S No Chapter Name Page

No
1 ERP OVERVIEW 2
2 ESS 18
3 ERP HCM MODULE 53
4 ERP MM MODULE 91
5 ERP PS MODULE 116
6 ERP FICO MODULE 182
7 ERP SD MODULE 222
8 ERP BASIS MODULE 230
9 ERP REM MODULE 238
10 ERP PM MODULE 254
 1 ENTERPRISE RESOURCE PLANNING (ERP)
1.1 LEARNING OBJECTIVES
This chapter covers details about ERP and its various modules. ERP helps in better planning
and coordination of business resources so as to achieve maximum profit. Providing a
software map of business functional activities, improving accuracy rate of results, increasing
the flexibility of operation and improving productivity are other core objectives of ERP.

1.2 Enterprise Resource Planning (ERP)

ERP Project of BSNL
1. What is ERP?
2. Why ERP at BSNL
3. ERP Project – Current Status
4. ERP implementation approach
5. ERP implementation Team structure
1.2.1 What is ERP?
ERP stands for Enterprise Resource Planning. It is a system used to integrate the data
and processes of an organization into one single system. Usually, ERP systems will have many
components covering various units and functions of an organization. The term ERP originally
referred to how a large organization planned to use organizational wide resources. In the past,
ERP systems were used in larger more industrial types of companies. The use of ERP has
changed and is extremely comprehensive. Today the term can refer to any type of company,
no matter what industry it falls in. In fact, ERP systems are used in almost any type of
organization.
Today's ERP systems can cover a wide range of functions and integrate them into one
unified database. For instance, functions such as Human Resources, Supply Chain
Management, Customer Relations Management, Financials, Manufacturing functions and
Warehouse Management functions were all once standalone software application, usually
housed with their own database and network, today, they can all fit under one umbrella - the
ERP system
Integration is an extremely important part to ERP's. ERP's main goal is to integrate data
and processes from all areas of an organization and unify it for easy access and work flow.
ERP's usually accomplish integration by creating one single database that employs multiple
software modules providing different areas of an organization with various business functions.
Before ERP systems, each unit and department in an organization would most likely
have their own computer system, data and database. Unfortunately, many of these systems
would not be able to communicate with one another or need to store or rewrite data to make it
possible for cross computer system communication. Once an ERP system is in place, usually
all aspects of an organization can work in harmony instead of every single system needing to
be compatible with each other. For large organizations, increased productivity and less types
of software are a result.

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1.2.2 Why ERP at BSNL
BSNL presently uses many independent systems with no communication across them
such as HRMS for HRM, BSNL Resource Management System (Inventory, Work Accounting
etc.) and many more. In order to integrate we need ERP working across the company. It will
result in
• Improvement in the information flow.
• Better and Timely Inputs of better decision making.
• Improvements in productivity, cycle time, financial performance and information
transparency.
• Driving operational excellence across BSNL through process standardization.
• Single version of truth.
• Accurate and real-time information availability.
• Visibility on product and service costs.
• Unified platform for one integrated organization view.
• Overall improvement in the performance of the organization.
• Enhanced stakeholder participation and satisfaction.
• Enable BSNL’s vision “To become the largest telecom Service Provider in Asia”.
1.2.3 ERP Project – History and Current Status
Purchase order for POC completion was placed on 23rd May’09 on M/s HCL Info
system Ltd. The Important partners for this project are M/s HCL Info system as SI, M/s SAP
as ERP Solution Provider and M/s E&Y as BPR consultant. Business Process Re-engineering
shall also be taken up along with ERP implementation.

1.2.4 ERP Covers….

ERP system shall be touching all the functions of the organization such as finance,
marketing, MM, Maintenance, Projects, HR, Planning and procurement, civil electrical, etc.
ERP shall be implemented in all the BSNL units including training centers, telecom factories
and stores etc. as well. ERP system is broadly proposed to have the following modules:

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 Figure 1: ERP Modules
• Finance and Management Accounting (FICO)
• Materials and Inventory Management including e-procurement (MM)
• Plant/Equipment Maintenance (PM)
• Human Resources Management & Administration (HRM)
• Sales and Distribution(S&D)
• Project Systems (PS)
• Real Estate and Telecom Infrastructure Management (REM)
• Production Planning (PP)
• Supply Chain Management (SCM)
• Business Information System (BIS)
• Business Intelligence & Analytics (BIA)
• Strategy Enterprise Management (SEM)
• Quality Control (QC)
• Enterprise Portal (EP)

1.3 MODULES WORKING IN BSNL AND PROCESSES COVERED

(i) Finance nd Controlling (FICO)
• FI-G/L sub-module; records all account data including all postings
happening to subsidiary ledgers.

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• Accounts Receivable (FI-AR)— This sub-module records all
transactions relating to the customer. FI-AR is treated as a subsidiary
ledger of FI-GL. All transactions relating to this module are recorded in
a summary form in FI-GL.
• Accounts Payable (FI-AP) —Like FI-AR, this sub-module records
transactions relating to vendors and is summarized in FI-GL.
• FI-AA - The FI-AA sub-module takes care of recording transactions
relating to assets. Here assets mean both tangible and intangible assets.
FI-AA is also treated as a subsidiary ledger.
• Controlling Module is used for the internal reporting purpose.
Controlling Area is the organization unit used to represents the
controlling activities of Cost Center accounting, Profit Center
Accounting, Product Costing, and Profitability etc.

(ii) Human Capital Management (HCM)

• HR Administration including Organizational Structure
• Personal Actions e.g. Training, Promotion, Transfer etc. Career History.
• Payroll (Salary) / Off cycle Pay (Personal claims).
• Employee Self Service (ESS) & Management Self Service
• Claim items e.g. Newspaper/ Mobile/ Brief Case etc.) Medical Claims,
Travel Management etc.
• Form 16, GPF Balance Slips / Withdrawal / Advances, Leaves, Annual
Property Returns etc.
• Payroll transactions.

(iii)Material Management Module (MM)

• Materials And Inventory Management including e-procurement (MM)
Material / Service Procurement
• Requisition
• A.P.O. & Purchase Order
• Goods Receipt / Service Verification for Vendor payment.
• Inventory Management

(iv) Plant/Equipment Maintenance Module (PM)

• Planned & Unplanned Maintenance of various technical objects of
Consumer Mobility, Broad Band, CFA, IT, Transmission (Equipment &
Route), Electro-Mechanical, Civil, Ducts, Fleet etc. including their Log
books [Condition Monitoring] & History Sheets [Catalog] and
Scrapping,
• Re-parenting (Shifting) etc. Notification types: Preventive, Breakdown,
General, Corrective, Calibration, Shutdown, Energy Audit & Report
Fault (G-1) with corresponding order types.

(v) Project Systems (PS)

• Execution & Monitoring of Capital Project works of various business
lines e.g. CM, BB, CFA, General (Civil & Electrical) including Project
Creation, its approval and Budget Allotment.

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 • External Projects Execution & Monitoring. Elements are Project, WBS
(Work breakdown structure), Network, Activity, Cost Settlement and
AUC (Asset under construction).

(vi) Real Estate Management (REM)

• Real Estate and Telecom Infrastructure management
• Lease-in & Lease-out of Land and Buildings.
• Lease-in & Lease-out of CMTS Towers & USO Towers
• (Part-A and Part-B) – Under Development.
• Staff Quarter Allotment to Employees & Others. Temporary Allotment
of Staff Quarters.
• Booking/Allotment of Inspection Quarter, Holiday Home, Hostel,
Community Centre, Auditorium etc.
• Management of Contracts.

(vii) Sales And Distribution (S&D)

• First point of sale
• POI (Point of Interconnect)
• Enterprise Business lead tracking
• Sale of Mobile(CM) & CFA products to CSC and Channel Partners
(Franchisee/DSA/RD)

(viii) BASIS
• Support for readiness of Networking.
• Guidelines for readiness of PC for ERP access.
• Roles and Authorization being done centrally
• MANTIS (ERP Helpdesk).

(ix) Production Planning (PP) and Quality Control Module (QC)

• Used in Telecom Factory for Manufacturing Accounts

1.4 ERP Implementation Approach

Two of the CDR Project data centers are to be used. Hyderabad will be primary ERP
site and Kolkata for DR site. ERP is being deployed like another application of CDR Project
to be deployed in CDR Data center. Security systems, Access control system, identity
management etc. UPS, Storage etc. of CDR system shall be used. Intranet being rolled out in
CDR Project is the default network for ERP as well. There will be a need for additional network
for non-CDR units of BSNL.
Development Centre for ERP is being setup at ALTTC Ghaziabad.
Centralized Architecture
ERP will be Centralized Installation with a single database. All units will access the central
server. They will have secure access to their own set of data & processes. Corporate Office will
be having view of BSNL as a whole across circles.
1.4.1 ERP implementation Team structure
Implementation of ERP system is a huge exercise for any organization and is a highly focused

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resource intensive activity. ERP implementation is around 14 modules as listed above. These
modules represent key business functions. Different Modules teams, which are also subject
Matter Experts (SMEs) for that particular functions shall assume the responsibility of System
Requirement Specifications (SRS) finalization, carrying out BPR Exercise and then association
in implementation in the ERP system.
IT Cell/ IT Project Circle act as a facilitator for this exercise, setup, validate and
maintain data center with required hardware, network and upkeep of ERP software as well.

Stake holders and participants in the POC phase

Figure 2: Stack holders and participants in the POC

phase

Project Sponsors
– BSNL: CMD & Corporate Office Directors
– HCL Info system CEO,
– VP M/s SAP
– VP M/s E&Y (BPR Management Consultant)
• Key Role was given
– To drive the engagement and giving overall direction to the Project team.
– Ensuring implementation meets set Goals based on best practices
– Review of progress and timelines
– Ensuring appropriate and adequate resources are assigned
– final authority to resolve Project Issue / Conflict resolution (if escalated)
Steering Committee
– BSNL: Chairman Director(O); Other Functional Directors; Executive Director
(F); PGM ERP, CGM Gujarat, GM IT

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 – HCL Info system VP, Delivery Head
– M/s SAP Country head Delivery, Project Manager
– Country Head M/s E&Y (BPR Management Consultant)

Roles / Responsibilities
– Review Requirements, Scope and Implementation Plans
– Review BSNL resource deployment–
– Approve Scope Changes and/or schedules/timelines
– Approve changes in Business Policies resulting from SAP implementation
– Drive SBU Standardization initiative
– Take Change Management decisions
– Resolve cross-functional issues and policy related issues
– Review BSNL users’ Roles / Responsibilities post-SAP Implementation

IT Cell/ IT Project Circle act as a facilitator for ERP implementation in BSNL.

• Role and Responsibilities was given to-
– Setup the ERP datacenter,
– Install and Commission and Validate ERP Hardware and Software
– Set up country wide ERP user Network extending to each and every location
and BSNL Point of Presence
– Configuring the ERP system as per SRS document
– validation and AT of ERP system in association with Module teams
– Co-ordinate activity of Data extraction, conversion to electronic format and
migration of data to ERP system in association with Module teams
– Training of the BSNL officials.
– Day-to-day operation and maintenance of ERP system and providing operation
support to BSNL staff.

Roles and responsibilities of Module teams

a) To capture, map and document all the existing “as it is” Business Processes,
Work Flows and Decision
b) Finalization of SRS (System Requirement Specifications) document of their part
c) To carry out the BPR exercise with the help of SI and Management Consultant
d) To identify critical business for BPR and suggest new critical processes, work flows,
re-engineering and optimization of existing processes, to simplify, improve and even

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 speedup the work environment
e) Associate in configuring, validation and AT the ERP system as per the SRS finalized
by them
f) Associate with CGM ITPC in coordinating activity of Data extraction, conversion to
electronic format and migration of data to ERP system for their respective part

Let’s Login into SAP

Login Screen

We shall work in QASWORK

WE SHALL client server 400 for
IN CLIENT
training. Actual production server 500

Enter user TRG user id in 400. In PRD user id shall be

our HRMS no. [Last 8 numerals leaving the first numeral
(1 or 2)]

Enter pass word provided for training. The default password in PRD shall be given,
which need to be changed at the first login. New password to be minimum 8 ALFAA
Numeric characters including one special character

BRBRAITT JABALPUR

Figure 3: SAP login window

Navigation area of SAP Window

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Figure 4: SAP Menu

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Using Navigation Area
You can expand and
collapse menus in the
navigation area by
choosing the dropdown
arrows to the left of the
menu items, as in the
example below.

To open an application in
the navigation area
Double-click its node

BRBRAITT JABALPUR

Figure 5: SAP Menu

Using Navigation Area

Switch to
SAP menu

User Menu is
displayed

BRBRAITT JABALPUR

Figure 6: SAP Menu

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Using Navigation Area

Click to open
Nodes.

BRBRAITT JABALPUR

Figure 7: SAP Menu

Using Navigation Area

Create favorites
menu by drag
& drop

BRBRAITT JABALPUR

Figure 8: SAP Menu create favorite

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 Business Work Place

Click on this Icon

BRBRAITT JABALPUR

Figure 9: Business workplace

Business Work Place

Click on
Inbox

BRBRAITT JABALPUR

Figure 10: SAP Inbox

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 Business Work Place

Mails in Inbox
Displayed

Selected mail in
Inbox Displayed

BRBRAITT JABALPUR

Figure 11: SAP Inbox

Transaction Codes
A transaction code can be entered in the Command field.

• If the transaction code is preceded with /n then the

next transaction screen opened in the current session.

• If the transaction code is preceded with /o then an

additional session is opened for the transaction. This
means multiple sessions.

BRBRAITT JABALPUR

Figure 12: Transaction codes

To start a transaction there are 4 options:

a) Position the cursor on the required transaction in the tree structure and press enter.

b) Double-click on the required transaction in the tree structure.

c) Position the cursor on the required transaction in the tree structure and select Edit → Execute or press F

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d) Expand the command field and enter the transaction code.

Standard Tool Bar

❑ The Standard Toolbar contains the Command field and the standard SAP Toolbar
buttons.

❑ Command Field: The Command field is used to enter transaction codes that take you
directly to a system task without using menus.
Keyboard
Button Description Button Keyboard Shortcut Description
Shortcut

Enter Key Enter/Continue Ctrl + Page Up First page

Ctrl + S Save to database Page Up Previous page

F3 Back Page Down Next page

Shift + F3 Exit System Task Ctrl + Page Down Last page

Create New
F12 Cancel None
session

Create shortcut on
Ctrl + P Print None
Desktop

Ctrl + F Find F1 F1 Help

Customize Local
Ctrl + G Find next Alt + F12
Layout

BRBRAITT JABALPUR

Figure 13: SAP Standard tool bar

SAP Easy Access Settings

❑ Users can set how SAP displays the Menu by choosing Extras → Settings.
Here, you can specify whether:

❑ Your favorites should appear before or after the menu.

❑ Only your favorites, and not the menu, should appear.

❑ The SAP Easy Access Graphic should appear on the right-hand side of the
screen.

❑ Technical names of menu options should appear in the navigation area.

BRBRAITT JABALPUR

Figure 14: SAP easy access settings

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 USER Settings
❑ Users can maintain their own settings by choosing
System → User Profile → Own Data
❑ Defaults
❑ Change default printer, language, and date and decimal
display formats.
❑ Parameters
❑ Allow user to create default information for frequently
used fields.

BRBRAITT JABALPUR

Figure 15: User Settings

Messages
❑ Messages appear either in the status bar or in a pop-up
window, depending on user settings
❑ Messages starting with:
❑ “E” indicate an Error message
❑ “W” indicate a Warning message
❑ Messages not beginning with an “E” or a “W‘’ are
simply Information messages
❑ Mandatory Required fields are denoted by a check
mark

BRBRAITT JABALPUR

Figure 16: Messages in SAP

1.5 CONCLUSION:
The utilization of ERP software allows companies to decrease the time it takes the company
to get paid for its goods or services after the sale. Employing an ERP system allows for
increased cash flow. The utilization of the ERP system’s integrated system architecture removes

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the necessity for multiple, different systems to be used within the company and consolidates to
the same system across multiple geographies.
Different locations can use and see the same data regardless of the physical geography and
eliminates the knees for storing redundant data in multiple physical locations. The ERP system
also eliminates the requirement for each location to upload or extract data to and from the
central data storage site.ERP systems increase productivity by integrating data and processes
across multiple departments and location which allows our company to move product faster,
process orders quicker, invoice customers more aptly and reconcile shipments sooner.
Information flow is the lifeblood of any company.
Utilizing an ERP system allows access to a multitude of company information. The ERP
system also tends to have more accuracy and relevancy because it all comes from one source,
not multiple sources. The ERP system will provide the company various reporting tools and
make generating time sensitive and up-to-date information faster and more user-friendly.
*

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 ERP HCM Module

2 INTRODUCTION TO ERP - HCM Module

2.1 Learning Objectives

1) Learning of ERP process in Organizational Management
2) Learning of ERP process in Personal Administration
3) Leave Administration of Employees
4) Employee Self Service & Manager Self Service

2.2 INTRODUCTION

HCM stands for Human Capital Management and is one of the most important
Modules of ERP and broadly deals with Organizational structure of BSNL, all functionalities
of existing HRMS and many more new functionalities

Three Distinct HCM Structures are:

1. Enterprise Structure
2. Organizational Structure
3. Personnel Structure

1) Enterprise Structure:

Figure 17: Enterprise Structure

2) Organizational Structure

• Primary Organizational Objects

– Organizational Units (O)
– WORK CENTRE (A)
– Jobs (C)
– Positions (S)
– Person (P)

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 ERP HCM Module

The Organizational Units are used to form the basis of the Organizational Structure. It
represents functional units in the organization such as BSNL, Circle, SSA, operational
units, departments, etc. It is to be formed upto executive level

Figure 18: ERP organization structure

Work Centre basically defines physical location of an employee like Offices,
exchanges, etc.

Job is the Generic grouping of Functional posts e.g. GM CFA, SDE etc. These Jobs
are assigned to multiple positions.

Position - Specific, individual placements or assignments within a organizational unit

e.g. SDE Admin, SDE OP1, SDE OP2 etc.

Person basically is a holder of a position(s). A person can hold one primary position
and many look after positions.

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 ERP HCM Module

Figure 19: Organisational Structural View

3) Personnel Structure

Personnel Structure consists of

(i) Employee Group – It is a general division of employees.

• Unabsorbed
• Absorbed
• BSNL Recruited
• Deputation In

(ii) Employee Sub Group - The employee subgroup is a fine division of

employee groups i.e.
• Group “A”
• Group “B”
• Group “C”
• Group “D”
• IW- Industrial Workers

(iii) Pay Roll Area

• Payroll Area deals with Payroll part of employees.
• In one Circle there is one payroll Area.
• It is a two digit code.
• SSA has to verify Pay Roll for corrections.

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 ERP HCM Module

• Complete pay roll of Circle will be generated at

Circle office only.

2.3 ERP HCM Module can be divided under three broad categories:

1. OM (Organizational Management)
In OM, various organizational structures such as Org unit,
position, persons, work centers etc. are linked together to
represent various departments in the organization.

2. PA (Personal Administration)
Personal Administration deals with activity related to employees
on day-to-day basis such as :

1. Appointment 8.Demotion
2. Regularization/Confirmation 9.Suspension
3.Fixation of pay 10.Absconding
4.Transfer 11.Separation
5.Promotion 12.Vigilance
6.Deputation 13. Legal
7. Pay & Claims

3. TA (Time or Leave Administration):

A deals with all types of Leave, calendar etc.

4. ESS & MSS (Employee Self Service & Manager Self Service)

Activities can be classified in two parts – Employee self-service (ESS) & Manager Self
Service (MSS).

▪ ESS is used for Leave, Claims & reimbursement (Medical /

Newspaper/Towel etc.), GPF, LTC, Salary slip, IPR, Rule-8, Personal
information’s etc.
▪ MSS used for looking after arrangement, Maintenance of Issuance &
surrender of Service connection, IT, Admin, Tools related items etc.. Further
there is provision to view the leave details of your sub-ordinates.

