Service Charge Settlement

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English

D98: Ad-hoc Facility

Maintenance & Service

Process

SAP AG

Dietmar-Hopp-Allee 16

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Copyright

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Ad-hoc Facility Maintenance & Service Process

1 Purpose

This scenario illustrates the integration between the Real Estate Management module and the Plant Maintenance module. For real estate purposes Plant Maintenance module is used in managing ad-hoc and scheduled facility maintenance. Maintenance can be conducted internally or via external contractors.

In this scenario a tenant reports a problem with the HVAC control panel in his office space. The room temperature is too cold. A property administrator enters this information in the system against the specified rental space. This notification is viewed by the facility maintenance person who reviews the problem and decides that indeed a maintenance order will be required. He creates a maintenance order from the notification, assigns the vendor that will provide the maintenance service, based on an agreement already in place with this service provider. Tenant’s lease stipulates that the tenant is not responsible for expenses related to such maintenance and therefore a special cost settlement to the rental space will be also specified on the order. In this example we will use the real estate transaction for rental space as the entry point in creating the maintenance notification and resulting maintenance order. However, it is also possible to create these items via Plant Maintenance transactions.

When the maintenance order is saved a purchase requisition will be created automatically and the purchase order can be created via a mass creation function. The service provider carries out the repairs at the tenant’s site and confirms the time used by issuing an overall completion confirmation via a Service Entry Sheet.

An acceptance of the service provided is entered. The service provider sends an invoice, which is entered in the system in an invoice verification process. The service provider will be paid during a regular payment run (this is not a part of this process). The facility maintenance person checks the maintenance order and closes it out. The costs resulting from the maintenance order are settled to the rental space. Finally a line item report will be processed to view cost resulting from the

maintenance activities related to the rental spaces on our site.

2 Prerequisites

2.1 Organizational Data and Master Data

You have entered the master data required to go through the procedures of this scenario. Ensure that the following scenario-specific master data exists before you test this scenario:

The following data is used within the scenario:

Real Estate

Object Number Comment Transaction

Building (BU) 2xx (in BE

1000) Search for Building Name: BP Building 2 REBDBU Rental Unit

(RO) 6xxxx (in BE 1000) Any one of the Rental Units in BP Building 2 is sufficient for this scenario. REBDRO

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Value Description

Purchasing Contract 4400000001 Service contract

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3 Process Flow and Overview

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3.2 Process Overview Table

Step Step Name External Process Reference

Business

Condition Role Transaction Code Expected Results

4.1 Creating a Maintenance Notification

REBDRO You entered a maintenance notification reported by your tenant.

4.2 Creating a Maintenance Order

REBDRO You created a maintenance order, assigned the work to an existing vendor contract and specified how the costs associated with this work should be distributed.

4.3 Automatic Creation of Purchase Order

ME21N Based on the maintenance order information you have now created a purchase order for the specific cleaning service.

4.4 Information on Performed Service

ML81N You have entered the time spent on the repair that was provided by the vendor. 4.5 Approve Service

Entry Sheet

ML81N You have reviewed and confirmed the time spent on the repair that was provided by the vendor.

4.6 Invoice Verification

MIRO You have now entered the invoice with assignment to the purchase order. 4.7 Closing-out

Maintenance Order

IW32 The system status of the maintenance order has been changed to TECO.

4.8 Setting Maintenance Order Cost to Rental Space

KO88 Maintenance costs have now been settled to the rental space.

4.9 Actual Line Items Reporting

REISCOLIBD You have processed a line item report that shows costs that originated from

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Step Step Name External Process Reference

Business

Condition Role Transaction Code Expected Results

activities in the Plant Maintenance module that relate to your rental space in the

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4 Business Process

4.1 Creating a Maintenance Notification

Use

In this step we enter a service request that relates to a rental space in our facility. The tenant in the rental space informed us that the HVAC system is not functioning correctly. The property manager enters a maintenance notification for the space.

