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Describing the Returning of Personal and Functional Equipment

Objectives

After completing this lesson, you will be able to:

Describe the process to return functional and personal equipment
Describe the process of transferring personal and functional equipment from one person to another

Processes for Managing Personal and Functional Equipment

In this lesson, you will learn about:

Process View: Returning Personal and Functional Equipment
Personal and Functional Equipment Return
Mass Return of Personal and Functional Equipment
Equipment Transferal Between Persons
Flexible Consumption of Issued Materials
Log for Material Mass Posting

Process View: Returning Personal and Functional Equipment

The image depicts a high-level overview of the key processes involved in personal and functional equipment management, divided into four main phases: Planning, Issue, Reporting/Service Activities, and Return. Each phase outlines the specific activities and functionalities associated with that stage of the equipment lifecycle.

Returning Personal and Functional Equipment

Two applications for Return are available:

Equipment Return for one selected Person
Equipment Return for multiple selected Persons - the identical materials are returned from all Persons

The Return Process is posting dependent on the selected Return Code:

The Return Process is posting dependent on the selected Return Code: i. Return - A transfer from project stock to unrestricted stock. ii. Lost / Damaged - The best practice for scrapping of lost or unrepairable damaged items is to have a follow-on business process after the item is transferred from project stock to stock. It is not recommend to move equipment from project stock to scrapping in a direct material movement (551). iii. Consumption - A movement from project stock into consumption (used for automatic consumption of Personal Equipment).
The data of the Equipment Return is updating the corresponding Issue record of a person in the PA0800 infotype.

There is one webdynpro application for return of Personal Equipment and one for return of Functional Equipment.

These webdynpros are used for returning materials from a single person.

There are also 2 webdynpros available for mass return.

The image shows the Reports section of the SAP user interface, which contains various tiles related to personal and functional equipment management. The tiles include options for displaying equipment status, monitoring equipment, managing equipment issuance and returns, and transferring equipment. The highlighted tile in the center represents the Transfer Personal Equipment function.

The figure, SAP Fiori Tiles for Returning Personal and Functional Equipment, shows the available SAP Fiori tiles for returning personal and functional equipment.

The image depicts the identification screen of the return application in the SAP system. The screen allows the user to input the personnel number or force element to initiate the return process. The materials to be returned can be determined automatically based on their status, or the user can manually input the items. The screen provides fields for the user to enter details such as the start and end dates of the equipment usage.

On the identification screen, you must specify the persons that he or she wants to Adapt for the planned return date.

This can be done by selecting one particular personnel number or a range. The selection can also be done for force elements. For example, the user can select all personnel within a platoon.

The image shows the material selection screen of the return application in the SAP system. The screen allows the user to view and manage the list of materials to be returned. The user can filter, select, and perform various actions on the materials, such as checking their status, posting the return, and deleting selected items. The screen displays detailed information about each material, including the material description, planned return date, and other relevant data.

By default, the system will suggest material assignment status as RTRN - Returned. You can use the Mat Assignment Status field to update the material assignment status of the different lines. Changing the value of Mat. Assign. St. will update the line items that you have selected. The material assignment status is defined in customizing and discussed in the Customizing and Master Data section.

The image shows a SAP user interface for the Return of Functional Equipment: Step 2 (Material Selection) process. The interface displays various fields and options for returning functional equipment, including identification details, material selection, return plant and date, and reason codes for the return.

This figure explains some functions provided by the Material Selection screen.

The image shows a SAP user interface for the Return of Functional Equipment process. The interface displays a list of created material documents related to the return transaction, with options to view, export, and display these documents as PDF forms. The interface also provides instructions on the next steps, including returning the material again or exiting the application.

This figure explains some functions provided by the Confirmation screen.

The image shows the SAP user interface for managing personal and functional equipment. It displays various options and features for issuing, transferring, returning, and mass returning personal and functional equipment. The interface is organized into two main sections: Personal Equipment and Functional Equipment, each with corresponding action tiles.

The figure shows the available SAP Fiori tiles for mass return of personal and functional equipment.

