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SAP VP WT V4.

607
June 2014
English

Service Contract with


Periodic Billing (199)
Business Process Documentation

SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany

SAP VP WT

Service Contract with Periodic Billing (199): BPD

Copyright
2014 SAP AG or an SAP affiliate company. All rights reserved.
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In particular, SAP AG or its affiliated companies have no obligation to pursue any course of business
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possible future developments, products, and/or platform directions and functionality are all subject to
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Service Contract with Periodic Billing (199): BPD

Icons
Icon

Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice

Typographic Conventions
Type Style

Description

Example text

Words or characters that appear on the screen. These include field


names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names,


program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.

EXAMPLE TEXT

Keys on the keyboard, for example, function keys (such as


ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.

Example text

Cross-reference to general Mapping Sheet provided with the the SAP


Value Prototyping world template. The value to be entered is different
for each country and listed in the Mapping Sheet.

Example text

Cross-reference to the respective FI Mapping Sheet provided with the


the SAP Value Prototyping world template. The value to be entered is
different for each country and listed in the Mapping Sheet.

SAP AG

F2)

or the

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Contents
1

Purpose.................................................................................................................................. 5

Prerequisites.......................................................................................................................... 5
2.1

Master Data and Organizational Data.............................................................................5

2.2

Business Conditions........................................................................................................ 7

2.3

Roles............................................................................................................................... 8

2.3.1
2.4

Defining Queries for Personal Object Worklist (POWL)...........................................8

Preliminary Steps.......................................................................................................... 11

Process Overview Table....................................................................................................... 13

Process Steps...................................................................................................................... 15
4.1

Creating a Customer Contract.......................................................................................15

4.1.1

Optional Printing a Customer Contract...................................................................16

4.2

Creating a Service Notification......................................................................................18

4.3

Changing the Service Notification.................................................................................19

4.4

Creating a Service Order...............................................................................................20

4.5

Changing the Service Order.......................................................................................... 22

4.6

Time Recording (211).................................................................................................... 25

4.7

Travel Management (191).............................................................................................26

4.8

Confirming the Materials Used......................................................................................28

4.9

Creating a Purchase Order............................................................................................29

4.9.1

Optional Printing Purchase Order..........................................................................30

4.10

Confirming the Goods Receipt...................................................................................33

4.11

Entering the Invoice for Purchase Order....................................................................34

4.12

Displaying Planned/Actual Costs...............................................................................36

4.13

Closing the Service Order Technical Complete.......................................................37

4.14

Creating the Billing of Contract..................................................................................38

4.14.1

Optional Printing a Billing Document......................................................................39

4.15
Printout of Billing Documents and Delivery Notes on Prenumbered Forms (only
relevant for CL/PE)................................................................................................................... 40
4.16

Void Unused Prenumbered Document (Optional only relevant for CL/PE).............42

Follow-Up Processes............................................................................................................ 44

Appendix.............................................................................................................................. 45
6.1

Reversal of Process Steps............................................................................................ 45

6.2

SAP ERP Reports......................................................................................................... 46

6.3

Used Forms................................................................................................................... 48

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Service Contract with Periodic Billing


1 Purpose
A service provider has a service contract with a customer.
The business process starts with a notification and a service order.
The costs (fee, spare parts and travel expenses) resulting from the service order are account
assigned to the service order and billed to the customer by Contract Periodic Billing. The
services provided are represented in the sales contract and sales order per units of service, so
the service can be divided and billed into discrete units.
The price of the service unit is not calculated by the system in this example, but updated
manually in the contract by the service provider after negotiating it with the customer.
If necessary, spare parts are ordered and purchased.

2 Prerequisites
1.1 Master Data and Organizational Data
A range of indispensable 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, as well as master data that suits its operational focus, for example, master data for
materials, vendors, customers, and so on.
This master data usually consists of standardized SAP Best Practices default values and
enables you to go through the process steps of this scope item.

Additional Master Data (Default Values)


You can test the scope item with other SAP Best Practices default values that have
the same characteristics.
Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data


You can also use customized values for any material or organizational data for which
you have created master data. For more information about creating master data, see
the Master Data Procedures documentation.
Use the following master data in the process steps described in this document:

Service
Service Plant
Master data

Value

Material/Services

D102

Material

H100

Sold-to party

110000100

SAP AG

Master/org.
data details

Comments
Services

Procurement- Spare Part 1


to-Stock (130)
Customer Services

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Master data

Service Contract with Periodic Billing (199): BPD

Value

Master/org.
data details

Comments
If you want to send form print
outs via e-mail instead of using
the print functionality make sure
that you have maintained a valid
e-mail address in the customer
master data For details please
refer to the following documents:
Create Customer Master
(155.18)
Printing: Forms adaptation
guide.doc

Ship-to party

110000100

Customer Services

Payer

110000100

Customer Services

Plant

1010

Plant 1

Storage Location

1014

Shipping - (w/o

Company Code

1000

Company Code 1000

CO Area

A000

CO Area 1000

Purchasing Organization

1000

Purch.Org. 1000

Sales organization

1010

Inland

Distribution channel

10

Sales Direct

Division

10

Product Division 10

Functional Location

YB50000/100
00001

Functional Location

Personnel Number

910201

Demo Employee-D

Work Center

SERV01

Services: Work Center Technical


Serv.

Supplier

310000013

Vendor Services
If you want to send form print
outs via e-mail instead of using
the print functionality make sure
that you have maintained a valid
e-mail address in the vendor
master data For details please
refer to the following documents:
Create Vendor Master
(155.14)

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Master data

Value

Master/org.
data details

Comments
Printing: Forms adaptation
guide.doc

1.2 Business Conditions


The business process described in this Business Process Documentation is part of a bigger
chain of integrated business processes or scope items. That is why you must have completed
the following processes and fulfilled the following business conditions before you can start
running this scope item:
Business condition

Scope item

To run this scope item, the materials must be


available in stock. If you use trading goods (HAWA)
you can either:

Procurement without QM (130)

run the process Procurement-to-Stock (130)


or

create stock using transaction MIGO (for


details see section Preliminary Steps).

SAP AG

Do not install the Business


Process Procurement-to-Stock (130),
but follow the steps described in the
Business Process Documentation
Procurement-to-Stock (130).

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1.3 Roles
Use
The following roles must have been installed to test this scope item in the SAP NetWeaver
Business Client (NWBC). The roles in this Business Process Documentation must be assigned
to the user or users testing this scope item. You do not need these roles if you are not using the
NWBC interface, but the standard SAP GUI.

Prerequisites
The business roles have been assigned to the user who is testing scope item..
Business role

Technical name

Process step

Employee
(Professional
User)

SAP_NBPR_EMPLOYEE_S

Assignment of this role is


necessary for basic functionality.

