Table of contents

Scope

ERP

 

References

Attachments

1. INTRODUCTION

1.1. Objectives and scope of this procedure


This SOP explains how to create a service master record, before creating a contract or an open order for services.

Who uses this document?

What is the nature of the need

What provisioning channel does this document concern?

User / PREQ creator

Approver

LPR/buyer

PS

Goods

Services

e-catalogue

Goods managed in stock

Gods and services – spot bys

Goods on contract

Services on contract wth SES

Emergency cases

Urgent needs

X





X





X



1.2. Material groups in scope

  • The purchase orders in scope are related to: Indirects (including: Technical Goods (TG), Technical Services (TS), Packaging (PK), Waste Management (WM), General purpose suppliers & Services (GS), Utilities & effluent treatment & indus. gases (UG), Intellectual Services and insurance (IS), Information Technology (IT)), small capex, fixed asset projects "Capex" managed by Site Engineering Offices, Energy non-managed by Solvay Energy Services.
  • The purchase orders not in scope are related to: Directs (including raw materials), Logistics, Energy managed by Solvay Energy Services

1.3. Process step described in this procedure and expected end product


 2. STANDARD OPERATING PROCEDURE DESCRIPTION

Pre-Requesits: 

The requester have to provide to D&A Team all mandatory information in order to be possible proceed with creation of services master record. 

For this the following template can be used by requester: PF2 Services Creation Template 10.xlsx

2.1 Create Service Master Record

#

Main activities

Key points

Tips / Best practices

1

Enter transaction "AC03 – Service Master"

It is possible to find the transaction in SAP menu>Logistics>Materials Management>Service Master>Service


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Main activities

Key points

Tips / Best practices

2

Screen appears, with last services visited ; click on to create new service master record



3

In "Activity", don't fill anything; system will provide a number when service record is saved.


If user wants specifically to enter a number in it, then do it.

4

Fill in short description

Maximum 40 characters in cap letters


5

Choose correct Service Category (Z* keys are only relevant)

Possibilities are the following :

Main used are from Z001, Z002, Z003, Z004 and Z000 (but cannot be used for standard service masters - it must be assigned to hierarchical services only)

6

It is possible to tick "Short tx. Change allowed" if changes are foreseen

If the field is marked, the short text can be changed when creating the PO or the service entry sheet


7

Enter correct base unit of measure

All possibilities are the following :

It is possible to have a logical alpha-numeric classification by clicking on column header

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Main activities

Key points

Tips / Best practices

8

Enter Material / Service group

  • The MM relevant materials groups begin with ZM* for materials and ZP* for services
  • It is a mandatory field

This step is mandatory and it is important to fill in correct information


9

Enter authorization group, only if specifically asked

It is not advised to do so, because it blocks use of service for other users not member of these groups


10

Enter tax indicator (mandatory field)

The tax indicator is used by the auto-determination of the tax code in the Service Entry Sheet. This indicator is preeminent, and occults the tax code indicated in the PO, if any.
This information is the first one to tell tax code when performing service Record via ML81N (second one is vendor).

If necessary double check the information provided with the 'VAT reference table' in attachments.

11

Enter valuation class


This is equivalent for G/L account in the Service Entry Sheet (it is used in order to determine the correct G/L account in SES)

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Main activities

Key points

Tips / Best practices

12

Enter longer description if needed

At least, Service Record short text should be translated into different languages (e.g: in Benelux, it should be translated into French, Dutch, English - only for corporate contracts using the same service masters for several countries, but generally speaking, Services master are for local use, and description is not translated; it is the same for material masters).


13

If needed, tick on



14

Chose correct language



15

Tick on



16

Repeat step 12



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Main activities

Key points

Tips / Best practices

17

Click on



2.2 See the display list

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Main activities

Key points

Tips / Best practices

18

Select the transaction AC06 by double clicking to access to list display service master



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Main activities

Key points

Tips / Best practices

19

Fulfill the material group

At this step the material group should be known (given through ticket or Purchase Order)


20

Check if it is fulfilled, if not click on to take it



21

Execute by clicking on




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Main activities

Key points

Tips / Best practices

22

The list appears, double click on the line researched




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Main activities

Key points

Tips / Best practices

23

To go back click on



2.3 Check of services sheet

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Main activities

Key points

Tips / Best practices

24

Select the transaction MSRV5 by double clicking to access to service list

Acces via menu:
Logistics > Materials Management > Purchasing > Outline Agreement > List Displays > External Services > By Service


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Main activities

Key points

Tips / Best practices

25

Put the service number if known
If it is not known, click on the button



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Main activities

Key points

Tips / Best practices

26

Search thanks to the material group



27

Click on to continue



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Main activities

Key points

Tips / Best practices

28

The list appears,
Click on to hold the list



#

Main activities

Key points

Tips / Best practices

29

The format of the list will change,
Use the keyboard 'ctrl + Y' and select all activities required
Then copy by keyboard 'ctrl + C'



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Main activities

Key points

Tips / Best practices

30

Go back to the previous screen and click on the arrow of service number



#

Main activities

Key points

Tips / Best practices

31

31a: Click on the button to paste the list
31b: the list will be paste in the blank fields



32

Execute by clicking on



33

The screen will close, execute on the new screen (principal page of the transaction)



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Main activities

Key points

Tips / Best practices

34

The list of services appears

A same activity number can regroup different elements, be careful before making a change


35

To go back click on



3. Mass Creation/Modification Operating Process

3.1 Create/Modify in mass mode

If several services master records need to be created or modified the correct transaction to be used is ZZM_MAINT_SERVICES.

Enter in transaction and you have the following screen:

If you tick the bottom without any other selection inserted, an empty excel sheet with header line only will be created.

This excel sheet should be used for creation of new services master records in mass:

Empty template for mass creation.xls

If a selection criteria is entered, the records found will be downloaded into the excel sheet.

And this excel sheet should be used to modify services master records in mass.

Selection example:

Excel Sheet to modify: Template with selection criteria.xls 

The following remark must be taken into account regarding the service master number:

  • if the template does not contain a service master number a new record will be created. The number will be automatically allocated by the system using the internal number range
  • if the input file contains an external service master record number which does not yet exist the system creates a new record using this number
  • if the template contains existing service numbers the current data will be replaced by the data in the template to update the existing record accordingly.

Execute the transaction in the main screen and the following message will appear if you are logged in with the EN language:

Click OK and in next screen select your excel file:

Always run first with the option flaged to check possible errors.

You will obtain the following screen:

In 'real mode' we obtain an identical screen but now with service numbers created under the remark services created with success as shown on the next page.

The operation is identical for update of existing services but now the report will gives us information under the remark 'services changed with success.

ATTENTION! As the system asks in the beginning the language used for executing, you must pay attention to use the basic units in the logon language of your SAP system otherwise an error will occur.

Report after update of existing service numbers with test mode flagged - logon language EN

Report after update of existing service numbers in Real mode - logon language EN

4. D&A PERIMETER


Service Master Record



Creation

Modification

D&A PERIMETER

Yes

Yes

SCOPE

EMEA

EMEA

5. REFERENCES

This procedure refers to the documents listed in the table below:

6. ATTACHMENTS

  • VAT reference table

VAT reference table for Service Master.xlsx