Procedure

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

SAP Menu Accounting → Flexible Real Estate Management → Master data

→ Process Rental Object

Transaction code REBDRO

Business Role Property Manager

2. On the Rental Object screen, enter the following data:

Company Code BP01

Business Entity 1000

3. Place your cursor in the Rental Object fields and choose .

4. Under the General Rental Object search help, place your cursor in Rental Object Type field and select .

5. From the menu select RU – Rental Unit and choose Enter to confirm your selection. 6. Select .

7. From the Rental Unit listing that appears, select any one of the rental units and choose . 8. Note the number of the Rental Object you are using for this scenario _____________. 9. Choose .

10. Choose the Assignments tab.

In this screen you can see the allowable assignments to the specific space. Due to our configuration settings, when the rental space was created, the system automatically created a maintenance location (functional location) for that space. A functional location is part of a structural hierarchy that is found in the Plant Maintenance module.

11. Select the functional location icon and choose the Notification tab on the lower portion of the screen.

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12. Choose and select Maint. Notification.

13. In the Plant Maintenance Notification screen enter the following data:

Problem Notification

Description HVAC Malfunction

Subject Long Text Tenant reports that the space is too cold. 14. Save the notification by choosing (Ctrl. + S).

Note that facility managers can also assign one or multiple pieces of equipment to a maintenance space. For example HVAC systems, elevators etc.

15. Choose twice to return to the SAP Easy Access menu.

Result

You entered a maintenance notification reported by your tenant.

4.2 Creating a Maintenance Order

Use

The facility’s maintenance team responds to the maintenance notification to determine if the notice is valid. In our case, the facilities maintenance team determines that a repair is required for the HVAC control panel in the rental space. They now create a maintenance order based on the notification.

Procedure

SAP Menu Accounting → Flexible Real Estate Management → Master data

→ Process Rental Object

Transaction code REBDRO

2. On the Rental Object screen, enter the following data:

Rental Object (number of the rental unit you are using for this scenario)

3. Choose .

4. Choose the Assignments tab.

5. Select the functional location icon and choose the Notification tab on the lower portion of the screen.

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6. Choose Change Notification.

7. Choose to the right of the Order field. 8. Enter the following data:

Order Type YFM8

Planning plant BP01

Maint work center FM-SERV1 / BP01 9. Choose Enter to confirm your entries.

10. Choose the Header Data tab and enter the following data:

PMActType Y02- Repair

Ctrl key PM03 –Plant maintenance-External(services) 11. Select Operations tab.

12. Since this operation is procured from an external vendor, you will need to fill some external data. In the lower portion of the screen choose .

13. On the Create BP Facility Maintenance Service: External processing screen, enter the following data.

Agreement 4400000001 / 0010

14. To choose the services from the external purchasing contract choose . 15. On the Service Selection dialog box, select , next to From Purch. Documen and choose

to confirm your selection.

16. On the Select Services as Reference screen, select the 1st row by choosing on the left side of the row. Then choose Adopt Services (F9).

17. Select to return back to order header data.

18. A settlement rule must be added to the order. Choose Settlement Rule (ctrl. + F6) 19. A dialog box appears. Choose

20. On the Maintain Settlement Rule: Overview screen, enter the following data.

Cat. Settlement Receiver % Settlement Type

RO BP01/1000/6XXXX（the RO number you used in this scenario（ 100 FUL

21. To go back to the order choose Back (F3) 22. To release the order choose Release (Ctrl. F1)

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23. When you need to save release the order, choose Save (Ctrl. + S). Make a note of the Order number.

Order: _______________________________.

When the PM Order is created and released, a purchase requisition is created automatically in the background. The purchase requisition is an internal document. 24. Choose Back to return to the SAP Easy Access menu.

25. Repeat steps 1 to 4.

26. Select the functional location icon and choose the Orders tab on the lower portion of the screen.

27. Double-click on your newly created order.

28. Choose to view the document flow related to this order.

Here you can see the number or the purchase requisition. 29. Note the Purchasing Requisition No. ______________.