Service Agent

SAP_NBPR_SERVAGENT_S

Creating a Customer Contract


Creating a Service Notification
Changing the Service Notification
Creating a Service Order

Service Employee SAP_NBPR_SERVEMPLOYEE_S

Changing the Service Order


Confirming the Materials Used
Displaying Planned/Actual Costs
Closing the Service Order
Technical complete

Purchaser

SAP_NBPR_PURCHASER_S

Creating a Purchase Order

Accounts Payable SAP_NBPR_AP_CLERK_S


Accountant

Entering the Invoice for Purchase


Order

Warehouse Clerk

SAP_NBPR_WAREHOUSECLERK_
S

Confirming the Goods Receipt

Billing
Administrator

SAP_NBPR_BILLING_S

Creating the Billing of Contract

Billing
Administrator
(CL/PE)

SAP_NBPR_BILLING_CL_PE_S

Printout of Billing Documents and


Delivery Notes on Prenumbered
Forms (only relevant for CL/PE)

Only Relevant for


Chile and Peru

1.1.1

Unused Prenumbered Document


(Optional - only relevant for CL/PE)

Defining Queries for Personal Object Worklist (POWL)

Defining Queries for Service Order (POWL)


Use
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The following queries must be defined to test this scope item in the SAP NetWeaver Business
Client (NWBC). 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.
The queries are necessary to access role-specific worklists in the SAP NetWeaver Business
Client (NWBC).

For more information about query creation, see the section Creation of Queries in
Personal Object Working Lists (POWLs) in the Quick Guide to Implement the SAP
Best Practices Baseline Package (DE) document.

Procedure
Business Role:

SAP_NBPR_SERVEMPLOYEE_S, Service Employee

NWBC menu path: Customer Service Service Processing Service Order Service
Order Worklist
Busines
s role

Applicatio
n

Object Type

Selection Criteria

Query Name

Service
Employe
e

Service
Order

Maintenance
Orders

Order Status
outstanding: x

Service Orders

In process: x

Result
You can now process the steps Changing the Service Order and Closing the Service Order
Technical complete in the scope item Service Contract with Period Billing (199).

Defining Queries for Goods Receipt (POWL)


Business Role:

SAP_NBPR_WAREHOUSECLERK_S, Warehouse Clerk

NWBC menu path: Warehouse Management Receiving Purchase Order Goods


Receipts.
Business
role

Applicatio
n

Object Type

Selection Criteria

Query Name

Warehouse
Clerk

Goods
receipt

Purchasing
Documents
Ready for
Goods Receipt

Company Code:
1000

Purchasing
Documents Ready for
Goods Receipt_1

Plant: 1010

Result
You can now process the step Confirming the goods receipt in the scope item Service Contract
with Periodic Billing (199).

Defining Queries for Invoicing (POWL)


Use
The following queries must be defined to test this scope item in the SAP NetWeaver Business
Client (NWBC). 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.

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The queries are necessary to access role-specific worklists in the SAP NetWeaver Business
Client (NWBC).

For more information about query creation, see the section Creation of Queries in
Personal Object Working Lists (POWLs) in the Quick Guide to Implement the SAP
Best Practices Baseline Package (DE) document.

Procedure
Business Role:

SAP_NBPR_AP_CLERK_S, Accounts Payable Accountant

Choose the menu path Accounts Payable Posting Invoices Invoice.


Business
role

Applicatio
n

Object Type

Selection
Criteria

Query Name

Accounts
Payable
Accountant

Invoice

Purchasing
Documents
Ready for
Invoicing

Company Code:
1000

Purchasing
Documents Ready for
Invoicing

Result
You can now process the step Entering the Invoice for Purchase Order in the scope item Service
Contract with Periodic Billing (199).

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1.4 Preliminary Steps


Use
To run this scope item, the material H100 (Spare Part) must be available in stock.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
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)
Warehouse Management Consumption and Transfers
Other Goods Movement

Business role menu

2. Make the following entries on the MIGO overview screen:


Field name

Description

User action and values

Business
Transaction

A01 Goods
Receipt

Business
Transaction

R10 Other

Movement Type

<movement type>

Comment

561 Receipt per initial


entry of stock balances into
unrestricted use

3. Choose Enter.
4. On the Goods Receipt Other screen: Material tab page, make the following entry and choose
Enter:
Field name

Description

Material

User action and values

Comment

<material>

H100

5. On the Goods Receipt Other screen: Quantity tab page, make the following entry and
choose Enter:
Field name

Description

Qty in Unit of Entry

User action and values

Comment

<total quantity>

For example, 100

6. On the Goods Receipt Other screen: Where tab page, make the following entries and
choose Enter:
Field name
Plant

SAP AG

Description

User action and values

Comment

<Plant>

1010

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<Storage Location>

Storage Location

1014

7. Choose Enter.
8. Save your entries.

Result
The quantity of 100 is posted.
Financial postings:
Material

Debited Accounts

Credited Accounts

Cost Element / CO Object

Trading Good
(HAWA)

136000 Inventory Trading Goods

399120 Inventory Initial Entry SF &


Finish Gds Balances

none

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3 Process Overview Table

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Process step

External
process
referenc
e

Business
condition

Business
role

Transaction
code

Expected results

Creating a
Customer
Contract

Service
Agent

VA41

Service Level
Agreement

Creating a
Service
Notification

Service
Agent

IW51

Customer Request
for Service

Changing the
Service
Notification

Service
Agent

IW52

Add Information to
Customer Request

Creating a
Service Order

Service
Agent

IW58

Create the Service


Order with
Reference to the
Service Notification

Changing the
Service Order

Service
Employee

IW32

The Service Order


is released for
execution

Time Recording

211: Time
Recordin
g

See scope
item 211

See
scope
item
211

See scope item 211

Travel
Management

191:
Travel
Manage
ment

See scope
item 191

See
scope
item
191

See scope item


191

Service
Employee

MB11

Confirm the
Materials Used

Goods
Movement
Creating a
Purchase Order

Purchaser

ME21N

Purchase Order is
created

Confirming the
Goods Receipt

Warehouse
Clerk

MIGO_
GR

The Goods Receipt


is posted.

Entering Invoice
for Purchase
Order

Accounts
Payable
Accountant

MIRO

The Invoice is
posted.

Displaying
Planned/Actual
Costs

Service
Employee

IW33

Check the planned


and actual costs

Closing the
Service Order
Technical
complete

Service
Employee

IW32

Set the status


Technically
complete.

