOCUMENT: Item Data screen, enter the following values:

Document date Today’s date+12days

Sender CA002

Recipient CL002

4. On the Create SHIPPING DOCUMENT: Item Data screen, choose Equipment tab and make the following entries:

Equipment C00013

Quantity <enter quantity> For example: 1

Activity Type 03

6. Choose Back twice and return to SAP Easy Access screen.

This shipping document is not used for further processing; the activity type 03 is not relevant for settlement.

Result

Shipping Document is created.

4.1.5 CEM Sales Order Settlement (Creating Sales Order)

Use

To be able to settle/invoice the rental fee for a period of time, SD orders must be created.

Procedure

 Settlement  SD Orders  Create SD Orders

Transaction code J3GZ

Business role menu Equipment Administration  Settlement  SD Order  Create SD Orders Job Split (INPUT)

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2. On the Input CEM Sales Orders with Job Split in SD screen, make the following entries:

Document no. First shipping document

number Noted in the step 4.1.3

Settlement date Today‘s date + 12days

Program starts as: Test Run

Program starts as: Upd.

Run X

Settle equipment

performance X

If test run is marked, the transaction J3GZ can be executed several times with the same document number. This can be used to test the customize settings during

implementation of ETM (CEM). 3. Choose Execute.

4. Choose Back. Choose Enter to confirm the message External job J3GNACHBEARBEITUNG

started with serial number xxxxxxxx.

If you are running transaction via J3GZ, please choose Back to confirm the message, and then exit the screen. Otherwise, the system is blocked during next J3GZ run. In case the transaction is blocked, please execute transaction code J3GN, choose the

Refresh data option then choose Execute to unlock.

4.1.6 Logging for CEM SD Settlement

Procedure

 Settlement  SD Orders  Settlement Log

Transaction code /SAPCEM/SD_PROT

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role ECO Equipment Administrator(DIMP)

Business role menu Equipment Administration  Transaction data  Settlement  Log

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2. Double-click the latest protocol entry. <Date> Upd. run <User Name>

3. All Messages to this settlement run are displayed on the right screen. 4. Double-click the text SD order created of message 332.

5. All messages of this settlement run are displayed at the bottom of the screen under SD Order as shown below:

Sales Doc. Sold-to party Sender Recipient Resource ATyp ShipDocNo.

5000AAA CI002 CL002 CA002 C00013 02 XXX

5000BBB CE030 CA002 CA002 C00013 02 XXX

SD order 5000AAA (document type J3G1) created for internal cost allocation. SD order 5000BBB (document type J3G2) created for external invoice.

Double-click the shipping document number or master data recipient/resource) the selected document or master data is displayed.

6. Note the SD-order numbers. The data is now ready for the cost allocation via invoice.

The creation of SD order documents is usually done once at the end of the period for all documents.

4.1.7 Internal Cost Allocation

4.1.7.1 Displaying SD Order

Procedure

SAP ECC menu Logistics  Sales and Distribution  Sales  Order  Display

Transaction code VA03

Business role menu Equipment Administration  Sales  Sales Order  Display Sales Order

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2. On the Display Sales Order: Initial Screen, make the following entries and choose Enter:

Order 5000AAA Order number displayed in line 1 3. On the Display CEM cost settlement 5000AAA: Overview screen, choose the line item 10 and

choose Document at the button of the screen.

4. On the Display CEM cost settlement 5000AAA: Item Data screen, choose the tab Object data

for CEM and view the equipment relevant data.

5. On the Display CEM cost settlement 5000AAA: Item data screen, choose the tab Document

data for CEM and view the document relevant data.

6. Choose Exit and go back to SAP Easy Access screen.

4.1.7.2 Creating Billing Document

Procedure

SAP ECC menu Logistics  Sales and Distribution  Billing  Billing Document 

Create

Transaction code VF01

Business role menu Equipment Administration  Sales  Billing  Create Billing Document

2. On the Create Billing Document screen, enter the sales document number 5000AAA in the document field and choose Enter.

3. On the CEM internal (J3G1) Create: Overview of Billing Items screen, save your entries. 4. Note the Billing document number displayed at the bottom of the screen.

