196_BPP_EN_RU

EHP5 for SAP ERP 6.0

June 2011

English

Project with Fixed Price and T&M Billing (196)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Project with Fixed Price and T&M Billing (196): BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include Field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Assigning Your System User to the Employee HR Master Record.................................6

2.3 Roles............................................................................................................................... 6

2.3.1 Defining Queries for Personal Object Worklist (POWL)...........................................7

3 Process Overview Table.......................................................................................................10

4 Process Steps...................................................................................................................... 11

4.1 Creating a Quotation.....................................................................................................11

4.2 Creating a Customer Order...........................................................................................14

4.3 Maintaining Realization % on Order Item Line..............................................................17

4.4 Reviewing and Changing the Project............................................................................19

4.5 Staffing the Project........................................................................................................20

4.6 Planning Cost Elements/Activity Inputs.........................................................................22

4.7 Generating the Settlement Rule....................................................................................23

4.8 Entering a Forecast.......................................................................................................24

4.9 Time Recording (211)....................................................................................................25

4.10 Travel Management (191)..........................................................................................26

4.11 Creating the Fixed Price Billing Document.................................................................28

4.12 Creating a Resource-Related Billing Request............................................................29

4.13 Creating the Invoice for the Billing Request...............................................................31

4.14 Closing Completed Projects (Technical View)...........................................................31

5 Follow-up Processes............................................................................................................32

6 Appendix.............................................................................................................................. 33

6.1 Reversal of Process Steps............................................................................................33

6.2 SAP ERP Reports.........................................................................................................35

6.3 Used Forms...................................................................................................................35

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Project with Fixed Price and T&M Billing

1 PurposeThis scenario addresses the typical business processes of an industrial design, consulting, or professional services company that manages commercial projects (a commercial project consists of a work-breakdown structure only that is it does not require the extensive logistical capabilities provided by a project network and network-activities).

The project is automatically created from the sales order using a predefined project structure template. The project manager finalizes the project structure and assigns employees to specific activities based on skill sets and availability. Invoicing is carried out on the basis of the fixed-price and resource-related items set up in the sales order.

2 PrerequisitesTo carry out the process steps described in Chapter 4, it is necessary that certain master data, user roles, and/or queries for the POWLs have been created or set-up ahead of time.

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master data Value Master / org. data details Comment

Operating concern 10RU Best Practices

Controlling area 1000 КонтроллингЕдиница 1000

Company code 1000 БЕ 1000

Plant 1000 Завод 1

Sales organization 1000 Sales Org. 1000

Distribution channel 10 Direct Sales

Division 10 Product Division 10

Sales Order type YBO1 SP: SD-Order

Sold-to party 100100 Customer Services

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Master data Value Master / org. data details Comment

Material D313

D314

Consulting PS FxP CPI

Consulting PS T&E CPI

Fixed-Price

Time & Expenses

CATS Data entry profile

YBPS Project Working times are automatically released, but require approval before being transferred to Controlling

Personnel number 999102

999103

Орлова Ольга

Петров Сергей

Consultant

Project Manager

2.2 Assigning Your System User to the Employee HR Master Record

In this scenario, the employee Jennifer Stein (employee no. 999102) will be staffed to a project WBS element. In order for your system user to be able to enter a forecast, enter working times in CATS (Web Dynpro), and record travel expenses in the web-dynpro based entry transaction, your system user must be assigned to this employee's HR master record. To do this, carry out the following steps in the ECC system prior to starting the scenario.

Alternative Employee number

Any employee master record in the range 999101 – 999299 can be used. The employee must be assigned to cost center 1321 Services/Consulting. Replace the employee no. 999102 with the number you choose as needed in the scenario steps, beginning with the section Staffing the Project.

Procedure1. Access the activity using one of the following navigation options:

SAP ECC menu Human Resources Personnel Management Administration HR Master Data Maintain

Transaction code PA30

2. On the Maintain HR Master Data screen, make the following entries:

Field name User action and values

Personnel no. 999102

Infotype 0105 (Communication)

Subtype 0001 (System user name)

3. Choose Create to create the new Infotype record Communication.

4. On the Create Communication screen, make the following entries

Field name User action and values

ID/Number <your system user>

5. Choose Save to store the Infotype record. If a dialog box appears informing you that an existing record will be overwritten, confirm by pressing OK.

2.3 Roles

Use

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The following roles must have been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Consulting Agency Client Manager

SAP_NBPR_CNSLT_CLNTMGR_S Creating a Quotation

Creating a Customer Order

Maintaining Realization % on sales order item line

Creating the Fixed Price Billing Document

Creating a Resource-Related Billing Request

Creating the Invoice for the Billing Request

Consulting Agency Project Manager

SAP_NBPR_CNSLT_PROJMGR_S Generating the Settlement Rule,

Changing the Project

Staffing the Project

Planning Cost Elements/Activity Inputs,

Performing Results Analysis on the Project

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Entering a Forecast

Recording Working Times

Recording Travel Expenses

Travel Accountant SAP_NBPR_TRAVEL_S Approves Travel Expense Reports

Transfer Expenses to Accounting

2.3.1 Defining Queries for Personal Object Worklist (POWL)

UseThe following queries must be defined to test this scenario in the SAP NetWeaver Business Client (NWBC). The queries are necessary to access role specific worklists in the SAP NetWeaver Business Client (NWBC).