30. Choose to return to the SAP Easy Access menu.

Result

You created a maintenance order, assigned the work to an existing vendor contract and specified how the costs associated with this work should be distributed. By releasing and saving your order you also automatically created a purchase requisitions relevant to the assigned vendor.

4.3 Automatic Creation of Purchase Order

Use

In this activity, a purchase order is created based on the purchasing requisition. The purchase order is the document that is sent to the service provider, in this case the Repair provider.

Procedure

1. Access the activity using one of the following navigation options:

SAP Menu Logistics → Material Management → Purchasing → Purchase Order→

Create → Vendor/Supplying Plant Known

Transaction code ME21N

2. On the Create Purchase Order screen, choose . Select My Purchase

Requisition from the document overview. Then choose the one which created Purchase Requisition in the last step, and drag it to the basket that is next to the purchase order type

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3. In the Item screen area, choose the Invoice tab. Select entry I0 in the Tax Code field. 4. Choose save.

5. The purchase order number is now displayed in the column PO. Make a note of the purchase order number.

Purchase order: _______________________________.

6. Choose Back twice to return to the SAP Easy Access menu.

Result

Based on the maintenance order information you have now created a purchase order for the specific cleaning service.

4.4 Information on Performed Service

Use

Once the HVAC control panel is repaired, the service provider reports the number of hours he has spent on this specific repair.

Procedure

Menu Logistics → Materials Management → Service Entry Sheet → Maintain

Transaction code ML81N

Business Role Service Provider

2. If your purchase order is not selected, choose (Shift + F5).

3. A dialog box comes up. On the Select Purchasing Order/Entry Sheet screen, enter the following:

Purchase Order (Number of the purchase order you created in previous step)

4. Choose continue (Enter).

5. On the Service Entry Against Purchase Order 45000000xx 0010 screen, choose . 6. In the Header section enter the following data:

Short Text HVAC control panel repair

7. Select to copy services from purchase order.

8. On the Service Selection dialog box, choose , next to the From Purchase order, and then

choose .

9. Choose to confirm your entries.

10. Select the 1st_{row by choosing} _{at the left side of the row. Then choose} _Adopt

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11. Save the service entry sheet by choosing Save (Ctrl. + S)

12. Choose Back to return to the SAP Easy Access menu.

Result

You have entered the time spend on the repair that was provided by the vendor. The system created an entry sheet for related to this purchase order.

4.5 Approve Service Entry Sheet

Use

The service and effort information reported by the service provider first needs to be approved before a payment can be made.

Procedure

Menu Logistics → Materials Management → Service Entry Sheet → Maintain

Transaction code ML81N

2. If your purchase order is not automatically defaulted, choose (Shift +

F5). Otherwise skip to step 5.

3. A dialog box comes up. On the Select Purchasing Order/Entry Sheet screen, enter the following:

Purchase Order (Number of the purchase order you created in previous step)

4. Choose to continue (Enter). 5. Choose to change the entry sheet.

6. Choose Accept (Ctrl. + F1) to accept the service entry sheet as it is. 7. Choose Save (Ctrl. + S).

Result

You have reviewed and confirmed the time spent on the repair that was provided by the vendor.

4.6 Invoice Verification

Use

The service provider (vendor) now sent an invoice for the delivered service. The invoice must be booked against the purchase order and verified with the entry sheet.

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Procedure

Menu Logistics → Materials Management → Logistics Invoice Verification

→ Document Entry → Enter Invoice

Transaction code MIRO

Business Role Accounts Payable

2. On the Enter Incoming invoice: Company Code BP01: Overview screen, make the following entries:

Invoice Date (Number of the purchase order you created in previous step)

Amount 45

Reference HVAC REPAIR

Tax Code I0

Calculate tax

3. On the PO reference tab, choose Purchase Order/Scheduling Agreement. On the Purchasing

Document Number field, enter your purchase order number.

4. Choose to refresh the screen.

5. Select the check box on the column for the line item.

6. Scroll right on item overview area and select the check box on the column Final Invoice.

Note that it is possible to create layout/input variants for this entry screen to limit the amount of entries and visible columns.

