Quick Manual for SAP ERP Project System

(PS)

By: Choten Tshering

Engineer

220KV PROJECT DIVISION OFFICE

DEVELOPMENT & CONSTRUCTION DEPARTMENT

BHUTAN POWER CORPORATION LIMITED

JIGMELING: BHUTAN

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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QUICK GUIDE OF SAP ERP

A-Project System:
1. Create Activity
You can create Internal, external, services and General cost activity
a. External activity
Cj20n
right click on WBS (at which you wanted to create activity or
inure expanse)
click on external
Enter
fill up all mandatory
(Descriptions, cost element(GL), Qty & unit, Price, purchasing group
and material group)
Enter
Save
b. Service activity
Cj20n
right click on WBS (at which you wanted to create activity or
inure expanse)
click on Services
Enter
fill up (Descriptions,
purchasing group and material group)
Enter(new window will pop
up)
Fill up (Service no/Service text, Qty & UoM, cost
element(GL))
Enter
back
Save.
2. Create Purchase Requisition (PR)
Cj20n
Click on Activity
Edit
Release
save
Note the PR number
3. Release Purchase Requisition (PR)
Note: Release the Activity in Cj20n where automatically PR number will
generate
Me54n
Document overview on
Selection variant
select purchase
requisition
double click on PR
Enter
display/change icon(pencil
icon)
release strategy
click on change/display icon (pencil icon at the tool
bar)
click on pencil icon and one tick mark)
save.

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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4. To Create Many Purchase order to one Purchase order

Me21n
Document overview on
Selection variant
select purchase
requisition
click on all PR (clt+ each PR no)
Adopt
document type
(Project Service)
Enter vendor
Enter
Start date( we have done the signing
date of contract)
validity date( end date of contract)
Select payment
processing
retention (say 10%)
Enter
Check
save.( kindly note the PR
number)
3. Release the PO
Me29n
other purchase order
Enter PO number
Enter
Header
release
strategy
click on change/display icon (pencil icon at the tool bar)
click on
pencil icon and one tick mark)
save.
4. Print Set up for Purchase order (PO)
Message
o/p type (NEU)
Medium(print output)
Language(English

communication
logical destination(LOCL)
back
further data
dispatch
item
select third one(send with application own transaction)

back
back
finish
Header
text(terms of payment, terms of delivery etc)
5. Create SES
ML81N
Other purchase order
Enter PO number
Create
Short
Text(RA-number)
Enter
Click Service Selection
Enter
Select or click
on specific BOQ items
Click on Adopt service
Enter qty
Save

yes(note the Entry sheet document no.)
6. Approve SES
ML81N
double click on overviews
Click
icon)
click on accept(Flag symbol)
save
yes

display/change

(pencil

Note: You can approve the SES soon after you are done with the qty entry. The
process will start from display or change

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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7. Park the invoice for FICO

Mir7
Invoice date
Posting date
Reference (write abt the RA
number)
PO reference
insert PO number
Enter
Enter( till nothing
appears at the bottom of the screen)
copy the amount that appears on the
balance box to the amount at the amount box at left corner of screen( amount at
balance should be zero)
Click on withholding tax
select I2(3% for foreign
contractor and supplier )
Enter the retention due date
click on simulate at the
top of the screen
Save park document(Yellow colour will appears)
note the
park document number and give this number to Finance along with contractors
invoice and our MB.

8. Park the credit memo for FICO

Mir7
Invoice date
Posting date
Reference (write abt the RA
number)
short text (write abt the recovery)
PO reference
insert PO
number
Enter
balance box at left corner of screen( amount at balance
should be zero)
De-select all the line item
Click G/L (write the G/L
account No)
enter the amount of recovery
click on simulate at the top of the
screen
Save park document(Yellow colour will appears)
note the park credit
memo document number and give this number to Finance along with
contractors invoice and our MB.
Note1: if recovery to be done to Project System, give WBS number to Finance
to Post the document
Note2: Credit memo is done for recovery from the vendor such as LD.
9. Progress
a. Update progress
Cj20n
click on WBS
Click on Activity
Edit
Confirm
Actual date(date
on which you wanted to confirm)
Qty
Back
Save.
b. View Progress
ZPSPRG
Enter Project definition (say DCD-BPC-03001)
Enter
year
month to Month (say 2 to 3)
Execute.

