Service Charge Settlement

SAP ECC 6.00 September 2007 English

D98: Ad-hoc Facility Maintenance & Service Process Business Process Procedure

SAP AG Dietmar-Hopp-Allee 16

69190 Walldorf Germany

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SAP Best Practices

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Copyright © Copyright 2007 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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F2)

or the

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Contents 1 Purpose............................................................................................................................................ 6 2 Prerequisites..................................................................................................................................... 6 2.1 Organizational Data and Master Data........................................................................................ 6 3 Process Flow and Overview............................................................................................................. 8 3.1 Process Flow Diagram............................................................................................................... 8 3.2 Process Overview Table............................................................................................................ 9 4 Business Process........................................................................................................................... 11 4.1 Creating a Maintenance Notification.........................................................................................11 4.2 Creating a Maintenance Order.................................................................................................12 4.3 Automatic Creation of Purchase Order.....................................................................................14 4.4 Information on Performed Service............................................................................................15 4.5 Approve Service Entry Sheet................................................................................................... 16 4.6 Invoice Verification................................................................................................................... 16 4.7 Closing-out Maintenance Order............................................................................................... 17 4.8 Settling Maintenance Order Cost to Rental Space...................................................................18 4.9 Actual Line Items Reporting..................................................................................................... 19

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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 adhoc 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

Other objects:

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Value

Description

Purchasing Contract

4400000001

Service contract

Vendor

C00RE1

Smith Real Estate Services

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3 Process Flow and Overview 3.1 Process Flow Diagram

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3.2 Process Overview Table Step

Step Name

4.1

Transaction Code

Expected Results

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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External Process Reference

Business Condition

Role

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Step

Step Name

(D98) Ad-hoc Facility Maintenance & Service Process

External Process Reference

Business Condition

Role

Transaction Code

Expected Results

activities in the Plant Maintenance module that relate to your rental space in the Real Estate Management module.

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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 screen.

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and choose the Notification tab on the lower portion of the

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12. Choose

(D98) Ad-hoc Facility Maintenance & Service Process

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 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

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 screen.

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and choose the Notification tab on the lower portion of the

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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 to confirm your selection.

.

, next to From Purch. Documen and choose

16. On the Select Services as Reference screen, select the 1st row by choosing of the row. Then choose 17. Select

on the left side

Adopt Services (F9).

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 22. To release the order choose

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Back (F3) Release (Ctrl. F1)

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23. When you need to save release the order, choose number. Order: _______________________________.

Save (Ctrl. + S). Make a note of the 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 screen.

and choose the Orders tab on the lower portion of the

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

Business Role

Property Manager

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

2.

Menu

Logistics → Materials Management → Service Entry Sheet → Maintain

Transaction code

ML81N

Business Role

Service Provider

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 4.

Choose

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

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 choose . 9. Choose

to confirm your entries.

10. Select the 1st row by choosing Services (F9).

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, next to the From Purchase order, and then

at the left side of the row. Then choose

Adopt

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11. Save the service entry sheet by choosing 12. Choose

Save (Ctrl. + S)

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

Logistics → Materials Management → Service Entry Sheet → Maintain

Transaction code

ML81N

Business Role

Property Manager

2. If your purchase order is not automatically defaulted, choose F5). Otherwise skip to step 5.

(Shift +

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 8. Choose

Save (Ctrl. + S). Back to return to the SAP Easy Access menu.

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 1. Access the activity using one of the following navigation options: 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 8. Choose

Post(Ctrl.+ S)

Back to return to the SAP Easy Access menu.

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

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Logistics → Plant Maintenance → Maintenance Processing →

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Order → Change Transaction code

IW32

Business Role

Property Manager

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

Logistics  Plant Maintenance  Maintenance Processing  Completion  Individual Processing  Settle

Transaction code

KO88

Business Role

Property Manager

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

4. Choose

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to Execute.

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5. Choose

(D98) Ad-hoc Facility Maintenance & Service Process

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 Easy Access menu.

Back twice to return to the SAP

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

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

Transaction code

REISCOLIBD

Business Role

Property Manager

2. Enter the order number and choose Enter. Company Code

BP01

Business Entity

1000

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

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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 8. Choose

and confirm with

.

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 module.

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