Creating the
Billing of
Contract

Billing
Administrator

VF04

The customer
invoice has been
created and
transferred to the
Accounting

Settlement

189:

See scope

See

See scope item

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4 Process Steps
1.5 Creating a Customer Contract
Use
This transaction is used for defining the Service level agreement between the services company
and the customer.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Sales Contract Create

Transaction code

VA41

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role menu

Service Processing Service Agreements Contracts Create


Contract

2. On the Create Contract: Initial screen, make the following entries and choose Enter.
Field name

Description

User action and values

Comment

Contract Type

Sales document type of the


contract

<Contract Type>

YBC2

Sales Organization

Selling entity responsible


for the customer

<Sales
Organization>

1010

Distribution Channel

Customer grouping

<Distribution
Channel>

10

Division

Product or service grouping

<Division>

10

3. On the Create: SP: SD- Contract: Overview screen, make the following entries and choose
Enter. (Default data remains unchanged.)
Field name

Description

User action and values

Comment

Sold-to Party

Alphanumeric key uniquely


identifying the customer

<Sold-to Party>

110000100

Description

Description of contract

<Description>

Contract start

Start date of the contract

<Contract start>

todays date

The contract start has to be


a minimum of one day
before start of repair or
notification date.

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Field name

Description

User action and values

Comment

Contract End

End date of the contract

<Contract End>

<todays date
+ 90 days>

Material

Alphanumeric key uniquely


identifying the service
product

<Material>

D102

Target Quantity

Number of service units

<Target Quantity>

4. To enter a price for the material, mark the line and choose item conditions
5. On the Create SP: SD-Contr w BillP : Item Data screen enter the following data
Field name

Description

User action and values

Comment

CnTy

Condition Type

<CnTy>

PR00

Amount

Rate (condition amount or


percentage)

<Amount>

Enter the
price for the
service, for
example,
750

UoM

Unit of Measure

<UoM>

AU

6. To assign a functional location to contract choose in the menu (NWBC: More) Extras
Technical objects.
7. On the Create SP-SD-Contr w BillP: Item data screen enter the functional location data and
choose Enter.
Field name

Description

User action and values

Comment

Functional loc.

Functional location

<Functional loc.>

YB50000/
10000001
Building 1
(FuncLocDes
cript)

8. Choose Back to return to the Create SP: SD-Contr w BillP: item data screen.
9. Choose Back to return to the Create SP: SD-Contr w BillP: overview screen.
10. Choose Save and write down the generated contract number 4XXXXXXX for future
reference. Contract number: _________________________
11. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The system issues the message SP: SD-Contr w BillP 4XXXXXXX has been saved.

1.1.2

Optional Printing a Customer Contract

Use
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Service Contract with Periodic Billing (199): BPD

This transaction is used for printing the Service level agreement .


Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Sales Contract Change

Transaction code

VA42

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role
menu

Service Processing Service Agreements Contracts Change


Contract

1. In the Contract field, enter the respective contract number.


2. On the Change Contract:Initial screen, choose (NWBC: Menu )Sales document Issue
Output To
3. Choose Print
4. Confirm the print popup with OK
5. Choose Back (F3).

The default settings generate a print-out of an contract confirmation. If you prefer to


send the contract confirmation to the customer via e-mail, ensure that all
requirements listed in the Quick Guide in the sections Outbound e-mail configuration
and Printing are being met and proceed as described below. If you want to switch
from print out to sending forms via e-mail in general, check the document Printing:
Forms adaptation guide.doc for details.
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Sales Contract Change

Transaction code

VA42

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role
menu

Service Processing Service Agreements Contracts Change


Contract

1. In the Contract field, enter the respective Contract number choose Enter.
2. On the Change SP:SD-Contr w BillPxxx: Overview screen, choose (NWBC: Menu ) Extras
Output Header Edit.
3. On the Change SP:SD-Contr w BillPxxx: Output screen select the line already created for
the print output and choose Repeat output.
4. On the new line, change the Medium for Output Type KO00 to 5 External send.
5. Select the new line with output type KO00 and choose Communication Method.
6. Enter the value CS01 in the field Comm.strategy
7. Change the Logical destination and enter the printer you have defined for the output via email.
8. Choose Enter.

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9. Choose Back (F3).


10. Save your entries.
11. On the Change Contract:Initial screen, choose (NWBC: Menu ) Issue Output To
12. Choose Print
13. Choose Back (F3).

Result
The Customer Contract was printed.

1.6 Creating a Service Notification


Use
In this activity, a customer calls the customer service center in order to request a service. You
use this transaction to enter the information that you get from the customer.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing


Notification Create (General)

Transaction code

IW51

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role menu

Service Processing Notification General Create Service


Notification-General

2. On the Create Service Notification: Initial screen, make the following entries and choose
Enter.
Field name

Description

User action and values

Comment

Notification Type

Notification Type

<Notification
Type>

S3

3. On the Create Service Notification: Service Request screen, on the Notification tab page and
sub-tab page Cust. Address, make the following entries:
Field name

Description

User action and values

Comment

Sold-to party

Account Number of
Customer

<Sold-to party>

Enter the
number of the
customer
110000100

4. Confirm your entries by choosing Enter.


5. On the Create Service Notification screen make the following entries:

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Field name

Service Contract with Periodic Billing (199): BPD

Description

User action and values

Comment

<Functional loc.>

YB50000/
10000001

Field 1

<Coding Field 1>

YBP100
Select using the
input help (F4).

Field 2

<Coding Field 2>

6 is defaulted
when selecting
first field by
using input help.

Reference Object
(area)
Functional loc.
Subject (area)
Coding

Description

Enter a short description of the


service notification

Description (long
text)

You can enter all the details on


the notification here

Execution (area)
Main workCtr

PlannerGrp

Field 1

<work center Field 1>

SERV01

Field 2

<work center Field 2>

1010 Plant for


the work center

Field 1

<planner group Field 1>

001 Planner
Group for
Customer
Service

Field 2

<planner group Field 2>

1010 Planning
Plant

6. Choose Enter. Check the assigned contract in the Sales Doc field. If more than one contract
exists, the system automatically displays the Display Serviceable Item Contract: List of
Contracts screen. Select the appropriate contract number and choose Choose. The system
displays the message The outline agreement item 400000XX 0000XX was assigned.
7. Confirm your entries with Enter.
8. Save your entries.
9. Make a note of the notification number. Notification number: ______________.
10. Choose Exit (shift + F3) to return to the SAP Easy Access menu.

Result
A service notification has been created.

1.7 Changing the Service Notification


Use

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In this activity the service provider calls the customer back with some more questions. After the
phone call, the agent can describe the customer problem in more detail and creates a message
regarding the customer call. The service agent assigns the responsible person.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing


Notification Change

Transaction code

IW52

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role menu

Service Processing Notification General Change Service


Notification

2. On the Change Service Notifications: Initial Screen, enter the notification number from the
previous section. Confirm your entry with Enter.
3. Choose Log telephone call from the action box on the right.
4. In the Subject of conversation area, enter a text of any length.
5. Confirm the data you have entered for the outgoing telephone call by choosing Continue
(Enter).
6. On the Change Service Notification: xxxx screen, choose the Activities tab page.
7. To check the text entered or to add a text for the telephone conversation, choose Activity
long text in the Activity area.
8. To return to the Notification choose Back (F3).
9. To save the changes, choose Save (ctrl. + S).
10. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The Service Notification has been updated with the information of the call.