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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B. Purchase of Miscellaneous item

1. Create Purchase Order (PO)
1 .i. line items less than 1
ML-21n
document type (manual /emergency)
Insert vendor
Account
Assignment (Pprojects)
materials group (0061service)
Plant head
(thd1)
Enter
insert short text instead of material number
qty
Rate

Enter
system will pop another screen ( Enter WBS no, GL account no.)

Enter
Check
Save
Note the PO number.
1. ii. Line item more than two
ML-21n
document type (manual /emergency)
Insert vendor
Account
Assignment (Pprojects)
Item category (Dservices)
materials group
(0061service)
Plant head (thd1)
Enter
in short text wirte the name of
items you are procuring say stationary item, R&M of Vehicle BG-2A-0636)

Enter
insert short text instead of material number
qty
Rate
Enter

system will pop shall screen (Enter WBS no, GL account no.)
Enter

Check
Save
Note the PO number
Note: In1.i, item category need not entered and is acting as the external
services where you have to do good receipt by using T-code migo. In 1.ii
item category is assign as D i.e. services activities where you have to do
service entry sheet using T-code ML81n.

2. Release PO
Me29n
other purchase order
Enter PO number
Enter
Header
release
strategy
click on change/display icon (pencil icon at the tool bar)
click on
pencil icon and one tick mark)
save.
3. Good Receipt
Migo
document type (Select good receipt)
click on other purchase
order
Enter PO number
click on item OK
check
Post
note the GR
note document number.

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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4. Print Set up for Good Receipt (GR)

Message
o/p type (GIN/GRN)
Medium(print output)
Language(English

communication
logical destination(LOCL)
back
further data
dispatch
item
select third one(send with application own transaction)

back
back
finish
Header
text(terms of payment, terms of delivery etc)
5. Create SES
ML81N
Other purchase order
Enter PO number
Create
Short Text
(Bill No)
Enter
Click Service Selection
Enter
Select or click on specific
line items
Click on Adopt service
Enter qty
Save
yes(note the Entry
sheet document no.)
6. Approve SES
ML81N
double click on overviews
Click
icon)
click on accept(Flag symbol)
save
yes

display/change

(pencil

Note: You can approve the SES soon after you are done with the qty entry.
The process will start from display or change
7. Park the invoice for FICO
Mir7
Invoice date
Posting date
Reference (write abt the bill
number)
PO reference
insert PO number
Enter
Enter( till nothing
appears at the bottom of the screen)
copy the amount that appears on the
balance box to the amount at the amount box at left corner of screen( amount at
balance should be zero)
Click on withholding tax
select I1(2% for
Bhutanese contractor and supplier)(Note: if you know the exact percentage of
the TDS, else leave for FAS)
click on simulate at the top of the screen
Save
park document(Yellow colour will appears)
note the park document number
and give this number to Finance along with vendors invoice.

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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C. Procurement of Asset in Project System

a. Procure by Plant
1. Create material reservation:
Cj20n
click on specific WBS (say Vehicle)
Right click on the WBS

Create
Internal Activity
Enter
Name the activity (say Two wheeler)
fill
up all the mandatory one
Enter
Save
Right click on activity
Create

Material component
search the material from the material master(if material is
not created in the material master, you should ask to MM functional lead to
create the material giving all the details of the asset)
enter storage location,
plant head, delivery date)
save.
Note:
1. You can create reservation in internal activity only
2. When you save it you will get the reservation number and give this to MM
people to for creating the PO or you may create PO from PS only.
2. Create PO
Me21n
document type (Project material)
material number
plant
Storage
location
quantity
rate
fun centre manually in account assignment (i.e.
item details of PO (say 220kv_TSI)) and save PO.
Note: no need of entering the item category and account assignment
3. Release PO
As in A.3 & B2
4. Good Receipt
As in B.3
Note: check that the material is going in the correct storage location under
the Plant and the same is going in Unrestricted stock.
5. Stock Overview
MMBE
Material
Plant
Storage

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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Note: If the GR is done correctly, then your stock will be reflected in your
plant.
6. Issue material to reservation:
Migo
material reservation
Reservation Number
Qty
check
post
Note: Give the materials details to FAS to create Asset code
7. To check the goods in our stock
MB5T
Plant head
company code
Issuing Plant
Execute.
8. Good receipt form Store
Migo
Purchase order or (STO number)
As usual

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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Process Flow Chart for Procurement

Yes

Purchase
Order is to
be created

Purchase
Asset
Item??