4.1.7.3 Displaying Billing Document

Procedure

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Business role menu Equipment Administration  Sales  Billing  Display Billing Document

2. On the Display Billing Document screen, enter the billing document number created in previous

step in the Billing document field and choose Accounting.

3. In the List of Documents in Accounting dialog box, choose the Accounting document number and choose Choose.

4. On the Display Document: Data Entry View screen, you can view and note the bookings of the Accounting document. Choose Cancel.

5. In the List of Documents in Accounting dialog box, choose Controlling Document and choose

Choose.

6. On the Display Actual Cost Documents screen, you can view the booking of Cost Accounting document.

Result

Accounting Documents are generated.

4.1.8 External Cost Allocation

4.1.8.1 Displaying Sales Order

Procedure

SAP ECC menu Logistics  Sales and Distribution  Sales  Order  Display

Transaction code VA03

Business role menu Equipment Administration  Sales  Sales Order  Display Sales Order

2. On the Display Sales Order: Initial Screen, make the following entries and choose Enter:

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3. On the Display CEM cost settlement 5000BBB: Overview screen, select the line item 10 and choose Document at the button of the screen.

4. On the Display CEM cost settlement 5000BBB: Item Data screen, choose the tab Object data

for CEM and view the equipment relevant data.

5. On the Display CEM cost settlement 5000BBB: Item data screen, choose the tab Document

data for CEM and view the document relevant data.

4.1.8.2 Creating Billing Document

Procedure

Create

Transaction code VF01

Business role menu Equipment Administration  Sales  Billing  Create Billing Document

2. On the Create Billing Document screen, enter the sales document number 5000BBB in the

Document field and choose Enter.

3. On the CEM internal (J3G2) Create: Overview of Billing Items screen, save your entries. 4. Note the Billing document number displayed at the bottom of the screen.

Result

The system generates an invoice for billing.

4.1.8.3 Displaying Billing Document

Procedure

Display

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Business role menu Equipment Administration  Sales  Billing  Display Billing Document

2. On the Display Billing Document screen, enter the Billing document number created in previous

step in the field Billing Document and choose Accounting.

3. In the List of Documents in Accounting dialog box, choose the Accounting number and choose

Choose.

4. On the Display Document: Data Entry View screen, you can view and note the bookings of the Accounting document. Choose cancel.

5. In the List of accounting documents dialog box, choose Cost Accounting doc and choose

Choose.

6. On the Display Actual Cost Document screen, you can view at the booking of Cost Accounting document.

Result

Accounting Document is generated. Financial Posting:

Material Debited

Accounts Credited Accounts Cost Element / CO Object

CE030 (16443100)

38000100 Depr. + intrst calc. for time-bsd equi. 38000120 Repair costs flat rate time-bsd equi. 18141101 Service tax provision on services-HO

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If you run above business case for the second time, execute steps 4.2.4 to 4.2.5 for creating the equipment and equipment BOM firstly and then execute steps 4.1.1 to 4.1.8 for all the rest.

4.2 Time-Based Equipment Process Including Third-Party

Rental Equipment

4.2.1 Creating ETM Requisition Note

Use

In this activity, you create an ETM requisition note.

Procedure

 Planning  Requisition Note  Create

Transaction code /SAPCEM/BEDARF01

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Project Manager ECO (DIMP)

(SAP_NBPR_PROJMNGR_ECO_DIMP-M)

Business role menu Equipment and Tools Management Transaction Data 

Requisition Note  Create Requisition Note

2. On the Create Requisition Note screen, make the following entries:

Period Today’s date

Today’s date + 10days

Enter today’s date in from field Enter today’s date + 10 days into to field

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3. Choose Enter.

4. On the Create Requisition Note: Requirement overview screen, make the following entries:

Requirement Overview screen

Quantity 1

U/M NOS

6. On the Item %000000001/00010:Characteristic Value Assignment screen, make the following entries in the tab screen Characteristic Value Assignment:

Hook high max > 10 m

8. On the Create Requisition Note: Requirements overview screen, select item 10 and choose Hit

list.