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 ERP HCM Module

2.4 SAP Basics

2.5 SAP Icon on Monitor….

Figure 20: To open Logon Window :

• Double click on the Toolbar “SAP logon” on above Screen.

Figure 21: SAP ICON

2.6 Log On Window…

PRD-

Figure 22: SAP LOGIN DISPLAY WINDOW

In this window, SAP Logon which has been configured by the System Head can be seen.

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 ERP HCM Module

Double click on the relevant logon OR Select the relevant logon and click on “Log On”

Suggestion : There is no PRD-Public server shown on SAP Logon window menu but in Go
Live locations it will appear.User should select the PRD-Public to logon.
2.7 Logging on to System.....

It should be 500
for PRD-Public.

The asterisks in the password box cannot be deleted just overwrite in the box.
Figure 23: Logon Window

2.8 Access further links.....(this screen is not required as various tasks

are to be done through T Code)

Figure 24: Login Screen

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 ERP HCM Module

You can expand and collapse menus in the workplace menu by choosing the
dropdown arrows to the left of the menu items.

To open an application in the workplace menu:

• Double-click its node, or

• Choose Enter, or

• Select and click Execute

2.9 Layout of SAP Easy Access Screen

Figure 25: LOGIN SAP SCREEN

System Messages appear in the status bar.

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 ERP HCM Module

Figure 26: Details SAP Screen

2.10 HR PROCESS
2.11 Maintaining HR Data of the Existing Employee

a) Log into the system using your SAP User ID and Password.

b) In the SAP Easy Access screen in the Command Task enter T-Code PA30 and press
Enter.

Figure 27: T-CODE Screen

This type of Screen Will Appear

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 ERP HCM Module

Enter the Personnel No. of

Employee whose master data is
to be maintained

Select the relevant period for

which data needs to be
Created/maintained/Displayed

Enter the four digits Infotype

that needs to be maintained

Enter the Subtype if required

Figure 28: T-Code PA 30 Screen

If you want to Update the Leave i.e. CL, EL, and RH of any Employee which is already
sanctioned , if employee joins the duty without availing leaves then then use PA30 and enter
the Hr. No. of that Employee and select the info type 2001 and delete(maintained) the given
leave.

Suggestions: The following important Info types need to be added in the manual to
maintain the employee data through the T Code PA30:

1. IT- 0002 ,0006,0009,0021,0022,0105,0167,0171,0185,2001 & 2006 etc.

Table 1. Infotypes
Infotypes Purpose
0002 Personal Data
0006 Addresses
0009 Bank Details
0021 Family Member/Dependents
0022 Education
0105 Communication
0167 Health Plans
0171 General Benefits Information
0185 Personal IDs
2001 Absences

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 ERP HCM Module

2006 Absence Quotas

Figure 29: T-Code PA 30 Screen

2.11.1 Creating HR Data of the New Employee
The below mentioned OPERATIONS can be performed while maintaining master data by
clicking on the relevant icon:
Create a new create
Change an existing record
Display an existing record
Copy an existing record
Delimit an existing record
Delete an existing record
Display an overview of all information maintained

a) Log into the system using your SAP User ID and Password.

b) In the SAP Easy Access screen in the Command Task enter PA40 and press Enter.

Figure 30: T-Code PA40 Screen

c) Following Screen appears.

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 ERP HCM Module

Figure 31: T-Code PA40 Screen Personnel No should be filled in

personnel no field and from date
Select ‘Appointment’ from Personnel Actions list. must be the “Date of actual
appointment which must be the
Click on Execute
date as entered in service book at
the time of Appointment”.
Personnel No will be same as of
last 8 digits HRMS No i.e first digit
(left most) of HRMS No .should be
excluded while creating Personnel
No in ERP.

d) Screen for Infotype 0000(Action) will appear.

Select appropriate Reason

for appointment actions
ex. BSNL Recruited,
DOT Employees Court
Leave
orders etc.
Blank

Please Select PA
,EmpGrp and Emp Sub
Grp at the time of
appointment from the
drop down list as
applicable for the
employees. Position can
2.11.2 be kept default i.e
99999999 at the time of
Figure 32: PA 40Infotype 0000
Specify the date of Appointment in ‘Start’ field and choose ‘Reason for Action’ from the
drop down list (Press F4).
Define Personnel area, Employee group and Employee subgroup.
Click on to save

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 ERP HCM Module

In case of fresh appointment/Retired Employees Appointment action ,whose HRMS No is not

available,

2.11.3 New Employee:

In case of new employee joining BSNL whose HRMS/PERNER no. is not available, following
PERNER series may be used. The allotment of PERNER No. from this series is to be done at
Circle Level.
PERNER Series: 60XX0001 to 60XX9999 where XX is Payroll Area Code (e.g. 01 for
BSNL CO)
2.11.4 Retired Employee:

In case of retired employees, whose HRMS/PERNER no. is not available, following PERNER
series may be used. The allotment of PERNER No. from this series is to be done at Circle
Level.

PERNER Series: 80XX0001 to 80XX9999 where XX is Payroll Area Code (e.g. 01 for
BSNL CO)

Figure 33: PA 40 Infotype 0002

Maintain all the required personal details of the employee viz. First name.Last name, Gender,
Date of Birth etc.

Click on to save

e) Screen for Info type 0001(Create Organizational Assignment) will appear.

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 ERP HCM Module

Pay area
will be 99 at
the time of
Appointme
nt (But in
case of
fresh
appointmen
t it should

Figure 34: PA 40 Infotype 0001

Specify Start date, Personal subarea, Stream, Work Area, Designation code (At the time of
appointment) and press Enter. In case of fresh appointment Pers admin, Time, Payr Admin
should be filled otherwise left blank. Bus. Area should be left blank.

Click on to save

f) The following sceen would appear for assigning organisational assignment.(In case
this infotype doesn’t appear here,proceed ahead.)

Figure 35: For assigning organisational assignment

Here the position assignment, or organisation unit assignment or No assignment can be
specified. After entering the details click on Continue , or if you don’t want to
maintain this assignment click on Cancle assignment

g) Screen for Infotype 9007 (Create Cadre Details) will appear.Specify Cadre Type,
Cadre, Parent Circle, Parent SSA, at the time of appoinment.

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 ERP HCM Module

Figure 36: Screen for Infotype 9007 (Create Cadre Details)

Click on to save

h) Screen for Infotype 0004 (Challenge) will appear.

Figure 37: Screen for Infotype 0004

Maintain the challenge data and Click on Save if required or else click on to Next

Record

i) A List of subtype for Address will appear.

Click on to the required type and press Enter.

Screen for Infotype 0006(Address) will appear.

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 ERP HCM Module

Figure 38: Screen for Infotype 0006(Address)

Maintain the required field

Click on to save

j) Screen for Infotype 0007(Planned working Time) will appear.

Figure 39: Screen for Infotype 0007(Planned working Time)

Specify Data and(to be deleted) Work schedule rule(in case of fresh appointment only). The
work schedule rule determines which period work schedule (The period work schedule
defines an employee's working hours for a specific period) is used to set up the work schedule,
and the day of the period as of which it applies.

Click on to save

k) Screen for Infotype 0008(Basic Pay) will appear

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Figure 40: Screen for Infotype 0008(Basic Pay)

Please fill the fields Reason (w0 for appointment), next increase, type, area, and group with
relevant options and please do not fill the others details as it is the part of Payroll
Administrator.

l) Screen for Infotype 0017(Travel Privilege) will appear.

Figure 41: Screen for Infotype 0017(Travel Privilege)

This Infotype is used to maintain details related to travel privileges for a particular employee
(please skip this infotype screen by clicking on arrow (right hand side one) at extreme top of
this screen)

Click on to save

m) Screen for Infotype 0016(Contract Elements) will appear.

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Figure 42: Screen for Infotype 0016(Contract Elements)

This Infotype is required to maintain Probation period at the time of appointment.

Click on to save

n) Screen for Infotype 0019(Monitoring of Task) will appear.

Figure 43: Screen for Infotype 0019(Monitoring of Task)

Tasks are subdivided by subject matter.

Enter the date on which the task occurs in Date of Task field (In case of Fresh Appointment
only otherwise skip this infotype).
Click on to save

o) A List of subtype for Infotype 0022(Education) will appear.

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Click on to the required subtype and press Enter.

Following screen will appear.

Figure 44: Screen for Employee‘s education details

In this Infotype employee‘s education details are stored.

Define the Start and Completion date of the particular education in ‘Start’ field.
Click on to save

p) The following screen for the Infotype 0023(Create other/Previous Employers) will appear.

Figure 45: Screen for the Infotype 0023

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Maintain the information of the previous Company where Employee has worked with the
tenure of employment (if any) (Skip this infotype in case of no previous employer details).
Click on to save

r) The following screen for the Infotype 0028(Internal Medical Service) will appear.

Figure 46: Screen for the Infotype 0028

All the information regarding Medical Examinations of the Employee is stored.

Enter the date on which the medical examination took place in Examination date field.
Maintain the record in the required field.
Click on to save

q) The following screen for the Infotype 0041(Change date specification) will appear.

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Figure 47: Screen for the Infotype 0041

Changes in particular dates will be stored in this Infotype.

Dates for Appointment and Absorption will be reflected in this Infotype.
Click on to save

r) The following screen for the Infotype 0077(Additional Personal Data) will appear.

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Figure 48: Screen for the Infotype 0077

Specify whether employee comes under General/OBC cream layer/OBC non cream layer(to
be deleted)/SC/ST .(One of the most sensitive infotypes ,to be filled carefully).
Click on to save

s) Select the type of communication from the list.

Figure 49: Type of communication from the list

Screen for Infotype 0105(Communication) will appear. You can maintain various
communication details like Mobile No., EScreen for Infotype 0105(Communication) -mail id
etc. Can be maintained. (Please select “System user name (SY-UNAME) at the time of
appointment and other Sub Types can be maintained through PA30 with infotype 0105
subsequently.)

Figure 50: Screen for Infotype 0105(Communication)

Fill in the ID/number. (Please fill the personnel no of 8 digits (including all zeros as per
HRMS NO) in this field)
Click on to save

t) Select the type of IDs from the list.(Please select PAN Number at this time and other
ids should be maintained through PA30 with infotype 0185 subsequently.)

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u) Screen for Infotype 0185(Personal IDs) will appear. Various ID details like PAN No.
etc can be maintained using this infotype.

Figure 51: Screen for Infotype 0185(Personal IDs)

Specify the ID No.

Click on to save

v) A list of the subtypes for nomination will appear. Nomination for various benefit scheme
can be maintained in this infotype.
Click on to the required subtype.

Figure 52: List of the subtypes for nomination

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The following screen will appear.(Infotype 591)

Figure 53: Screen for Infotype591 for nomination

Please fill the relevant data regarding nominations ,more than one entries can be made
depending upon the shares of nominees.
Click on to save

Supervisor Mapping

a. First select position as shown above and enter the position and select relationship
b. And press create all the relationship is to be created as shown in fig. i.e. fig-position.
c. Create all the relationship as shown in the fig. Position(Using the T Code “po13)

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Free
Position
id

Figure 54: Screen of T Code “PO13”

In the same way Relationship after selection organization unit is to be created as

shown in fig. Organization (Using the T Code “po10)

Figure 55: Display Relationship

2.12 Mapping Hierarchy of Organization

1. Use PPOSE/PPOME to see the mapping hierarchy of an Organization.

New screen will appear as given below

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Then search the

employee by selecting
person no. and enter
Hr. NO

Figure 56: Screen of T-code PPOSE

You will find the hierarchy of the given Employee i.e. his controlling officer and his staff

Now if you want to change the controlling officer then note down the Position i.e. Position
=S or Organization Unit =O.
Now go in PP01 (po10/po13).

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Overview Tab

Now enter the Hr.

No.(Position/Org unit) select
relationship as shown and
then click overview

Figure 57: Maintain Relationship by PPOSE

And again select the line in which controlling officer is mention and change it by user, new
controlling officer

For that you must have the Organization Unit of your controlling officer i.e. 30XXXXXX
and in the same way you can change the position i.e. S

Position =S
Organization Unit = O
And Personnel No.(Hr. No.) =P

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Figure 58: Maintain Relationship by PPOSE

The following screen will appear after selecting the Reports (line) to and pressing the change
button.

Insert the appropriate org unit id

2.13 andsave it.
2.14 Display of Organizational Hierarchy - PPOSE – T Code

1. Please login in PRD server through your user name (Perner no – 8 digit) & password.
After login in PRD server, following screen will appear:

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Figure 59: T-Code PPOSE

2. Run transaction code PPOSE (type PPOSE and press Enter / Click on Tick symbol
just below File Menu).

Following Screen will appear.

Figure 60: T-Code PPOSE

3. Click on position Shown by arrow Below.

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4. Following screen will appear. Click on Search Term

5. A Popup screen will appear. Type CGM and press find as shown below

6. Following hit list will appear. Please double click on Chief General Manager
Maharashtra.

Figure 61: T-Code PPOSE

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7. Following Screen will appear. Double click on Position Marked “A” below and then
Clink on Cloumn configuration (Marked as “B”).

Figure 62: T-Code PPOSE

8. Following popup screen will appear. Tick mark against all the check boxes as shown
below and Click on Tick symbol at the bottom of popup screen as shown below.

9. Following screen will appear. Organisational hierarchy can be viewed by clicking on

any org unit. This is the easiest way to check the Organisational hierarchy.

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Figure 63: T-Code PPOSE

10. However for any untraceable cases - Another way to check Organisation unit/
Person / Position is by clicking on Binocular symbol shown in circle above. On
clicking Binocular symbol, following Popup screen will appear. Double click on
Organisation unit/ Person / Position.

11. In new window, remove * mark, if any and fill in the required details Organisation
unit ID/ PERNER NO / Position ID, as the case may be and click on check mark at
the bottom.

Following popup screen will appear. Tick mark the check box Shown as “A” below
and Click at Mark shown as B.

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12. The result will be highlighted in yellow coloured row as highlighted below.

Figure 64: T-Code PPOSE

This way Organization hierarchy can be viewed and verified.

2.15 Organizational Assignment

i. Organizational Infotype IT0001

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Enter the start date

Enter the Personnel

Subarea to which
Employee belongs
Enter the Payroll
Area to which
employee belongs

Enter the Work

Area of the
Employee from the
drop down
maintained
Figure 65: Organizational Infotype IT0001
This infotype contains detailed information about an employee’s position in the organization,
including the position number, personnel area, personnel subarea, business area, payroll area,
employee group and employee subgroup. Organizational Infotype IT0001 stores data that
incorporates the employee into the organizational structure and personnel structure. Stores
data about the organizational unit to which the employee belongs, including the position
assigned to the employee and the job from which the position was created.

ii. Basic Pay Infotype (IT0008)

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The Pay scale

details of the
employee is
maintained here

The different
wage types
under which
payment is to
be made to
employee is
maintained
here

Figure 66: Basic Infotype IT0008

Pay information based on the employee’s position, such as annual salary, monthly salary, and
hourly pay.

iii. Family Member/Dependents (IT0021)

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Maintain
details of
Family
Member like-
This Name,
Two Gender, DOB,
fields Nationality
should etc.
Figurebe
67: Family Infotype IT0021
checked
Information about the employee’s
forfamily members is stored in this infotype. This will be
used in the Benefits Module formedical
designation of dependents and or beneficiaries.

The various subtypes are ass below:

Spouse
Child
Legal dependent
Testator
Guardian
Stepchild
Related persons

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2.16 Medical Data

i. General Benefits Information Infotype (IT0171)

General Benefits
Information is
maintained here if
desired

Figure 68: General Benefits Information(IT0171)

This infotype stores the benefit area, first program grouping, and second program grouping
assignments of the employee. This record is essential for benefits processing. An employee
must have a General Benefits Information record before enrolling to any Health Options
(IT0167). During enrollment, the system refers to the first and second program grouping of
employees in order to determine which benefit program the employee is permitted to
participate in.

ii. Health Plans (IT0167)

General plan data

is maintained in
this section

Figure 69: Health Plan Info Type (IT0167)

This infotype stores details of the health plans in which the employee is enrolled. For each
health plan in which the employee participates, a separate record exists. The infotype is used
for payroll and reimbursement of the medical claims.

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The subtypes for the health plans are:

• Without Voucher
• With Voucher
• CGHS
• Spouse Claim

*. After updating all the above Entries only then you and yours family is Eligible for Medical
facility and you can apply medical reimbursement through ESS Portal.
Eligible amount for Medical is currently updated by HCL person.

2.17 Employee Self Services

Employee Self Service (ESS) empowers employees to view, create and maintain their own
HR-related data anytime, anywhere, via web-based technology and functionality in the
Enterprise Portal. ESS is an effective means for providing real-time access and data
maintenance capabilities to the source, or owner of the data and to off-load many of the data
entry and related employee service activities that may be typically performed in a company's
human resources, payroll, benefits, and purchasing departments.

The usage of SAP Employee Self Service is to provide a single integrated platform and real-
time access for employees to:

a) Access to their Personal & Pay Data information at their own time.
b) View Salary Statement, Salary Summary, GPF/EPF Ledger, Form-16.
c) Submit Leave Application / Leave Cancellation Request & Joining Reports. View
Holiday Calendar.
d) Submit Personal claims e.g. Brief Case, Mobile Handset, News Paper, GSM, Landline
& Broadband bills, Driving/Electricity/Entertainment/Fuel charges, GPF Advance &
With drawl application.
e) Submit Indoor Medical Claims & Executive Health Check up claims.
f) Furnish Immovable Property Returns.

Through Universal Work-list in the ESS Portal, designated approvers / managers can either:
a) Approve or reject Leave Application / Joining Reports.
b) Approve or Reject Claims / Advances.
c) Approve or Reject Medical / Executive Health Check up Claims.
Real time status of various claims / requests is available to the users.

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This screen will

appear if you are
not making above
entries in SAP-
ERP

Figure 70: ESS Home Screen

2.18 CONCLUSION

Through this chapter we have learned about maintain of data of Organization Positions,
Personal Administration,Leave Administration and Employee Self Service throughthe ERP-
HCM module.

