Solution For Using External Service - Client in Dubai

[Former Member]

Dear All,

Kindly provide a suitable solution for this scenario.In this company, Water Production has RO Plants and WELLS.

Incase of WELLS, the payment of this contract is  done only if it reached Dhs.50,000 ie. after 25 wells are repaired.

Usually Engineers they note the date of maintenance and make work order. They then select external service and once the PR is generated automatically they stop the procedure. Because if they do SES then they have to do 25 SES to reach Dhs 50,000 which is practically not possible.

So what is the solution-

Is it possible to club the 25 Work orders (2000*25=50000) so that 1 PR can be generated automatically to make 1 PO and then 1 SES . So as per contract Finance can pay the vendor 50000.

[Former Member]

You can create  a    Po  and   Do  SES  when  the  services   will happen

Do  Invoice  once  all  the  SES  completed .

[Former Member]

TECO  will  be    done   at  any  time  .Normally  some  companies  will prefer TECO  at the month  ending

[Former Member]

Check  with  PM  and  Ask  them  to  raise a  PM  Order  with  IW38 .

2 Then  PR  will be generated with account assignment  F  and  Item  category  D

3  From that PR  , create  PO

4  Do  SES 

[Former Member]

Thanks Mr.Anil,

But dont i have to enter the correct date and time when the external service is done.

So here only after 25 PRs are generated shall i create 1 PO for these and 1 SES with 25 lines.

But by then all service are executed because it takes a gap of 3 months to get 25 PRs.

In Workorder i need to notify the exact date of completion of oder .

[Former Member]

Dear Mr. Vivek,

I just need few clarifications,

- U suggested to create 1 PO for these 25 PRs.

( In PM Module we will have to create 25 work orders with external service and once we release the order ,automatic PR creation and Release PR)

(Next step is an email will be triggered to MM Module to create PO with reference to PR).

The issue is there 25 workorders will be created in different dates and if we release PR then PO will be generated for each PR.

here is my doubt how to create 1 PO for these 25 PR. (Integration betwenn PM and MM Modules).

[Former Member]

Hi Sheena

I see your issues.
You are using a batch job to convert PRs to PO which may be daily job.
Now the problem is if your release even two PRs, the POs will get created automatically during batch job run, even if we try to combine them, it will be daily combinations.
For eg: 1 PO created today with 2 PRs
1 PO created yesterday with 5 PRs
Depending on how much PR is released daily.

Sheena, there is no std solution to this.
All, i can suggest is exclude these PRs from the batch job variant (tcode ME59N)
You must be having contracts with these vendor for these specific tasks. You can ask your MM guys to modify the variant such that it excludes that specific contract PRs for automatic conversions.
And once such 25 Prs accumlate, you create a PO with them (manually)

I hope such services wont be plenty. so these POs can be created manually (approx 1 PO per week).

Please suggest if you have some concerns over this.

Regards
Vivek Singh

[Former Member]

Dear Mr.Vivek,

I got it now.

So  in create Purchase order, i need to provide the PRs to MM Guys who will convert it to PO and once they release the PO , The engineers will create SES, then execution of services by vendor , Approval of SES , Invoice verification.

Now what about the Work Orders created....will there be any issues if we do manually PO.

[Former Member]

Hi Sheena

There is no issue in workorder if you create PO manually. Automatic PO is simply a tool for people to create bulk POs. Manual POs will be simply as fine as automatic.
Moreover, you only need to instruct the purchasing guy to post invoice only after all services of the PO are delivered (All SES posted), becasue SAP doesnot prohibit from partial invoicing. so, if the PO has 25 lines each represting 1 PR, the user can also post 1 or even more invoice per line. There has to be user training that invoice has to be posted only after complete service of the PO is delivered. And only one invoice has to be posted for complete PO (all line items together)

Regards
Vivek Singh

[Former Member]

Thank you soooooooooo much Mr.Viivek.

Hey so i guess my scenario will be able to work in SAP.

So

- As usual in PM ,create Work order with external service PMO3 costing Dhs.1400 each and PR will be generated.

- Once i get 25 PR's ,I need to manually note down theses PR and send mail to my staff who has access to MM .

- In MM ,He will  create 1 PO with these 25 PR's.

- Once PO is created and released, the same staff will create 1SES and execution of service.

- Once my director approve the SES only finance need to post invoice. So automatically Dhs.50000 will be invoiced.

- Then again engineer will log in Pm and do TECO.

Is it so.

Hey this is good. But i need to check with Finance if for each line are they creating seperate invoice.

[Former Member]

Butt here the execution of well service is also done in seperate days.

So wont it affect the TECO of the order.

So how can i do TECO before creating service entry sheet.

[Former Member]

Hi Sheena

You dont have to create single SES
In the PO you can create multiple SES depending on the days when the service was provided. You have to create a single invoice after all 25 SES get created. Also this invoice will be manual (unless you use some clearance batch jobs). So you dont have to worry about recording dates. The dates will be recorded independently in each SES

Regards
Vivek Singh

[Former Member]

Hi,

It is not possible to club 25 workorders into a PR. even if you club them, they will on different lines and you can proceed with invoicing after each of the SES
The solution would be to define services of 25 units in the workorder itself. Thus one cleaning service would mean 25 wells. This will create only one service item "cleaning 25 wells". after this is done, only one SES will get created and then only one invoice. I dont think there is any way of restricting invoices based on price in std SAP

Else you may need to go for some custom coding

Regards
Vivek

[Former Member]

Dear Mr. Vivek,

Thanks for the prompt reply.

In the case of WELLS, it is not cleaning service. It is removing pump and reinstalling it in another functional Location.

If v dont create seperate work orders for each of this 25 jobs then how can v track the history.

The main point is it all this jobs are not performed in one day. It will last for a period of 3 -4 months.

Currently our engineers are creating WO for all this 25 wells and once PR is generated automatically for each work order then they dont release it as they are stuck what to do if multiple SES is to be made and as per contract they cannot b paid for individual task but only when amount reached 50000.

I appreciate if u could help me.

[Former Member]

hi sheena

I understand your issue here. but unfortunately, there is no std solution to it.
What i can suggest you (see if it is reasible), you create 1 PO for these 25 PRs, obviously they will be on different lines. However, post all the SES is created for each line, you can post a common invoice for the PO worth 50000. Moreover this should work as you willbe having a single vendor.However, you will need user training/ custom validations that will allow users to post invoice only if all the services of the PO are completed.

But again some doubt comes to my mind.
What if we create 50 PRs from 1 to 50
and 2 POs. PO 1= 1-25 PRs, and PO 2= 26-50 PRs
And vendor gave service for 15-15 wells in each PO
If we use PO service counting, the vendor will not get payed as the PO is not delivered completely. However, vendor is already elligible for payments.

Please consider this point too while creating custom logic.
Regards
Vivek Singh