Create a Service Entry Sheet Quick Reference Guide

Transcription

1 This quick reference guide will demonstrate creating a service entry sheet and posting the vendor invoice. The QRG will offer guidance on a common error issue. 1. Access the ERC on the initial Home tab and select the SAP GUI Launch Pad. 4. Enter the Contract Number and click the Execute icon. For this example we will use Contract Number Leave the Item Number blank to populate all items on the next screen. 2. Launch either SAP GUI for Windows or SAP GUI through Citrix depending on your location. Users in the Atlanta and Norfolk office buildings will use GUI for Windows. Generally, all others will use GUI for Citrix. 5. The SES displays the Vendor Graybar Electric Company in the header. This screen has an Invoice Manager field for an SES that should be forwarded to a different approver with the proper authority. 3. Enter ZMPR_SVC1 in the Command line and click the Enter key on your keyboard. Note that Collapse/Expand options are available on the Header, Item Overview and Item Level sections. Page 1 of 5

2 6. Enter the Service Date, Vendor Invoice Number and the Invoice Date. If entering a monthly invoice, use the first day of the month. If entering a weekly invoice, use date of Sunday/Monday of that week. 9. For an open line item where Net Price shows as 0.01, you must enter a Quantity of 1 and enter the total price shown on the Vendor s Invoice for this line item in the Net Price field. 7. In this example the item list displays three services listed. Scroll right to view additional columns. To delete a line item, click the gray box to the left of the item to highlight it, then, click the Delete icon. 10. For an open line item where Net Price shows as 1.00, you must enter the total price shown on the Vendor s Invoice for this line item in the Quantity field. 8. For a line item with the correct rate (Net Price), you only need to enter the Quantity. Page 2 of 5

3 11. Scroll to move to the last column on the right. Enter your Plant in the Plnt field, if it has not defaulted. 12. At the bottom of the screen, select the Account Assignment tab. Enter or change the accounting data for the first invoice line item, as necessary. Then, you can either select the Copy Accounting data to all line items checkbox or build the accounting data for each invoice line item individually. Note: A search pop-up box displays when you click in a Plant cell. 13. If the cost of a line item should be divided between multiple accounts, you can split the Accounting by clicking the Multiple Account Assignment icon. The cost of the item can be distributed based on Quantity, Percentage, or Amount between the necessary Accounting items. Page 3 of 5

4 14. Select the Delivery Address tab. At a minimum, enter the Postal Code/City and Region (State) where the work was performed for the first invoice line item. Then, you can either select the Copy delivery address to all items checkbox or build the delivery address for each invoice line item individually. 17. If the Check Document result returns with List contains no data, then there are no errors and the document is ready for posting. Otherwise, errors will be listed for correction. Click the Continue icon. 15. The Tax Code is a required field and must be entered. If this field is blank, or an incorrect Tax Code defaults, you may enter either U1 for Tax Charged to a Project or U2 for Tax Charged to a Cost Center. 18. Click the Save icon. 16. Click on the Check Document icon. Page 4 of 5

5 19. The Service Invoice Fax Coversheet will appear. Print it using the print icon and fax the cover sheet and your invoice to the number listed on the Service Invoice Fax Coversheet. 20. The Service Entry Sheet has now begun the Workflow Approval process. Once all approvals are obtained the invoice will post. For the invoice approval process, please refer to the UWL Approve Service Entry Sheet Invoices quick reference guide. It can be found on the ERC/Help links page under the Sourcing/Requisitions heading, Service Requisitions sub-heading. Note - Please refer to the Service Entry Sheet Desktop Linking instruction sheet for an alternative to faxing your invoice with a Service Invoice Fax Coversheet. The document can be found on the ERC/Help links page under the Sourcing/Requisitions heading, Service Requisitions sub-heading. Page 5 of 5