1.8 Creating a Service Order


Use
The work center manager searches for assigned notifications and creates a service order with
reference to the notification.

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Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing Notification


List Editing Change

Transaction code

IW58

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

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role menu

Service Processing Notification List Editing Change


Service Notifications

The selection should be made via the main work center (SERV01).
2. On the Change Service Notifications: Selection of Notifications screen, in the General
Data/Administrative Data area, in the Main work center field, enter SERV01 and choose
Execute (F8).
3. To change the service notification, double-click the notification number.

A list of service notification numbers only displays if more than one service
notification exists.
4. On the Change Service Notification: Service Request screen, choose Service Order and
check the Organization data dialog box.
5. The Create order dialog box appears. Change the order type to YBS1 and continue by
choosing Enter.
6. In the Operation Selection dialog box, choose All using work center / replace work center.
7. In the Operation select dialog box, choose All.
8. On the Create SP Service Order: Central Header screen, make the following entries:
Field name

Description

User action and values

Comment

PMActType

Maintenance activity type

<PMActType>

YB1

9. On the Operations tab page, make the following entries for the operation 0010:
Field name

Description

Work

User action and values

Comment

<Work>

For example, 2

10. Confirm your entries with Enter.

The planned costs are determined automatically from the planned working time in
line with the costs rates maintained (for the combination of cost center and activity
type). In addition to the automatic calculation of costs during saving of the
document, you can calculate the costs manually choosing Caculator. You can
display these costs on the Costs tab page.

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Working time can be different from duration. For example, activity: assembly of an
object; Amount of work: 8 hours; Activity duration: 4 hours; Number of persons: 2
(people). The working time is greater than the duration, since two employees carry
out the activity. For this function enter maintain manually in the CCKey field.
11. Choose the Location tab page and make the following entries:
Field name

Description

User action and values

Comment

Sales
Organizatio
n

Selling entity responsible


for the customer

<Sales Organization>

1010

Distribution
Channel

Customer grouping

<Distribution Channel>

10

Division

Product or service
grouping

<Division>

10

12. To create a settlement rule choose Settlement Rule (Ctrl + F6) and choose with default.
13. On the Maintain Settlement Rule: Overview screen check the settlement rule:
Line
number

Cat

Settlement
Receiver

Settlement
type

No.

SDI

Sales Document
Item

100

FUL

SDI

Sales Document
Item

100

PER

14. Choose Back to return to the Create SP Service Order (RRB) XXXXXXX: Location: Data
screen.
15. Save the service order by choosing Save (ctrl. + S). Make a note of the service order
number: _______________________________.
16. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The Service Order has been created.

1.9 Changing the Service Order


Use
In this activity, the Service Order is released for execution.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)

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SAP ECC menu

Logistics Customer Service Service Processing Service


Order Change

Transaction code

IW32

2. On the Change Order: Initial Screen, enter the number of the service order and choose
Enter in order to access the service order again.
3. Go to the Operations tab page and select the operation 0010 and choose General (below).
4. Enter the following data in item 0010:
Field name

Description

User action and values

Comment

Component

<Component>

H100

Reqmnt qty

<req. quantity>

For example, 1

IC (item category)

Stock item

<IC (item category)>

SLoc

Storage Location

<SLoc>

1014

<Plant>

1010

Plant
5.
6. Enter the following data in item 0020:
Field name

Description

User action and values

Comment

Description

<Description>

Spare part to purchase

Reqmnt qty

<req. quantity>

For example, 1

UM

Unit of Measure

PC

IC (item category)

Stock item

7. Select item line 0020 and choose Purch.


8. Enter the price for the spare part, for example, EUR 50, in the price field.
9. Check the value in the field G/L Account: 516000 (Consumption - Trading Goods). If the
value is not 516000 please enter this value in the field G/L Account.
10. Choose Back twice.
11. Choose Release.
12. Confirm the messages.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Service Order


Service Order Worklist

1. Choose the query Service orders


2. In the POWL shown beside mark the line with the order number created earlier and chooses
Change.

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If you cannot find your document number in the POWL, choose Refresh in order to
display all the documents relevant for the selection.
3. Choose the Operations tab
4. Select the operation 0010 and choose General
5. Enter the following data in item 0010:
Field name

Description

Component

User action and values

Comment

<Component>

H100

SLoc

Storage Location

<SLoc>

1014

ICt (item
category)

Stock item

<ICt (item
category)>

<req. quantity>

For
example, 1

<OpAc>

0010

<Plant>

1010

User action and values

Comment

<Description>

Spare part
to
purchase

<ICt (item
category)>

<req. quantity>

For
example, 1

<UM>

PC

<Price>

50

Reqmnt Qty
OpAc

Operation Activity

Plant
6. Enter the following data in item 0020:
Field name

Description

Description

ICt (item
category)

Non Stock item

Reqmnt qty
UM

Base unit of measure

Price
Crcy

Currency

<Crcy>

EUR

OpAc

Operation Activity

<OpAc>

0010

<Plnt>

1010

Plnt
7. Select item line 0020 and choose Purch.

8. Enter the price for the spare part, for example, EUR 50, in the price field.
9. Choose Back twice.
10. Choose Release.
11. Confirm the messages.
12. Save your entries.

Result
The service order is released.

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1.10 Time Recording (211)


External Process
Use
The Cross-Application Time Sheet (CATS) is the tool used for recording time worked by an
employee on a certain assignment. In this scope item the service order is the focal point of the
process as it collects labor.

Prerequisites
The service order exists. The service order collects all time and cost for internal review.

Procedure
For Option 1: SAP Graphical User Interface (SAP GUI)

Complete the activities 4.1 Recording Actual Working Times and 4.3 Time Sheet:
Transferring to Target Components as described in the Business Process
Documentation of the scope item: Time Recording (211).
To accomplish activities of the scope item, carry out the process steps in the relevant Business
Process Documentation using the master data from the following table:
Field name

Description

User action and values

Comment

Data Entry
Profile

Customized time
sheet profile

YBCS

SP Service Order

Key Date

Date that determines


the date range
available in the time
sheet

Accept default of todays


date

The first time a time sheet


is called up, the key date is
not visible on the initial
screen.