For more information on the creation of queries, see the section Creation of Queries in Personal Object Working Lists (POWLs) in the Quick Guide to Implementing the SAP Best Practices Baseline Package (RU) document.

Changing Query SP: T&E Billing (POWL)SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Consulting Agency Client Manager

(SAP_NBPR_CNSLT_CLNTMGR_S)

Business role menu Billing Resource-Related

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Business role

Application Object type Variant name

Variant selections

Selection criteria

Query name


Worklist List of Sales Documents with WBS Elements

Sales Org: 1000

Distr. Chn: 10

Sales Doc. Type:YBO1

Material: D301, D304, D314

SP: T&E Billing

ResultYou can now process the step Creating a Resource-Related Billing Request in the scenario Project with Fixed Price and T&M Billing (196).

Changing Query SP: Quotations (POWL) SAP NetWeaver Business Client (SAP NWBC) via Business Role



Business role menu Engagements Quotations

Business role

Application

Object type

Variant name

Variant selections

Selection criteria

Query name


Worklist Sales Documents

Transaction Group: 2

Sales Doc. Type:YBQ1

Sales Org: 1000

Distr. Chn: 10

Division: 10

SP: Quotations

ResultYou can now process the step Printing a Sales Quotation in the scenario Project with Fixed Price and T&M Billing (196).

Changing Query Sales Documents (POWL) SAP NetWeaver Business Client (SAP NWBC) via Business Role



Business role menu Engagements Engagement Worklist Sales Documents

Business role

Application

Object type Variant name

Variant selections

Selection criteria

Query name

Consultin Worklist POWL type for PS Transaction Sales

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Business role

Application


Variant selections

Selection criteria

Query name

g Agency Client Manager

OrderToBill SD Orders

Group: Sales Order


Sales Org: 1000

Distr. Chn: 10

Division: 10

Documents

ResultYou can now process the step Staffing the Order in the scenario Project with Fixed Price and T&M Billing (196).

Changing Query SP: Orders (POWL) SAP NetWeaver Business Client (SAP NWBC) via Business Role



Business role menu Engagements Orders

Business role

Application


Variant selections

Selection criteria

Query name


Worklist Sales Documents Transaction Group: 0


Sales Org: 1000

Distr. Chn: 10

Division: 10

SP: Orders

ResultYou can now process the step Printing a Customer Order in the scenario Project with Fixed Price and T&M Billing (196).

Changing Query SP: Project Worklist (POWL) SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Consulting Agency Project Manager

(SAP_NBPR_CNSLT_PROJMGR_S)

Business role menu Comm Proj Mgmt Project Worklist

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Business role

Application


Variant selections

Selection criteria

Query name

Project Manager

Worklist POWL type for PS Order To Bill Projects

Project

Created On: <beginning of the month> to <6 months in the future>

Company Code: 1000

Controlling Area: 1000

WBS element

Person Responsible: 999103

SP: Project Worklist

ResultYou can now process the step Staffing the Project in the scenario Project with Fixed Price and T&M Billing (196).

3 Process Overview TableProcess step External

process reference

Business condition

Business role

Transaction code

Expected results

Creating a Quotation


VA21

Creating a Customer Sales Order


VA01

Maintain Realization % on Order Item line


VK11

Reviewing and Changing the Project


CJ20N

Staffing the Project


WD-App

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Process step External process reference

Business condition

Business role

Transaction code

Expected results

Planning Cost Elements/Activity Inputs


CJR2

Generating the Settlement Rule


CJB2

Entering a Forecast

Employee WD-App

Time Recording External Process 211

Employee

Travel Management

External Process 191

Employee

Creating the Fixed Price Billing Document


VF01

Creating the Resource-Related Billing Request


DP90

Creating the Invoice for the Billing Memo Request


VF01

Closing Completed Projects (Technical View)


CJ02

Period end closing Project (207)

4 Process Steps

4.1 Creating a Quotation

UseThe purpose of this activity is to create a quotation, which is a formal offer of services to a customer at a set price. It is usually valid for a limited period of time.

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The quotation is set up with one item to handle activities to be performed at a fixed-price, and another item to handle activities invoices based on actual working times and expenses.

Procedure1. Access the transaction by choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Sales and Distribution Sales Quotation Create

Transaction code VA21

2. On the Create Quotation: Initial Screen, make the following entries:

Field name Description User action and values Comment

Quotation Type

Sales document type of the quotation

YBQ1

Sales Organization

Selling entity responsible for the customer

1000

Distribution Channel

Customer grouping 10

Division Product or service grouping

10

3. Choose Enter.

4. On the Create SP: Quotation: Overview screen, make the following entries. (Default data remains unchanged.)


Sold-to Party

Alphanumeric key uniquely identifying the customer

100100

PO Number Reference for the customer's inquiry

<Reference> For example, "TEST196_Quote"

Valid to Date until which the bid or quotation is binding

<A day in the future>

Item Table – First Line

Material Alphanumeric key uniquely identifying the service product

D313

Order Quantity

Number of service units 1

5. Choose Enter.

6. Select item line 10 and choose from the menu: Goto Item Conditions

7. In the Pricing Elements table, enter PR00 in the field of CnTy and enter 144000 in the field of Amount and choose Enter.

