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Two methods to observe tutorial 1. Standard Method • 2. Note: This method allows presentation to be resized to user preference. Slide Show Method (Example below) • Presentation fills entire screen • Click on Slide Show tab at top of screen • Click icon <From Beginning> Either method; to advance click the progression arrow in the bottom right corner of each slide or press the down-arrow key.
Welcome to BSIP 101 Transaction Procedures TD-18 Workorder Data Entry & Completion Instructor: Stephen Wright DPI Technical Consultant
Purpose: To verify workorder completion & to enter workorder data into BSIP for reporting purposes.
Before you start data entry verify that the information entered on the TD-18 complete. is
Reason Valid Non-Stock Materials Cause Stocked Materials Codes Description VMRS If. Valid something is not Adjust right; turn Used 001 Used Codes Description Vehicle Report Standards back. Maintenance into the supervisor 002 Clean OP Activity number 0001– Operation Breakdown responsible. 003– Operation Replace with number New OP Activity Developed in. Activity 1970 by the American -0002 Line reference that parallels Consumption, Fuelto PM Type Personnel Identification 004 Replace with Rebuilt Line reference that parallels to a Trucking Association, VMRS codes are work activity performed. 0003 Consumption, Oil Do not make corrections Plant & Vehicle Number 005 Replace with Used a work activity performed. Time structured coding system that provides 0004 Driver’s Report Valid Verify that ID(s) allitems mechanics unless are thetofor supervisor. 006 you Inspect Quantity - Number universal language help fleets, original 0005 Inspection, Routine Quantity Number items Codes Description Time Description who an operation on this • equipment Plant –Tech’s Four digit number manufacturers, maintenance 007 serviced Lubricate dispersed for repair. Work Actual Order Mileage work Signature Number hours 0006 Lubrication dispersed for repair. 002 Supervisor Work order Recall Signature Date –displayed. Safety particular vehicle are personnel andto repair shops communicate assigned your LEA. 009 Troubleshoot Supervisor’s charged Tech’s Signature for Signature the operation Date (Our has two mechanics. ) G/L 0008 Acct Preventive –and Material Maintenance 52331003 These Text field(s) description allow for to a quick 003 capture Recall –=Other (Ex: 6056 =example Macon) about, report on maintenance 017 Add DOT– Enter nine digit A number Odometer Verify to beassigned completed. thatreading at all by. BSIP SAP or 0010 Service =the 52333002 Road Call to see reference for readily individual(s) identify 004 Verify Date vehicle supervisor’s Emergency taken activities. 018 to Road Test number assigned toservice material. Verify mechanics signature atsignature give the who time thedate(s) work performed of date is order are present. work Start howoperation much time performed. was actually • 0013 Vehicle 005 Signature out Number of service. Inspection is. No –present Four digit 019 Towing Vendor Info. Vendor Tip: A signatures corresponding a. NOT trackable to how the–vehicle. are indentity. present. timename, should Tip: Based on your functions; Tip: Do nicknames. 0014 Coolant Storage Location –LEA Four digit assigned 007 to Scheduled aisuse specific work Correction order. number; it. Consumption, SAP inventory 024 Repair Invoice #, and Date of Invoice. be input for each operation (Individual’s at amay laterbe date may need VMRS codes optional at to 0015 Accessories number assigned to LEA. number. 008 Upyour Fit review the paperwork; they may not 026 identified with a. Seal issue dependent uponentered. who the (Ex: 8490 ==Macon) (Ex: this 0148 point Macon) 0032 Accident, Reported 011 Strip for Sale Cost – Prorated amount of understand to whom the nickname VMRS lookup assignment 033 Tighten unit applies. ) 0033 Mfg. Recall 014 Repair price, tax, shipping, and Description –Wreck Text to describe responsibility is assigned. 038 Travel 0037 Vandalism additional fees. the used. 041 material Wash 0039 • Mechanic. Natural – Due Causes now. 044 Flush Description – Text to describe • (Note: Cost Clerk – Due data entry. Most widely used at codes. ) 049 material Check and Clear Codes the used. (Note: Most widely used codes. )
With raw data verification completed, it’s now time to input the information into BSIP.
One transaction is required to complete this procedure: • ZIW 31_DPI Let’s get started -
From the SAP R/3 Easy Access screen box type ZIW 31_DPI or from your favorites menu, select transaction ZIW 31_DPI – DPI Version of IW 31 Your screen should look similar to the example at the right.
A new window opens: Create Order q Inventory number field – Enter the inventory number for the vehicle in which the work order is made. Inventory number is nine digits. (Ex: 6056 -0148) • First four = Plant number • Fifth = Hyphen “-” • Last four = Vehicle number q Press the <Enter> key or click the Enter icon
A new window opens: Create Order The description field becomes highlighted and will allow data input. Description field (Input): q Four digit inventory number. q Brief description of the inspection or repair. q Mileage at time of work order. (Note: Separate with space, hyphen, space) q Press the <Enter> key or Enter icon
A new window opens: Create Order The PMAct. Type field will gain focus. A message will appear at the bottom of the screen explaining that the field expects data entry. Click on the Matchcode icon for the field. A new window opens Maintenance activity type. (Next screen)
A new window opens: Create Order Make your selection by double clicking on the appropriate MAT Description. Tip: If the service work is done on the side of the road typically this is a code 004 for Emergency. If the service work is done in the garage or planned the code is 007 for Scheduled Correction.