Personnel
Number

Numeric key
identifying a
personnel record

910201

Demo Employee-D

Field name

Description

User action and values

Comment

ActTyp

Activity type

Leave empty

The value is set


automatically after all
necessary fields are filled
in and are confirmed with
Enter

Rec.Order

Receiver Order

Type in the service order


number from step 4.4

Activity

Activity Number

Type in the Activity


Number 0010

Hours

Time worked on the


receiving object

Any scope item hours

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Example: 8

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For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Complete all prerequisite steps and the activities 4.1 Option 2.3 Recording Actual
Working Times with account assignment object: Service Order and 4.3 Time Sheet:
Transferring to Target Components as described in the Business Process
Documentation of the scope item: Time Recording (211).
To accomplish activities of the scope item, carry out the process steps in the relevant Business
Process Documentation using the master data from the following table:
Field name

Description

User action and values

Comment

Personnel
Number

Numeric key
identifying a
personnel
record

910201

Demo Employee-D

Activity Type

Activity type

Leave empty

The value will is set


automatically after all
necessary fields are filled in
and are confirmed with Enter

Rec.Order

Receiver
Order

Type in the service order


number from step 4.4

Oper./Act.

Activity
number in
Service Order

For example, 0010

Type in the Service Order


Item number from the
Service order step 4.2

<Date>

Date on which
the employee
worked on the
assignment

<Working Time in Hours>

Example: 8

1.11 Travel Management (191)


External Process
Use
While recording working times in CATS you can switch over to travel management to enter travel
expenses on the used cost object in your scope item.

Prerequisites
The service order is already created. The service order collects all time and cost for internal
review.

Procedure

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Complete all activities described in the Business Process Documentation of the


scope item: Travel Management (191).
For Option 1: SAP Graphical User Interface (SAP GUI)
To accomplish activities of the scope item, carry out the process steps in the relevant Business
Process Documentation using the master data from the following table:
Master data

Value

Comments

Personnel Number

910201

Demo Employee-D

From

Start date and time


of trip

Enter date and time


Default value when coming from Time Recording

End

End date and time of Enter date and time


trip
Default value when coming from Time Recording

Reason

Maintenance

Reason for trip

City

Berlin

Enter the city as target of the trip

Country

DE

Default

Cost Assignment

Sales Order/Sales
Order Item created
earlier

Cost assignment of the trip

Line item 1, enter


RCAR

Expense type describes the kind of expenses

Expense Type

Default value when coming from Time Recording

Line item 2, enter


GAS
Amount

Line item 1, enter


<Amount>

Amount of the expense type


Line 1- e.g. 100

Line item 2, enter


<Amount>

Line 2 e.g. 50

For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
To accomplish activities of the scope item, carry out the process steps in the relevant Business
Process Documentation using the master data from the following table:
Master data

Value

Comments

Personnel Number

910201

Numeric key identifying a personnel record

From

Start date and time


of trip

Enter date and time


Default value when coming from Time Recording

End

End date and time of Enter date and time


trip
Default value when coming from Time Recording

Country / Region

Deutschland

Default

Destination

Berlin

Enter the city as target of the trip

Reason

Maintenance

Reason for trip

Cost Assignment

Sales Order/Sales
Order Item created

Cost assignment of the trip

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Master data
Expense Type

Service Contract with Periodic Billing (199): BPD

Value

Comments

earlier

Default value when coming from Time Recording

Line item 1, Choose


Car Rental

Expense type describes the kind of expenses

Line item 2, Choose


Gasoline
Receipt Amount

Line item 1, enter


<Amount>

Amount of the expense type


Line 1- e.g. 100

Line item 2, enter


<Amount>

Line 2 e.g. 50

1.12 Confirming the Materials Used


Use
Spare parts have been reserved from the service order (item category L) in the stock for the
repair. You now have to confirm the consumption of the spare part materials.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing


Confirmation Goods Movement Goods Movement

Transaction code

MB11

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

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

SAP AG

Customer Service Service Processing Other Service Activities


Goods Movement

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2. On the Enter Goods Movement: Initial Screen, choose To Order and make the following
entries:
Field name

Description

Order Number

User action and values

Comment

<Order Number>

Your service
order

3. Confirm your entries with Enter. On the Enter Goods Movement: Selection screen, select the
relevant items, choose Adopt + Details and check the entries.
4. Save the goods issue document.
5. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The material consumption has been posted and the stock level is reduced in the system.

1.13 Creating a Purchase Order


Use
The purpose of this activity is to formalize a specific requirement for a service or a material from
the vendor by creating a purchase order.
The purchase order will is created with reference to the purchase requisition automatically
created from the service order (components with item category N and external services with
control key SM03)

Procedure
1. Access the transaction choosing one of the following transactions:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Materials Management Purchasing Purchase


Order Create Vendor/Supplying Plant Known

Transaction code

ME21N

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

Purchaser
(SAP_NBPR_PURCHASER_S)

Business role menu

Purchasing Purchase Order Purchase Order Create


Purchase Order

2. On the Create Purchase Order screen, choose Document overview on.


3. Choose Selection Variant and choose Purchase requisitions.

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4. On the Purchase requisitions screen, enter the document number created earlier from the
service order in the Purchase requisition number field. If you do not know the purchase
requisition number, you can also use the input help (F4) in the purchase requisition number
field. Choose the purchase requisitions per order tab, choose Enter, select the order number
created earlier and choose Copy.
5. Choose Execute. The purchase requisition is displayed on the Create Purchase Order
screen.
6. Using drag and drop, move the purchase requisition number into the shopping cart and
make the following entries:
Field name

Description

Vendor

User action and values

Comment

<Vendor>

310000013

7. Confirm your entries with Enter.


8. Confirm the messages, for example, Can delivery date be met? with Enter or enter a
different delivery date in the Deliv. Date field (for every item).
9. In the field Tax Code (Invoice tab page) enter V1 for item 1[10], choose Enter.
10. Save the purchase order.
11. Make a note of the standard purchase order number: _______ ___.
12. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
You created a purchase order for materials.

1.1.3

Optional Printing Purchase Order


Use
This activity can be performed after the purchase order is released.
If the purchase order is set to be printed immediately after it is saved and if necessary
approved, this step is not necessary.

Procedure
1

Access the transaction choosing one of the following navigation options:


Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Logistics Materials Management Purchasing Purchase Order


Messages Print/Transmit

Transaction
code

ME9F

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

Purchaser
(SAP_NBPR_PURCHASER_S)

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Business role
menu
2

Purchasing Purchase Order Purchase Order Message


Output

On the Message Output screen, make the following entries:


Field name

Descriptio
n

Processing
Status

User action
and values

Comment

Status 0 means that the processing


program has not yet been started.

Select document number, vendor, purchasing organization or purchasing group.

Choose Execute.

Select the purchase order number and choose Output Message. After that, your PO is
printed out.

Result
The purchase order is printed out.