8. Choose Back to return to the main overview screen.

9. In a new item line make the following entries and choose Enter:


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Second Item Line, Field

Material

Alphanumeric key uniquely identifying the service product

D314

Second Item Line, Field Order Quantity

Number of service units 1

10. Select item line 20 and choose from the menu: Goto Item Conditions

11. In the Pricing Elements table, enter PR00 in the field of CnTy and enter 180000 in the field of Amount and choose Enter.

12. Choose Save and write down the generated quotation number 2XXXXXXX for future reference. <Quotation No.>: _________________________

13. Choose Back (F3) to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role



Business role menu Engagements Customer Cockpit

1. Make the following entries and choose Display Customer:


Customer Name Leave this space blank

Customer Number 100100

2. An additional window Customer Cockpit appears. On the Customer Cockpit screen, select the following option:


Other Activities Create Quotation Select Create Quotation from the Drop-Down Menu

3. The window Sales Document Processing OIF appears. On the Create Quotation screen, make the following entries and choose Start:


Sales Document Type

YBQ1 SP: SD-Quotation

Sales Organization

1000 Sales Organization for the quotation


10 Distribution Channel for the quotation

Division 10 Division for the quotation

4. On the SP: Quotation: New screen, make the following entries in the document header:


PO Number <Reference> for example, "TEST196"

Valid To <One month in the future>

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5. Make the following entry in the Item Overview table and choose Enter:


Material D313 Consulting PS FxP CPI

Order Quantity 1

6. Select item 10 new tabs will appear to the right of the overview table.

7. Select the Pricing tab page on the screen section next to the Item Overview and enter a Price (144000).

8. Make a second entry in the Item Overview table and choose Enter:


Material D314 Consulting PS T&E CPI

Order Quantity 1

9. Select item 20. Enter a Price (180000) on the Pricing tab page on the screen section next to the Item Overview.

10. Choose Save Document. Make a note of the quotation number for reference:<Quotation No.>: _________________________

11. Close the Create Quotation and Customer Cockpit windows.

12. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultA quotation for consulting services, set-up with fixed-price and resource-related items, has been created.

The printout of the quotation is executed automatically and immediately (see the settings in SAP GUI transaction VV11 for output type AN00, and the defaults of your user settings in transaction SU3); however, only in the case when the quotation is complete.

You also have the possibility to start the print out manually (only if the sales order is not blocked):


SAP ECC menu Logistics Sales and Distribution Sales Quotations Display


1. Enter the quotation number in the screen Display Quotation: Initial Screen: From the menu, choose Sales document Issue Output To

2. Mark the line with the message type AN00

3. Choose Print.




Business role menu Engagements Quotations

1. In the POWL SP: Quotations mark the line with the quotation number created in the previous step and choose Sales Document in PDF Format.

2. Choose the print icon to print out the document.

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4.2 Creating a Customer Order

UseThe purpose of this activity is to define the professional service agreement between the service provider and the customer. Saving the customer order automatically triggers the creation of the project.

The order will be created with reference to the quotation created in the previous step. Alternatively, the order can be created directly using the item information (material numbers and prices) from the previous step.

PrerequisitesThe materials D313 and D314 used in the customer order are assigned to WBS elements from the standard project template C/COMM in transaction CN08CI, which results in the automatic creation of a new commercial project.

This prerequisite is fulfilled.



SAP ECC menu Logistics Sales and Distribution Sales Order Create


2. On the Create Sales Order: Initial Screen, make the following entries:


Order Type Sales document type of the order

YBO1

Sales Organization

Selling entity responsible for the customer

1000


Customer grouping 10

Division Product or service grouping

10

3. Choose Create with Reference (F8).

4. In the following dialog box, select the Quotation tab page. Enter the quotation number created earlier. Choose Copy (F5).

5. On the Create SP: SD-Order: Overview screen, make the following entries in the document header:


PO Number <Reference>, for example, "TEST196"

Enter a customer purchase order number as reference.

6. Choose Save.

7. Write down the generated order number for reference.

<Sales Order No.>: _______________

The standard project template C/COMM was used to generate a new project C/XXXX, where the 4 X's are identical with the order number. For example, if the sales order 31 is created, then the project definition number would be C/0031.

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Write the Project Definition number here for future reference:

Project Definition number: _________________________

In the following sections, the project will be referred to generically as C/XXXX.





Business role menu Engagements Customer Cockpit

1. Make the following entries and choose Display Customer:


Customer Number

100100

2. In the Customer Cockpit window, select the tab Open Quotations.

3. Select the line with the quotation from the previous step and choose the Create with Reference –activity from the POWL toolbar.

If the number of the quotation from the previous step does not appear in the list, check the query selection criteria and re-fresh the query if necessary.

4. On the Create Sales Document window, make the following entries and choose Start:


Sold-To Party 100100 Customer Services

Sales Document Type

YBO1 SP: SD-Order

Reference Document

<Quotation Number> Number of the Quotation from the previous step

5. On the SP: SD-Order: New screen, make the following entries in the document header:


PO Number <Reference>, for example, "TEST196"

Enter a customer purchase order number as reference.

6. Choose Save and Follow Up. The program issues the messages SP: SD-Order <Order Number> has been saved appear, together with a list of follow-up actions.