9. On the Equipment Hit List screen, all equipment matching the requirement is displayed. 10. If no equipment is available, we shall rent the equipment from the third-party company then

process the following step for Chapter 4.2.2.

11. Choose Back and not save the requisition note, choose back and confirm the message to go back to SAP Easy Access screen.

4.2.2 Creating Purchasing Requisition for Rental Equipment

Use

This step is only required if there is no equipment available when executing the previous step.

Procedure

SAP ECC menu Logistics  Materials Management  Purchasing  Purchasing Requisition  Create

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Business role menu Equipment Administration  Purchasing  Purchase Requisition 

Create Purchase Requisition

2. On the Create Purchasing Requisition screen, choose NB Purchasing Requisition and make the

following entries:

Item Overview Choose Expand Items if the collapsed

A

K Account Assignment Category – Project

Short Text Rental of Crane - 10 mtr.

Quantity 1

Unit NOS

Delivery Date Today+10days

Purchasing Group 100

Material Group YBF01

Plant 1000

Choose Enter

Valuation Price 500 Under tab Valuation

G/L account 49999100 Under tab Account Assignment

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4. Choose Back to SAP Easy Access screen.

4.2.3 Converting Purchase Requisitions to Purchase Order

Use

Once the purchase requisitions have been generated, the Purchasing agent can then generate a list of the requisitions that fall under their responsibility and then convert them to POs.

Procedure

SAP ECC menu Logistics  Materials Management  Purchasing  Purchase Order

 Create  Vendor/Supplying Plant Known

Transaction code ME21N

Business role menu Equipment Administration  Purchasing  Purchase Order 

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If the help window displays on the left side of the screen, choose Close. 2. If the Document overview window is not displayed, choose Document overview on.

3. In the Document Overview window, choose Selection Variant on the left of the screen, and then choose Purchase Requisitions.

4. On the Purchasing Requisitions screen, make sure all fields are blank. In the Purchasing Group field, enter 100 and choose Execute. The requisitions are listed in the Document Overview pane on the Create Purchase Order screen.

5. Choose the requisition you noted in the previous step that correspond to the following materials: (Use the shift key to select a range of requisitions).

6. Choose Adopt on the left pane.

7. Enter Vendor 300000, Purch. Org. 1000.

8. Expand the Item Overview and Item Details if they are collapsed, then enter quantity 1 and tax code S1 for each item.

10. Choose Back and go back to SAP Easy Access screen.

4.2.4 Posting Goods Receipt

Use

Once the purchase requisitions have been generated, the Purchasing agent can then generate a list of the requisitions that fall under their responsibility and then convert them to POs.

Procedure

1. Access the transaction choosing one of the following navigation options:

SAP ECC menu Logistics  Materials Management  Inventory Management 

Goods Movement  Goods Movement(MIGO)

Transaction code MIGO

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK-S)

Business role menu Warehouse Management  Consumption and Transfers  Other Goods Movement

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If the help window displays on the left side of the screen, choose Close.

2. On the Goods Receipt Purchase Order - <User> screen, make the following entries and choose Execute:

Executable Action in

Transaction Goods Receipt Reference Document Purchase Order

Purchasing Document number

Purchase Order Number created in previous step

3. Select the Item OK checkbox at the bottom of the screen, choose Enter. 4. On the Excise Invoice tab, at Header Data, make the following entries.

Excise Action No Excise Entry Choose No Excise Entry from dropdown list

5. Choose Post.

6. Confirm any warning message, then choose Back and go back to SAP Easy Access screen.

4.2.5 Invoice Verification

Use

Enter the invoice for this Purchase order.

Procedure

SAP ECC menu Logistics  Materials Management  Logistics Invoice Verification

 Document Entry  Enter Invoice

Transaction code MIRO

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2. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:

Transaction Invoice Choose entry from the input help.

Invoice Date <enter date dd.mm.yyyy> For example: current date

PO number <purchase order number

from previous steps> On tab PO reference in lower screen area 3. Choose Enter.