/NAS01
Create New Asset
Master Record

No

/NME21N
Create Purchase Order

/NME29
Release Purchase Order
/NME9F
Print Purchase Order

Goods is physically
received

Purchase
Order

/NMIGO
Perform Goods Receipt

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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Asset Item
Purchased?

Invoice is received

Approve
Invoice

/NAs02
Update Asset Master
Record

Send Invoice
to Office of
Finance

Office of Finance
Process for Payment

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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b. Asset procure by RSD, P/ling

1.
2.
3.
4.

Create Internal Activity to create material reservation(see C1a)

Migo
Transfer posting
Reservation
Check
Post
Ask FAS to create asset code
Send the asset code with details to functional lead for settlement

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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SAP ERP TRANSACTION CODE

(PS)

Cj20n: Project Builder

Cj40: Project Cost Planning
Cj30 : Project Budget Approval
Cj32: Project Budget Release
Cj34: Project Budget Transfer
Cj36: Project Budget Supplement
Cj35: Project Budget Return
Me54n: Release Purchase Requisition(PR)
Me5j: Check PR
Me21n: Create Purchase Order (PO)
Me2j:Check PO
Me29n: Release Purchase Order
Ml81n: create/approved Service Entry Sheet(SES)
Me2s: Report of SES
Cn41: Report of structure overview
Mir7: Parking invoice
Migo: goods Receipt
Me22n: Amend PO

SAP ERP TRANSACTION CODE

(MM)
Me41: Create Request for Quotation (RFQ)
Me47: Maintain Quotation
Me49 : Price Comparison List

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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Me31K : Create Contract

Me35K : Release (Approved) purchasing document
Me21n: Create Purchasing Order (PO)
Me29n : Release PO
F-47 : Down Payment Request
F-48 : Post Vendor Down Payment
Migo: Goods Receipt Purchase Order
Mmbe: Stocks Overview
Miro : Enter Incoming Invoice
Shift+F12: Display Invoice Document
Mrbr : Release Blocked Invoice
F-54 : Clear Vendor Down Payment
F-536 : Post Outgoing Payments
Fk10n : Vendor Balance Display
Fbl1n : Vendor Line item display
Faglb03: G/L Account Balance display
Fagll03 : G/L Account line item display G/L view

LIST OF G/L ACCOUNT FOR PS

470000: Project Material Consumption

470100: Project External Expenses
470200: Project Services Expenses
470300: Project Miscellaneous
470400: Project TA/DA
354000: Project Liquidated Damage

LIST OF G/L ACCOUNT FOR CURRENT EXPANSES

430000
430200
430300
430500

TA/DA ( In Country)
Rent on Buildings Hired
Rent on Other Properties Hired/ Lease Line Rent
Water Cess/ Sewerage Charges

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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430600
430700
430800
430900
431700
431800
431900
432000
432100
202900
203000
203100
203200
203900
204100
204500
205000
450100
450400
450500
450600
450700

Leasehold Rent
Telephone/Fax/Internet
Postage and Courier
Printing and Stationery
Hospitality and Entertainment Expenses
Publicity and Advertisement
Books , Periodicals and Newspapers
Electricity Charges
Misc. Administration and General expenses
Firefighting equipments
Computer and Peripherals
Telecommunication equipments
Office Equipment
Tools and Implements
Computer Software
Vehicles and Transport Equipment
Furniture, Fixture and Fittings
Repair & Maitenance-Services
R & M of Furniture, Fixtures and Fittings
Repair & Maintenance-Office Equipment
Repair & Maintenance-Vehicle Running Expenses (POL)
Repair & Maitenance-Consumables

Choten Tshering, Engineer, 220kV Transmission Project Office, D&CD, BPC, jigmeling, E-mail:choten@bpc.bt,
Contact: +0975-17769435

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