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3 ERP MM MODULE
3.1 Introduction
Material Management Module mainly consists of 02 processes
1. Procurement Process (Service/material)
2. Inventory Management Process

3.2 Procurement Process

Procurement Process deals with the following:
1. Centralized procurement of materials/services
2. Decentralized procurement of materials/services It is done through various types of
purchase order i.e. need base PO, stock transport PO, import PO, service PO etc.
3.3 Inventory Management Process
1. Goods Receipts/Issue
2. Rejection and returns
3. Transfer posting – among storage locations of the same plant.
4. Stock transfer – Inter and Intra GST region
5. Inventory analysis e.g. stock status, material document, inventory ageing etc.
6. Physical verification of inventory
7. Scrapping of obsolete/ non-valuated inventory etc.
3.3.1 MASTER DATA
1. Plants (SSA) & Storage locations – Name & Address
2. Material Master (Maintained by MDM Centrally) – New Requirement for Materials in Circle
Inventory shall be created by MDM Team under Inventory Data Template.
3. Service Master – Maintained by MDM Team
3.3.2 TRANSACTIONAL DATA
1. Inventory Data
2. APO/PO Data

3.3.3 ROLES AND AUTHORISATION DATA

MM Roles
-Creation – PR/APO/PO/RFQ/SES
-Approval – PR/APO/PO/RFQ/SES
-Goods Receipts/Issue/transfer posting
-MDM roles
-MM reports

3.4 MM DOCUMENTS INDEX

TOPICS
Creation of Purchase Requisitions for materials for
direct consumption
Creation of Purchase Orders with respect to Purchase requisition
Print out of Purchase order :T-Code – ME9F
Goods Receipt (MIGO)( For materials)
Print out of Material Documents 55

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Creation of Purchaseorders directly for materials direct

consumption in cost centre:
Workflow/Release-Approval (SAP Work Place) Process
Purchase of inventory materials
Creation of Reservations- INDENT in legacy System
Print out of Reservations
Issue of materials from Store –SDE (MM)
Material Document List
Materials- Place in Storage by Field Units
List of Reservations
Stock Overview T-Code MMBE
Display ware house stock T-Code MB52
Creation of Purchase Requisitions for services
APO or contract with respect to Purchase Req
Creation of Purchase Order with respect to APO
Creation of Purchase Order for services directly
Creation of service Entry sheet
Print of Service Entry Sheet
PO Amendment Process
APO Amendment Process
SES Amendment Process
PO Deletion Process
Procedures to be followed in the case of Capital estimates
MM T-Codes

3.5 Procurement Process in MM Module:

Procurement Activities Description

Determination of requirement It is the logical subdivision where it is determined
that what material or services are required to
company, and which supplier can fulfill the
requirement.
Creating Purchase Requisition It is the phase in which purchasing department is
informed about the requirement of items or services
required for business purpose. A requisition is an
internal document.(T.Code ME51N)
Creating Purchase Order A purchase order is a formal request or instruction
from a purchasing organization to a vendor or a
plant to supply or provide a certain quantity of goods
or services at or by a certain point in time It is the
phase when order is created from requisition and it
is approved and assigned to a Vendor. (T.Code
ME21N)
Goods receipt/ Invoice Received It is the phase in which the material is received by
the company and the condition and quality are
verified. In this phase Invoice is received from the
vendor(T.Code MIGO/ML81N/MIRO)
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Invoice verification/ Vendor Payment It is the phase in which the vendor (seller) is paid
from the company and reconciliation of the invoice
and PO is accomplished (T.Code F110)

3.5.1 Steps for creating Purchase Requisitions for materials for direct consumption in a
cost centre: T Code -ME51N

1. Select PR Type. Select from dropdown. (a) need based requisition

2. Enter Description of the Requisition in Header Note.
3. In the Item Over view Table Enter the following
• A (Account Assignment) - K (Cost center),
• I ( Item category) – blank
• material Code (Eg 15000276- Hard Disk 40 GB)
• Quantity- 10 (No to be procured)
• Plant - 2102
• Pur Org – 2000 ,
• Requisitioner name (Enter the personalo) Press Enter Key- System will
ask for cost centre
In Item detail table-> Account Assignment Tab-> Enter Cost centre (2102201
for CFA). (Kerala circle Cost center list available in ERP portal)

Once all the required fields are filled completely click the Icon (Check) at the

top of the screen. If system does not display any error message Press save
button on top
Requisition number is generated at the bottom of the screen.

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PR is to be released by work flow (Given in Process VII) For training purpose

in quality server Tcode ME54N can be used for forcibly releasing Click on the
tick button against R1 and R2 and then Save. This T-Code should not be used in
PRD server

TCode for Display PR- ME53N and Modify PR is ME52N

3.5.2 Steps for creating Purchase Orders with respect to Purchase requisition T Code -
ME21N

Enter PR No
here

Select the Order Type. Need based order

Enter the PR No in the box shown above –Press Enter Key
All the relevant data in the PR will be populated.
Enter the vendor No-> Eg 1000022 ( you can search using name) and
press enter key (System will ask for Tax Code)
In Item over view table ->Enter the net price
In Item detail table-> Invoice Tab-> Z0 (for no TAX) Enter the appropriate Tax code
Press Enter Key ( System will issue a warning BSNL document no empty
In the header details-> Customer Data Tab-> Enter the BSNL file number if any
Click the Icon (Check) at the top of the screen. If system does not
display any error message Press save button on top. Purchase order
number is generated at the bottom of the screen.
PO is to be released by work flow [For training purpose in quality server Tcode
ME29N can be used for forcibly releasing Click on the tick button against R1 and
R2 and then Save. This T-Code should not be used in PRD server]

TCode for Display PO- ME23N and Modify PO is ME22N

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3.5.3 Print out of Purchase order :T-Code – ME9F

1. Write the PO number in Document Number field.

2. Write EF in Application Field in Message Data. EF defaults for Purchase Order.
3. Press the execute button. (You will get the second screen)
4. Select the check box
5. Click on <Display Message> or <Output Message> or Trial printout for taking
printout of the PO.
Enter LOCL in Output device, Tick Print Immediately and click on print,
Select Xps Document writer and save the document in your computer or take a print out
directly
3.5.4 Goods Receipt (MIGO)( For materials)
MIGO is used to receive the Goods in Storage Location/ Inventory
against the Purchase Order.

T-code MIGO “Goods Receipt” in title Bar and press enter. Below screen
appears.
Steps involved in MIGO
1. Select Goods Receipt against Purchase Order.
2. Write the Purchase Order No. and execute it by pressing tab ,
movement type 101 will come automatically
4. For getting printout of the material document tick the check box near print icon

and select collective

59 slip in General Tab
5. In Quantity Tab Enter Qty in Delivery note

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6. Check item Ok.

7. Press Check at the top of the screen. The system shows a message "Document is OK"
8. Press Post. System shows the message "Material Document ‘xxxxxxxxxx’ is
posted" and the quantity mentioned in the delivery note will be credited to the
inventory.
9. Material Document along with the vendor invoice should be forwarded
to Finance section for payment.
(If all the items are not received you should make entry in Qty in Delivery note
as well as Qty in Unit of Entry also as the value in the Qty in Unit Entry is
copied from the value in PO)

3.5.5 For printing Material Document No :T-Code MB90

Enter Material Document NO, Material Document Year, Click Execute, following screen
will appear

Tick the box, Click

Enter LOCL in Output device, Tick Print Immediately and click on print,

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Select Xps Document wrier and save the document in your computer or take a print out

directly
3.5.6 Steps for creating Purchase orders directly for materials direct consumption in
cost centre: Tcode- ME21N

1. Select Order Type. Select from dropdown. (a) need based order
2. Enter vendor code press enter key. (In case vendor is not created in the
system, then it is to be created in order to proceed further.)
3. In Header Details-> Org. Data Tab, Enter the following
Purch Org – 2000, Purch Group –040/A40 (Select the suitable one),
Company Code – 1021 and press Enter
4. In Header details->Customer Data Tab Enter the BSNL Document
No In Item Over view Table Enter the following
• A(Account Assignment) - as K (Cost center) , I ( Item category) - blank ,
material code – (Eg 15000276 (Hard Disk)), PO Quantity – 1, Plant
Code - 2102 , Press Enter
• System will copy the last purchase price to the net price column
• Enter the correct price in net price
System will ask for Tax code,
In Item Details-> Invoice Data Tab-> Enter appropriate Tax Code and press enter. In
Account Assignment Tab enter the Cost center (2102201)
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Click the (Check) at the top of the screen. If system does not display any error
Icon message Press
save button on top. Purchase order number is generated at the bottom of the
screen.
PO is to be released by work flow, T- Code for Display PO- ME23N and Modify P0 is
ME22N
3.6 Workflow/Release-Approval (SAP Work Place) Process
MM Documents PR/APO/PO/SES are subject to release/Approval process in ERP. There are
generally two releases R1 and R2. R2 Release is used for final approval of the document by
the competent authority.
Once PR/APO/PO is created, it is stored in the inbox in SAP Business Workplace of the
initiator and can be accessed by clicking the PR/APO/PO entry in the inbox.

Write the id of the reviewer in Forward To Tab,

Write the id of the Final approver in the Final Release Tab
Any notes that are the part of approval process can be written in the Review window Press
initiate button to forward the document to reviewer.
3.6.1 Steps for the Purchase of inventory materials – Inventory to be received in Store
Proceed to Create Purchase order as in step V (page No 4) With Both A
(Account Assignment) and I (Item Category) kept blank.
Receive Goods by MIGO (Step IV, Page No 3) Additionally

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Enter the SLOC No in Where TAB

3.6.2 Creating Reservations- INDENT in legacy System

T-Code MB21
Enter Movement Type 913 (Two Steps) Plant Code-2102
Press Enter

In the new window Enter Rcvg SLoc-3014 (sub division SLOC)

Material No –Eg- 12002322 or search for the item
Quantity - 10 (required no)
SLOC - Main store no (Eg 1000)

Do not enter the unit (UnE), It will be taken from the material Dump
Save by clicking on Save Button, Note the reservation NO and take printout of
this reservation and send the same to SDE(MM) for issue

3.6.3 Print out of Reservations :T-code- ZMMF_RES

Enter reservation no in the box and Click on execute button to begin the
search. Enter LOCL in Output device, Tick Print Immediately and click on
print, Select Xps Document wrier and save the document in your computer or
take a print out directly
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Issue from Store by SDE (MM) T-Code –MIGO

Enter T-Code MIGO in command window
Select Transfer posting against reservation, Enter the reservation
No received from the field unit and press enter

Enter the issuing Quantity in the Qty in unit of Entry

Tick Item Okay

Click , then click Material document no will be generated

3.6.4 Material Document List

Enter T-Code MB51 in the command window
In the new window Enter Plant-2102, Storage Location-3014,Move Type- 913,Company
code-1021,posting date- 23.01.2015(actual date) and click.

You will get the Material Document no in the new window

Material document no

3.6.5 Place in storage by the field units 64

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Enter T-Code MIGO in command window

Select Place in storage against material document no, Enter
the Material document obtained in Procedure XII and press
enter
Tick Item Okay

Click , then click

Print out of material document can be taken using MB90 (Procedure V) and can
be send to Store for lifting the materials
3.6.6 Reservation List T-Code- MB25

You can search either by entering the material code in material field or your
personal number in user name field . Click on execute button to begin the
search
3.6.7 Stock overview T-Code MMBE

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Enter Plant code, storage location Click on execute button to begin the search. If you
want to know only one particular material enter the material code also and begin search.
3.6.8 Display ware house stock T-Code MB52

Enter Plant code, storage location Click on execute button to begin the search.
If you want to know only one particular material enter the material code also and
begin search.
3.6.9 Creation of Purchase Requisitions for Services T-Code ME51N

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Select the type of PR –Need based PR

Enter the header Details->AMC of lift (In the above picture, Header is
collapsed )
In the Item Over view tab A(Account Assignment)-> K(Cost Centre, I(Item Category)-> D
(for service), Short text-> AMC of lifts (required service), Material Group->2002002 (for
AMC ),Plant->2102, POrg->2000, PGrp->O40 (Operations), Requsitioner-98001866
(personal No of the officer)
Press Enter Key System will ask for maintaining services in Item detail Tab
Enter Short Text -> AMC of lifts, Quantity->12,Un->mon,->Gross Price-
>2000(Rate)
Press Enter key the system will ask for GL accountand cost centre
Enter Appropriate GL Account (Eg 5020803) and cost centre
(2102203)
Click on Auto Repeat AA in the same window (If you want to enter
other services also Once all the required fields are filled completely
then select the Icon (Check) at the top of the screen. If system does
not display any error message Press save button on top. Purchase
requisition number is generated at the bottom of the screen. PR is to be
released by work flow
3.6.10 Creation of Advance Purchase order or Contract with reference to PR T-Code
ME31K

Click here

• Click
on the PR no in the Purchase Req field in the new window click
Enter
67
Enter the vendor code ->(Eg 1000022),Pur Org->2000,Pur

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Grp->A40 (search from the options)

Press enter
In the new window Enter Validity end period ->Select the date, Target
Value (Eg

5000000 ie Ceiling value ),Enter BSNL APO no. -> File NO

Press enter
New window will pop up, Select the required line Click

In the new window Enter the appropriate Tax code (Z0 for no TAX)

Press Enter, Item overview Window will pop up Save the

document and note thenumber
APO has to be approved by work flow. APO has three releases
R1,R2 and P1 releases. (P1 approval by the accounts wing), In
training server you release the APO forcibly by ME35K
Enter TCode Me35 K , Enter the Document NO, Release Code –R1, Click

In the new window click on68the document no and click

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Enter APO no
here

Repeat for R2, and P1 releases

3.6.11 Creation of Purchase with respect to APO: T-Code-ME21N
Select the PO type – Need Based Order
Enter the APO no in the Out Line Agreement Box as shown above, press
Enter
Click on

•
•
•
Select the line and click on
A new window will pop up ,Select the Radio button from contract ,click

Services will be copied to the old window, Make changes in the

Quantity If POs are created every month Quantity can be one month

Click the Icon (Check) at69the top of the screen. If system

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does not display any error message Press save button

3.6.12 Creation of Purchase Orders(work orders) for Services T-Code-ME21N

1. Select the type of PO –Need based PO

2. Enter the vendor No -1000022
3. In Header details Org Data Tab enter Pur Org ->2000, PGrp-
>A40 (admin),Company code ->1021and press Enter
4. In Header details, Customer data Tab-> enter BSNL file No if any maintained
5. In the Item Over view tab A(Account Assignment)-> K(Cost Centre, I(Item
Category)-> D (for service), Short text-> Vehicle hiring (required
service),Material Group->2004001 (for Veh Hiring),Plant->2102 and press
Enter key, System asks for maintaining services in Item detail Tab
6. Enter Short Text -> Rate per KM up to 1500KM, Quantity->1500,Un-
>KM,->Gross Price->12.73(Rate)
7. Press Enter key the system will ask for GL account and cost centre
8. Enter Appropriate GL account-(5020701 for veh Hiring) and Cost
Centre(2102201 for Fixed access) in the New window
9. Click Auto Repeat AA in the same window (If you click on auto repeat you
need not enter the same details for the rest of the services)
10. Enter Short text in the next line-> Rate per KM above 1500KM->,
Quantity->1000 (Approximate KM or if you are creating PO on monthly
basis the actual extra KMs in the invoice), Un-> KM, Gross price->
13.00(Extra KM rate)
11. Enter Short text in the next line-> Over Time Charges->, Quantity->16
(Approximate Hrs or if you are creating PO on monthly basis the actual extra
Hrs in the invoice), Un-> Hr, Gross price-> 25(Extra KM rate)
12. Press Enter key the system will ask for Tax code
13. In Invoice TAB enter the appropriate TAX code. Z0 for no TAX. Click the

Icon (Check) at the top of the screen. If system does not display any error

message Press save button70on top. PO no. is generated at the bottom of

the screen. PO to be released by work flow.

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3.6.13 Creation of service Entry Sheet

T-Code- ML81N

1. Click on Other purchase order

2. Enter the PO number in the new window and press enter
3. Click on create entry sheet Icon

4. Enter the Description in the short text -> Vehicle bill at SKM sub division
Jan2020
5. In Basic data Tab, External No-> Invoice no, Service location->
enter sub division or office, Period 01-01-2020 to 31-01-2020,
6. In additional data Tab SLOC->3014 (your SLOC No)

7. Click on Icon at the bottom

8. Our PO number will be displayed in a new window, Ensure the radio button at the
PO

9. Click Button
10. The services we entered in the PO will appear in a new window, select

the required lineof services and click on adopt services

11. Services will be fetched to the main screen , make the necessary
corrections in the quantity
12. Press save button on top. Entry sheet number will be
generated at the bottom of the screen note the SES number. SES
71
is to be released by work flow
13. Approved entry sheet , PO and Invoice to be forwarded to the Accounts for

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payment.
3.6.14 Print out of Service Entry Sheet
T-Code ML83

Write the SES number in Entry Sheet field.

Write ES in Message Application Field in Message Parameter. ES defaults
for SES.

Press the execute button.

Select the check box
Click on for taking printout of the SES.

3.7 PO AMENDEDMENT PROCESS

This process is to be used when there is need to change already released PO.
Steps 1 - Cancel the final release (R2) using T-CODE ZMMP_INI_AMEND. (The POs
that have been already released at R2 Level)

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Step 2- Take a print out or save message output to keep the record of PO that is being
amended.

Step3- PO can be amended by using ME22N T Code (Vendor, PO Dates etc.

cannot be amended)
Step4- Save the current version

Step -5 Amended PO is to be released again using work flow.

3.8 APO AMENDEDMENT PROCESS

This process is to be used when there is need to change already released APO
T Code ZMMP_INI_AMEND is to be used
Follow the steps 1 and 2 as above ( Use document Type ‘K’ for contract/APO
Step 3- Make modifications using ME32K
Change APO saved and forwarded using workflow.
3.9 SES AMENDEDMENT PROCESS

1. Amendment in Use T-Code ML81N and fill PO no, Entry Sheet. (PO no not
necessary)

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2. Click on Display<->Change Button

3. Click on Cancel Release Tab

4. Cancel R1 and R2 Release

5. Save
6. After cancelling R1 and R2 release. Service entry is ready for change.

Make necessary changes after Clicking on Display<->Change Button

7. Amended service entry sheet is forwarded to R2 though workflow.

3.10 PO DELETION PROCESS

1. Amend the PO as in PO amendment process

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2. After amendment enter T-Code ME22N in command window

3. Select line item in item Over view

4. Click delete button,

on

Click Yes in the new window and save

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3.11 PROCEDURES to be followed for issue of materials/ extl services for

capital projects

From the PS module we will get a Reservation No for issue of materials

and a Purchase Requisition number for external services for further
processing in MM module.

From where PS Ends ................................ MM starts

T code zps_mpr- To get reservation number (RN) of the WBSs (store

items) T code me5j- To get Purchase requisition number (PR) (services)

T code CN41- View actual cost, Budget given, expenditure incurred

For material issue follow the following steps

1. Transferring Materials to Project stock T-code MIGO

Enter T-code MIGO in command Bar and press enter. Below screen appears.

a) Select Transfer posting and Other using

76 drop down
b) Select movement type 412 Q

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c) Press Enter Key

d) In the Special stock Enter the project No
e) Enter Material code under material , Plant - Plant code, Stor. Loc no
in destinand from
UnE and, quantity
strike Enter
key

f) Check item Ok.

g)
h) Press Check at the top of the screen. The system shows a message
"Document is OK"
i) Press Post. System shows the message "Material Document
‘xxxxxxxxxx’ is posted" and the quantity mentioned will be
transferred to project stock.

Note : for transfer posting more than one item to project stock Click button
on the left of transfer posting . A table will be visible and you can enter the material
code one after the other
Goods issue:
Enter T-code MIGO in command Bar and press enter.
a) Select Goods issue against Reservation using drop down
b) Enter Reservation no. - 123527 (according to report view – tcode ZPS_MPR)
Movement type 281 is selected automatically
c) In Where Tab Enter the Storage Location - 2021
d) Quantity (in quantity Tab) - 2 Nos.
e) Click on Item OK, Check and Post

Note : Please take a note that both Transfer Posting (412Q) and Goods Issue (281)
must be completed at the same time. (Doing in different time will show incorrect
report besides many other issues.)
3.12 Steps for creating Purchase orders for capital works bills-Migrated
estimates:

Enter T-code ME21N in command Bar and press enter.

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1. Select Order Type. Select from dropdown. (a) need based order

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2. Enter vendor code press enter key. (In case vendor is not created in
the system, then it is to be created in order to proceed further. )
3. In Header Details-> Org. Data Tab, Enter the following
Purch Org – 2000 , Purch Group –040/A40(Select the suitable one), Company
Code –
4. In Header details->Customer Data Tab Enter the BSNL Document No
5. In Item Over View Table Enter the following
a. A( Account Assignment) -> as P (WBS No), I ( Item category) –> D (for
service) ,
b. Short text –> (Eg Laying of UG cable), Material Group-> (Eg 2001021)
c. Plant Code - 2102
f) Press Enter ,System will direct to the services Tab in Item details,
g) In Item Details-> Service Tab-> Enter service short text, quantity, Unit and Gross
price
(Unit price) and press enter.
h) System will ask for G/L Account and Network no. Write the appropriate
G/L Account ( 5090101 for Internal Project and --5024001- for
external projects)and WBS No in Account Assignment Tab and press
on Auto repeat AA for repeating Account Assignment automatically.
i) In Invoice Tab Enter the TAX code.

If there are more than one service, enter the rest of the services in Service Tab
as g) above Once all the required fields are filled completely then select the Icon
(Check) at the top of the screen. If system does not display any error message
Press save button on top Purchase order number is generated at the bottom of
the screen.
3.13 PO is to be released by work flow,
SES to be filled based on the Purchase order created( Procedure given in Page No 15)
Transfer posting to Project stock and goods issue to be done as per the procedures detailed in
Sl no 2 and 3
For creating Purchase order from the Purchase requisition generated
automatically while creating Project, follow the steps detailed below:
T Code -ME21N

Enter PR No
here

• Select the Order Type. Need based order

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• Enter the PR No in the box shown above –Press Enter Key

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• All the relevant data in the PR will be populated.

