PS User

PROJECTS SYSTEM MODULE
WQ Private Limited
SAP ERP IMPLEMENTATION PROJECT
TRAINING MANUAL
Projects System Module
Version: V1.0
15th Jan 2010

WQ PRIVATE LIMITED
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WTIL Training Manual-PS Version No. : V1.0 Page 1 of 60

Document details Signature
Date
Project Name:
Name of Finance - General Ledger
Document
Document ID WQ_TM_PS_PS01_2010 15.01.2010
Prepared By Venu Gopal Naidu.G 15.01.2010
Tirupataiah Koniki 15.01.2010
WQ Training Manual-PS ECC 6.0 Page 2

WQ LIMITED
SAP ERP Implementation Project
USER TRAINING MANUAL

PROJECTS SYSTEM MODULE
Version V1.0

Distribution Matrix
WQ
Mr. Sandeep Kumar

(Project Coordinator) __________________________ __________
Mr. Satish Iyer

(Functional Manager) __________________________ __________
Mr. Manikanthan V
(Process Owner) __________________________ __________
Mr. Akash Shrivastava

(Project Manager) __________________________ __________
TCS
Ms. Prathibha Reddy

(Project Manager) __________________________ __________

CONTENTS
PROJECTS SYSTEM.................................................................................................. 7
1 WORK BREAKDOWN STRUCTURE.........................................................................7
1.1 MASTER RECORDS 7
1.1.1 CREATE STANDARD WORK BREAKDOWN STRUCTURE............................7
1.1.2 CHANGE STANDARD WORK BREAKDOWN STRUCTURE.........................11
1.1.3 DISPLAY STANDARD WORK BREAKDOWN STRUCTURE.........................12
1.1.4 CREATE OPERATIONAL WORK BREAKDOWN STRUCTURE.....................13
1.1.5 CHANGE OPERATIONAL WORK BREAKDOWN STRUCTURE....................20
1.1.6 DISPLAY OPERATIONAL WORK BREAKDOWN STRUCTURE.....................21
1.2 BUDGETING 21
1.2.1 ASSIGN ORIGINAL BUDGET...................................................................21
1.2.2 ASSIGN SUPPLEMENT BUDGET.............................................................24
1.2.3 RETURN BUDGET.................................................................................. 25
1.3 BUDGET DISTRIBUTION TO LOWER LEVELS 27
1.3.1 CHANGE USER STATUS FROM NBDG TO BUDG.....................................27
1.4 RAISE PURCHASE REQUISITION & PURCHASE ORDER 30
1.4.1 CHANGE USER STATUS FROM BUDG TO PREL.......................................30
1.4.2 CREATE PURCHASE REQUISITION FOR LEVEL1 WBSE...........................32
1.4.3 RELEASE PURCHASE REQUISITION FOR LEVEL1 WBSE.........................33
1.4.4 CREATE PURCHASE ORDER WITH REF. TO THE PURCHASE REQUISITION
34
1.4.5 CREATE PURCHASE REQUISITION FOR LEVEL4 WBSE...........................35
1.4.6 RELEASE PURCHASE REQUISITION FOR LEVEL4 WBSE.........................36
36
1.5 GR AND DIRECT FI POSTINGS 37
1.5.1 CHANGE THE SYSTEM STATUS OF THE WBSE TO RELEASED................38
1.5.2 GOODS RECEIPT FOR MATERIALS BOOKED AT LEVEL1.........................39
1.5.3 TRANSFER OF MATERIALS FROM LEVEL1 TO LEVEL4............................40

1.5.4 TRANSFER OF COSTS FROM PROJECT STOCKC A/C TO PROJECT
CONSUMPTION A/C............................................................................................. 43
1.6 MONTH END ACTIVITIES 48
1.6.1 FULL SETTLEMENT FROM PROJECT CONSUMPTION TO AUC..................48
1.6.2 COLLECTIVE SETTLEMENT FROM PROJECT CONSUMPTION TO AUC......50
1.6.3 REVERSAL OF SETTLEMENT FROM AUC BACK TO PROJECT
CONSUMPTION................................................................................................... 52
1.7 REPORTS 53
1.7.1 BUDGET – (ACTUALS + COMMITMENTS) = AVAILABLE.........................53