Make a note of the sales order number:

<Sales Order No.>: _______________

The standard project template C/COMM was used to generate a new project C/XXXX (XXXX represent the order number; for example, if the sales order 31 is created, the project definition number would be C/0031).

Write down the project definition number for future reference:

Project Definition number: _________________________

In the following sections, the project will be referred to as C/XXXX.

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7. From the list Select Follow Up Action(s), choose Review Project. A new window Commercial Project Set-Up appears.

8. In the table WBS Overview, the first WBS element C/XXXX-0010 is selected by default. In the tab Basic Data below, enter the following information:


Person Responsible

00999103

9. In the table WBS Overview, select the WBS element C/XXXX-0020. In the tab Basic Data below, enter the following information:


Person Responsible

00999103

10. Choose Save.

11. Close the Commercial Project Set-Up, Sales Document Processing OIF, and Customer Cockpit windows.


ResultA sales order for the provision of consulting services was created. A commercial project linked to the sales order was created automatically and subsequently assigned to the responsible project manager.

The printout of the order confirmation is executed automatically and immediately (see the settings in SAP GUI transaction VV11 for output type BA00, and the defaults of your user settings in transaction SU3); however, only in the case when the sales order is not blocked.

You also have the possibility to start the print out manually (only if the sales order is not blocked):


SAP ECC menu Logistics Sales and Distribution Sales Order Display


1. Enter the order number in the screen Display Sales Order: Initial Screen. From the menu, choose Sales Document Issue Output To

2. Mark the line with the message type BA00.

3. Choose Print.




Business role menu Engagements Orders

1. In the POWL SP: Orders, mark the line with the sales order number created in the previous step and choose Sales Document in PDF Format.

2. Choose the print icon to print out the document.

4.3 Maintaining Realization % on Order Item Line

Use

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The price for consulting services determined via condition type PR00 can be seen as the list price for the service rendered. This price however might not be feasible on the market. Therefore, an order item line specific condition type in the form of a price reduction is applied that reflects the discount on the list price. This condition type can be maintained at any time between creating the sales order and billing. It is also taken into account during WIP determination, and thus may, independently of the sales price negotiated with the customer, be used to further adapt the WIP, for example, if it is expected that not all services rendered are billable.

Procedure1. Access the transaction using one of the following navigation options:


SAP ECC menu Logistics Sales and Distribution Master Data Conditions Select Using Condition Type Create

Transaction code VK11




Business role menu Master Data Pricing Pricing Conditions Create Condition Record

2. On the Create Condition Records screen, enter the following information and choose Enter:


Condition Type

The key that uniquely identifies the condition.

YBS2 SP: Realization %

3. In the dialog box Key Combination, select the first entry SD Document / Item / Material and choose Enter.

4. On the Create SP: Realization % Condition (YBS2): Fast Entry screen, enter the following data:


Sales Document

<Order no. from Step 4.2>

Item (SD) 20 Item no. for T&M Billing

Material Material master used to represent consulting hours

D404 The material D404 will appear in the billing request created in Step 4.13.

Amount % value Enter a value, for example, : 20

price reduction -20 %

Valid from Start date Actual date Check the Pricing Date of the Order

Valid to End date <End of the current year>

5. Choose Save.


Or

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Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultA sales order item line-specific surcharge/discount has been applied and will affect the WIP valuation and the resource-related billing accordingly.

4.4 Reviewing and Changing the Project

UseThe transaction demonstrated here is used by the project manager to review the project work-breakdown structure that was provided by the template C/COMM and to change, add, or delete WBS-elements as necessary. Basic data for the project can be entered, such as descriptions and dates of the Project and WBS-elements. Afterwards, the project is released.



SAP ECC menu Logistics Project System Project Project Builder

Transaction code CJ20N

2. The first time you access this transaction, the system displays a dialog box Project Builder: Options to welcome you to the project builder. To continue, select Skip this in future and then choose Set options (Enter).

In the subsequent dialog box Project Builder: User-specific options, select the Preview last project indicator. This recommended setting allows you to access the last project you worked on. Accept all other default settings and choose Continue (Enter).

You can change these settings at any time in the future by choosing Settings Options on the Project Builder screen.

3. On the Project Builder screen, choose Open (above the upper part of the left side of the screen).

4. In the Open Project dialog box, make the following entries:


Project definition

Number of project definition

<Project nr. C/XXXX> The project was created automatically when the order was saved.

5. Choose Open (Enter).

6. On the Project Builder: Project C/XXXX screen, move the vertical bar to the right to fully display the icons and column headings in the project structure area. Choose Expand all.

7. To assign a unique description to your design project, change the short text of the project definition by selecting the icon of the project definition (first line Project Structure: description). In the text field next to the Project def. field in the Identification and view selection area, change the default text to a description which uniquely identifies the design project.

8. To release the project, select the project definition and choose Edit Status Release. The system issues the message Status was set. The project status changes to Released.

9. Save the project changes.


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Business role menu Comm ProjMgmt Project Worklist

1. A personalized Worklist SP: Commercial Projects appears. In the list of WBS-elements for the new project choose your project No. <C/XXXX> and select the line with the first WBS-Element C/XXXX-0010.

2. Choose the POWL activity Change Project. A new window with the title Change Project: WBS-Element Overview appears.

3. Change the short description of the project from Commercial Project Template to Consulting Project ABC.

4. In an empty line in the table of WBS-elements, add a third activity that will be billed by actual time and expenses by entering the following information:


Level 2

WBS element

“-30 The "-character is used to enter WBS element IDs more efficiently. It will be replaced with the same ID from the preceeding WBS element.