• Enter the vendor No-> Eg 1000022 ( you can search using name) and
press enter key (System will ask for Tax Code).
• In Item over view table ->Enter the net price
• In Item detail table-> Invoice Tab-> Z0 (for no TAX) Enter the appropriate Tax code
• Press Enter Key ( System will issue a warning BSNL document no empty
• In the header details-> Customer Data Tab-> Enter the BSNL file number if any

• Click the Icon (Check) at the top of the screen. If system does not
display any error message Press save button on top. Purchase order
number is generated at the bottom of the screen.
PO is to be released by work flow.
SES to be filled based on the Purchase order created.

MM T-CODES
ME51N CREATE
ME52N CHANGE
ME53N DISPLAY
ME54N RELEASE
ZMMF_PR PRINTOUT
Purchase Requisition ME5A LIST
ME31K CREATE
ME32K CHANGE
ME33K DISPLAY
ME35K RELEASE
ZMMF_APO OUTPUT
ME3C REPORT BY MATRIAL GROUP
ME3M REPORT BY MATRIYAL
Advance purchase order ME3L REPORT BY VENDOR
ME21N CREATE
ME22N CHANGE
ME23N DISPLAY
ME29N RELEASE
ME9F PRINTOUT
ME2C REPORT BY MATRIAL GROUP
ME2M REPORT BY MATRIYAL
Purchase order ME2L REPORT BY VENDOR
ML81N CREATE/CHANGE/DISPLAY/RELEASE
ML83 PRINT
SES ML85 COLLECTIVE RELEASE
GR MIGO GOODS RECEIPT/ Goods ISSUE
MB90 PRINTOUT
MATERIAL MB51
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LIST MATERIAL DOCUMENT
DOCUMENT

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RESERVATION MB21 CREATE

MB22 CHANGE
MB23 DISPLAY
MB25 LIST
ZMMF_RES RESERVATION SLIP
OUTBOUND DELIVERY VL10B CREATE
PICKUP QUANTITY VL02N PICKUP QUANTITY
EXCISE INVOICE J1IJ CREATE
BILLING DOCUMENT VF01 BILLING DOCUMENT
STOCK MMBE OVERVIEW
INV. VALUE/STOCK MB52 REPORT
GATE PASS ZMMF_NRGP Non Returnable Gate pass
WORK FLOW STATUS ZMMF_REL work flow status of the PO/PR/RFQ/APO/SES
MOVEMENT TYPE for T Code MIGO
MOV. TYP 201 COST CENTRE
MOV. TYP 311 SINGLE STEP TRANSFER POSTING
MOV. TYP 913 TWO STEP TRANSFER POSTING
MOV. TYP 411Q PROJECT STOCK TO UNRISTRICTED STOCK
MOV. TYP 412Q UNRISTRICTED STOCK TO PROJECT STOCK

a) Check item Ok.

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4 ERP PS MODULE

4.1 Course Objectives

After completing this course, you will be able to:
• Upload and Review RTPC MOM in SAP System
• Use work breakdown structures, activities, and networks to structure projects
• Discuss aspects of planning dates, resources, materials, costs, and revenues
• Name the functions used for budgeting
• Explain aspects and processes used for executing projects
• Explain various period-end closing activities in Project Management
• Use reporting options for monitoring project data
4.2 INTRODUCTION
SAP Project System supports comprehensive functions for planning, controlling and
organizing all the activities carried out during the course of a project. It helps you manage
your project structures, dates, costs, and resources throughout the entire project lifecycle.
Course provides you with an overview of the functions in SAP Project System.
• Discuss the basic functions of SAP Project System for RTPC MOM
• Discuss the basic functions of SAP Project System for structuring, planning,
executing, and monitoring projects
4.3 OVERVIEW
SAP Project System supports comprehensive business Process for Planning, Controlling &
Organizing all the activities carried out during the course of a Project. It helps you to manage
your Project structure, dates, cost & task throughout the entire Project lifecycle.
Telecom Project Circles are responsible for planning, survey and execution of various long
distance Telecom Transmission Projects and Switching Projects for building up National
Telecom Infrastructure in different Zone for Optical Fiber Cable system, Digital Microwave,
Trunk Automatic Exchange(TAX) and Satellite based communication systems in their areas
of operation.
Important information to be noted:-
• All documents are to be created in reference to the preceding document.
• All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction Code for
the respective Transaction in the Command Field.

4.4 Upload and Read RTPC MOM

Create Document CV01N
Menu path Logistics →Project System →Document Management System→Document
→Create 81

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Transaction CV01N

1. Enter the Required details:

Document Type: ZPD
Document Part: 000
Document Version: 00

Enter the Document Description and click the tab

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Select the Class “Project Details” and select the Characteristics “Approval Channel”
Press to go back to initial screen.
On the initial Screen Press to attach the document (Word/Excel File), which contains
the list of projects.

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Press to save the document in DMS.

If this screen appears, select the “Vault” radio button.

And press to finally save the document.

4.5 Search the Project List on the basis of Selection Criteria

Change Document CV02N

Menu path Logistics →Project System →Document Management

System→Document→Change
Transaction CV02N

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1. Select the search criteria “Find document Via Class”

Enter the class name “Project_Details”

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2. Select the “Approval Channel” and click on

NOTE:The system will give the list of documents on the search criteria.

3. Open the document by double clicking it and see the List of projects by opening the
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4. Click on Send to send the list of Approved projects to the person concerned

5. Enter details in the space provided.

6. Enter the name/User ID of the person to whom message is to be sent.

7. Enter the name/User ID of a person to whom message is to be sent.

8. Click on .

4.6 Create Operative Project Definition & WBS

Project Definition:Project Definition is a binding framework in SAP for all Organizational
Elements created within a Project (e.g. WBS and SAP Networks). Data like Company Code,
Plant and Person Responsible can be defaulted in a WBS Element if it is initially entered in
the Project Definition.
WBS:Work breakdown structure (WBS) is a model of the Project that organizes Project tasks
into a hierarchy. It forms the operative basis for planning Costs, Revenues, and Payments, as
well as for Scheduling, and Budgeting.
Following steps shall be followed to create a Project:
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Create Project CJ01

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Menu path Logistics → Project system → Project →Special Maintenance function

→Work Break Down Structure(WBS)→Create

Transaction CJ01
1. Click on open number (Refer Fig. below)

2. Enter the appropriate coding mask (For example TP/11/00001) for Project Definition in the
Start value. Definition-Open Number-This is the free number available in the System.
3. Press Find to use the proposed Project Definition by the system.
4. Click on copy or Press Enter.
(Note: Please use Project Coding Mask TP/11/00001 for Financial Year 2011-
12)

5. Select Project profile: BSNL_TP Transmission Projects (Fig. below)

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Select the Project

Profile

(Project profile: This contains default values and control parameters for processing objects and
functions in the Project System)

6. Press Enter or Click on

7. Enter description/Short text for Project

8. Click on the Basic data tab (Organization section) and,

Enter Company Code; Business Area & Plant (Refer Fig.) For Example:
Field Description Remarks
Person Responsible Enter the Person Responsible (60-DGM TP)
Start Date Enter the Start date of Project
Finish Date Enter the Planned finish date of Project
Company Code Select the relevant Project circle
Business area Select the Project Area
Plant Select the relevant Plant

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9. Click on Details –> Project Definition customer fields & enter the data

Open the below file to view the Project Definition Customer Fields;

Project Definition
Customer Enhancement Field.xlsx

10. Click on WBS Element Overview

11. Press Enter.

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12. Click on save .

Now , Click on WBS Element Overview
13. Select the respective WBS & click on at the bottom left corner. Select the relevant
Project Type & Person Responsible.

14. Now, Click on the Dates Tab. Enter the Basic start & Basic Finish Dates for the WBS
Element.

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15. Click on or press Enter.

16. Click on Details→WBS Element Customer Fields

17. Click on to the below file to view the WBS Element Customer Fields.

WTP WBS ELEMENT

CE FIELDS

18. Save the Project .

Note: WBS Element Customer Fields are to be filled for each WBS mentioned in the Project.
Change Project CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→Work Break Down Structure(WBS)→Change

Transaction CJ02
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For making any changes in the parameters once the Project is created the above menu path OR
the Transaction is to be used.

Display Project CJ03

Menu path Logistics → Project system → Project →Special Maintenance function

→Work Break Down Structure(WBS)→Display

Transaction CJ03

4.7 Send WBS Element for Detailing / Survey using Note Sheet

Change Project CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→Work Break Down Structure(WBS)→Change

Transaction CJ02

1. Select the WBS element &Click on details –WBS Element Customer fields

2 Click on Note sheet button

3 Enter the WBS element and employee id of the person to whom the note sheet is to be
sent.

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• In the Comment box add/see the comments and press

• If you want to see the details of the WBS element in edit mode press .
• If you want to see the details of the WBS element in display mode press
• If you want to see the document attached to the WBS Element press
• If you want to print the Note sheet press
• To see the Planned / Actual cost of the WBS element press
• To approve the Project Estimate (PE) press .
This button should be used by the Competent authority, at the Root WBS Element, to
approve the PE of all WBS Elements in a single shot.

Note: Project Estimate shall be approved by the competent authority.

4.8 Read Note Sheet received in the SAP Inbox

Read Note Sheet SBWP

Menu path Office → Workplace

Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on the
Note: The note sheet screen will appear. Add the details and forward it to next level, as
explained in the Step 4.

4.9 Create & Assign Survey Report to the Project

Create Document CV01N

Menu path Logistics → Project system → Documents →Document Management

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System→ Document→Create

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Transaction CV01N
1. On the entry screen, enter the Document Type ZPD

2. Press enter.
3. Enter the Description of the document.

4. Click on Open Original button & browse the File to be attached.

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5. File will be attached as shown below

6. To assign the document to a WBS Element, click on the Object Links tab and then
go to the WBS Element Tab. Enter the WBS Element No. and press enter.

7. Save the document .The Document number will be generated. Note down the
number.
4.10 Create & Assign Project related drawings to the Project
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Create Document CV01N

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Menu path Logistics → Project system → Documents →Document Management

System→ Document→Create
Transaction CV01N

1. On the entry screen, enter the Document Type e.g. ZCD /ZED (Civil / Electrical
Drawings).
2. Press Enter.

3. Enter the Description of the document.

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4. Click on Open Original button & browse the File to be attached.

5. File will be attached as shown below.

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6. To assign the document to a WBS Element, click on the Object Links tab and then go
to the WBS Element Tab. Enter the WBS Element No. and press enter.

7. Save the document. An internal no. will be generated. Note down the Document No.
4.11 Approve / Release Project Related Drawings

Change Document CV02N

Menu path Logistics → Project system → Documents →Document Management

System→ Document→Create
Transaction CV02N

1. On the initial screen, enter the Document Number.

2. Enter the Document Type e.g. ZCD / ZED
3. Press Enter.
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4. Change the Document Status to ‘Preliminary Approval’.

5. Repeat the procedure described above and change the Document Status to ‘Final
Approval’.

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6. Save the Document .

Note: Step 7 & 8 will be applicable only when some drawing works (e.g. civil drawings,
electrical wiring diagrams etc) is to be carried out in the Project.

4.12 Update the WBS Status to Survey Done through SAP Inbox and send
WBS for Survey Approval to competent Authority

Read Note Sheet SBWP

Menu path Office → Workplace

Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on the of the concerned WBS.

4. Click on the Open WBS Button .
5. Select the WBS Element.
6. Click on details
7. Click on .

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8. Check the Status Profile. Select the relevant status.

9. Click on Back & check the new status

10. Click on Back & Save

The note sheet screen will appear. Add the details and forward it to next level, as
explained in the Step 4.3 for the survey approval.

4.13 Release Survey Report for the Project

Change Document CV02N

Menu path Logistics → Project system → Documents →Document Management

System→ Document→Create
Transaction CV02N

1. On the entry screen, enter the Document Number.

2. Enter the Document Type ZPD (Project Documents).
3. Press Enter.

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4. Change the Document Status to ‘Released’ and save the document.

103Approved (SRVA)
4.14 Update the WBS Status to Survey

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Read Note Sheet SBWP

Menu path Office → Workplace

Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on the of the concerned WBS.

4. Click on the Open WBS Button .
5. Select the WBS Element.
6. Click on details
7. Click on

8. Check the Status Profile. Select the relevant status.

9. Click on Back & Check the new status

10. Click on back &Save

The note sheet screen will appear. Add the details and forward it to concerned person for
necessary action as explained in the Step 4.3.

4.15 Create Project cum Detailed Estimate

A Network represents the flow of Activities or Tasks in a Project. Network Header can be
used to default certain values for all the Activities in that Network.

Create Network CN21

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Create
Transaction CN21 104

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1. Select the Network Profile: BSNL_TP Transmission Project Network Profile

2. Enter Following data
Field Description Remarks
Network Type Select ZPS2
Plant Select the relevant Plant
MRP Controller Select the MRP Controller 001

3. Enter the Std. Network (If required) from which data is to be copied.
Network Profile

4. Enter description for the Network

5. Go to the Assignments tab and Enter Project Definition and WBS Element (Operative
Project).

6. Click on Save
7. Note down the Network number created.
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Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

For making any changes in the Network once it is created the above menu path or the
Transaction Code CN22 is to be used.

Display Network CN23

Menu path Logistics → Project system → Project →Special Maintenance function →

Network →Display
Transaction CN23

To view the Network created the above menu path or the Transaction Code CN23 is to be used.

4.16 Assign Internal Activity

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function
→Network→Change
Transaction CN22

1. Enter the Network number created and press Enter (Refer Fig. below)
2. Go to the Activity Overview .
3. On the Int. processing tab, enter the relevant description

4. Click on
5. Click on Save
4.17 Assign Material to an Internal Activity
Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change

Transaction CN22 106

1. Enter the Network number created and press Enter (Refer Fig. below).

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 ERP PS Module

2. Click on Activity Overview .

3. Select the internal Activity

4. Go to Component Overview
5. Search the relevant Material code through the Search option (F4)

6. Click on Start Search

7. Select the relevant material from the list.

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8. Enter following data.

Material Line wise enter the Material code required for the Activity
Requirement Qty Enter quantity to be procured.

9. Press Enter
10. Click on Save
Continue attaching the remaining required Items.

4.18 Assign & Explode Bill of Materials (Optional)

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

1. Enter the Network number created and press Enter (Refer Fig. below)
2. Click on Activity Overview
3. Select the Activity & Click on Component Overview at the bottom of the screen

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4. Enter following data.

Material Line wise enter the Material code required for the Activity
Requirement Qty Enter quantity to be procured.

5. Search the relevant Material code by Search option (F4)

6. Click on Continue
7. Double click on the Material.

8. Click on Component - Explode BOM

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9. Click on Continue. Select the Materials & click on Copy.

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10. Click on Save

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4.19 Assign Service Activity

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

1. Enter the Network number created and press Enter (Refer Fig. below)
2. Go to Activity Overview and click.

3. Press Enter.

Enter the Services and go to back

4. Select the Activity & Click on Details

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5. Enter the Purchasing data i.e. Purchasing Organization, Purchasing Group, Material
Group, Requisitioner.
6. Click on Back
7. Click on Continue , Save

4.20 Assign General Cost Activity

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

1. Enter the Network number created and press Enter (Refer Fig. below)
2. Go to Activity Overview .
3. On the Prim. Costs tab, enter the relevant description and assign it to the relevant WBS
Element. (Refer Fig. below)

4. Click on Save 112

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4.21 Define Relationship between Activities

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

1. Enter Network No.

2. Click on Activity Overview.
3. Select the Activity.

4. Click on to create relationship between activities:-

5. Activities can be linked together by assigning FS/SF/FF/SS relation by clicking on the

connect tab

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6. Click on Back
7. Click on Save (Ctrl+S)

4.22 Attach Milestone to an Activity

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function

→Network→Change
Transaction CN22

1. Enter the Network number created and press Enter (Refer Fig. below)
2. Go to Activity Overview
3. Select the Activity.
4. Click on Milestone Overview.
5. Milestone can be attcahed by following methods :
a) Use Standard Milestone – Click on Standard Milestone at the
Bottom of screen & Search for suitable Milestone.
b) Use Milestone Group – Click on Milestone Group at the bottom
of screen .Search & select the suitable Miestone Group. Double click on the relevant
Milestone Group. All the Milestones assigned to the group will be displayed on the screen
.
c) Define milestone – Enter the Milestone Usage & Description.
6. Select the Row of a Milestone & Click on Details

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7. Enter the Planned finish date & Percentage of completion.

8. Click on continue and Save

4.23Attach Milestone to a WBS Element

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02

1. Enter the WBS Element and press Enter (Refer Fig. below)
2. Go to WBS Overview
3. Select the WBS.
4. Click on Milestone Overview.

115 methods :
5. Milestone can be attcahed through the following

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a) Use Standard Milestone – Click on Standard Milestone at the

Bottom of the screen & Search for the relevant Milestone.
b) Use Milestone Group – Click on Milestone Group at the bottom
of the screen . Search & select the relevant Miestone Group. Press Enter & double click
on the Milestone.
c) Define milestone – Enter the Milestone Usage & Description.
6. Select the Row of a Milestone & Click on details

7. Enter the Plan Date of finish in ‘Fix`Date’ & Percentage of completion.

8. Click on continue. Save

4.24 Project Scheduling

Project Scheduling CJ29

Menu path Logistics → Project system → Dates →Scheduling

Transaction CJ29

1. Enter the Project number

2. Click on the Sched. Basic dates button

3. On Next Screen Select:- Network & Maintenance/service Order

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4. Click on Execute . “Scheduling Carried out”

5. Click on to Check Scheduled Dates for the WBS Element.
6. Select the TOP WBS Element.
7. Click on to view Gantt chart.
8. Click on Save (Ctrl+S) .

4.25 Update the WBS Status to PE cum DE Created and sending for
Approval

Read Note Sheet SBWP

Menu path Office → Workplace

Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on the of the concerned WBS.

4. Click on the Open WBS Button .
5. Select the WBS Element.
6. Click on details
7. Click on

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8. Check the Status Profile. Select the relevant status.

9. Click on Back &Check the new status

10. Click on back &Save .

The note sheet screen will appear. Add the details and forward it to concerned person for
necessary action as explained in the Step 4.3.
4.26 Read Note Sheet received in the SAP Inbox
Note sheet SBWP

Menu path Office → Workplace

Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on .
4. The note sheet screen will appear. Add the details and forward it to next level, as
explained in the Step-4.3.
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4.27 Review Project Estimate

After receiving the mail, the Project estimate can be reviewed by using this report. This report
will give the details of Plan/Actual/Commitment for a Project.
Structure Overview CN41

Menu path Logistics → Project System → Information System → Structures

→ Structure Overview
Transaction CN41
Code
1. Enter PS Info prof. Z00000000001
2. Enter Project number

3. Click on Execute.
4. Check the Plan, Actual & Commitment column.

5. Click on Back.

4.28 Update the WBS Status to PE cum DE Concurred (PEFI)

Read Note Sheet SBWP

119
Menu path Office → Workplace

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Transaction SBWP

1. Click on Inbox icon

2. Go to Workflow folder within Inbox.

3. Click on the of the concerned WBS.

4. Click on the Open WBS Button .
5. Select the WBS Element.
6. Click on details
7. Click on

8. Check the Status Profile. Select the relevant status.

9. Click on Back &Check the new status

10. Click on back &Save

4.29 Update the WBS Status to PE cum DE Approved

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance

function →WBS →Change
Transaction CJ02
1. Enter the PD number. Press Enter.
2. Select the Top level WBS element and go to Details.
3. WBS Element Customer Fields.
4. Click on Notesheet button.

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5. Now send the note sheet to the approving authority by Send Mail option .
6. Approving authority(DGM/SSA Head) will check the SAP Inbox (TCode-SBWP) and
open the notesheet in his user.