The default settings generate a print-out of an purchase order. If you prefer to send
the purchase order to the vendor via e-mail, ensure that all requirements listed in the
Quick Guide in the sections Outbound e-mail configuration and Printing are being
met and proceed as described below. If you want to switch from print out to sending
forms via e-mail in general, check the document Printing: Forms adaptation
guide.doc for details.
1

Access the transaction choosing one of the following navigation options:


Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Materials Management Purchasing Purchase Order


Change

Transaction
code

ME22N

1. Choose Menu Purchase Order Other Purchase Order.


2. Enter the PO order number and choose Enter.
3. On the Standard PO xxx: created by xxx screen, choose Goto Messages.
4. On the Create Pur. Order:: Output screen, select the line created for the print output and
choose Repeat output.
5. In the new line, change the Medium for Output Type NEU to 5 External send.
6. Select the new line with output type NEU and choose Communication Method.
7. Change the Logical destination and enter the printer you have defined for the output via email.
8. Choose Enter.
9. Choose Back (F3).
10. Save your entries.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role

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(SAP_NBPR_PURCHASER_S)
Business role
menu

Purchasing Purchase Order Purchase Order Purchasing


Documents

Select the active query All Purchasing Documents.

In the POWL shown beside mark the line with the Purchase order number created earlier
and choose Change

Choose Edit Purchase Order.

On the Standard PO xxx: created by xxx screen, choose (NWBC: Menu ) Goto
Messages.

On the Create Pur. Order:: Output screen select the line already created for the print output
and choose Repeat output.

On the new line, change the Medium for Output Type NEU to 5 External send.

Select the new line with output type NEU and choose Communication Method.

Enter in the field Comm.Strategy the value CS01.

Change the Logical destination and enter the printer you have defined for the output via email.

10 Choose Enter.
11 Choose Back (F3).
12 Save your entries.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC
menu

Logistics Materials Management Purchasing Purchase Order


Messages Print/Transmit

Transaction
code

ME9F

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

Purchaser
(SAP_NBPR_PURCHASER_S)

Business role
menu

Purchasing Purchase Order Purchase Order Message


Output

2. On the Message Output screen, make the following entries:


Field name
Processing
Status

Descriptio
n

User action
and values

Comment

Status '0' means that the processing


program has not yet been started.

3. Select document number, vendor, purchasing organization or purchasing group.


4. Choose Execute.
5. Select the purchase order number and choose Output Message. After that, your PO is
printed out.

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Result
The Purchase Order is printed.

1.14 Confirming the Goods Receipt


Use
Confirm the goods receipt of third-party services and materials.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Materials Management Inventory


Management Goods Movement Goods Receipt for
Purchase Order GR for Purchase order

Transaction code

MIGO_GR

2. On the Goods Receipt Purchase Order screen, enter the data provided in the following table:
Field name

Description

User action and values

Comment

Business
Transaction

Executable Action
in Transaction
MIGO

A01 Goods Receipt

Select A01 Goods


Receipt from the 1st DropDown Menu

Business
Transaction

Reference
Document for
MIGO Transaction

R01 Purchase
Order

Select R01 Purchase


Order from the 2nd DropDown Menu

Business
Transaction

Number of
Material
Document

Purchase Order Number


created in step 4.9

Business
Transaction

Movement Type

<movement type>

101 Do not change or


delete this default value

3. Confirm your entries with Enter.


4. On the Quantity tab page, check the material quantity in the Qty in unit of entry field.
5. Set the Item okay indicator (under the table).
6. Save your entries.
7. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

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

Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK-S)

Business role menu

Warehouse Management Receiving Purchase Order

1. Select the active query Purchasing Documents Ready for Goods Receipt_1.
2. In the POWL shown beside mark the line with the purchase order created earlier and choose
Create Material Document.

If you cannot find your document number in the POWL, choose Refresh in order to
display all the documents relevant for the selection.
3. On the Quantity tab page, check the material quantity in the Qty in unit of entry field.
4. Set the Item okay indicator (below the table).
5. Save your entries.

Result
You have posted the goods receipt.

1.15 Entering the Invoice for Purchase Order


Use
The purpose of this activity is to create the invoice with reference to the internal repair order.

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

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Option 1: SAP Graphical User Interface (SAP GUI)


SAP ECC menu

Logistics Materials Management Purchasing Purchase


Order Follow-On Functions Logistics Invoice Verification

Transaction code

MIRO

Enter in the dialog box company code the value 1000


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

Accounts Payable Accountant


(SAP_NBPR_AP_CLERK_S)

Business role menu

Accounts Payable Posting Invoices Invoice

Select the active query Purchasing Documents Ready for Invoicing.


In the POWL shown beside mark the line with the purchase order created earlier and
choose Create Invoice Document.

If you cannot find your document number in the POWL, choose Refresh in order to
display all the documents relevant for the selection.
In the Company code dialog box, make the following entries, if requested:
Field name

Description

Company Code

User action and values

Comment

<Company Code>

1000

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

Description

User action and values

Comment

Enter todays date


(only relevant for
Argentina) For the
numbering of official
documents in Argentina,
a official number needs
to be entered manually
(the system do not
create it automatically)
the official document
number has the
following format:
XXXXANNNNNNNN
XXXX: 4 digit number
for the issuing branch.
A: Print Character
NNNNNNNN: 8 digit
field number.
e.g. 0001A05230858

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Field name

Service Contract with Periodic Billing (199): BPD

Description

User action and values

Bus.place/sectn

Comment
(Only relevant for
Thailand) For example,
6810

Amount

Enter price for third-party


material and external
maintenance

The price for all items

Purchase Order/
Scheduling Agreement

Enter the purchase order


number created earlier

If you use the NWBC,


the purchase order
number is copied from
the POWL

Booking OK

Select checkbox

For all items

Final Invoice

Select checkbox

For all items


(Scroll down the table to
find the column)

Make sure that the status traffic lights are green.


3. Save your entries.
4. Confirm the message Let the system calculate the tax amount.

Result
You posted the invoice.

1.16 Displaying Planned/Actual Costs


Use
In this activity you can check the planned and actual costs specified for value categories.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing Order


Service Order Display

Transaction code

IW33

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

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

SAP AG

Customer Service Service Processing Service Order Service


Order Worklist

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2. Enter the number of the service order and confirm your entries by choosing Enter.
For NWBC:
In the Query list beside choose the Query Service Orders, mark the line with the order
number created in the previous step and choose Change Order.
3. On the Change Service order: Central Header screen, select the Costs tab page. Choose
Report Planned/Actual. The planned costs for the service order are displayed in the first
column. The costs actually confirmed are compared to the revenue from the billing document
in the second column.
4. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

1.17 Closing the Service Order Technical Complete


Use
In this activity, the service order status is set to technically complete.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing Order


Service Order Change

Transaction code

IW32

2. Enter the service order number and choose Enter.


3. On the Change SP service order 4XXXXX: Central Header screen choose Complete
(technically) (Ctrl+F12) to continue.
4. A dialog box appears where additional information regarding the completion can be updated.
To continue choose Enter.
5. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Service Order Service


Order Worklist

6. In the Query list beside choose the Query Service Orders, mark the line with the order
number created in the previous step and choose Change Order.
7. On the Change Service Order 4XXXXX: Central Header screen choose Complete
(technically) (Ctrl+F12) to continue.