Description T&E Activity 3

PE Planning Element

X

5. Choose Enter to confirm your entries. The number of the new WBS-element should change to C/XXXX-0020-30.

6. Choose the toolbar button Project definition to switch to the maintenance dialog for the main control data for the project.

7. On the Change Project: Project Definition screen, choose the menu command Edit Status Release.

8. To store the changes to the project, choose Save (Ctrl-S).

9. Close the window and return to the Project Worklist in the main NWBC window.


ResultThe system message Project <C/XXXX> is being changed is displayed.

4.5 Staffing the Project

This chapter can be ignored if the SAP NWBC is not used.

The business process / functions described in this chapter are only available with SAP NWBC.

If you work with SAP GUI, proceed to chapter 4.6

Use

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In this step, the project will be staffed. The project leader begins the staffing process by creating a list of candidates, and checks their availability. Finally, one of the candidates will be chosen and assigned to one of the project's WBS elements.

Procedure

SAP NetWeaver Business Client (SAP NWBC) via Business Role

NWBC Business role Consulting Agency Project Manager


Business role menu Comm Proj Mgmt Project Worklist

1. In the POWL SP: Projects Worklist, select any row with the project definition C/XXXX and choose Lean Staffing from the POWL's activity toolbar.

2. A new window entitled Staff Assignment to Project C/XXXX appears. The window is divided into three main areas: (1) upper left: a list of the project WBS elements, (2) upper right: a list of potential candidates, and (3) bottom: a list of the current assignments for the selected WBS element.

3. In the list of project WBS elements, select the element with the description T&E Activity 1.

4. In the table for the candidates, choose Add Candidates…

5. In the dialog box Search for Candidates, enter the following information:


Cost Center 1321 Services / Consulting

6. Choose Start Search. The list will be populated by employees assigned to cost center 1321.

7. Select employees 999101 and 999102 by marking the respective lines using the CTRL key of your keyboard.

8. Choose OK to close the Search for Candidates window and carry over the employees to the list of candidates.

9. After contacting the candidates, the project manager decides on employee 999102. Select the row in the candidate list with employee 999102 and choose Add Assignment.

10. In the assignment list, enter the following information:


Start Date <today>

End Date <today + 2 months>

Assignment Descrptn.

Coaching, PS Module

Expected Days

10

Maximum Days

15

11. Choose Save to record the new assignment and then Close to close the staffing window.


ResultEmployee 999102 has been assigned to the WBS element T&E Activity 1. The WBS element will appear automatically in the employee's time-recording worklist for the dates given in the assignment.

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4.6 Planning Cost Elements/Activity Inputs

UseThis transaction is used to create planning data on the WBS elements representing the fixed-price activities. This information is required for the results analysis / WIP calculation.



SAP ECC menu Logistics Project System Financials Planning Costs in WBS Cost and Activity Inputs Change

Transaction code CJR2




Business role menu Comm ProjMgmt Project Planning Financials Planning Cost Elements/Activity Inputs Change

2. If the dialog box Set Controlling Area appears, enter the controlling area 1000 and choose Save as User Parameter (F5).

3. On the Planning Cost Elements/Activity Inputs Change: Initial Screen, choose Next Layout (Ctrl+F8) to change layout to 1-702 if it is not displayed.

4. Make the following entries:


Version Planversion 0 (Plan/actual version)

From period <current period>

To period <current period>

Fiscal Year <current year>

WBS Element

From C/XXXX-0010

To C/XXXX-9999

Sender cost center

1321 Services/ Consulting

Sender activity type

8 Consulting

5. Choose Overview Screen (F5).

6. The program selects the first top-level WBS element. Choose Next Combination (Ctrl+F2) to show the first fixed-price activity C/XXXX-0010-10.

7. On the Planning Cost Elements/Activity Inputs Change: Overview screen, enter 40 hours in the Total Plan Consumption column.

8. Choose Next Combination (Ctrl+F2) to show the second fixed-price activity C/XXXX-0010-20.

9. On the Planning Cost Elements/Activity Inputs Change: Overview screen, enter 60 hours in the Total Plan Consumption column.

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10. Choose Post (Ctrl+S) to post your entries.


Or


4.7 Generating the Settlement Rule

UseThis transaction automatically generates the results analysis key and settlement rule in the project. The settlement rules determine the controlling object that will receive the revenues and costs of the project.

PrerequisitesThe settlement rule and results analysis key of the project may be generated at any time once you have created the project. A default settlement strategy, that is, a settlement rule determination based on certain project criteria, must be defined for a settlement generation to occur.



SAP ECC menu Logistics Project System Financials Period-end Closing Single Functions Settlement Rule Individual Processing

Transaction code CJB2




Business role menu Actual Postings Period-End Closing (PS) Settlement Rule Individual Processing

2. If the Set Controlling Area dialog box appears, make the following entries and choose Enter:


Controlling Area Select applicable condition type

1000

3. On the Generate Settlement Rules: WBS Elements screen, make the following entries.


Sales Document

Key identifying sales document

<Sales Document Number from Step 4.2>

Project Key identifying project definition

Empty

WBS Element

Enter the first WBS Element from the order item 10

Empty

With Hierarchy

Includes all sub items below WBS element

Select

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Period Period signifying the start of the analysis

Current period

Fiscal Year Fiscal year Current fiscal year, for example 2011

Test Run Simulation control Deselect

Detailed Lists Generates list of the updated database records

Select

4. Choose Execute.

Profitability segment settlement rules were generated for all WBS-elements in the project C/XXXX attached to the sales order.