PROJECTS SYSTEM
1 WORK BREAKDOWN STRUCTURE
1.1 MASTER RECORDS
1.1.1 CREATE STANDARD WORK BREAKDOWN STRUCTURE
Each standard template project is created for a combination of project types and
business areas. These standard WBSEs are used for defaulting values while
creating the operational WBSEs.
Menu Path SAP Menu  Accounting  Project System  Basic Data

 Templates  Standard WBS CJ91 - Create
Transaction Codes CJ91
The Initial Screen will appear as follows:

Input the following fields as mentioned below:
Field Name Description of Field Comments
Std. project def TS12.00005 Enter the Standard project

definition to be created.
Project Profile WTIL Circle AP Project Profile Enter the Project Profile for
Andhra Pradesh from the F4
selection
Template Std. The field to enter any Enter the Std. project def. as
project def. reference document reference. This is optional

Press Enter
Press the Yellow triangle on the top left corner
Press the replace icon on the top

Press F3
Press the SAVE icon

1.1.2 CHANGE STANDARD WORK BREAKDOWN STRUCTURE

 Templates  Standard WBS CJ92 - Change

Standard WBS TS12.00005 Enter the WBSE which need to

Element be changed
Press the yellow triangle for entering into the WBSE overview screen
After the necessary changes Press the SAVE icon to save the changes.
1.1.3 DISPLAY STANDARD WORK BREAKDOWN STRUCTURE

 Templates  Standard WBS CJ93 – Display


Standard WBS TS12.00005 Enter the WBSE which need to

Element be Displayed
Press Enter

1.1.4 CREATE OPERATIONAL WORK BREAKDOWN STRUCTURE
Menu Path SAP Menu  Accounting  Project System  Project 

CJ20N - Project Builder
Transaction Codes CJ20N/CJ01/CJ06/CJ11

Project Def. TS12.00115 Enter the next available number

as shown in the above screen
shots .
Description Standard Tower Project BA - Enter the description of the new

ANP project
Project Profile WTIL Circle A.P Project Profile Enter the project profile
Std proj. def TS12.00001 Enter the standard project

definition from the F4 selection.
Press Enter

Again press enter
Again press enter

Press The Overview icon
Go to Organization structure tab and give the location code for the level 3 WBSE

In the Responsibilities tab give the cost centers for all the level 4 WBSEs
In the Control tab give the Investment profiles for the Level 4 WBSEs

Give the SAM ID number and SAVE the project
The System status is shown as CRTD and the user status as NBDG. In this status
no activity can be performed on this project.
Similarly project definitions can be created separately through Tcode- CJ06 and
single WBSEs can be created though transaction code- CJ11
1.1.5 CHANGE OPERATIONAL WORK BREAKDOWN STRUCTURE

Changes to an existing project can be made through Tcode CJ20N as shown below

After the necessary changes press the SAVE icon

1.1.6 DISPLAY OPERATIONAL WORK BREAKDOWN STRUCTURE

All the steps are similar to change project except the Tcode.
1.2 BUDGETING
1.2.1 ASSIGN ORIGINAL BUDGET
Menu Path SAP Menu  Accounting  Project System  Financials

 Budgeting  Original Budget  CJ30 - Change
Original budget is normally assigned at level1 for overall period and then made
available to all the levels below it.