7. SSA Head/DGM will approve directly from the icon available

in notesheet screen.
8. Message “Project approved” will appear.
9. Click on Back &Check the new status

10. Click on Save .

4.30 View Approved PE/DE/RE PDF Documents

ZPEDE /
View approved PE/DE/RE Documents
CJ02
Menu path N/A
Transaction ZPEDE / CJ02
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1. Enter the WBS element number

2. Click on Execute
3. Click on the Document number

Note: Document appears and the same can be downloaded in the local system.
Alternatively, Approved PE/DE/RE can be viewed through CJ02 also.
• Select the Relevant WBS Element

• Go to WBS Element Tab - Document Overview Tab

• Select the Relevant Document

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• Click on

4.31 Link WBS Element to an Investment Program Position

Please Refer Budget Allocation User Manual

4.32 Budget Distribution to the Project

Please Refer Budget Allocation User Manual

4.33 Plan for Project Wise Activities (SKF – Statistical Key Figure)

Plan SKF CJS2

Menu path Logistics →Project System →Financials→Planning→Statistical Key

Figures→Change
Transaction CJS2

1. Enter Version, From & To Period, Fiscal Year, Relevant WBS Element, &, Stat.
Key Figure

2. Click on the ‘Overview screen’ (F5)

On the overview screen, enter:
Current Plan Value

3. Select the Row

4. Click on Period Screen

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5. Enter the Month wise Plan Values

6. Click on Save (Ctrl+S)

4.34 Update the System status of a WBS Element to Released

Project Release CJ02

Menu path Logistics →Project System →Project→Special Maintenance

Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element
3. Go to Menu to Menu Bar → Edit Option → Status → Release (Refer Fig. below)
4. This will change the System Status from Created to Released.

Following error message might appear while changing the status to Release.

In that case, co-ordinate with Finance to run the transaction IM52 (Budget Distribution) &
CJBV (Activate Availability Control).
5. Check the status
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6. Similarly change the status of all other WBS Elements & the the Project Definition.
7. Click on Save.

4.35 Update the System status of a Network to Released

Change Network CN22

Menu path Logistics →Project System →Project→Special Maintenance
Functions→Network→Change
Transaction CN22

1. Enter the Network No.

2. Go to Menu Bar → Edit Option → Status → Release (Refer Fig. below)
3. This will change the Network Status from Created to Released

4. Check the status

5. Click on Save

4.36 Post Actual SKF during the Project Execution phase

SKF Posting KB31N

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Menu path Logistics →Materials Management →Foreign Trade/Customs→General

Foreign Trade Processing→Environment →Sales Export→Sales→Product
Cost by Sales Order→Actual Postings→SKF
Transaction KB31N

1. Select Screen variant and Input type

2. Enter the Relevant WBS Element

3. Select the Relevant SKF

4. Enter Quantity

5. Click on Save

4.37 Update the WBS Status to Revised Estimate Created

Change WBS CJ02

Menu path Logistics →Project System →Project→Special Maintenance
Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .
Note: All FI Postings or any other type of cost booking will not be possible until revised
estimate statuses are active for a WBS Element.

4.38 Update the WBS Status to Revised Estimate FI Concurred

Change WBS CJ02

Menu path Logistics →Project System →Project→Special Maintenance
Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.39 Update the WBS Status to Revised Estimate Approved

Change WBS CJ02

Menu path Logistics →Project System →Project→Special Maintenance

Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save

4.40 Activity Confirmation

Change Network CN22
Menu path Logistics →Project System →Project→Special Maintenance
Functions→Network→Change
Transaction CN22

1. Go to the Activity Overview on the Header Details screen of the Network :-

2. Go to the tab for Int. Processing as shown below and select the internal activity

3. Click on the Confirmation icon on the lower part of the screen

4. On the Next screen carry out the following steps
129 for Partial Confirmation of the Activity
5. Enter the Start and Finish Date in the respective fields as shown below:-

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6. Select the Reason by selecting the Reason ID

7. Press Enter.
8. Click on the “Back” button.
9. Save the Network.
10. Ignore the Warnings.
11. Click on Final Confirmation and Completed Indicators for Full and Final Confirmation by
repeating the above steps for the same activity

12. Click on Back icon.

13. Click on Save (Ctrl+S)

4.41 Milestone Confirmation assigned to a WBS Element

Change WBS CJ02
Menu path Logistics → Project system → Project →Special Maintenance
function →WBS →Change
Transaction CJ02
1. Enter the WBS Element No. and press Enter (Refer Fig. below)
2. Go to WBS Element Overview.
3. Select the WBS Element.
4. Click on Milestone Overview.
5. Select the Row of a Milestone & Click on details
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6. Enter the Actual Date.

7. Click on Back .
8. Click on Save (Ctrl+S) .

4.42 Milestone Confirmation assigned to an Activity

Change Network CN22

Menu path Logistics → Project system → Project →Special Maintenance function
→Network→Change
Transaction CN22

1. Enter the Network no. and press Enter (Refer Fig. below)
2. Go to Activity Overview.
3. Select the relevant Activity.

4. Click on Milestone Overview at the bottom of the screen .

5. Select the Row of a Milestone & Click on details

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6. Enter the Actual Date.

7. Click on Back .
8. Click on Save (Ctrl+S) .

4.43 Update the WBS Status to Offered For AT

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .
Note: - At this status user can attach any relevant documents on the WBS element to carry out
AT (for reference.)

4.44 Update the WBS Status to List of Pending Points / Shortcoming from
AT (If Any)

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02
1. Enter the WBS Element No. Press Enter.
2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.45 Update the WBS Status to clearance of Pending Points (If Any)

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02
1. Enter the WBS Element No. Press Enter.
2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.46 Update the WBS Status to Relaxation for Pending Points Not Cleared
(If Any)

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02
1. Enter the WBS Element No. Press Enter.
2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.47 Update the WBS Status to Provisionally Fit for Commissioning

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.48 Update the WBS Status to Declared Fit for Commissioning

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back & Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.49 Update the Status of a WBS Element to TECO (Technically

Complete)

Change WBS CJ02

Menu path Logistics →Project System →Project→Special Maintenance

Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Go to the Menu Edit → Status → Technically Complete (Refer Fig. below)
4. This will change the System Status of the WBS Element to Technically Complete.

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5. Check the status

6. Click on Save

4.50 Update the Status of a Network to TECO (Technically Complete)

Change Network CN22

Menu path Logistics →Project System →Project→Special Maintenance

Functions→Network→Change
Transaction CN22

1. Enter the Network No.

2. Go to Edit → Status → Close Technically (Refer Fig. below)
3. This will change the Network Status to Technically Complete.

4. Check the status

5. Click on Save .
Note: At TECO status the user will not be allowed to expand the project structure. Planning in
139 cost can however be posted to the WBS
Projects as such is not allowed at this status, Actual
element.

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4.51 Update the WBS Status to Commissioning Done

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function
→WBS→Change
Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save

4.52 Update the WBS Status to Offered for Taking Over

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function

→WBS→Change
Transaction CJ02 140

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1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save .

4.53 Update the WBS Status to Taken Over

Change WBS CJ02

Menu path Logistics → Project system → Project →Special Maintenance function
→WBS→Change

Transaction CJ02

1. Enter the WBS Element No. Press Enter.

2. Select the WBS Element.
3. Click on details

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4. Click on

5. Check the Status Profile. Select the relevant status.

6. Click on Back &Check the new status.

7. Similarly change the status of other WBS Elements.

8. Click on Save
4.54 Attachment of Completion Report/ Management Certificate

Management Certificate/Completion Report ZPS_CR

Transaction ZPS_CR

1. Enter the WBS Element No.

2. Enter Certificate Type.
3. Enter Name of SSA.
4. Enter Name of SDCA.
5. Enter Location.
6. Enter Name of Asset. 142
7. Enter % of work completed.

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8. Execute.

9. Select the line.

10. Go to print button.

11. Click on Print Preview Button.

12. Completion Certificate in format will appear.

13. Print the Certificate, get it Signed.
14. The same will be attached through T-Code CV01N as described in Step No. 6 to the
concerned WBS for closure

4.55 Update the System Status of a WBS Element to Closed

Change WBS CJ02

Menu path Logistics →Project System →Project→Special Maintenance
Functions→Work Break Down Structure (WBS)→Change
Transaction CJ02
143
1. Enter the WBS Element No. Press Enter.

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2. Select the WBS Element.

3. Go to Menu to Menu Bar → Edit Option → Status → CLSD (Refer Fig. below)
4. This will change the System Status from Technically Complete to Closed.

5. Check the status

6. Click on Save .
Note: Once Closed Status is set, no actual cost can be posted to the WBS element.
1. Transactions for Project Monitoring:-

1. Monitor Project Structure (CN41)

• Enter Database Profile Value after executing the Transaction Code

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Enter the Following Information:-

• Project Definition, WBS element or Network No. in Single or Multiple Selection

• Press Execute
• Note the Output
• To Change the layout click on the icon on the top and select the desired fields.
• Remarks:- In the output of this report user can access information as per a no. of
categories viz.

2. Monitor Project Cost (CJI3)

• Enter Controlling Area :- 1000

• Enter Database Profile:- 000000000001
• Enter the Following Information:-
• Project Definition, WBS element or Network No. in Single or Multiple Selection
• Press Execute
• Note the Output

3. Monitor Project Milestones (CN53)

• Enter Controlling Area :- 1000

• Enter Database Profile:- 000000000001
• Enter the Following Information:-
• Project Definition, WBS element or Network No. in Single or Multiple Selection
• Press Execute
• Note the Output

4. Monitor SKF PLAN& ACTUAL(S_ALR_87013548)

• Enter WBS Element.

• Financial year.

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Execute.

4.56 CONCLUSION
From this lesson trainees will be able to understand about the ERP PS module.
Trainees will be able to Plan, Control& Organize all the activities carried out during the
course of a Project.

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5 SAP FICO MODULE

5.1 INTRODUCTION
SAP FICO is the Finance and Cost controlling module in SAP ERP, where FI stands
for Financial Accounting, and CO stands for Controlling. SAP FICO module is very robust
and covers almost all business processes encountered in various industries and there are 5
SAP FI sub modules: AP, AR, GL, ASSET, BANK accounting
The Financial Accounting (SAP FI) module in SAP is designed to capture organizations
business transactions in a manner that will satisfy external reporting requirements. Local
legal considerations are pre-delivered with the system and the ability to manage and report on
multiple companies in multiple countries with multiple currencies is part of standard
functionality.
5.2 Financial Accounting - sub-modules
a) General Ledger (FI-GL)
b) Accounts Payable (FI-AP)
c) Accounts Receivable (FI-AR)
d) Bank Accounting (FI-BL)
e) Asset Accounting (FI-AA)
f) Funds Management (FI-FM)
g) Travel Management (FI-TV)
h) Special Purpose Ledger (FI-SL)
5.3 SAP Controlling (SAP CO)
The purpose of the Controlling (CO) module in SAP is to provide organizations with a
method of slicing and dicing data to view costs from an internal management perspective and
provide a view of profitability beyond that of basic financial reporting. This allows the
organization to create information in a manner that is tailored to their specific business
measurements needs.
5.3.1 Controlling consists of following master data
Cost Elements - Cost and/or revenue accounts.
Cost Centres – Network elements/Line of Bussiness /Departments.
Profit Centres - Business lines, product lines or divisions.
Internal Orders – Towers/exchanges.
FICO – Organizational Structure Important terms
✓ Company

✓ Company Code

✓ Business Area

COMPANY CODE
The smallest Organizational unit of financial accounting for which a complete self- contained
set of accounts can be drawn up for the purpose of External Reporting.
147and generating all supporting documents
This includes recording of all relevant transactions
for financial statements.

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FICO – Organizational Structure
An Organizational unit of Financial accounting that represents separate area of operations or
responsibilities within an Organization and to which the value changes recorded in Financial
Accounting can be allocated.
Financial Statements can be created for Business Areas for internal reporting purposes.
Organization
BSNL COMPANY structure of
(1000)
BSNL for
SAP/FICO
Corporate Office
1010

Karnataka 1021 Maharashtra 1024 ALTTC 1080

Karnataka Circle Bangalore SSA

Office Belgaum SSA
Business Area 2102 Business Area 2103
Business area 2101

Cost Center
Profit center CFA-
2103102
10000
Infrastructure Civil

Profit center CM- Cost Center

20000 2103201 CFA

Cost Center
Profit center LC - 2103302 Finance &
30000 Accounts

Profit center
Towers CMTS-40000

Profit center
External Projects -
90000

Figure 71: Organizational Structure

Essential Inputs for Data Entry
• POSTING DATE / DOCUMENT DATE/ENTRY DATE

• POSTING PERIOD

• DOCUMENT TYPE

• POSTING KEYS

• PROFIT CENTER

• COST CENTER

• WBS
148
• INTERNAL ORDER

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• ASSIGNMENT

• REFERENCE

POSTING DATE
Posting date is the base for FI . It is the date on which posting of transactions takes place in
books of accounts.
DOCUMENT DATE
Document date is the date of the supporting document for e.g. Invoice Date and is only for
information.
• ENTRY DATE
Actual date of entry/system date automatically recorded by system for audit purpose.
• REFERENCE

• In reference field input is to be given regarding supporting document unique number

For E.g. while entering vendor invoice in reference field we have to enter invoice
number.

• Posting Period

• In SAP, 1st month of fiscal year i.e. April is denoted by 01,May by 02 and so on .

• Thus there are 12 posting period and 4 special periods in Finance 13,14,15 & 16.
Currently we are using only 13th period prepare our March (Final ) Trial Balance.

• Document Type

• The document type is used in SAP to specify the nature of transaction and account type.
For example:

• SA –General Ledger documents.

• KA-Vendor Document.

• DA-Customer Document.

• Complete list of document type is readily available to end user by pressing F4 key.

POSTING KEYS
In SAP Posting keys are used to identify debit ,credit and account type. Some of the standard
posting keys are as follows:
40-Debit GL 09-Customer Sp GL Debit
50-Credit GL 19-Customer Sp GL Credit
01-Debit Customer 29-Vendor Sp GL Debit
11-Credit Customer 39-Vendor Sp GL Credit
21-Debit vendor
31-Credit vendor 149
Complete list of posting keys is readily available to end user by pressing F4 key.

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PROFIT CENTER
In BSNL, different LOBs have been created as Profit centers to determine their profitability.
10000- Consumer Fixed Access.
11000- Broadband
20000-Consumer Mobility.
30000-Leased Circuits.
40000- Tower Consumer Mobility.
41000- Tower USO.
90000-External Projects
Profit Center needs to be given for Income, Assets & Liabilities GLs.
Cost Centre
Equivalent of GL code in FI module is Cost Center in CO module and is used to analyze the
expenditure and prepare management reports. It is a to be selected according to the nature of
Expenditure being incurred from Drop Down Menu available on pressing F4 at the time of
booking of expenditure in system. Cost Center is essential Input for Expenditure GLs. Profit
Centers are in turn linked with cost centers in system and are automatically derived and end
user need not give profit center in case of expenditure GL codes.
Each business area has a separate set of cost centers uniquely applicable to them
• Cost center is seven digits and numbering pattern is as follows:

• XXXX 1 or 2 or 3 XX

Business area 1 Network elements Sequential number

2 Profit centers
3 Departments
While choosing cost centers at the time of booking expenditure first we must try to
correlate expense with and chose cost center out of set in which 5th digit is 1. If it is not
possible we shall move below and try to correlate and chose cost center out of set in which 5 th
digit is 2 and if even that is not possible we shall move below and to correlate and chose cost
center out of set in which 5th digit is 3.
• Cost center is seven digits and numbering pattern is as follows:

• XXXX 1 or 2 or 3 XX

Business area 1 Network elements Sequential number

2 Profit centers
3 Departments
While choosing cost centers at the time of booking expenditure first we must try to
correlate expense with and chose cost center out of set in which 5th digit is 1. If it is not
possible we shall move below and try to correlate and chose cost center out of set in which 5 th
digit is 2 and if even that is not possible we shall move below and to correlate and chose cost
center out of set in which 5th digit is 3.

In case of capital expenditure instead of cost centers relevant WBS number to be selected
from Drop Down Menu. WBS is work break down structure and is equivalent of detailed
estimate number in our legacy system. Based on selection of WBS no the capital expenditure
is first booked in CWIP in Trial Balance and after capitalization it is transferred to concerned
asset cost in fixed asset register.
(1) PS Clearing GL A/c. (With WBS element) Dr.
To GR/IR Cr.
150
(2) GR/IR A/c. Dr.

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To Vendor Cr.
When the user runs the Settlement Process at the Month end, the following entry is
automatically posted:
AUC Dr.
PS Clearing GL A/c. (With WBS element) Cr.

5.4 PROCESS OF BANK RECONCILIATION IN SAP

Business Process Description Overview
SAP provides functionality for the input of bank statements. A statement is entered for every
house bank/ account ID combination.
This chapter explains how to capture the bank statements and post processing of captured
bank statements in the SAP system.
SAP provides functionality for the input of bank statements. A statement is entered for every
house bank/ account ID combination.
This chapter explains how to capture the bank statements and post processing of captured
bank statements in the SAP system.
This transaction allows the user to upload bank statements with the help of Interface
(ZFI057) in the SAP.
In SAP, The bank reconciliation has two process,
First, uploading bank statement through an interface,
Second, is to post uploaded statement in the SAP
Before capturing the bank statement, the following steps are necessary: obtain a
Bank Statement and verify all the entries before capturing and errors should be corrected
before capturing or uploading the statement on the SAP system.
Following are the input field require in this module
Input - Required Fields Field Value / Comments
Bank key Enter the IFCS code of the bank
Bank Account Enter the Bank Account No.
Currency Enter the currency for amount(INR)
Statement Number Enter the statement number for Reconciliation
Statement Date Enter the statement date
Opening Balance Enter the opening Balance in the Statement
Closing Balance Enter the Closing Balance in the Statement
Posting Date Enter Current Date
Transaction Enter the type of Transaction
Value Date Enter the date of Transaction given in the bank statement
Amount Amount of Transaction
Posting Date Enter Current Date
5.5 Uploading the bank statement in the system
Via Transaction Code ZFI057

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Specify the path of file in the presentation server and the uploading format is given below,

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Figure 72:
Field Name Description R\O\D Values
Transaction ID Enter the type of R Enter the Transaction
Transaction ID. List of
Transaction ID is
given below,
ZBAS = Auto Swipe
ZBIN = Unidentified
transaction
ZBOP = Outgoing
payments
ZBIP = Incoming
payments
Value Date Enter the date of R Enter the date of
Transactions(line items) Transactions(Line
given in the bank items) given in the bank
statement statement
Amount Amount of R Amount of
Transaction(Line item in Transaction(Line item
bank statement) in bank statement)
Allocation Enter the check R Enter the check no/
number/Challan number challan no. given in the
statement
Enter the check R Enter the check no/
number/Challan number challan no. given in
the statement
Enter Posting date R Enter Posting date
Table 2.

Click execute button to uploading the bank statement,

After uploading bank statement, new screen will152

open automatically

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Now, to enter the data in the fields shown in the above mentioned screen shot, there are
two options, first, Click on the Button, after clicking on the overview
button select any line item, which contain information related to Bank Account and
second option is to enter the data manually
Field Name Description R\O\D Values
Bank key Enter the IFCS code of R SBIN0050701
the bank
Bank Account Enter the Bank Account R 39313813571
No.
Currency Enter the currency for R INR
amount
Statement Number Enter the statement R Enter the number
number for
Reconciliation
Statement Date Enter the statement date R Current Date
Opening Balance Enter the opening R Enter opening
Balance in the Statement Balance of statement
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Closing Balance Enter the Closing R Enter closing
Balance in the Statement Balance of Statement
in the system
Posting Date Enter date of uploading O Enter date of
bank statement uploading bank
statement Enter
Current Date
By clicking over view tab

Select line item and Click on the Button,

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Enter the closing balance of bank Statement in the

Field, Example Rs.184,000/-
Click on the Enter button to confirm your entries and continue.
The Batch Session created in the system for posting of Bank statement.

The system task is complete

5.6 Run batch processing

Via Transaction Code SM35

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Select the line item for Batch Run

Click on Button for Batch Run

Select the radio Button for “Display errors only” & check the box “Extended Log” for
posting bank statement.