4. With the purchase order information displayed, enter the invoice amount including taxes, and select the Calculate Tax checkbox. Choose the same tax code S1 in the purchase order. 5. Choose Post to save your entries.

6. Choose Back and go back to SAP Easy Access screen.

Result

The system generates a logistics invoice and an accounting document. Financial postings:

Material Debited

Accounts Credited Accounts Cost Element / CO Object

300000 Vendor domestic 00

18729001 Provisional liability-Vendor-Materials-GR/IR

26364211 Service tax on hold on services-BP 21

26364216 ECS on hold on services-BP 21 26364218 SEC on hold on services-BP 21

none

4.2.6 Creating Equipment

Use

In this activity, you create equipment.

Procedure

SAP ECC menu Logistics  Equipment and Tools Management  Master Data 

Equipment  Create

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Business role menu Equipment Administration  Master Data  Equipment  Create

Equipment

2. On the Create Equipment: Initial Screen, make the following entries:

Valid On 01.01.2010

Equipment Category 1

Reference Equipment C00013

3. Choose Enter.

4. On the Copy Equipment screen, mark all fields and choose Continue. 5. Save your entries to create the new equipment.

4.2.7 Creating Equipment BOM

Use

In this activity, you process the Time Based scenario for the second time or process this business case with rental equipment from a third-party company.

Procedure

SAP ECC menu Logistics  Equipment and Tools Management  Master Data 

Catalogs  Bill of Material  Create

Transaction code J3GSL01

Business role menu Equipment Administration  Master Data  Catalog - Bill of Material  Create Catalog BOM

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2. On the Create ETM BOM: Initial Screen, make the following entries:

Catalog BGL91

No.in catalog 2125-0200

Valid From 01.01.2010

3. Choose Enter.

4. On the Create ETM BOM: Detail screen, make the following entries:

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5. Choose the Value assignment for item, accept the message as Do you want to change the

existing values with Yes.

6. Choose Back.

7. Choose Save and activate (F7).

Execute steps 4.1.1 to 4.1.8 for the remaining steps from creating the requisition notes to billing document generation.

4.3 Performance Based Equipment Process

Purpose

This business scenario is used to record performed equipment hours, used amount of fuel and oil (for example, liter), amount of kilometers, and so on, for a project and to settle performance based equipment (PBE). PBEs are settled due to its performed hours respectively its quantity.

Performance based equipment - mostly very expensive single equipment – are send out to a construction side via a shipping document (for tracking), but parallel to this a performance based equipment document (PBE document) is entered to control the usage of single equipment. A typical performance based equipment is an excavator.

The performance based equipment process starts analogous to the time based equipment process with an equipment request of a project manager or foreman, who needs an excavator with a certain specification (for example, Power 100kw) for a certain period. The project manager can either enter an ETM requisition note directly by himself or he calls the equipment manager/administrator (responsible for all equipment) and he then enters the requirement in the system. After the equipment manager has assigned the request to equipment, it is sent to the project.

On either a daily or weekly basis, the performed equipment hours are entered on a PBE document to the project or recipient. After the PBE documents are entered for the period, settlement is run, which recognizes that a PBE document and a shipping document exist and that they are

interdependent.

After the settlement list has been created and checked for its correctness through the project manager or foreman the billing run takes place.

4.3.1 Creating ETM Requisition Note

Procedure

SAP ECC menu Logistics  Equipment and Tools Management  Planning 

Requisition Note  Create

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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role Business role Project Manager ECO (DIMP)

(SAP_NBPR_PROJMNGR_ECO_DIMP-M)

Business role menu Equipment and Tools Management Transaction Data 

Requisition Note  Create Requisition Note

2. On the Create Requisition Note screen, make the following entries and choose Enter:

Period

Today’s date until Today’s date Enter today’s date in both from and to fields 3. On the Create Requisition Note: Requirements overview screen, make the following entries:

Requirement Overview screen

Class CEM_EX_WHEELS

Quantity 1

U/M NOS

5. On the Item %000000001/00010:Characteristic Value Assignment screen, make the following entries in the tab screen Characteristic Value Assignment:

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7. On the Create Requisition Note: Requirements overview screen, select item 10 and choose Hit

list.