Project Def TS12.00115 Enter the project id for which

budget needs to be assigned.
Click on the original budget tab on the top left corner
Press the original budget icon. Here budget of the overall period of the project or
for each period at a time can be entered. Also budget can be allocated at various
level of the project.
NOTE: The budgets allocated at the higher level can be distributed to the lower
levels below but not vice versa.
Select the period for which budget needs to be given and then give the budget
preferably at the top level in the budget column

Now click on SAVE icon
1.2.2 ASSIGN SUPPLEMENT BUDGET

 Budgeting  Supplement  CJ37 - In Project
Supplement Budget is an addition to the original budget needed at the time when
the original budget is totally consumed or it is insufficient for further purchases.


supplement budget needs to be
assigned.
Press the Supplement icon on the top left corner and enter the extra budget at
level1 for the overall period.
Press the SAVE icon

1.2.3 RETURN BUDGET

 Budgeting  Return  CJ38 - In Project
In the same way as deficient budget is supplemented, even excess budget is

returned as follows.

budget needs to be returned.
Press the RETURN icon on the top left corner and give the amount of budget to be
returned at the first level for the overall period.

Press the SAVE icon
1.3 BUDGET DISTRIBUTION TO LOWER LEVELS
1.3.1 CHANGE USER STATUS FROM NBDG TO BUDG

Transaction Codes CJ20N
Open the project for which budget distribution has to be done.

In the above screen shot the system status and the user status are presently as
follows:
System Status:
Level1 Other Levels
CRTD CRTD
BUDG AVAC
AVAC
User Status:
Level1 Other Levels
BUDG NBDG
Select the level1 WBSE and change the user status as follows from the menu bar:
EDIT – STATUS – USER STATUS – SET & PASS ON.

Select Status number 20
Press Enter

It can be seen that the user status has now changed for all the other levels from
NBDG to BUDG. The new user status BUDG shows that the budget from the top
level1 has been distributed to the levels below.
1.4 RAISE PURCHASE REQUISITION & PURCHASE ORDER
1.4.1 CHANGE USER STATUS FROM BUDG TO PREL

Transaction Codes CJ20N
Open the project for which user status has to be changed from BUDG to PREL. This
is the status which allows the WBSE to be used for raising PR’s and PO's provided
sufficient budget is available. In this status no GR or any direct FI entry is allowed.
Hence only commitments are allowed.

Select the level1 WBSE and change the user status as follows from the menu bar:
EDIT – STATUS – USER STATUS – SET & PASS ON.
Select status number 30

It can be observed that the user status has now changed from BUDG to PREL.
Click on the SAVE icon to save the project

Note: With this project only commitments items can be posted as of now for e.g.
PRs and Pos. For the actual posting to happen the system status of the WBSEs
should be changed to REL (Released)

1.4.2 CREATE PURCHASE REQUISITION FOR LEVEL1 WBSE
Menu Path SAP Menu  Logistics  Materials Management 

Purchase Requisition  ME51N - Create
Transaction Codes ME51N
All the A class material except for towers are procured at the warehouse at the
circle level i.e. by using Level1 WBSE.
Towers and other materials along with Services are directly procured at the site
level by using the Level4 WBSE.
Detailed explanation of the PR process is taken through in the MM training module.

Here we are just giving the screen shots of the PR created.

1.4.3 RELEASE PURCHASE REQUISITION FOR LEVEL1 WBSE

Purchase Requisition  Release  ME54N - Individual
Release
The total process of PO release is explained in details in the MM training manuls.


Purchase Order  Create  ME21N - Vendor/Supplying
Plant Known
Purchase Order creation is also explained in details in the MM training module.

1.4.5 CREATE PURCHASE REQUISITION FOR LEVEL4 WBSE

Purchase Requisition  ME51N - Create

Tower and other materials that are to be consumed directly at the site need to be
procured with level4 WBSE assignment while creating the PR. The other processes
are similar to the one shown for level1 procurements.
1.4.6 RELEASE PURCHASE REQUISITION FOR LEVEL4 WBSE

Purchase Requisition  Release  ME54N - Individual
Release
No changes to the processes explained in the earlier section 1.4.3

Purchase Order  Create  ME21N - Vendor/Supplying
Plant Known
No changes to the processes explained in the earlier section 1.4.4