Then Click on Button.

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The Batch, process successfully

For viewing, the accounting Document posted during Bank Reconciliation, follow the
menu path,
Via Menus SAP Easy Access Screen →Accounting →Financial
Accounting →General Ledger →Document →FB03
Document Display

Via Transaction Code FB03

Enter the Input Data in the above mentioned field with the help of below mentioned
information.

Field Name Description R\O\D Values

Document No Enter the Document No R Processed in Batch Run
created in Batch Run by clicking the
document list button
Company Code Enter GL Account R 2021
Fiscal Year Enter the Fiscal Year O 2010

Then Click on Button

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Reconciliation Statement
5.7 Bank Reconciliation Statement
Via Transaction Code ZBANK_BRS

Field Name Description R\O\D Values

Company Code Enter the company code R 1100
House Bank Enter the House bank R 80001
Bank ID Enter Account ID of the R 80101
bank
Statement No Enter the statement no R 18
uploaded.
Statement date Enter the date of bank R Enter the date of
statement statement

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Then click on Button

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Click on Print preview Button to display the Bank Reconciliation

statement

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5.8 Temporary Advance Request Process
1) Create temporary advance request through T-code ZFI069_2_1
2) Click on Create. Employee Number (vendor code), Company Code, Business Area will
come by default.

1) In the Expenses Tab , select the Reason code for applying the advance and enter the
amount. Enter the Text in the comments box. The following screen will appear-
2) Click Save. Amendments can also be made by Change tab before submitting it for
approval.
3) Submit for approval after checking. On Submission , below message will come

Workflow for Approving Temporary Advance Request

i. First level of Approval ( SDE )

1) Concern SDE will login with his id and by using T-code SBWP will go to his mailbox.
2) Select Inbox → Workflow. It shows the respective Request No, say “T00000000346 is
pending for approval”
3) On clicking the request Number , the approver can view the Temporary Advance
Request details as shown below-

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4) Click , the Decision box appears with three alternatives as shown below –

a) OK : Select if the request details are correct and approver wants to finally approve the
request
b) NOT OK : Select if the request details are not correct and sending the request back to
the initiator for some changes in the amount or reason for advance.
c) Cancel and keep work item in Inbox : Select if approver has to keep the request on
hold for some time for decision.

5) In case the approver selects Ok option , then next screen for Comments will open in which
the approver has to enter the text.

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6) Click
7) Then request status will be updated and request will move to next level for approval
ii. Second Level of Approval ( DE )
1) Concern DE will login with his id and by using T-code SBWP will go to his mailbox
2) Select Inbox → Workflow . It shows the respective Request No, say “T00000000346
is pending for approval”
3) Here, on request to display , the DE can also view the SDE comments additionally.
4) Same option of Ok , NOT Ok and Cancel and keep work item in Inbox
5) If the approver selects OK Option, the same comments box will appear for giving the
comments
6) On final click the request status will be updated and it shows request send to AGM
for approval

iii. Third level of Approval (DGM)

1) Same process will be followed here, Concern DGM will login with his id and by
using T-code SBWP will go to his mailbox
2) On clicking the request , DGM can check the remarks given by previous approvers
3) The same approval option will come, Select Ok and Add comments and click ,
The request status will be updated and will be send to next level for approval

vi Fourth level of Approval IFA

1) Same process will be followed here , IFA will login with his id and go to Tcode
SBWP ( mailbox )
2) On clicking the request , IFA can check the remarks given by previous approvers
3) It is to be noted that here at IFA level , the alternatives “Make Amendment” will
also be available for him. The IFA has the authority to make changes in the advance
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OK : For approval and payment

Not OK : For rejecting the request . In this case also request goes to GM level
Make Amendments: To make changes in the advance amount claimed
Cancel and keep work item in Inbox : For keep approval on hold

4) In case OK is selected, the same comment box will appear.

5) The comments are mandatory for IFA position , in case he did not gives his
comments , then he will receive below message –

6) After giving the comments, click on

7) Request status will be updated and it is send to next level for approval
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v) Final Level of Approval ( GM )

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1) Same process will be followed here , GM will login with his id and go to Tcode
SBWP ( mailbox )
2) Since he is the final approver , then the below alternatives will be available for him

3) Here Approver selects the option APPROVE , give his comments and finally
4) Here approver comments are mandatory and in case of no comments added , The
error message box will appear
5) adds comment and press
6) On final approval , the settlement will be treated as approved and automatically the
expense entry will be generated in the system . The document number will be
updated in the settlement screen.
7) Clicking on the document number , the user can view the expense entry
8) The settlement number will be updated in the Reference Field

Temporary Advance Settlement Process

1) Use T-code ZFI069_2_2, for settlement of temporary advance.
2) Give the advance request number and Click on Create
3) Following screen will appear-

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4) In the Tab , the approved amount against different expense heads will
come by default . Entries in the Settled amount and Number of Bills will filled based

on entries against the expense bill will be entered in the part.

5) Select appropriate Reason Code. Based on the selected Reason code , the GL account
selection will be available in the GL account column .
6) Enter other details like vendor name, bill date, bill no., etc.

7) The total amount of the expenses cannot exceed the total advance approved amount .
In case total bill amount is more system gives the error message at time of saving the
settlement.

8) Entry in every column is mandatory for every bill entry. Once all details are entered ,
user can Save the request .

9) In case of refund of any amount, the same has to be submitted at the Cash section which
in return will provide the document no., the no. needs to be entered in the refund tab.

10) For Submitting the settlement to claim officer and for approval , go to change option

and click on 166. No change can be done after settlement is

submitted for approval.

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11) The status of the same can be viewed under History tab

5.9 Work flow for Temporary Advance Settlement

Once the temporary Settlement is submitted to claim officer , then same will be
pending at claim officer for acknowledgement. All the employees in particular SSA
will be attached to particular claim officer and all the settlement submitted by
those employees will be pending at that claim officer only . Now user has to take
printout and attach all the hard copies of the expense bills and submit same to
claim officer
Claim officer will login to his system and go to Tcode ZFI069_3_1. Following
screen will appear

The claim officer first has to acknowledge the receipt of document and afterwards
submit for further approval, if he found it correct.
i. First level of Approval ( SDE )
1) Concern SDE will login with his id and go to Tcode SBWP for the mailbox
2) Select Inbox → Workflow . It shows the respective Request No say T00000000346
pending for approval
3) On clicking the request Number , the approver can view the settlement details, the
following screen will appear-

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4) Click
5) The Decision box appears with following three alternatives-

a) OK : Select if the request details are correct and approver wants to finally approve
the r request
b) NOT OK : Select if the request details are not correct and sending the request back
to the initator for some changes in the amount or reason for advance
c) Cancel and keep work item in Inbox : Select if approver has to keep the request on
hold for some time

6) Approver selects Ok option , then next screen for Comments will open
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7) Click , the request status will be updated and request will move to next level for
approval
8) The Comments will be updated in the Remarks column and the long text will be
updated in the , which can be displayed under History tab.
ii. Second Level of Approval ( DE / AGM)
1) Concern DE will login with his id and go to Tcode SBWP for the mailbox
2) Select Inbox → Workflow . It shows the respective Request No say T00000000346
pending for approval
3) On clicking the request Number , the approver can view the settlement details
screen.
4) Here on request display , the DE can also view the SDE comments, Same option of
Ok , NOT Ok and Cancel and keep work item in Inbox will be available
5) In case, the approver selects OK Option, same comments box will appear for giving
the comments
6) On final click the request status will be updated and it shows request send to
AGM for approval

iii . Third level of Approval (DGM)

1) Same process will be followed here, On clicking the request , DGM can check the
remarks given by previous approvers
2) The same approval option will come, Select Ok and Add comments, click , Request
will be updated & will go to next level of approval

iv Forth level of Approval IFA

1) Same process will be followed here , IFA ( GM ) will login with his id and go to Tcode
SBWP
2) On clicking the request , IFA can check the remarks given by previous approvers
3) At IFA level , then the below alternatives will be available for him

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OK : For approval and payment

Not OK : For rejecting the request. In this case also request goes to GM level
Make Amendments : To make changes in the advance amount claimed
Cancel and keep work item in Inbox : For keep approval on hold
4) Here , IFA selects OK, the comments are mandatory for IFA position , in case he did
not gives his comments , then he will receive below message

5) Add comments , Request status updated and it is send to the next level for approval
iv. Final Level of Approval ( GM )
1) Same process will be followed here, Since he is the final approver , then the below
alternatives will be available for him

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2) Here Approver selects the option APPROVE , give his comments and finally
Here approver comments are mandatory, in case not given then the error message will
appear.
3) On final approval , the settlement will be treated as approved and automatically the
expemse entry will be generated in the system . The document number will be updated
in the settlement screen
4) Clicking on the document number , the user can view the expense entry, The settlement
number will be updated in the Reference Field

Points to Remember
1) The level of approving authority will be different under different territorial Circles.
2) The initiator can review the status of his Temp Adv Request under the History tab.
3) In case, the advance is marked as NOT OK by any approver, it will automatically revert
back to the initiator. After amending it, the initiator has to submit it again and the entire
workflow process will again be followed as mentioned above.
4) The limit for requesting temporary advance will be maintained separately for each
Company Code and Businesss Area
5) At the time of requesting for advance , system will check the advance limit for the
combination of Company code and Business area and in case the amount claimed is
more than the prescribed limit , then the error message will appear
6) Different Reasons for applying Temporary advance are predefined and only same can
be used at the time of applying Temporary advance
7) One claim officer per SSA (Business Area) is being mapped. All the settlement request
within one SSA will directly go to the same Claim officer

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5.10 Business Process Description Overview
Business Process Description Overview

Invoice verification against purchase order is covered in this course, the verification process is
based on purchase order and vendor’s invoice is accepted in the system. This course covers all
procurement made against purchase order whether such procurement for goods, service & Capital
goods.

Acceptance of invoice creating the liability for vendor to be paid in the books of accounts.

This Course covers the invoice verification, Display Purchase order, Display Goods Receipt,
Credit Memo & Cancelation of Vendor Invoices.
Input - Required Fields Field Value / Comments
Invoice Date. Vendor’s Invoice Date
Posting Date Enter the Invoice posting date
Amount. Enter Invoice Amount
Calculate Tax. System automatically calculate the amount of Tax on
the basis of condition type
Purchase Oder No. Enter the purchase order no.

5.11 Invoice Verification against Purchase Order

Via Menus Logistics → Materials Management → Logistics Invoice
Verification → Document Entry → MIRO - Enter Invoice

Via Transaction Code MIRO

Enter the Input Data in the above mentioned field with the help of below mentioned table

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Enter the Input Data in the above mentioned field with the help of below mentioned table

Field Name Description R\O\D Values

Invoice Date. Enter Vendor’s R 10.07.2010
Invoice date
Posting Date Enter the Invoice O System automatically
posting date fills the current date
but it can be change.
Amount Enter the Invoice R Rs. 49,855.60
Amount
Calculate Tax To calculate the R Check the Box

amount of Tax on
the basis of
condition type
Tax Code Select the condition R Select the same code
which is shown in the
code from drop PO or left blank in
down option the case of PO
contain multiple Tax
code.
Purchase order No Enter the created R Enter the PO created
4200000482
purchase order no.
You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button 173 . For
Example: PO NO. 4200000482.

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Click on the Enter button to confirm your entries and continue.

Click Simulate Button .

To post the vendor invoice, click Post Button .

The message bar displays “Document no. 5105600233 created”.

The system task is complete

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5.12 Display Invoice Document.
Via Menus Logistics → Materials Management → Logistics Invoice
Verification → Further Processing→ MIR4 – Display
Invoice Document

Via Transaction Code MIR4

Enter the Input Data in the above mentioned field with the help of below mentioned table

Field Name Description R\O\D Values

Invoice Document The Invoice document R 5100234193
No. No created in MIRO
Fiscal Year Enter the fiscal year O 2021

Click on the Enter button to confirm your entries and continue.

Then click on button to display accounting document no. which

is generated at the time of MIRO 175

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Double Click on the Accounting Document to display FI Document.

Click on the Exit button or press Shift+F3 to return to the SAP Easy Access
Screen.

The system task is complete.

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5.13 Display Purchase order
Via Menus Logistics → Materials Management → Purchasing→
Purchase order→ Create→ ME23N– Display Purchase
Order

Via Transaction Code ME23N

Click on the button to enter the Purchase order number.

Enter the Input Data in the above mentioned field with the help of below mentioned table

Field Name Description R\O\D Values

PO Enter the purchase R 4700887288
order no. 177

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Then system displays the Purchase Order.

The system task is complete.

5.14 Display Goods Receipt

Via Menus Logistics → Materials Management → Purchasing→
Purchase order→ Follow on Functions→ MIGO – Goods
Receipt

Via Transaction Code MIGO

Then click on the

button to
display the Goods Received.

Enter the Input Data in the above mentioned field with the help of below mentioned table

Field Name Description R\O\D Values

Select the Option Enter the Material R 5000001046
from drop down- Document No. to
Display display.

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Click on the Enter button to confirm your entries and continue.

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5.15 Display Service Entry Sheet

Via Menus Logistics → Materials Management → Service Entry
Sheet→ ML81N- Maintain.

Via Transaction Code ML81N

Then Click Button to view the Service Entry Sheet.

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Enter the Input Data in the above mentioned field with the help of below mentioned table

Field Name Description R\O\D Values

Purchase Order Enter Purchase Entry R 4200000482
Entry Sheet Entry Service Sheet O 5000000611
No.

5.16 Enter MIRO ‘Subsequent Credit’

A vendor made a mistake regarding the quantity to be invoiced and you asked for a credit memo
for material as well as service. Now you received a credit memo and you need to post it.

Via Menus Logistics → Materials Management → Logistics Invoice

Verification → Document Entry → MIRO - Enter Invoice

Via Transaction Code MIRO

Then Click on the Button, select the

credit memo.

You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button . For
Example: PO NO. 4200000482.

Click on the Enter button to confirm your entries and continue

How to see status of the workflow initiated for payment block removal of a FI document.
A document has been initiated for payment block removal. Now it is in the workflow. How
can i know with whom the document is lying in the workflow.

Ans: Use t-code FB03 and do the following procedure. ( you can go from FBL1N also and
double click on relevant vendor line item to view the document instead of using t-code FB03
to view the document, choice is yours). Give FB03 and press enter, following sc

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6 ERP SD MODULE
6.1 LEARNING OBJECTIVE
In this chapter we will discuss the following points
• Overview of SD Module
• Overview of CM Sales
• SD Module Significance

6.2 OVERVIEW OF SD MODULE

6.3 SD Module:
Sales & Distribution Module deals with the Sales and Distribution of various
BSNL Services.

6.4 FOLLOWING BSNL SERVICES ARE COVERED IN SD MODULE:

i. Consumer Mobility /CFA products not covered in CDR
ii. Point of Interconnection(POI) Service
iii. Training Services
iv. Scrap
v. Civil and Electrical External Projects

6.5 SD PROCESSES

i) Consumer Mobility/ CFA Sales

❖ Channel Partners (Franchisee/DSA etc) sale (Sale of SIM/RC’s, CTOP-UP etc)
❖ Post Office sales (Consignment sales – RCs/Top-up)
❖ End customer sales from CSC
❖ Return and Issue against return from Channel Partners

ii) POI
❖ New Point of Interconnection Process
❖ Augmentation of POI ProcessOrder
❖ Media Migration of POI Process
❖ Decommissioning Process
Delivery Picking Goods Issue

iii) Training Services

❖ Training Services (Sale of training services to Govt/ PSU/ Private Customers)
❖ Student training services
❖ Infrastructure Services (Auditorium & Training Rooms)

iv) Scrap Sales process - Sales Order, delivery, commercial and exciseinvoice
creation will be done through SAP System.
v) Civil & Electrical External Projects for executing the Civil /Electrical
Projects for External Agencies
6.6 SALES ORGANIZATION STRUCTURE
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The Organization structure for SD comprises of following elements-

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• Company Code
• Sales Organization
• Distribution Channel
• Division
• Sales Office
• Storage Location
• Delivery plant
• Shipping point
i) Each Circle will be considered as Sales Organization
ii) Each BA will be considered as Sales Office
iii) Each CSC will be considered as Storage Location

6.6.1 Sales Organization

• It is at the top of organizational structure .
• Highest level responsible for distribution of goods and services.
• It represents a selling unit.
• It is a legal entity responsible for revenue and product liability.
• It is represented by four digit number ( Eg: BSNLCO-1011, A&N-1012, Assam-
1013….)
• All the sales organization assigned to one company code.
• Each sales organization is assigned to one or more plants.
• Each sales organization has its own master data for example, its own customer and
material master data as well as condition records

6.6.2 Distribution Channel

A Distribution channel identifies how products and services reach the customer. One sales
organization can have many distribution channels.

Distribution channels in BSNL :

• Direct Sales (CSC Sales, Direct customer sales – Telecom factory, scrap sales, POI,
training services )-01
• Channel Sales (Franchisee Sales, DSA Sales,)-02
• Enterprise Business (NOFN)-03
• Civil & Electrical (External projects)-04
• Inter circle sales (STO)-05

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Figure 73: Distribution Channel

6.6.3 Division
A Division in an organizational structure represents product or service line in a Sales
Organization. One sales organization can have many divisions.
• Consumer Fixed Access -11
• Consumer Mobility - 12
• Enterprise Business - 13
• Telecom Factory products -20 , 14
• POI- 15,25
• Scrap- 16
• Training services- 17
• Civil - 18
• Electrical - 19
• Inter Circle Division-20

Figure 74: Divisions

6.6.4 Sales Office
Sales Office is defined as a territory or market area for Sales activities. Each SSA is treated as
a Sales Office in BSNL.
• Sales office is assigned to Sales area.
• The customer master data capture the sales office from where customer will be served.
• The sales data can be analyzed based on188 sales office.

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6.6.5 Sale s Area
A sales area is known as entity which is required to process an order in a company. It comprises
of sales organization, distribution channel and a division.

Figure 75: Sales Area

6.6.6 Delivery Plant

Each plant in MM will be treated as delivery plant in SD. The plant coding nomenclature will
be followed as per MM org structure.
Delivery Plants
• Corporate – Corporate is identified as one plant and therefore as one delivery plant.
• Telecom Circles – Each circle and corresponding SSA have been identified as plant
and therefore delivery plant.
• Telecom Regions - Each telecom region is identified as plant and therefore as delivery
plant.
• Telecom Projects - Each telecom project circle is identified as plant and therefore as
delivery plant.
• Telecom Factories - Each telecom factory is identified as plant and therefore as
delivery plant.
• Training Centres - Each training centre is identified as plant and therefore as delivery
plant.
6.6.7 Shipping points
There will be one shipping point corresponding to each delivery plant.
Shipping points are identified as
• Corporate
• Telecom Circles / SSA’s
• Telecom Regions
• Telecom Projects
• Telecom Factories
• Training Centres

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6.7 SD MODULE DOCUMENT FLOW:

Quotation
Contract

Figure 76: Document Flow

6.7.1 SD Documents:
S&D module consists of business processes required for selling, delivering and billing
of a product. Important Documents created in S&D module are:-
• Sale order/Return order
• Delivery (goods issue, goods received)
• Invoice
• Credit (request/memo)
• Debit (request/memo)
Each sales document (e.g. Sales Order or Contract) is created for a specific sales area.
Material master sales data is maintained for each combination of Sales Org. &
Distribution Channel (e.g. Sales Unit, Delivering Plant and Shipping Data).
Customer Master sales data is maintained for each Sales Area (e.g. Customer
Grouping, Currency, Pricing Groups, Shipping Data, Inco-terms and Payment Terms).

6.7.2 Partner Functions

• Sold to (Customer):- Contains data on sales, such as the assignment to a sales
office or a valid price list.
• Ship to (Consignee):- Contains data for shipping, such as unloading point and
goods receiving hours.
• Payer (Invoice presented to):- Contains data on billing schedules and bank
details.
• Bill to (Alternative payee):- Contains the address and data on document
printing and electronic communication.
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6.8 SD MASTER DATA

Following are the Master Data Pertaining to SD Module

❖ Customer Master: The customer master includes all data necessary for
processing orders, deliveries, invoices and customer payments
❖ Condition Master: The condition master data includes prices,
surcharges and discounts, freights, and taxes

❖ Output Master: To define the output of Various Sales Documents.