Or


ResultThe settlement rules and results analysis keys have been generated for the accounting elements.

4.8 Entering a Forecast

This chapter can be ignored if the SAP NWBC is not used.

The business process / functions described in this chapter are only available with SAP NWBC.

If you work with SAP GUI, proceed with chapter 4.9.

UseAn employee enters a forecast based on his/her assignment. By maintaining a forecast, the staffing application is able to provide an estimate of an employee’s availability for future assignments.

PrerequisitesYour system user must be assigned to an employee master record in order for you to be able to enter a forecast (see section 2.2).

Procedure

SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Employee

(SAP_NBPR_EMPLOYEE_S)

Business role menu Control Panel Employee Services Forecast

1. The application Edit Employee Monthly Forecast: <Employee Name> appears. The entry screen is divided into two parts: a calendar with an overview of the current and following two months, and an entry table with the staffing assignments and forecast.

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As shown on the top of the forecast table, the default unit for entering the forecast is in days, but can be switched to hours. During the customization of the forecast application, a day is set to exactly 8 hours.

In order for the forecasting application to calculate the employee's available days, a work-schedule rule has been maintained in the employee's master record (Infotype 0007).

The forecast table allows one entry per month per assignment, that is the forecast is entered on a monthly basis, as defined during customization. The planning granularity could be defined to allow entries per week or per day.

2. In the table Forecast Details, locate the assignment made for the project WBS element C/XXXX-0020-10, T&E Activity 1. Enter a forecast of 5 days per month and enter a description in FCText field.

3. Choose Save to record the forecast.


ResultThe employee has maintained a forecast for his/her assignments.

4.9 Time Recording (211)

External Process

UseThe Cross-Application Time Sheet (CATS) is the tool used to record the hours worked by an employee on a certain assignment. In this scenario, the assignments are the individual WBS-elements in the project which have been staffed.

ProcedureFor Option 1: SAP Graphical User Interface (SAP GUI)

Complete the activities 4.1 Recording Actual Working Times, 4.2 Approval of Working Times and 4.3 Time Sheet: Transferring to Target Components as described in the Business Process Documentation of the scenario: Time Recording (211).

To accomplish the activities of this scenario, carry out the process steps in the relevant Business Process Documentation using the master data from the following table:


Data Entry Profile

Customized time sheet profile

YBPS Project

Key Date Date that determines the date range available in the time sheet

Accept default of today’s date

The first time a time sheet is called up, the key date is not visible on the initial screen.

Personnel Number

Numeric key identifying a personnel record

999102 Орлова Ольга

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Receiver WBS element


Released WBS element C/XXXX-0020-10

This is one of the WBS elements that was setup to be invoiced based on actual time and expenses, and was assigned to employee 999102 in the section Staffing the Project.

<Date> Date on which the employee worked on the assignment

<Working Time in Hours> Example: 8

For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Complete all prerequisite steps and the activities 4.1 Option 2.1 Recording Actual Working Times working with account assignment object: Project, 4.2 Approval of Working Times and 4.3 Time Sheet: Transferring to Target Components as described in the Business Process Documentation of the scenario: Time Recording (211).



Personnel Number

Numeric key identifying a personnel record

999102 Орлова Ольга



< C/XXXX-0020-10> This is the WBS element that was setup to be invoiced based on actual time and expenses, and was assigned to employee 999102 in the section Staffing the Project.

<Date> Date on which the employee worked on the assignment

<Working Time in Hours>

Example: 8

ResultHours were recorded and released by the employee 999102 for WBS element C/XXXX-0020-10. The hours were approved by the project manager and transferred to Controlling, where they appear as costs on the project.

4.10 Travel Management (191)

External Process

UseTravel expenses incurred while carrying out an assignment can be entered in the system to record costs for a project as well as to allow the employee to be reimbursed. If the expenses are

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posted to a WBS element which is set-up for T&E-billing, the expenses can be invoiced to the customer.

Procedure

Complete all the activities described in the Business Process Documentation of the scenario: Travel Management (191)

For Option 1: SAP Graphical User Interface (SAP GUI)


Master data Value Comment

Personnel Number 999102 Jennifer Stein

From Start date and time of trip

Enter date and time

Default value when coming from Time Recording

End End date and time of trip

Enter date and time


Reason Consulting Reason for trip

City Москва Enter the city as target of the trip

Country RU Default

Cost Assignment WBS Element C/XXXX-0020-10

Cost assignment of the trip

Expense Type Line item 1, enter MTWG

Line item 2, enter BENZ

Expense type describes the kind of expenses

Amount Line item 1, enter 3600

Line item 2, enter 1800

Amount of the expense type

For Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role



Personnel Number 999102 Jennifer Stein

From Start date and time of trip

Enter date and time


End End date and time of trip

Enter date and time


Country / Region RU Default

Destination Москва Enter the city as target of the trip

Reason Consulting Reason for trip

Cost Assignment WBS Element C/XXXX-0020-10

Cost assignment of the trip

Expense Type Line item 1, Choose Expense type describes the kind of expenses

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Car Rental

Line item 2, Choose Gasoline

Receipt Amount Line item 1, enter 3600

Line item 2, enter 1800

Amount of the expense type

4.11 Creating the Fixed Price Billing Document

UseA billing document is created to invoice the customer for the fixed price portion of the project. In this scenario, this corresponds to item 10 in the sales order with the material D313.



