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

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#	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

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#	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

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#	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:

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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:

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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:

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Click OK and in next screen select your excel file:

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

You will obtain the following screen:

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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.

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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.

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

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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

Table of contents

Scope

ERP

References

Attachments