6.9 SD TRANSACTIONAL DATA –

Item and Header for POI
6.10 OVERVIEW OF CM SALES
• In the long run, Sanchar Soft (SS) will continue and hence SAP and SS have
been integrated.

• Circle CMTS store, SSA CMTS store and each CSC is treated as a storage location
(SLOC).

• Stock transfer/ Inventory movement of Consumer Mobility (CM) products from

Circle CMTS store to SSAs and from SSA to CSCs will take place in ERP. At the
time of transfer of inventory to CSCs the inventory will also be updated in
SancharSoft through an outbound Interface.

• Sales to the Channel partner (Franchisee/ DSA/ Post office) will be done through
SAP. The second level sales (from Franchisee onwards to retailer etc.) will be
tracked in SancharSoft.

• No customer account management except Franchisee/DSA/Post Offices customers

will be done in SAP ERP.

• The End subscriber details for all type of voice/ data service will not be maintained
in SAP ERP and same shall be managed in the respective billing/End subscriber
facing systems as applicable.

• CAF management process, Activation process, Provisioning and end subscriber

billing has been kept outside SAP ERP and will continue as is being done now.

6.11 SALES OF PHYSICAL INVENTORY (OTHER THAN C-TOPUP) TO

CHANNEL PARTNER
a) Channel partner means (Franchisee/DSAs/Rural Distributors / Post office)
b) Sale to all Channel Partners ('first point of sales') will be done through SAP only, not
from Sanchar Soft.

c) PBG submitted by the Franchisee is to be entered in SAP so as to maintain credit

limit. At present the process to check credit limit of Channel partner does not exist
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in SAP and hence it has to be checked manually as is being done currently.

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d) The Sales process in SAP for SIM (Prepaid/Postpaid) and other cards/ products
i) The Channel partner will give requisition of the material required on plain paper.
ii) Based on the requisition, the inventory owner (normally AO CMTS) will create
Sales Order in SAP. During creation of sales order, upfront commission will
be calculated in SAP. The net amount to be paid by the channel partner will be
adjusted accordingly.

iii) The channel partner will make payment to AO (Cash) for the above sales order.
The AO (Cash) will receive the cheque / cash / DD in SAP system and a receipt
will be generated from SAP system.

iv) The Channel partner will show this receipt to AO CMTS who will create
Delivery document and Invoice in SAP. After this the stock will be handed
over to channel partner.

v) After invoicing the Stock sold to Channel Partners will be updated in

SancharSoft through outbound Interface. Thereafter the following activities
will be done in SancharSoft: Second Point of Sale, Activation, CAF
processing.

6.12 SALE OF C-TOPUP TO FRANCHISEE/DSAS/RDS

a) Sale order will be created in SAP after receiving the advance payment from
franchisee. After creation of invoice in SAP the credit will be passed on to the
franchisee Pyro account through outbound interface between SAP ERP &
Pyro.
b) CBP Process for channel partner is under development. Till the development
of this process in ERP the process as being followed in legacy may be adopted.

6.13 CAF ACTIVATION/ TRADE SCHEME COMMISSION PAYMENT

THROUGH ERP
Payment of CAF activation/ Trade Scheme to channel partners will be directly dealt
in Sancharsoft as being done presently.

6.14 SALE FROM CSCS TO END CUSTOMERS

a) Sale to end customers will be from SancharSoft as per existing practices. The
following processes will be carried out automatically at mid night:
i) Day-end sales details will be posted in the SAP System through inbound
interface between SancharSoft & SAP ERP.
ii) Based on the sale in SancharSoft the Inventory in SAP ERP will also be
depletedthrough an inbound interface between SancharSoft & SAP.
b) The receipt of payment at CSCs from the Retail customers to be done in Cash
onlyas per recent circular from BSNL CO also available on intranet.
6.15 C-TOPUP ALLOCATION TO CSCS FOR SALE TO RETAIL
CUSTOMER
a) From SAP ERP Sale Order will be generated by AO and credit will be passed
on tothe CSCs in-charge through the outbound interface between SAP & Pyro.
192
b) Invoice for day to day sale will be generated in SAP through inbound
interfacebetween Pyro & SAP ERP.

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6.16 SALE OF PREPAID CFA PRODUCTS (WHICH ARE NOT

COVERED UNDER CDR)
Sale process of CFA Products of channel sales and retail sales will be the same
asthe sale of CM Products stated above at serial 2.

6.17 SALES THROUGH POST OFFICES

There are three steps for Post Office Sales in SAP
i) The inventory will be issued by BSNL to the POST office. This process in SAP
is called Consignment Fill up and will be further completed by Creation of
Sales Order and Delivery of Goods (PGI- Post Goods Issue). This is a slightly
different process in which the Goods that are issued to Post office can be seen
in SAP.

ii) The Post office will do the sales and the concerned person of Post office will
submit the cash collected to AO CMTS on monthly basis. The AO CMTS
through the process of Consignment Issue (which further consists of Creation
of Sales Order, Delivery and Invoice and receipt of payment in SAP) will
actually realise the monthly sales by Post office in SAP.

iii) The unsold stock at the Post office, if required to be taken back by
BSNL, will be completed through the process of Consignment Pickup (which
further consists of Creation of Sales Order and Delivery (PGR i.e. Post Goods
Receipt) )

6.18 SD MODULE SIGNIFICANCE

a. Availability of centrally accessible comprehensive database of customers.
b. Reconciliation of sales with revenue.
c. Complete sales process from Sales order to Invoice available on a single system.
d. Inventory Tracking.
e. Access of Various Sales Report on centralized basis for better decision making.
6.19 CONCLUSION:
In this chapter we will discuss the SD Module, CM Sales and its significance

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7 ERP BASIS

7.1 Objectives
In this chapter we will cover following points on ERP BASIS

• SUPPORT FOR ERP NETWORK ACCESS

• ERP TRAININGS
• ROLES AND AUTHORISATION
• MANTIS (ERP HELPDESK)
• ABAP ACTIVITIES

7.2 ERP NETWORK ACCESS

SAP GUI 7.40 and Script file is to be installed on all the PCs of executives /
employees who need to work in ERP system (for ESS user’s PCs only script file is to
be installed)
SAP GUI 7.40 and Script files for various windows are available at following location
:-
10.197.216.213 → IMPLEMENTATION → SAP GUI INSTALLATION AND
CONFIGURATION
This address is accessible only on CDR/ERP network and not accessible through
internet.

7.3 ERP TRAINING

ERP training IDs, test data, user manuals of various modules are available at ERP
portal for practice & reference/support. http://10.197.216.213/trainings/

MANTIS (ERP Help Desk)

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ERP Helpdesk Portal http://10.197.216.213/

ERP Helpdesk PIS (Post Implementation Support) is a customized version of MANTIS bug
tracker which is being used for escalation of ERP related issues of various BSNL Units that
have Gone live.

It is hosted on URL http://10.197.216.213/ and can be opened in computer system having

CDR/VPN connectivity.

In favorites, user can save frequently used T-Codes, select the T- code from user menu drag it
& drop in favorites. User can also insert T- code by right click on favorite’s icon.

7.4 Roles and Authorizations

• The commands are used to perform any task in ERP. These commands are known as
Transaction Codes or simply T-codes.
• Some examples of T-codes: PA20, PA30, AL08, SUIM, SM04, MIGO etc.
• A T-code is designed to perform a particular task. For example: using T- code
ZFI069_2_1 Temporary advance request can be processed in ERP.
• One role may contain more than one T-codes. Role for Temporary advance is
ZFI_Temp_Adv_Req. Some other modules roles are of type as shown below:
ZPM_Circle_ <Business Area>
ZPS_Release_<Business Area>
ZMM_Challan_<Plant>
ZHR_Med_Medcard_<Circle short form>
• T-code authorization is provided to users by assigning corresponding Roles related to
their work.
For e.g.
Work Description T-Code
195 Role
Apply for Temporary Advance ZFI069_2_1 ZFI_TEMP_ADV_REQ

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7.5 Users in ERP

• Each user in ERP must have a user ID to carry out day to day work.
• There are two types of users in ERP:-
1 SAP / R3 users are those who are supposed to work in SAP.
2 ESS users are all BSNL officials i.e. both executives & non-executives.
• Executives will be provided two user IDs, one for SAP / R3 and another for ESS portal.
• Non-executives will be provided only one user ID i. e. For ESS portal only.
• It is mandatory for all users in ERP to change their initial password immediately after
getting their user credentials.
• 80% of total executives in each circle are created as SAP/R3 users (Dialog type) to
prevent SAP / R3 user licenses. So those officers who are supposed to work actually in
SAP should be proposed for user creation as dialog type by the circle / SSAs in HCM38
template. Rest users are created as communication type.

7.6 How to check user details in SAP

To check whether an user ID exist or not

• Run T-code SU01D
• Type pernr i.e. HRMS no. without first digit and click on the display button.
• If user ID is not created, it gives following message “User ID does not exist”
• Raise ticket on http://10.197.216.213/mantis/login_page.php for user creation and attach
the filled HCM38 template.

To Check Roles and Authorizations

• Run T-code SU01D
• Type pernr i.e. HRMS no. without first digit and click on the display button.
• Now click on Role tab to see the roles assigned to the user.
• If desired roles are not available, then raise ticket on
http://10.197.216.213/mantis/login_page.php for Role assignment and attach the BASIS-
01 template duly filled along with approval.

To find appropriate Role for an activity in ERP

1. Go to ERP Helpdesk portal http://10.197.216.213/modules/
2. Go to concerned module and open R&A template to find appropriate role.
3. Another way to find out the roles is by using T-code SUIM
4. Run T-code SUIM
5. Go to Roles and select the option By Role Name
6. For example, to find MM module roles for plant 2416, Type ZMM*2416* and Run.
7. Choose the required role for concerned Business area.
8. Similarly do this process for other modules roles also.
9. If same nature of work is being done by some other executive in SAP, then mention his
position ID in BASIS-01 template for role assignment. In this case no need to perform
above mentioned activities.
10. While working in SAP, if some error message appears, then run T-code /nSU53 on the
same screen in which error message appears. Detailed description of error comes in
196 with the ticket for resolution to L3 team.
next window. Take screenshot of it and attach

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 ERP Basis Module
Run SUIM T-code to search required role for missing authorization

Click on Roles

Run Roles By Transaction Assignment or Roles By Complex Selection Criteria and find roles
by entering required input.

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If any user wants to run T-code MIGO for goods issue and gets the following error message as
shown below.

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Then the user should refer the concern module R&A template for missing role available on
ERP Helpdesk Portal (http://10.197.216.213/modules/).
In SAP, user runs a T-code, but in Roles & Authorization assignment roles are assigned to the
user (A single Role can have multiple T-codes)

If user gets the required information from concern module R&A template, then raise mantis
ticket through L1/L2 for assignment of necessary roles, else run /nSU53 T-code on the same
screen where user gets the error message.(As shown below)

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Then the user gets a screen such as shown below. Screenshot of this screen should be attached
with the ticket at the time of booking ticket in ERP Helpdesk for assignment of missing Roles
& Authorization.

7.7 Importance of Roles and Authorization (R&A) and its sensitivity

1. This activity is to be handled with utmost care. The authority that is approving the R&A
to a person should do so when it is absolutely necessary.

2. All roles related to payment approvals or that can change employee data are very
sensitive and should be discussed with IFA before giving it to any person. Core team will
not be able to analyze if any incorrect approval is given.

3. The competent authority for approving the R&A is SSA Head / Unit Head / DGM / IFA
/ GM as the case may be. All sensitive roles where payments are involved or employee
details can be modified (Salary, GPF, Leave details etc) should be approved not below
the rank of SSA Head / Unit head / GM with the concurrence of the IFA.

4. Even though R&A are assigned to a person with utmost care, the person himself/herself
will be responsible for misuse of any R&A that should not have been assigned to him or
her.

7.8 Work-flow for providing Roles and Authorization (R&A)

1. The end user will fill the R&A template Basis-01 with the help of concerned module
R&A templates. Only the derived roles for the concerned circle/SSA are to be filled in
this template. The end user will then send request to its controlling officer for his/her
consent.
After getting consent, the end user will forward the request to L1 via email for getting
approval of the competent authority 200 and for reporting the issue on
http://10.197.216.213/mantis/login_page.php

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Ticket flow on ERP Helpdesk will be module L1 → L2 → L3

2. It is very important that the ticket is raised by the appropriate module login only. If the
R&A request relates to FICO module, then L1/L2 FICO should raise the ticket in ERP
Helpdesk.

3. Tickets related to password reset, ESS portal, movement of inbox items, new roles/T-
code creation or other issue related to BASIS module should be raised from Basis module
login only.

7.9 Conclusion
ERP Basis is an important module which ensures management and authorization of
roles for smooth and secured functioning of ERP System.

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8 ERP REM MODULE

8.1 Introduction
SAP Real Estate Management can help in managing any type of physical property or
infrastructure in portfolio. In addition to buildings, pieces of land, and rental properties, one can
manage assets such as sites composed of single or multiple buildings, structures such as towers.
Depending on specific requirements, one can display and manage property portfolio data
from the Usage view - shows physical real estate objects from leasing perspective
8.2 Real Estate Management (REM) module deals with:

 Management of Real Estate Assets

◦ Land
◦ Buildings
◦ Towers
 Management of Contracts
 Occupancy/Vacancy details
 Rental Accounting
 Document Management
 Booking/Allotment of Staff Quarters, Inspection quarters, Community
halls, holiday homes or Hostel Room/Bed

8.2.1 REM Module: Master Data-Usage View

8.2.2 Business Processes in REM Module

◦ Lease-in & Lease-out of Land and Buildings
◦ Lease-in & Lease-out of CMTS Towers & USO Towers (Part-A and Part-
B)

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◦ Staff Quarter Allotment to Employees & Others. Temporary Allotment of

Staff Quarters
◦ Booking/Allotment of Inspection Quarter, Holiday Home, Hostel,
Community Centre, Auditorium etc.
◦ Purchase of Land and Buildings

REM Module

Business Renta
Entity Land l
(This is the controlling (Owned /Leased) Objec
Authority who will
Co. govern the object in t
SAP.
Code (Individu
for BSNL-
1. CMTS for towers,
Building al Staff
Quarters
2. USO for USO Towers (Owned/Leased - For BSNL, will also
and Towers are also a type of be
3. Concerned SSA for building in SAP) mapped
Civil structures) here)

8.2.3 Company Code –

Company code is the organizational unit of Financial Accounting for which a
complete self-contained set of accounts can be drawn up for purposes of external reporting.
This includes recording of all relevant transactions and generating all supporting
documents required for financial statements

 Independent Accounting Entity

 Complete Self contained set of accounts can be drawn
 Level of External reporting or legal set of books
 Schedule VI requirements of Companies Act 1956
 Income Tax Requirements
 Transaction Posting in currency other than local currency.

Territorial & Non-Territorial Circle are assigned Company Code

8.2.4 Business Entity
Business entity is created within a company code and is specific to one company
code. Business Entity (BE)/Site represent the highest level in the hierarchy of real estate

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objects. It is a means of forming coherent groupings of individual real estate objects,

depending on their purpose and/or geographical location.
It is also an account assignment object. However, any account assignment at
subordinate objects level will have overriding effect over such assignment.
It is a means of forming coherent groupings of individual Real Estate Objects,
depending on their geographical location. Business entities are part of a company code and
group buildings and/or land into coherent units Land, buildings and the rental objects are
derived from Business Entity.
Requirements for creating a business entity:
• They should have a common owner or at least be managed together.
• They should be situated directly near each other and form an enclosed area.
• There should not be any fundamental differences in their residential or usage value.
• They should be used for similar purposes.

8.2.5 Land/Property
Land/Property in the Real Estate component refers to open plot only; it does not
include the building on it. Land is defined under business entity/site.
In BSNL, Land will be created under the Business Entity/site with relevant
Measurement Types. Important parameters like dates, values & characteristics can also be
captured
8.2.6 Buildings
Buildings are objects on the basis of which rental units (for instance, staff quarter,
tower slot, office, etc.) are rented. In SAP REM, a building is defined under a business
entity/site and is equivalent to land in object hierarchy.
There are many characteristics which can be assigned to a Building object in SAP,
for instance, address of the building, construction year, data on the municipality, fixture
and fittings, measurements details, link to Assets/ Projects system, etc.
8.2.7 Rental Unit
A rental unit (RU) can only be created and rented as a complete/single object such
as apartments/staff quarters. Each rental unit is uniquely assigned to a building or a
property
For example, in BSNL, staff quarters can be categorized as independent RU and
can be assigned to the employee.
8.2.8 Business Area
◦ Business area is a business segment or a geographical area
◦ Provides an additional evaluation level for reporting purposes. (e.g.:
Location/Zones)
◦ Balance Sheet and Profit and Loss statement can be drawn
◦ Zone wise/Location wise reporting with respect to Zones/Location reporting
requirements
8.2.9 Profit Centre
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 Area of Responsibility
 P&L and Balance Sheet can be drawn
 Cross company code reporting
Line of Business in BSNL will be considered as Profit Centre e.g. CFA, CM, Leased
Circuits etc
8.2.10 Cost Centre
 Departmental breakdown of Operating Structure
 Department wise Plan and Expense Analysis of P & L Accounts
 Interdepartmental Cost Allocations
 Each Cost Center is Assigned to a Company Code, Business Area and Profit Centers
 Cost Centers are structured into Organizational and / or Functional Hierarchical Groups
8.2.11 Business Partners –
Business partner is required for any contract in REM. Roles determine the nature of a
Business Partner which can be a tenant, landlord, employee etc.
◦ Landlords - Vendors
◦ Tenants - Customers
◦ Employees - Employee Customers/ Vendors
For every BP, a customer or vendor record, depending upon the role of BP is created. The
process of BP and Customer/Vendor record creation can be synchronized.
8.2.12 Property Management
➢ Property management delivers functionality for the leasing and managing of our
real estate portfolio, including contract management, rental accounting, adjustment
of rents, and the administration and collection of service charges; supported with
extensive correspondence and document management functionality.
➢ Processes include:
– Managing lease and vendor contracts for service providers, utilities,
insurances, and rights of way
– Monitoring lease deadlines and renewal options
– Invoicing contracts
– Rent collection, payments and dunning
– Carrying out rent adjustments
– Tracking settlement results
– Handling correspondence for rental processes
8.2.13 Contract Management
 Each lease or contract can include more than one property as well as parts of properties.
Fields are available to specify which spaces, buildings, and other portfolio items are part
of a lease agreement.
 All property assignments are time specific. We can assign a property to a lease for the
duration of the lease or for a specific time segment occurring within the leased period.
 The Contracts may include:
➢ Real estate contracts of the lease-in category
➢ Real estate contracts of the lease-out category
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➢ General customer contracts

➢ General vendor contracts
➢ Employee related accommodation contracts

8.3 Types of Data in REM Module :-

A. Master Data
B. Transactional Data
C. Roles and Authorization Data

A. Master Data:
Data which is fixed in nature and to be created in the system one time basis and will not be
changed frequently. MDM team of circle will have the authorization to create/change the master
data. (e.g. Creation of Land/Building/Towers and their Rental Objects).
For Owned & Rented both :
- Land and its Rental Object
- Buildings and RO (Bldg., SQ & IQ/Hostel/Audi)
- Towers and RO (CMTS and USO)
B. Transactional Data:
Data which is not in fixed nature and going to change frequently. End user can change
the data as and when required. (e.g. Contracts of Land, Building, Towers etc., conditions of
contracts and their rates.)
➢ Based on Different Contract Types :
a) Lease-out Contracts
❖ Z001 – Land Lease-out contracts
❖ Z002 – Building Lease-out contracts
❖ Z300: CMTS Tower MSA Lease-Out
❖ Z003: CMTS Tower ISA Lease-Out
❖ Z900: BSNL Internal Usage Contracts for bldg. L-Out to Diff. Unit

b) Lease-in Contracts
❖ Z051 – Land Lease-in contracts
❖ Z052 – Building Lease-in contracts
❖ Z061 – Land Lease-in contracts (Multiple Partners)
❖ Z062 – Building Lease-in contracts (Multiple Partners)
❖ Z310: CMTS Tower MSA Lease-In
❖ Z053: CMTS Tower ISA Lease-In
❖ Z063: IGST Building Lease-In contract

c) Staff Quarters Allotment Contracts

❖ Z005 – Lease-out of Vacant Staff Quarters
❖ Z800 – SQ Allotment to BSNL Employee of Go-live circle) and
allotment under ‘AMRUT POLICY’
❖ Z820 – SQ Allotment To DOT Employees
❖ Z830 – SQ Allotment to Central/State Govt./PSUs/their Employees)
❖ Z840 – Retention of SQ by Retired employees

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❖ Z850 – Retention of SQ by Legal Heirs of BSNL Employee

Z870 – SQ Lease-out to BSNL/DOT Employees/Retired Employees and Lease-out under
‘AMRUT POLICY’
8.4 Roles and Authorization Data
a) Identification of Users & their Roles in ERP – “Who does What?”
b) R&A list contains the list of Roles and T-Code list.