SAP ECC menu Logistics Sales and Distribution Billing Billing Document Create

Transaction code VF01

2. On the Create Billing Document screen, make the following entries:


Document The number that uniquely identifies the sales, delivery, or billing document.

<Sales Order number>

3. Choose Execute (F8).

The system reports that not all items could be invoiced. The costs collected against the sales order item representing T&M billing will be invoiced separately by creating a Debit Memo Request (DMR), as described in the following section 4.12.

4. On the Invoice (F2) Create: Overview of Billing Items screen, choose Save.





Business role menu Billing Billing Documents

1. On the Billing screen, choose the Billing Due List tab page or the Billing due List query (refresh the current query if necessary).

2. Choose Show Quick Criteria Maintenance, enter the relevant search criteria and select the Order-Related flag. Choose Apply.

3. Mark the lines with the sales document(s) (for example, the order number from step 4.2) you want to bill then choose Billing in Background.

4. The system will provide you with a list of the created billing documents.


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ResultThe system generates an invoice for billing and issues the message: Document XXXXXXXX has been saved. A document was also created in FI to post the respective amounts to the A/R, revenue, and tax accounts.

Material Debited Accounts

Credited Accounts Cost Element / CO Object

Service (LEIS)

62001100 SettlementsСustomer

90103000 VAT Sales

90100000 GrossRevenueProdServ

68020200 VATRealisWagePaym

90100000

The printout of the invoice is executed automatically and immediately (see the settings in SAP GUI transaction VV33 for output type RD00, and the defaults of your user settings in transaction SU3).

You also have the possibility to start the printout manually:


SAP ECC menu Logistics Sales and Distribution Billing Billing Document Display


1. Go to transaction VF03, on the screen Display Billing Document. From the menu choose Billing document Issue output to

2. Mark the line with the message type RD00

3. Choose Print.




Business role menu Billing Billing Documents Change Billing Document

1. On the Change Billing Doucment screen, enter the billing document number.

2. Choose More … Billing document Issue output To.

3. Select the relevant output and choose Print.

4.12 Creating a Resource-Related Billing Request

UseThe resource-related billing is performed in two steps. In the first step, a billing request in sales is created using the Dynamic Item Processor with transaction DP90. In the second step, the actual billing document is created based on the billing request.

In this section, a billing request is being created based on the actual time and expenses recorded to the WBS-elements attached to item 20 in the sales order.



SAP ECC menuLogistics Customer Service Service Processing Completion Billing Request Process Individually

Transaction code DP90

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2. On the Resource-Related Billing Request: Initial Screen, make the following entries:


Sales Document

Billable sales document

Sales Order Number created in step 4.2

Sales Document Item

Item with res.-related billing

Items of the sales order to be billed (20)

3. To start creating the billing request, choose Create Billing Request (enter)

4. On the Billing request for resource-related billing document <new>: Expenses screen, save the billing request by choosing Save Billing Request (Shift + F7).

5. A dialog box with the question: Do you really want to create the billing request? appears. Choose Yes.

6. On the Change SP Debit Memo Requ. 70000xxx: Overview screen, select the Sales tab page, delete the billing block by leaving the field blank and choose Good service in the Order reason field.

7. To save the Debit Memo Request, choose Save (Ctrl + S). Make a note of the billing request number. Billing Request: _______________.





Business role menu Billing Resource-Related

1. In the POWL, select the active query SP: T&E Billing

If the query is not yet available, please see section 2.3.1 above to define the query.

2. Select the line in the table with the number of the SD-document created in step 4.2, item number 20.

If your document does not appear in the list, choose Refresh in the lower right hand corner of the table.

3. Choose Resource-Related Bill. Doc .from the POWL's activity toolbar.

4. Confirm the dialog box message No profile found in sales document … by choosing Enter.

5. On the Billing request for resource-related billing document <new>: Expenses screen, save the billing request by choosing Save Billing Request (Shift + F7).

6. A dialog box with the question: Do you really want to create the billing request? appears. Choose Yes.

7. On the screen Change SP: Debit Memo Req. 70000xxx: Overview, select the Sales tab page, delete the billing block by leaving the field blank and choose Good service in the Order reason field.

8. To save the changes made to the debit memo request, choose Save (Ctrl + S). Make a note of the billing request number.

Billing Request: _______________________________

9. Close the window and return to the main NWBC window.


Result

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The system issues the message: Document XXXXXXXX has been saved. The working times and travel expenses posted to the T&E-activities in the project have been collected and converted to billable items in a new billing request document in sales.

4.13 Creating the Invoice for the Billing Request

UseIn this activity the invoice is generated from the billing memo request.



