Procurement of External Service

Change Document for HR

Contents

1. Scenario: Payroll for Non Production ............................................................................................. 3

1.1 As-Is Process .................................................................................................................................. 3

1.2 To-Be Process ................................................................................................................................ 5

2. Comparison between Planned Price vs. Actual Consumption ........................................................ 7

3. Possible Cases ................................................................................................................................. 8

3.1 Case 1 ............................................................................................................................................ 8

3.2 Case 2 .......................................................................................................................................... 10

3.3 Case 3 .......................................................................................................................................... 11

4. Representation.............................................................................................................................. 11

1. Scenario: Payroll for Non Production

1.1 As-Is Process

PR for AS-IS process: 5000005228

PO 4800034879

SES: 1000063655

1.2 To-Be Process

PR: 5000005229

Change in the process:

1. Logic: Since we dont know the cost for different cost centers, therefore we will use Account

Assignment Category U i.e. unknown

2. YEB for a month is Rs. 250,000. So for 3 months it will be Rs. 750,000. However, I have added

Rs. 10,000 extra here and made it Rs. 760,000

3. You will not be required to enter G/L and Cost center in PR

4. Save the PR and PO will be created by the respective person

PO: 4800034880

1. PO creator will adopt the PR in the same way as he/she adopts on regular basis.

Service Entry Sheet: 1000063656

1. Since we didnt mention the Cost Center as Account Assignment Category in PR, therefore,

we will mention it here as I have marked it too

2. You can add as many Service No. as its required along with its cost center and GL account.

You will also have a liberty to enter the price as per the invoice you have received from the

vendor.

3. The Green box shows that the tick on Unplanned will be popped up automatically

*For the convenience, you can use the option Auto repeat AA. This will enable you to enter

GL account and cost center once then the system will automatically determine the Account

assignment for rest of the line items

2. Comparison between Planned Price vs. Actual Consumption

1. Its very likely that at any point you want to check how much amount you planned for the

specific PR and how much actually you have consumed. To check this, go to ME23N, in limit

tab, you can see the amount you mentioned at the time of PR creation and the amount you

have actually consumed by GR. This Actual amount field is updated automatically

3. Possible Cases

3.1 Case 1

There is a probability that the amount you have mentioned in PR may not be consumed fully. If

this happens, then at the time of last SES, you can actually restrict any GR against the same PR

for future purpose.

1. We have created PR for Rs. 760,000 for 3 months. At the end of 3rd month, we have

consumed Rs. 740,000. Then to make sure that no more GR can be recorded, even by

mistake, you can use the option Set Final Entry. This is on header level. No Gr will be

created against that Line Item

2. If we mistakenly create GR against that PR, system will pop up a message as shown in

screenshot

3.2 Case 2

In case if the invoice amount exceeds the total amount of PR, then you can add the line item of

the price that is mentioned in the invoice. This can possible be the case in the last month only.

1. Since you know the actual amount therefore, now you can use Service tab and/or Limit tab.

2. After getting it save, ask the PO creator to adopt that line item only

3. Then you can do your GR

3.3 Case 3

Overall Limit crossed: In case, if you exceed the limit mentioned in PR, then system will stop you by

prompting an error message

4. Representation

1. This box color represents the change in the process and effects of the change

2. This shows the option available for difference scenarios

3. The color represents how the system will treat the types of services planned or

unplanned

4. Error message