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8. A screen window appears where additional information regarding the completion can be
updated, to continue choose Enter.
9. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
10. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).

Result
The service order has is technically completed.

1.18 Creating the Billing of Contract


Use
In this activity you generate the invoice or the contract.

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Customer Service Service Processing Completion


Billing Document Process Billing Due List

Transaction code

VF04

2. On the Create Billing Document initial screen, make the following entries:
Field name

Description

User action and values

Billing date to

Enter todays date + 1 month

SD Document

Contract from the previous step

Order-related

Comment

3. To display the billing list choose Display BillList.


4. On the Maintain Billing Due List screen, save the proposed debit memo by choosing Save
(ctrl. + S). This generates the billing document. The corresponding accounting document is
created in the background.
5. To display the invoice number, select the line and choose Documents. Then select the line
with the invoice number and choose Disp.doc. Now the invoice is displayed.

The invoice has the monthly value that the billing plan has determined from the total
contract value. The order value has not influence on the amount invoiced.
6. Choose Back (F3) four times to return to the SAP Easy Access menu.

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

Billing Administrator
(SAP_NBPR_BILLING_S)

Business role menu


1

Sales Billing Billing Worklist

In the list that is displayed choose the Billing Due List tab page. (refresh the current query if
necessary)

If the document is not shown in the list choose Search criteria and enter the sales
document number manually.
2
3

Select the line with the sales order document created earlier and choose Billing in
Background. This generates the billing document.

Choose Exit to return to the NetWeaver Business Client main menu.

Result
The Contract is billed and assigned to the accounting.

1.1.4

Optional Printing a Billing Document

Use
This transaction is used for printing the Billing Document .

Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Billing Billing Document


Change

Transaction
code

VF02

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

Billing Administrator
(SAP_NBPR_BILLING_S)

Business role menu

Sales Billing Change Billing Document

2. In the Billing document field, enter the respective Billing document number.
3. On the Change Billing Document screen, choose (NWBC: Menu ) Billing document
Issue Output To.
4. Choose Print.
5. Confirm the print dialog box with OK.
6. Choose Back (F3).

The default settings generate a print-out of an Billing Document. If you prefer to send
the contract confirmation to the customer via e-mail, ensure that all requirements

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listed in the Quick Guide in the sections Outbound e-mail configuration and Printing
are being met and proceed as described below. If you want to switch from print out
to sending forms via e-mail in general, check the document Printing: Forms
adaptation guide.doc for details.
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Billing Billing Document


Change

Transaction
code

VF02

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

Billing Administrator
(SAP_NBPR_BILLING_S)

Business role menu

Sales Billing Change Billing Document

1. In the Billing document field, enter the respective Billing document number choose Enter.
2. On the Debit Memo xxx (L2) Change:Overview of Billing Items screen, choose (NWBC:
Menu ) Goto Header Output.
3. On the Debit Memo xxx(L2) Change:Output screen select the line already created for the
print output and choose Repeat output.
4. On the new line, change the Medium for Output Type RD00 to 5 External send.
5. Select the new line with output type RD00 and choose Communication Method.
6. Enter the value CS01 in the field Comm.strategy
7. Change the Logical destination and enter the printer you have defined for the output via email.
8. Choose Enter.
9. Choose Back (F3).
10. Save your entries.
11. On the Change Billing Document screen, choose (NWBC: Menu ) Issue Output To
12. Choose Print
13. Choose Back (F3).

Result
The Billing Document was printed.

1.2 Printout of Billing Documents and Delivery Notes on


Prenumbered Forms (only relevant for CL/PE)
Use
In this activity the invoice with official document numbers are generated according to the
configuration of the Chile localization.

Prerequisite

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This transaction can be used if the configuration for the localization of Chile is active for
the documentation numbering. This applies for the billing documents F2, G2, L2 and
YBRE.

Procedure
1. Access the transaction choosing the following navigation option:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Billing Output Printout


of Billing Documents and Delivery Notes on Prenumbered Forms

Transaction code

IDCP

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

Billing Administrator (CL/PE)


(SAP_NBPR_BILLING_CL_PE_S)

Business role menu

Billing Printout on Prenumbered Forms (IDCP)

2. On the Printout of Billing Documents and Delivery Notes on Prenumbered Forms screen,
enter the following data.
Field Name

User action and values

Comment

Billing

Select

Select radio button

Sales Organization

4610(Chile)/5710(Peru)

Sales District

Optional

Distr. Channel

10

Lot Number

ND(Chile)/0004(Peru)

Book Number

01

Print

Select

Optional

Select radio button

3. Select Execute (F8).


4. A dialog window displays. Enter the following data:
Field Name

User action and values

Comment

First Billing Document

Official document number from the


first form that you wish to print.

The system displays


the next available
number.

Last Billing Document

Official document number .from


the last form that you wish to print.

The system displays


the next available
number.

Printer

LOCL

You must select the


same printer that was
used to generate the
delivery note.

Output Type

RD00

Posting Block

Activate

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checkbox that does


NOT have the
accounting document
creed and is ready for
processing
Accounting Doc. Created

Section: Repeat Printouts:

Select the invoice


check box that
already has an
accounting document
created and even
though the process is
required.
Activate Check

Select radio button

The other criteria selection is optional.


5. Select Execute (F8).
6. A window displays a list of documents that satisfy the selection criteria provided.
7. Select the relevant documents.
8. Select Release/print.
9. A dialog window may display if the delivery note has been sent previously already. Confirm if
you wish to repeat the delivery note.
10. Select Save.

Result
The system assigns an official document number in the reference field of the invoice document
and the accounting document is generated automatically with the corresponding postings (it is
created only if it was not previously generated). The official document number is also transferred
to the financial document in the reference field.

The print-out of the invoice is executed automatically and immediately (see settings
in SAP GUI transaction VV33 for Output Type RD00 and defaults in your user
settings in transaction SU3).

1.3 Void Unused Prenumbered Document (Optional


only relevant for CL/PE)
Use
In this activity the unused billing documents are voided.

Prerequisites

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Service Contract with Periodic Billing (199): BPD

This transaction can be used if the configuration for the localization of Chile is active for
the
prenumbering of billing document. This applies for billing documents F2, G2, L2 and
YBRE

Procedure
1. Access the transaction choosing one of the following navigation option:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu

Logistics Sales and Distribution Billing Output Void


Unused Prenumbered Documents

Transaction code

IDVD

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

Billing Administrator (CL/PE)


(SAP_NBPR_BILLING_CL_PE_S)

Business role menu

Billing Void Unused Prenumbered Documents (IDVD)

2. On the Void Unused Prenumbered Documents, enter the following data:


Field Name

User action and values

Company code

4600(Chile)/5700(Peru)

Internal lot no.