1.5 GR AND DIRECT FI POSTINGS
In the present system status if the user tries to post a Good Receipts, it will not
allow the same to happen as the level1 WBSE is not released as shown below:
"Goods receipt for purch. order" is not allowed (WBS TS12.00114)
Message no. BS007
Diagnosis
The current status of object 'WBS TS12.00114' prohibits business transaction 'Goods
receipt for purch. order'.
Procedure
To process business transaction 'Goods receipt for purch. order', first the status of
object 'WBS TS12.00114' has to be changed to allow the transaction 'Goods receipt for
purch. order'.
This gives an overview of the system and user statuses that affect the transaction. A
transaction can only be executed if there is at least one status that allows it and there is
no status that forbids it.
Now to allow the GR to get posted we need to change the System Status of the WBSE
to REL as mentioned above.

1.5.1 CHANGE THE SYSTEM STATUS OF THE WBSE TO RELEASED
Now SAVE the Project.
Note: If the higher level WBSE is released then all the levels below that level will
get automatically released. Along with the release even the AUCs are automatically
created for each of the Level4 WBSEs which is reflected in the System status of the
WBSEs.

1.5.2 GOODS RECEIPT FOR MATERIALS BOOKED AT LEVEL1

Inventory Management  Goods Movement  Goods
Receipt  For Purchase Order  MIGO_GR - GR for
Purchase Order (MIGO)
Transaction Codes MIGO (Movement Type – 101)
Detailed level1 goods receipt at the plant warehouse process is explained in the
MM training manual.
The FI document automatically posted for the above GR is as shown below:

NOTE: Once the GR is posted the budget amount which is consumed as
commitment will be transferred to Actual.
1.5.3 TRANSFER OF MATERIALS FROM LEVEL1 TO LEVEL4

Transaction Codes MIGO (Movement Type – 451Q)
Now as the materials are booked at level1and received at the warehouse these
need to be transferred to the requisite sites for consumption on receipt of Material
Requisition Note (MRN). This is done by transferring the materials from level1 to
level4 of the requisite site through transfer posting as per the following steps:

Detailed process is explained in MM training Manual. Here only the final screen
shots are attached.
Movement type: 415Q

1.5.4 TRANSFER OF COSTS FROM PROJECT STOCKC A/C TO PROJECT
CONSUMPTION A/C

Transaction Codes MIGO (Movement Type – 221Q)


Transaction Codes MIGO (Movement Type – 101)
The Material booked at level4 is directly received at the site. This process is similar
to the GRN for level1 materials already explained earlier.
Menu Path SAP Menu  Accounting  Financial Accounting 

General Ledger  Posting  F-02 - General Posting
Transaction Codes FB01/F-02

Document Date Date of the supporting Enter the date of supporting

document document
Posting Date The effective Posting Date in Enter the Posting date
the system
Reference The field to enter any Enter the Invoice number , if

reference document any.
Doc Header Text Short text describing the Enter the text describing the
document transaction
G/L Account Accounts to which posting are Enter the GL Account number
to be made
D/C Debit or Credit Indicator Enter whether the line item is

debit or credit
Amount In Doc Amount Field Enter the respective amount of

Curr. Line item
CO Object Cost center/ WBS Enter Level 4 WBSE

element
WBSE
[Applicable only for P/L related
accounts and not for B/S
accounts]
Enter Profit center in case of

B/s accounts. In case of P/L
Profit center Profit center accounts, the profit center will
be defaulted from the CO object
(cost center/ WBS)

1.6 MONTH END ACTIVITIES
Once the costs are transferred from the project stock account to project
consumption account then we need to settle the costs from the Project
Consumption Account (level4) WBSE to the AUC as per the following steps:
1.6.1 FULL SETTLEMENT FROM PROJECT CONSUMPTION TO AUC

 Period-End Closing  Single Functions  Settlement
 CJ88 - Individual Processing
WBS Element TS12.00115.01.01.01 Enter the WBSE for which costs

need to be settled to AUC
Settlement Period 10 Enter the settlement period

period
Fiscal Year 2009 Enter the Fiscal year
Processing type Automatic Enter the processing type as

automatic for AUC settlement

Processing Detail List/No test run User can select the test run and
options then the final run
Asset Value Optional If not given it will take the