SAP ECC menu Logistics Sales and Distribution Billing Billing Document Create


2. On the Create Billing Document screen, make the following entries:


Sales Document

Number of sales document to be billed

<Number of the Billing Memo Request created in step 4.12>

3. Choose Enter.

4. Choose Save.

5. Write down the invoice number. Invoice number: ________________________________.





Business role menu Billing Billing Documents

1. On the Billing screen, choose the Billing Due List tab page or the Billing due List query (refresh the current query if necessary).

2. Choose Show Quick Criteria Maintenance, enter the relevant search criteria and select the Order-Related flag. Choose Apply.

3. Mark the lines with the sales document(s) (that is the debit memo request from the previous step) you want to bill then choose Billing in Background.

4. The system will provide you with a list of the created billing documents.


4.14 Closing Completed Projects (Technical View)

UseOnce you have viewed the project postings, you complete the project by setting the project status to Technically Complete. This prevents further changes to the project.

PrerequisitesYou can view revenue and expense postings to the project at any time following time sheet entry and/or invoicing activities. Completion of all project work triggers technical completion of the project.

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SAP ECC menu Logistics Project System Project Special Maintenance Functions Work Breakdown Structure (WBS) Change

Transaction code CJ02

2. On the Change Project: Initial screen, enter the project definition number C/XXXX.

3. Choose Project definition.

4. On the Change Project: Project Definition screen, choose Edit Status Technically Complete.

5. Choose Save.





Business role menu Comm ProjMgmt Project Worklist

1. In the POWL SP: Project Worklist, select the first line in the list of WBS-elements for the project C/XXXX and choose the POWL activity Change Project. A new window entitled Change Project: WBS-Element Overview appears.

2. Choose the toolbar button Project definition to switch to the maintenance dialog for the main control data for the project.

3. In the window Change Project: Project Definition, choose the menu command Edit Status Technically Complete

4. Choose Save (Ctrl-S) to store the changes to the project.

5. Close the window and return to the Project Worklist in the main NWBC window.


ResultThe project is technically closed.

5 Follow-up ProcessesYou have finished all the activities that are part of the business process described in this document.

To accomplish the subsequent activities of this business process, carry out the process steps described in one or more of the following scenarios, using the master data from this document.

Accounts Receivable (157)

UseIn this activity you post the incoming payment.

ProcedureComplete all the activities described in the Business Process Documentation of the scenario: Accounts Receivable (157) (Chapters “Post Payments using Automatic Payments Program”, “Post Incoming Payment from Customer Manually”, “Automatic Clearing of open items in customer accounts”, “Manual Clearing of Open items in customer accounts”) using the master data from this document.

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Sales: Period End Closing Operations (203) (Optional)

Use

This scenario describes the collection of periodic activities, such as day ending activities, or legal requirements like Intrastat and Extrastat reporting.

ProcedureComplete all the activities described in the Business Process Documentation of the scenario: Sales: Period End Closing Operations (203) (Chapters “Review Sales Documents blocked for billing”, “Review Billing Due List”, “Review Log of collective invoice creation” and “Review List Blocked (for accounting) Billing Documents”) using the master data from this document.

Period End Closing Projects (207) (Optional)UseAdditional activities have to be carried out for this project. These are executed collectively as a part of month-end closing. For more information on the month-end closing procedure, see the Business Process Documentation Period End Closing Projects (207).

Note that month-end closing can only be executed once a month.

6 Appendix

6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Creating a Quotation

Transaction code (SAP GUI) VA21

Reversal: Delete Quotation




Business role menu Engagements Quotations Change Quotation

Comment Sales Document Delete

Creating a Customer Order


Reversal: Delete Order




Business role menu Engagements Orders Change Order


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Changing Project

Transaction code (SAP GUI) CJ20N

Reversal: Delete Project

Transaction code (SAP GUI) CJ20N



Business role menu Comm Proj Mgmt Project Planning Project Project Builder

Comment Delete Project (Close Project: goto Edit Status Close Set)

Delete Billing Document

Transaction code (SAP GUI) VF01

Reversal: Delete Billing Document




Business role menu Billing Biling Documents Change Billing Document

Comment Billing Document Cancel

Creating Resource-Related Billing Request

Transaction code (SAP GUI) DP90

Reversal: Delete Sales Document




Business role menu Sales Sales Order Sales Order Processing Change Order


Creating the Invoice for the Billing Memo Request


Reversal: Cancel Billing Document




Business role menu Sales Billing Change Billing Document

Comment Billing Document Cancel

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6.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all the important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

ReportsReport title Transaction

code (SAP GUI)

Business role (NWBC)

Business role menu (NWBC)

Comment

Costs/Revenues/Expenditures/Receipts

S_ALR_87013531

Project Manager

(SAP_NBPR_PROJECTMANAGER_M)

Project Management Project Execution Project Reports Costs/Revenues/Expenditures/Receipts

Plan/Actual/Variance

S_ALR_87013532

Project Manager


Project Management Project Execution Project Reports Costs/Revenues/Expenditures/Receipts

Actual Costs/Revenues

CJI3 Project Manager


Project Management Project Execution Project Reports Display Project Actual Cost Line Items

6.3 Used FormsCommon Form Name

Form Type Used in Process Step Output Type

Technical name

Quotation Smartforms Creating a Quotation AN00 YBRU_QUOT

Order Confirmation

Smartforms Creating a Sales Order BA00 YBRU_SDOC

Sales Invoice Smartforms Billing RD00 YBRU_SDINV

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196_BPP_EN_RU

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