ND(Chile)/0004(Peru)

Book number

01

Off. doc. no.

Prenumbered billing document


number to be voided

Reason

0001

Voided on
Remarks

Comment

The document
number must NOT be
assigned in the
system

The system proposes


the system date
Information

Information referring to
the non-valid billing
document

3. Select Void.
4. A dialog screen displays to confirm the void.

Result
The system voids the prenumbered billing document and it is ready for the next billing document.

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2 Follow-Up Processes
You have finished all activities that are part of the business process described in this document.
To accomplish subsequent activities of this business process, carry out the process steps
described in one or more of the following scope items, using the master data from this document.

Accounts Receivable (157)


Use
In this activity you post the incoming payment.

Procedure
Complete all activities described in the Business Process Documentation of the scope item:
Accounts Receivable (157) (Sections Post Payments using Automatic Payments Program, Post
Incoming Payment from Customer Manually, Automatic Clearing of open items in customer
accounts, Manual Clearing of Open items in customer accounts) using the master data from this
document.

Period End Closing CO Orders (189) (optional)


Use
Additional activities must be carried out in this project. These are executed collectively as a part
of month-end closing. For more information on the month-end closing procedure, see
the Business Process Documentation for period end closing CO Orders.

Note that month-end closing can only be executed once a month.


To accomplish activities of the scope item, carry out the process steps Settlement Service
Orders and Close Completed Service Orders (Business View).

Sales: Period End Closing Operations (203)


(optional)
Use
To accomplish activities of the scope item, carry out the process steps Settlement Service
Orders and Close Completed Service Orders (Business View).

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Appendix
1.19 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to
reverse some of the activities described in this document,
Creating a Service Notification
Transaction code (SAP GUI)

IW51

Reversal:

Change a Service Notification

Transaction code (SAP GUI)

IW52

Business role

Service Agent
(SAP_NBPR_SERVAGENT_S)

Business role menu

Service Processing Notification General Change


Service Notification

Comment

Set the system status NOCO (Notification completed) and


set system status DLFL (Deletion Flag).

Create the Service Order


Transaction code (SAP GUI)

IW31

Reversal:

Change the Service Order

Transaction code (SAP GUI)

IW32

Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Service Order


Service Order Worklist

Comment

If the order is not released: set the system status NCMP


(Not completed) with the function Do Not Execute. After
that set the system status DLFL (Deletion Flag).
If the order is released: set the system status CLSD
(Closed) with the function Complete (Business). After that
set the system status DLFL (Deletion Flag).

Confirming Time to Service Order (Optional Step)

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Transaction code (SAP GUI)

IW41

Reversal:

Cancel PM Order Confirmation

Transaction code (SAP GUI)

IW45

Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Confirmation


Cancel PM Order Confirmation

Comment

It is only possible to cancel the whole confirmation.

Confirming the Materials Used


Transaction code (SAP GUI)

MB11

Reversal:

Goods Movement - Cancel with Reference to Order

Transaction code (SAP GUI)

MB11

Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Other Service


Activities Goods Movement

Comment

The Goods Movement with Reference to the Order is


cancelled.

Closing the Service Order - Technically


Transaction code (SAP GUI)

IW32

Reversal:

Cancel the Technical Completion

Transaction code (SAP GUI)

IW32

Business role

Service Employee
(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu

Customer Service Service Processing Service Order


Service Order Worklist

Comment

Use Order - Functions Complete Cancel technical


completion

2.1 SAP ERP Reports


Use
The table below lists the most frequently used reports that help you to obtain additional
information on this business process.

You can find detailed descriptions of the individual reports in the following BPD
documents, which provide a comprehensive compilation of all important reports:

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Financial Accounting: SAP ERP Reports for Accounting (221)

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Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may
be located directly in the section where they belong.

Reports
Report title

Transaction
code (SAP
GUI)

Business role
(NWBC)

Business role
menu (NWBC)

Comment

Service and
Maintenance
orders

IW39

Service Employee

Customer
Service
Service
Processing
Service Order
Display Order List Form

A printed list of
orders.

Cost Analysis

MCI8

Product Cost
Controlling
Reporting
Plant
Maintenance
Plant
Maintenance
Order: Cost
Analysis

A list of order
types contains
information
about the
numbers of
unplanned and
complete
orders.

Profitability
Analysis
Reporting
Execute
profitability report

A report
concerning
Plan/Actual
Activities.

Product Cost
Controlling
Reporting
Sales Orders
Sales Order
Selection

The sales
order items
with costs and
revenues.

Product Cost
Controlling
Reporting
Sales Orders
Analyze Sales
Order

Comparison of
plan costs and
actual costs.

Product Cost
Controlling
Reporting
Sales Orders
Sales
Documents: Line
Items Actual

A detailed
analysis of the
actual costs.

Customer
Service

A list of service
notifications.

(SAP_NBPR_SERVE
MPLOYEE_S)

Product Cost
Controller
(SAP_NBPR_PRDC
OST_CONTRLR_S)

Execute
Report

KE30

Sales Order
Selection

S_ALR_870
13104

Enterprise Controller
(SAP_NBPR_CONT
ROLLER_M)

Product Cost
Controller
(SAP_NBPR_PRDC
OST_CONTRLR_S)

Analyze
Sales Orders

KKBC_KUN

Product Cost
Controller
(SAP_NBPR_PRDC
OST_CONTRLR_S)

Actual Cost
Line Items for
Sales
Documents

KVBI

Service
Notifications

IW59

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Product Cost
Controller
(SAP_NBPR_PRDC
OST_CONTRLR_S)

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Report title

Service Contract with Periodic Billing (199): BPD

Transaction
code (SAP
GUI)

Business role
(NWBC)

Business role
menu (NWBC)

(SAP_NBPR_SERVE
MPLOYEE_S)

Service
Processing
Notification
Display Service
Notifications

Comment

2.2 Used Forms


Use
In some of the activities of this business process, forms were used. The table below provides
details on these forms.
Common form name

Form type

Used in
process
step

Outpu
t type

Technical name

PM/SM Forms for All


Papers

SAPScript

After
Release of
the
Service
Order

Shop
Paper

YBDE_QMPMCOMMON

Contract

SmartForm

Optional
Printing a
Customer
Contract

KO00

YBAA_SDCON

Purchase Order

SmartForm

Optional
Printing
Purchase
Order

NEU

YBAA_MMPO

Sales Invoice

SmartForm

Optional
Printing a
Billing
Document

RD00

YBAA_SDINV

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