Date period end date as the Asset
Value Date
Execute the Settlement by pressing F8
Select the posted line and click on the Accounting document tab

Click on the accounting document to get a display of the account document posted.
1.6.2 COLLECTIVE SETTLEMENT FROM PROJECT CONSUMPTION TO AUC

 CJ8G - Collective Processing
Transaction Codes CJ8G

Selection BA_ANP The variant has to be created

variant before with a collection of
similar WBSEs for collective
settlement
Settlement Period 10 Enter the settlement period

period
Fiscal Year 2009 Enter the Fiscal year
Processing type Automatic Enter the processing type as

automatic for AUC settlement
Processing Detail List/No test run User can select the test run and
options then the final run
This process has the same effect as the CJ88 settlement.

1.6.3 REVERSAL OF SETTLEMENT FROM AUC BACK TO PROJECT CONSUMPTION

 CJ8G - Collective Processing/ CJ88 - Individual
Processing
Transaction Codes CJ8G/CJ88
Actual reversal is not posted, but only the inputs screen shot is attached.
At this stage the process ends in Projects system and enters Asset
Management which is shown in the Asset Management Training Manual.

1.7 REPORTS
Some of the important reports are shown below.
1.7.1 BUDGET – (ACTUALS + COMMITMENTS) = AVAILABLE
Menu Path SAP Menu  Accounting  Project System 

Information System  Financials  Costs  Budget-
Related  S_ALR_87013558 -
Budget/Actual/Commitment/Rem Plan/Assigned
Transaction Codes S_ALR_87013558

1.7.2 DISPLAY ACTUAL COST LINE ITEMS – CJI3

By double clicking on each of the cost lines in the list we can drill down to the original
documents of the costs.
1.7.3 DISPLAY PROJECT BUDGET LINE ITEMS – CJI8

1.7.4 DISPLAY PROJECT COMMITMENT LINE ITEMS

ALL OTHER PROJECTS SYSTEMS REPORTS:
S. No Description Transaction Code
1 Structure Overview CN41 / CN41N

2 Project Definitions CN42N
3 WBS Elements CN43N
4 Networks CN46N
5 Activities CN47N
6 Orders CN45N
PS Financial reports
7 Costs/Revenues/Expenditures/Receipts S_ALR_87013531
8 Cost plan Based
Hierarchical report
9 Plan/Actual/Variance S_ALR_87013532
10 Plan/Actual/Commitment/Rem. S_ALR_87013533
Plan/Assigned
11 Plan 1/Plan 2/Actual/Commitments S_ALR_87013534
12 Actual in CO Area/Object/Transaction S_ALR_87013535
Currency
13 Plan/Actual/Down Payment as Expense S_ALR_87013536
14 Commitment Detail S_ALR_87013537
15 Actual Costs for Each Month (Current Fiscal S_ALR_87100185
Year)
16 Commitments for Each Month (Current S_ALR_87100187
Fiscal Year)
Cost Element reports
17 Actual/Commitment/Total/Plan in CO Area S_ALR_87013542
Currency
18 Actual/Plan/Variance Absolute/Variance % S_ALR_87013543
19 Actual/Plan Comparison: Periods S_ALR_87013544