7. To post the invoice, choose Post(Ctrl.+ S)

Result

You have now entered the invoice with assignment to the purchase order.

4.7 Closing-out Maintenance Order

Use

Once all the activities are complete and the completion confirmations are posted, you can set the status of the maintenance order to complete.

Procedure

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Order → Change

Transaction code IW32

2. Enter your maintenance order number and choose . 3. Choose Complete (Technically) (Ctrl. + F12). 4. To confirm Complete, choose to Continue (Enter). 5. Assure that your order is defaulted and choose . 6. Choose to the right of the Sys. Status field.

One of the system status’s should be TECO- Technically completed. 7. Choose Back to return to the SAP Easy Access menu.

Result

The system status of the maintenance order has been changed to TECO.

4.8 Settling Maintenance Order Cost to Rental Space

Use

In this step we will settle the maintenance order costs to the rental unit which incurred it.

Procedure

SAP Menu Logistics  Plant Maintenance  Maintenance Processing 

Completion Individual Processing Settle 

Transaction code KO88

2. If requested, on the Controlling area field, enter BP01 and confirm your entry with enter. 3. On the Actual Settlement: Order screen, make the following entries:

Order (your maintenance order number)

Settlement period (current month)

Fiscal year (current year)

Processing type Automatic

Test run X

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5. Choose to view the details.

The sender of costs is the maintenance order and the receiver is the rental space. 6. Choose twice to return to the selection screen.

7. On the Actual Settlement: Order screen, remove the Test Run indicator. 8. Choose to Execute again.

9. The settlement log is displayed. Check the data and choose Back twice to return to the SAP

Easy Access menu.

Result

Maintenance costs have now been settled to the rental space.

4.9 Actual Line Items Reporting

Use

We will process an Actual Line Item report for the rental space and include information from maintenance to view the posting that were assigned to the rental space due to these activities.

Procedure

SAP Menu Accounting → Flexible Real Estate Management → Information System → Controlling → Costs/Revenues → Actual Line Items – Real Estate Objects

Transaction code REISCOLIBD

2. Enter the order number and choose Enter.

Object Types

(All other object types should be deselected)

Controlling Area BP01

Posting Date (Current month’s from and to dates)

Layout 1STANDARD 3. Choose Execute.

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Based on the selection that you made this report on, it shows all costs and revenues related to the rental spaces and activities related to functional locations (maintenance areas) for the specified period. The report layout specifies how this report is displayed. In this case you can see all costs/revenues subtotaled by account.

4. Choose and confirm with to return to the report selection screen. 5. In the Settings section select layout 0STANDARD.

6. Choose .

7. Select and confirm with . 8. Choose Execute.

Based on the selection that you made, this report now shows the same information with a different layout. In this case you can see all cost/revenues subtotaled by rental space. 9. Choose and confirm with to return to the report selection screen.

10. Choose Back to return to the SAP Easy Access menu.

Result

You have processed a line item report that shows costs that originated from activities in the Plant Maintenance module that relate to your rental space in the Real Estate Management

Service Charge Settlement

English

D98: Ad-hoc Facility

Maintenance & Service

Process

Copyright

Icons

Typographic Conventions

Contents

Ad-hoc Facility Maintenance & Service Process

1 Purpose

2 Prerequisites

2.1 Organizational Data and Master Data

3 Process Flow and Overview

3.2 Process Overview Table

4 Business Process

4.1 Creating a Maintenance Notification

Use

Procedure

Result

4.2 Creating a Maintenance Order

Use

Procedure

Result

4.3 Automatic Creation of Purchase Order

Use

Procedure

Result

4.4 Information on Performed Service

Use

Procedure

Result

4.5 Approve Service Entry Sheet

Use

Procedure

Result

4.6 Invoice Verification

Use

Procedure

Result

4.7 Closing-out Maintenance Order

Use

Procedure

Result

4.8 Settling Maintenance Order Cost to Rental Space

Use

Procedure

Result

4.9 Actual Line Items Reporting

Use

Procedure

Result