A new window opens: Create Order q Click on the Put In Process icon . q A new window opens titled Complete; it will automatically default to Print (After Save and Release) . Choose the option Without print (Save & Release). q Click the Continue icon record selection. to
A new window opens: Create Order: Display Messages q Verify all lines display have a green box in the left column. If red an error has occurred; and must be corrected. Record the work order number (Ex: 61004791411) on to the TD-18 Work order form in to the field labeled R/3 Order No. q Click the Continue icon proceed. to
A new window opens: Create Order Record the Labor Confirmation information from the TD-18 work order. Tip: Variance - What is displayed on the TD-18 form differs slightly to what is entered into BSIP. This is due to personnel identification being allowed dual entry per transaction on the TD-18 form and single entry in BSIP. Thus the need for transaction 0030 and 0040 to mimic each other.
A new window opens: Create Order Record ONLY stocked materials dispensed. When completed click the Save icon to record materials used. Tip: When keying the information do not enter Material Description or Units of Measure they auto populate when you complete the other entries and move to the next line.
A new window opens: Change Order: Display Messages q Verify all lines display have a green box in the left column. If red an error has occurred; it must be corrected. q Click the Continue icon proceed. to
A new window opens: Change Order Record Non-stock items q Click on the Imprest Cash icon to launch Non-Stock data input screen titled: (Enter Vendor Invoice: Company Code 7800).
A new window opens: Enter Vendor Invoice: Company Code 7800 Basic data tab (Input) q Vendor 23 (Always) q Inv. recpt date Date invoice received. q Reference Work Order Number q Amount Total (with tax & shipping) of non-stock materials and sublet repairs. q Text Additional Info (ex: Vendor Name, Invoice number, etc. )
A new window opens: Enter Vendor Invoice: Company Code 7800 Equip. Local Purchase (Input) q G/L acct o 52331003 (Material) o 52333002 (Services) q Amount in doc. curr. o Price for Material; plus Prorated tax; plus Prorated shipping
A new window opens: Enter Vendor Invoice: Company Code 7800 Equipment Local Purchase Table Enter the following: q G/L acct o 52331003 (Material) o 52333002 (Services) q Amount in doc. curr. o Price for Material; plus o Prorated tax; plus o Prorated shipping
A new window opens: Enter Vendor Invoice: Company Code 7800 Equip. Local Purchase (Input) q Text Desc. of Material/Service q Cost center 780000 (Always) q Order Work Order to be credited q Qty Quantity Tip: Use the scroll bar to view columns not displayed on the table.
A new window opens: Enter Vendor Invoice: Company Code 7800 Equip. Local Purchase (Input) q Base Unit of Measure EA, QT, etc. … q Material o Retrieved from TD-18 should correspond to the line the mechanic did the work; or o Perform search (next screen) Tip: Material number here will always begin with a “M” and then follow with VMRS code.
How to do a VMRS search?
How to do VMRS search? q Click in the Material field; this will make the field active (turning it light yellow) and also allow the Match Code icon to appear at the end of the field. q Click the Match Code icon
How to do VMRS search? Material Number Tab (Input) q MPN Material = M 0* (Always) q Material desc. = *Sealant* q Click Start Search icon TIP: Search Criteria to enter? Ex: Item = Yellow Silicone, Sealant MPN Material – Use a M 0*; this tells the system to search for non stock parts. Material description – Use a word that is unique to the part. In our example that would be sealant. Surround the word surge with wild cards * (ex: *sealant*).
How to do VMRS search? A new window appears; with the results of criteria searched. In the example you will see all the occurrences of material numbers that have the word “sealant” somewhere in their description.
How to do VMRS search? Our example produced a very extensive list; however, the search can be narrowed further. Narrow search q Click on the Find icon at the top of table. A Find window will appear. Enter the additional search criteria surrounded with wild cards (*). (Ex: *caulk*) q Click on the Find icon Find window. of the
How to do VMRS search? The software will find and highlight the first occurrence that contains “caulk” embedded within the description. If this the item you are searching for double click on the highlighted the line. Otherwise click the Find Again icon to find the next occurrence. Repeat as necessary.
How to do VMRS search? The software will auto populate the Material field with the selection.
A new window opens: Enter Vendor Invoice: Company Code 7800 q Click Save icon to record changes. This will also launch a validity check for the data input. If everything is okay a new window is produced titled – Information. Record the Document Identification onto the hard copy invoice. q Click the Continue icon to progress.
Click Save Icon to record changes. This will also launch validity check for the data input. If everything is okay a new window is produced – Information. Record the Document Identification onto the hard copy invoice. You will be returned back to the Change Order screen.
A new window opens: Change Order q Click on the Complete (Technically) icon to complete the transaction. q A new window opens – Complete. Enter the appropriate Reference date that corresponds to the work order. q Click the Continue icon to close the work order.
A new window opens: Change Order: Display Messages q Click the Continue icon to close the window.
A new window opens: Display Order q Click the Exit icon twice to return to the main menu.
Questions Email: Stephen. Wright@dpi. nc. gov
Thank You! Stephen Wright DPI Technical Consultant
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