20 Period Comparison S_ALR_87013545
21 Commitments: Period comparison S_ALR_87013546
Budget Related reports

22 Funds Overview S_ALR_87013556
23 Budget/Actual/Variance S_ALR_87013557
24 Budget/Actual/Commitment/Rem S_ALR_87013558
Plan/Assigned
25 Budget/Distributed/Plan/Distributed S_ALR_87013559
26 Budget Updates S_ALR_87013560
27 Availability Control S_ALR_87013561
Payment Reports
28 Receipts/Expenditures in Fiscal Year S_ALR_87100191
29 Receipts/Expenditures for All Fiscal Years S_ALR_87013573
30 Receipts S_ALR_87013575
31 Expenses S_ALR_87013574
Line Items
32 Actual Costs/Revenues CJI3
33 Commitments CJI5
34 Plan Costs/Revenues CJI4
35 Hierarchical Cost/Revenue Planning CJI9
36 Actual Payments/Payment Commitments CJIA
37 Line Item Settlement CJID
Run Report
38 Hierarchy Report CJE0
39 Hierarchy Report in Background CJEB
40 Cost Element Report GR55
Material reports
41 Stock/Requirements MD04
42 Material Components CN52N
43 Missing Parts CO24
44 Pegged Requirements MD09
45 Order Report MD4C
46 Reservations MB25
47 Planned Orders CN44N
48 Valuated Project Stock MBBS
49 Outline Agreements ME3K
50 Purchase Requisitions for project ME5J

51 Purchase requisition for account assignment ME5K
52 Purchase Orders for project ME2J

53 Purchase order for account assignment ME2K

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PROJECTS SYSTEM MODULE

SAP ERP IMPLEMENTATION PROJECT

15th Jan 2010

WTIL Training Manual-PS Version No. : V1.0 Page 1 of 60

WQ Training Manual-PS ECC 6.0 Page 2

SAP ERP Implementation Project

USER TRAINING MANUAL

WQ Training Manual-PS ECC 6.0 Page 3

Mr. Sandeep Kumar

Mr. Satish Iyer

Mr. Akash Shrivastava

Ms. Prathibha Reddy

WQ Training Manual-PS ECC 6.0 Page 4

WQ Training Manual-PS ECC 6.0 Page 5

WQ Training Manual-PS ECC 6.0 Page 6

1 WORK BREAKDOWN STRUCTURE

1.1 MASTER RECORDS

1.1.1 CREATE STANDARD WORK BREAKDOWN STRUCTURE

Menu Path SAP Menu  Accounting  Project System  Basic Data

Transaction Codes CJ91

The Initial Screen will appear as follows:

WQ Training Manual-PS ECC 6.0 Page 7

Field Name Description of Field Comments

Std. project def TS12.00005 Enter the Standard project

WQ Training Manual-PS ECC 6.0 Page 8

Press the Yellow triangle on the top left corner

Press the replace icon on the top

WQ Training Manual-PS ECC 6.0 Page 9

Press the SAVE icon

WQ Training Manual-PS ECC 6.0 Page 10

Menu Path SAP Menu  Accounting  Project System  Basic Data

Transaction Codes CJ92

Field Name Description of Field Comments

Std. project def TS12.00005 Enter the Standard project

WQ Training Manual-PS ECC 6.0 Page 11

Standard WBS TS12.00005 Enter the WBSE which need to

1.1.3 DISPLAY STANDARD WORK BREAKDOWN STRUCTURE

Menu Path SAP Menu  Accounting  Project System  Basic Data

Transaction Codes CJ93

WQ Training Manual-PS ECC 6.0 Page 12

Std. project def TS12.00005 Enter the Standard project

Standard WBS TS12.00005 Enter the WBSE which need to

WQ Training Manual-PS ECC 6.0 Page 13

Menu Path SAP Menu  Accounting  Project System  Project 

Transaction Codes CJ20N/CJ01/CJ06/CJ11

WQ Training Manual-PS ECC 6.0 Page 14

Project Def. TS12.00115 Enter the next available number

Description Standard Tower Project BA - Enter the description of the new

Std proj. def TS12.00001 Enter the standard project

WQ Training Manual-PS ECC 6.0 Page 16

Again press enter

WQ Training Manual-PS ECC 6.0 Page 17

WQ Training Manual-PS ECC 6.0 Page 18

WQ Training Manual-PS ECC 6.0 Page 19

1.1.5 CHANGE OPERATIONAL WORK BREAKDOWN STRUCTURE

Menu Path SAP Menu  Accounting  Project System  Project 

Transaction Codes CJ20N/CJ02/CJ07/CJ12

WQ Training Manual-PS ECC 6.0 Page 20