8.5 Business Covered in REM Module :-

8.5.1 Lease In & Lease Out
◦ Land
◦ Buildings
◦ Non USO Towers
◦ USO Towers
8.5.2 Lease-in & Lease-out of USO Towers & Non-USO Towers
(A) Business Covered: Creation of Contract, Receipt of Invoices, Checking and
payment of Rent and other charges for:
✓ Lease–in of USO Towers and Non USO Towers
(B) Business Covered: Creation of Contract, Generation of Invoices along with
Annexures and Realization for Rent and other charges for:
✓ Lease–out of USO Towers and Non USO Towers

8.5.3 Lease-in & Lease-out of Land & Building

Business Covered: Creation of Contract, Generation of Invoices and Realization for Rent
and other charges for :
(A) Business Covered: Creation of Contract and payment of Rent and other
charges for:
✓ Lease–in of Land and Buildings
(B) Business Covered: Creation of Contract, Generation of Invoices along with
Annexures and Realization for Rent and other charges for:
✓ Lease–out of Land and Buildings
8.5.4 Purchase of Land and Building
Business Covered:
✓ Purchase of Govt. Land
✓ Purchase of Land from Pvt. Parties
✓ Purchase of Govt. Building

Different Types of Contracts and their Applicability - Use following path:

http://10.197.216.213/ → Module → REM → User Guide
Types of REM Contracts & their Applicability

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Table 3. LIST OF TRANSACTION CODES IN REM MOUDULE (in use)

S.No TRANSACTION CODES T CODE DESCRIPTION

1 REBDBE Process Business Entity

2 REISBE Information System: Business Entity
3 REBDPR Process Land
4 REISPR Information System - Land
5 REBDBU Process Building
6 REISBU Information System - Building
7 REBDRO Process Rental Object
8 REISRO Information System - Rental Object
9 RECN Process Contracts
10 REISCN Information System - Contract
11 REISCNPE Information System - Term of Contract
Information System - Business Partner for
12 REISCNBP
Contracts
13 REISCNMS Information System - Contract Measurements
Information System - Measurements for Contract
14 REISMSCN
Objects
15 REISCNOA Information System - Objects for Contracts
16 REISCDCN Information System - Conditions for Contracts
17 REISCDCF Information System - Cash Flow
18 REISBDOA Info System : Object Assignment
19 REISROOC Info System: Occupancy of ROs
20 REISMSBD Info System: Measurements for Master Data
21 RERAPP Periodic Postings: Contracts
22 RERAPPRV Reversal of Periodic Posting: Contracts
23 RERAOP One-Time Posting
24 RERAOPRV Reversal of One-Time Posting
25 RERAIV Create Invoices
26 RERAIVRV Reverse Invoices
27 RECPA520 Print Invoices /Correspondence

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28 AW01N Asset Explorer

29 ZFI136 21 Column Asset Register Report
30 FBL5N Customer Line Items
31 FBL1N Vendor Line Items
32 FBL3N GL Account Line Items
33 ZREISBUFF Info System: Fitting and Fixture -Building
34 ZREISROFF Info System: Fitting and Fixture -Rental Object
35 ZRE001_1 Inspection Quarter/Holiday Home Booking
36 ZRE002_1 Hostel Booking
37 ZRE003_1 Community Centre/ Auditorium Booking
38 ZRE004_1 IQ/HH/Hostel/CCtr/Audi - Posting
39 ZRE005_1 Cancel Booking after Check-in/Check-out
40 ZRE008_1 Modify Booking after Check-in/Check-out
41 ZREISDN C.Ctr./Audi. Denamd Note Information
42 ZRE001_2 IQ/HH/Hostel/CCtr/Audi Booking Information
43 ZRE001_3 IQ/HH/Hostel/CCtr/Audi Occupancy Report
IQ/HH/Hostel/CCtr/Audi Occupancy/Vacancy
44 ZRE001_4
Report
45 ZSQ_ALLOTMENT_PRINT Staff Quarter Allotment Print
46 ZRE005 Pay Roll Update Run
47 ZREIS001 Employee Change status-Report
48 ZREIS005 HR Deductions Report
49 ZRE007 Electricity Meter Readings Update
50 ZREIS007 RO/Meter Report
51 ZRE006_1 Temporary Allotment of Staff Quarter
52 ZRE006_2 Temporary Allotment of SQ - Information
53 ZRE006_3 Temporary Allotment of SQ - Occupancy Report
54 ZRE005_2 Temp Allot Cancel after Check in/out
55 ZRE008_2 Temp Allot Modify after Check in/out
56 ZRE004_2 Temporary Allotment of SQ - Posting
57 ZFI200 Enter Property Tax Invoice
58 ZFI200_1 Property Tax Invoice Report
59 ZFI026 Bank Guarantee Receipt

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60 ZFIBG Bank Guarantee

61 FLBPC1 BP Assignment to Vendor
62 FLBPD1 BP Assignment to Customer
63 ZCONT_ACVT RECN: BDC for Activation of Contract
64 ZFI172 Vendor Master Report
67 ZREMNOTESHEET REM Note Sheet
68 ZNOTESHEETREPORT T Code for REM Note Sheet Report
69 ZBP Syncronize BP( Employee)
70 ZODN_REP Customer/Vendor ODN Report
71 ZRE_INV_UPD Vendor Invoice upload Programme
72 ZRE_TWR_INV Tower Invoice Report
73 ZRE_VEN_INV Vendor REM Invoice Report
74 ZTAX_INV Tower Tax Invoice
75 ZRE_TAXGRP REM Contract Tax Report
76 ZRE_CUST_INV Customer Invoice report
77 ZRE_RCM_INV Reverse Tax Invoice
78 ZRE_BP Maintenance Business Partner
79 ZRE_BE_UPLOAD REM: Business Entity Upload
80 ZREM_PR_UPLOAD REM: Land Upload
81 ZREM_BU_UPLOAD BDC For Building at STR
82 ZREM_BU_UPLOAD_CHNG REM: Building Upload Change
83 ZRE_RO_UPLOAD REM-Rental Object Upload
84 ZRE_RO_MEAS_UPLOAD Measurement Value Upload
85 ZREWF_CHANGE Change Initiator of a REM WF
86 ZREWF_FORWARD Forward contract Work Items
Meter reading and amount report (Note: RO
87 ZFI_METER
50000539)
88 ZREWF_REPORT Workflow report
89 ZREM_CUSTOMER_REPORT REM Customer Report.

Table 4. Guidelines for Creation of Customers for REM Module

Sl. Custome GL
Contrac Custome Recon
No Contract r Group Customer Descript
t Type r Group GL
. Name ion
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(Who is to be
created as
Customer)
(1) (2) (3) (4) (5) (6) (7) (8)
SUNDR
BSNL – Individual/Part
Y
Commercial General y is to be 241010
1 Z001 Z001 DEBTO
Lease-Out Land Custome created as 1
RS -
r Customer
SAP
SUNDR
BSNL – Individual/Part
Commercial Y
General y is to be 241010
2 Z002 Lease-out Z001 DEBTO
Custome created as 1
Building RS -
r Customer
SAP
Individual
Operator is to
SD-SAP
be created as
BSNL – CMTS
ISA Lease-Out Customer 241010
3 Z003 Z004 Operator Tower
Tower separately for 7
s Custom
USO Towers
er
and Non-USO
Towers
Individual
Operator is to
SD-SAP
be created as 241010
BSNL – USO
Lease-out USO Customer 8 (For
4 Z004 Z004 Operator Tower
Tower separately for Subsidy
s Custom
USO Towers Period)
er
and Non-USO
Towers
SUNDR
BSNL – Individual /
Y
Lease-Out of General Party is to be 241010
5 Z005 Z001 DEBTO
Vacant SQ-Others Custome created as 1
RS -
r Customer
SAP
Employees are not to be created as customers for Z800
SQ Allott-BSNL
Contracts as the recovery will be made from their pay thro’
6 Z800 (CoCode/OthPOC
HCM Module.
)
BSNL Circle
Z810
of the
(Not in BSNL- BSNL –
SQ Allott.-BSNL occupant is to 269010
7 use after Z006 STO PLANT
Cir-Non-GoLive be created as 2
all India Customer S
Customer (All
Go live)
the Circles

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have already
been created
as customer in
Co. Code.
1070. The
same to be
extended at
the time of
Go-Live)
DoT Unit is
recovering the
charges from
its employee CLAIM
and remitting S
BSNL – it to BSNL, RECOV
SQ Allotment – 261070
8 Z820 Z009 DOT DoT unit is to ERABL
DoT Employees 0
Customer be created as a E
Customer & FROM
used for all DoT.
DoT
employees of
that Unit.
Customer
Sl. Customer GL
Contrac Custome (Who is to be Recon
No Contract Group Descript
t Type r Group created as GL
. Name ion
Customer)
(1) (2) (3) (4) (5) (6) (7) (8)
• If
Central/Stat
e Govt.
Deptt.,
Central/Stat
e PSUs is
recovering
SUNDR
the charges
SQ Allotment- BSNL – Y
from its 241010
9 Z830 C.Govt/S.Govt/PS Z001 General DEBTO
employee 1
U Employee Customer RS –
and
SAP
remitting it
to BSNL,
then that
organizatio
n has to be
created as
Customer.

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• If the
Central/Stat
e Govt. or
Central/Stat
e PSU
Employee
pays the
charges
directly,
then that
employee is
to be
created as
Customer.
SUNDR
Ex-employee
BSNL – Y
SQ Retention-Ex- (Retired) is to 241010
10 Z840 Z001 General DEBTO
Employee(BSNL) be created as 1
Customer RS –
Customer
SAP
Legal heir of SUNDR
SQ Retention- BSNL – the deceased Y
241010
11 Z850 Legal Heir Z001 General employee is to DEBTO
1
(BSNL) Customer be created as RS –
Customer SAP
Z860 SUNDR
BSNL
(Not in BSNL – Y
SQ Allott-BSNL Employee is 241010
12 use after Z001 General DEBTO
Emp Non Go Live to be created 1
all India Customer RS –
as Customer
Go live) SAP
Serving
BSNL
Employee,
Retired SUNDR
SQ L/out- BSNL – BSNL/DoT Y
241010
13 Z870 BSNL/DoT Z001 General Employee is DEBTO
1
Emp/Retd Emp Customer to be created RS –
as Customer. SAP
As per BSNL
C.O. policy
letter nos.
One customer SUNDR
Auditorium / BSNL – has been Y
241010
14 --- Conference Hall Z001 General created for DEBTO
1
Booking Customer BSNL for RS –
Auditorium / SAP

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Conference
Hall Booking
vide customer
account no.
500000135
(for booking
category 03-
DoT/MTNL
Employee &
04-Others)
and the same
will be
extended to all
the Circles at
the time of
Go-live

Customer
Customer (Who is to
Sl. Contract Customer Recon GL
Contract Group be created
No. Type Group GL Description
Name as
Customer)
(1) (2) (3) (4) (5) (6) (7) (8)
One
customer
has been
created for
BSNL for
Communit
y Centre /
Open Land
Booking
vide
Community BSNL – SUNDRY
customer
15 --- Centre / Z001 General 2410101 DEBTORS
account
Open Land Customer – SAP
no.
Booking
50000013
6 (for
booking
category
03-
DoT/MTN
L
Employee
& 04-

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Others)
and the
same will
be
extended
to all the
Circles at
the time of
Go-live
One
Customer
for IQ /
HH /
Hostel
Booking
has been
created for
BSNL
vide
IQ / HH / BSNL – SUNDRY
customer
16 --- Hostel Z001 General 2410101 DEBTORS
account
Booking Customer – SAP
no.
50000002
0 and the
same will
be
extended
to all the
Circles at
the time of
Go-live
One
Customer
for
Temporar
y
Allotment
Ty. BSNL – SUNDRY
of SQ has
17 --- Allotment Z001 General 2410101 DEBTORS
been
of SQ Customer – SAP
created for
BSNL
vide
customer
account
no.

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50000014
0 and the
same will
be
extended
to all the
Circles at
the time of
Go-live

Table 5. Temporary Allotment of Staff Quarters and Applicability

Temporary Allotment of Staff Quarters and Applicability
S Allotment Remar
Processes covered Applicability of Booking OUT PUT
No Type ks
(1) New Booking
(2) Display existing
booking
(3) Cancel Existing
Booking (Before
Check-in/Check-out)
1. To BSNL Employees Allotment
(4) Modify Existing
working in POC/Non-POC Document
Temporary Booking (Before
locations generation
Allotment Check-in)
2. To MTNL/DOT from the
1 of SQ (5) Check-in Process ----
Employees. system and
(T-code (6) Check -out
3. To Central/State Govt/ save the
ZRE006_1) Process
Other PSUs Employees. document in
(7) Display daily
4. To others PDF format
check-out report (All
the bookings for
which check-out is
complete but not
posted in the
accounts.
Temporary
Display the detailed
Allotment
report of all the All Temporary Allotment
2 of SQ-Info ---- ----
temporary allotments Types
(T-code-
done to date
ZRE006_2)
Temporary Display the report of
Allotment all the occupied
of SQ- objects for a given All Temporary Allotment
3 ---- ----
Occupancy period (Time slot Types
(T-code- wise) with-in one Co.
ZRE006_3) Code

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1. Display of any
Booking type listed
Temporary above.
Allotment 2. Posting of the
of SQ- document in Books of All Temporary Allotment
4 ---- ----
Posting Accounts of all types Types
(T-code- listed above.
ZRE004_2) 3. Display Daily
Checkout Report of
all types listed above.
Cancell
Cancel ation of
Booking allotme
after Cancel Allotment nt after
Check- Document after All Temporary Allotment check-
5 ----
in/Check- Check-in and Check- Types in
out out (wrongl
(T-code- y
ZRE005_2) entered
)
Modific
Modify ation of
Booking allotme
after Modify Allotment nt after
Check- Document after All Temporary Allotment check-
6 ----
in/Check- Check-in and Check- Types in
out out (wrongl
(T-code- y
ZRE008_2) entered
)

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9 ERP PM MODULE

9.1 OBJECTIVE
In this chapter, we shall discuss and understand some basic processes that are used to
carry out Plant Maintenance activity in ERP. Plant maintenance is generally required to
maintain all the equipments, machines etc. which are used to produce services to end
subscribers/users. One of the important process, here is to notify maintenance team through
SAP ERP for any repair or maintenance of the equipment. We shall discuss in depth this
process of notification in this chapter.

9.2 OVERVIEW
The breakdown notification will mostly be raised by operation group but at times it can
also be raised by maintenance personnel or planning personnel if required. The Breakdown
maintenance process shall consist of the following major activities:
1. Raising of breakdown notification with correct priority by operation group to not
ify the responsible Maintenance department/ main work centre. Based on effect
on communication, Breakdown notification shall need to be prioritized by assigning
correct priority.
• Breakdown which directly affects the communication will be given ‘critical’ priority
And required to be attended within 4 hours, it would require planning whatsoever At
site

• Breakdowns which are related to equipments which are indirectly related to

Communication and do not cause immediate communication loss shall be given
Priority ‘major’, such jobs can be attended within 24 hours.

• Breakdowns related to equipments which are not directly or indirectly related to

Communication but are important otherwise, shall be given priority ‘minor’. Such jobs
Can be attended within 3 days
2. Receipt of Notification by planners for dates scheduling.
3. Receipt of Breakdown Notifications by Maintenance department for processing.
4. Notification release (Put in process) by assigned person who acknowledges it.
5. Creation of Breakdown Maintenance order by maintenance Department if material or
external service (contractual job) is needed to carry out the maintenance.
6. Release of order by authorized person in maintenance department.
7. Issue of materials from store by MM department
8. Execution of work at site by internal manpower and/or external agency.
9. Time confirmation of order operations by maint.department
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10. Entry of technical findings (damage, cause, activities etc.) and Malfunction end time
in the breakdown notification by maint. department
11. Completion of tasks in notification and Notification completion (NOCO)
12. Creation of service entry sheet for the external operations (done by external agency)
by maint. Department
13. Entry of consumed quantity of external services in the service entry sheet and
acceptance of service entry sheet. If service level agreement is breached then penalty
is to be imposed as per agreed terms and conditions.
14. Technical Completion (TECO) of order.
15. Month-end settlement of Maintenance order by Accounts department.

9.3 Breakdown Maintenance –Internal processing (No external services)

9.3.1 Create Notification

A defect has occurred and you create a Breakdown Notification. You enter a brief
description of defect, technical object (Functional Location / Equipment) on which defect has
occurred, optionally the detail description in subject long text and task required to be done.
Perform this procedure when there is a need for Manpower and material requirement
for your Breakdown Maintenance Activities
A. Prerequisites
• Technical Object ( Functional Location /Equipment)
• Main Work Center
• Cost Center
• HR Employee List

B. Procedure

Access the transaction choosing one of the following navigation options:

SAP Menu Logistics --- Plant maintenance--- Maintenance processing

--- Notification --- Create (General)

Logistics --- Plant maintenance --- Maintenance processing --- Notification --

- Create (Special) --- Malfunction Report

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T Code
Type IW21 / IW24 in Command Field and press

User Menu Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type

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1. Enter short Text

2.Enter Equipment
code (or)
Func.Location

3. Select
Breakdown

4. Enter the appropriate text

Note :

If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description, Plant,
plant section, planner group, Main work center etc. in selection option ‘Equipment by
equipment list’.
Click on Save Button

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System will save

this notification
with generating an
internal number

9.4 Assign Notification – Assign to responsible person for maintenance

Partner Function “Initiator” is maintained manually by the Notification creator. “Person

Responsible” is either picked from master data (if maintained) or can be maintained manually
by Notification creator.User Status “Assigned” is set by “Initiator”. Information flow is
triggered and information is sent to “Person Responsible” via Email. Notification can be
assigned to multiple “Person Responsible”.

Open the Notification in change mode

SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification -
-- Change

T Code
Type IW22 in Command Field and press

User Menu Select corresponding Node for IW22 / Notification

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Click here
to change
the staus

5. Enter Partner
Details

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Select Assigned
and proceed.

1. Status updated to
ASGD

Click on save button. SAP mail is sent to responsible person. He/She has to check in
his inbox.

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On saving a mail is
triggered in SAP system.

The Mail carries the

following details

Re-Assign to responsible person for maintenance. 1.Change the Partner no

and press Enter

New Person
Responsible is
assigned

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Click here to
change the
status

Select RASG and press

ENTER

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2. Save

1. Check the status

Information flow is triggered to all maintained “New Personal Responsible”, and

“Initiator” via Email.

9.5 Conclusion
As an incharge of a production plant (i.e. set of inteconnected powered equipments,
used to produce services), it is likely that some or the other machinery may breakdown or
shutdown or may require repairing. To carry out the repair or maintenance work, the activity
is very essential in SAP ERP.

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