8. On the Equipment Hit List screen, all Equipment matching the requirement is displayed. 9. Choose Exit.

10. On the Create Requisition Note: Requirements overview screen, save your entries.

11. On the Create Requisition Note screen, note down the requisition number displayed at the bottom of the screen.

4.3.2 Assigning Requisition Note to Equipment

Use

In this activity, you assign the requisition note to the equipment.

Procedure

SAP ECC menu Logistics  Equipment and Tools Management  Planning 

Requirements Overview  Graphical Planning Board - Change

Transaction code /SAPCEM/PT01

Business role menu Equipment Administration  Transaction data  Shipping Document  ETM Planning Board - Change Mode

2. On the CEM: planning board screen, make the following entries:

Evaluation Period From: Today’s date To: Today’s date +1 month

Class Type 002

Class CEM_EX_WHEELS

Planning board From: Today’s date To: Today’s date +1 month

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3. Choose Execute.

4. On the CEM Planning Board: Change mode screen, you can find the Equipment on the upper half and Recipient on the lower half of the screen.

5. Find your Recipient and on the right side of the screen in line of your recipient you can find your requirement created in step 4.3.1.

6. Select your Requirement and assign it with drag and drop to Equipment C00041 (or a new equipment created if C00041 has been used already).

7. Choose Save and Refresh.

8. On the ETM Planning Board: Change mode screen, choose your requirement and then choose

Shipping.

9. On the Generate Shipping Document: Enter Parameters screen, enter Document type C1 and

Default Activity Type, then choose Enter.

If the system raise error message as Equipment CXXXXX already at recipient CA002, please use transaction code J3GH to move the equipment CXXXXX from CA002 to CL002. You may refer to step 4.1.4 Returning Equipment back to the Construction

Yard/Warehouse for the details. Then execute the step 8-9.

10. Confirm the message.

11. Note down the Shipping Document number at the bottom of the screen _____________ 12. Choose Back twice to return to SAP Easy Access screen.

Result

Planning board is updated and the requirement is now assigned to the Equipment and the first shipping document had been created.

4.3.3 Creating PBE Document

Use

In this activity, you create the PBE document.

Procedure

 Documents  PBE Documents  Enter

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Business role menu Equipment Administration  Transaction data  PBE Document 

Create PBE Document

2. On the Create PBE Document: Initial Screen, make the following entries and choose Enter:

Document Type C6

3. On the PBE DOCUMENT (MACHINES) Create Header and Item Data: Detail screen, maintain following entries and choose Enter:

Period Today’s date – Today’s

date In both fields from and to, enter today’s date

4. When you choose Enter, Item data screen is displayed. Maintain the following values on Item data screen:

Activity Type

02 Choose Enter after entering the activity type.

mm/dd/yy (today’s

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Result

PBE document is created.

4.3.4 Document List for PBE

Use

In an operation system it is not necessary to run this transaction, because the following transaction J3GZ is executed once per month and the selection is made per settlement date or ship-to party.

Procedure

1. Access the transaction choosing one of the following navigation options:

 Documents  PBE Documents  Document List for PBE 

Document List for PBE

Transaction code J4GQ

Business role menu Equipment Administration  Transaction data  PBE Document 

Document List for PBE

2. On the List of Created PBE Documents screen, enter the following values and choose Execute (F8).

Date of activity output Today’s date

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3. On the List of created PBE documents screen, make a note of the external document number:

__________

4. Choose Back twice and return to SAP Easy Access screen.

4.3.5 Creating Sales Order

Use

In this activity, to settle or invoice the rental fee for a period of time, you create SD orders.

Procedure

 Settlement  SD Orders  Create SD Orders

Transaction code J3GZ

Business role menu Equipment Administration  Settlement  SD Order  Create SD Orders Job Split (INPUT)

2. On the Input CEM Sales Orders with Job Split in SD screen, make the following entries:

Document no

PBE document number Noted in the previous step

Settlement date Today‘s date

Program starts as: Test Run

Program starts as: Upd. Run X

Equipment and Tools Management (444) Business Process Documentation'

September 2010

English