The image shows the SAP user interface for the Mass Return of Functional Equipment: Step 1 (Identification) process. The interface displays an identification screen with various fields for entering personnel details, such as personnel number, usage type, position start and end dates, and employment status. It also includes a table listing the persons involved in the return process, along with their personal information. The image further explains the key differences between the Mass Return application and the regular Return application, as well as the options for determining the materials to be returned.

The main difference between the Mass Return application and the regular Return application is that the Mass Return allows the return of equipment from more than one person. For example, a Platoon returning equipment after an exercise.

The image shows the SAP user interface for the Mass Return of Functional Equipment: Step 2 (Material Selection) process. The interface displays a list of materials to be returned, including their item numbers, person names, material descriptions, and other relevant details. The interface also provides options to view, export, and manage the list of materials, as well as enter a return reason code and return text.

By default, the system will suggest material assignment status as RTRN - Returned. The user can use the Mat Assignment Status field to update the material assignment status of the different lines. Changing the value of Mat. Assign. St. will update the line items that the user has selected. The same goes for the other fields in header of this screen. To carry out updates based on the "header" fields, first select the lines to be updated and then enter the new value(s) to be updated and press Enter (on the keyboard).

The image shows the SAP user interface for the Mass Return of Functional Equipment process. The interface displays a list of created material documents related to the return transaction, with options to view, export, and update the list. The interface also explains that for mass returns, the system generates one material document per person per material assignment status, and the user can click the material document number to open and examine it. Additionally, the user is given the option to print all the documents, display the return documents as PDFs, return to the mass return screen to carry out more mass returns, or exit the application.

This figure explains some functions provided by the Confirmation screen for mass return of functional equipment.

Transferring Equipment Between Persons

The image appears to be a user interface or dashboard for an application. It shows various menu options and reports related to personal and functional equipment management, such as issuing, transferring, and returning equipment. The layout is grid-based with various tiles or modules for different functionalities.

This figure shows the tiles, which are used to transfer equipment between persons.

The image shows a user interface for a Transferring application, likely part of a larger software system. The interface includes an Identification section with fields for Force Element, Personnel Number, and other relevant details. The interface allows the transfer of materials between multiple persons, and only items with the status ISSD - Issued can be transferred.

SAP Fiori tiles have been created for the WebDynpro applications. In order to access the webdynpro application from SAP S/4HANA, proceed as follows:

From the menu bar in SAP S/4HANA, choose Favorites → Add other objects.
From the list options, select Web Dynpro Application.
On the next screen enter the following data: i. Web Dynpro Applicat.: /ISDFPS/WD_TRANSFER_PERNR ii. Description: Transfer Materials to another Person iii. Configuration: /ISDFPS/MD_TRANSFER_PERNR_APP
Make the following entry in the box for parameters: i. Name: PE_GAF_MTYPE ii. Value: PERS
To complete the settings, choose Confirm.

The image shows the Change Person step of the Adoption of a new Person Number for Functional Equipment process in the SAP software. It allows the user to transfer materials between multiple persons by entering the personnel number of the receiver and adapting the lines accordingly. The interface displays information about the materials being transferred, including the Material Category, Number of Selected Records, Number of Changed Records, Person Number, and Material Description.

Forms that confirm the transfer of materials can be printed off, PDFs can displayed.

After finishing, you can navigate back to the identification screen to start another transfer of materials between persons or exit the application.

The image shows the Adoption of a new Person Number for Functional Equipment process in the SAP software. It displays a table with information about the materials being transferred, including the Material Category, Number of Selected Records, Number of Changed Records, as well as details like Person, Counter, Start Date, Material Description, Serial Number, and GRGR Quantity. The system updates the PA0800 info type with the material assignments that have been changed.

This figure shows the Confirmation Screen.

The image shows a user interface for the Log for Material Mass Posting Report in the SAP software. The interface allows the user to select various parameters such as date, time, user, personnel number, output document, return document, material assignment status, and material type. The user can also choose to display logs for consumption. The interface is designed to generate a report based on the selected criteria.

The inventory posting for the mass Issue- & mass Return- Webdynpros is performed by a background job asynchronously:

The WebDynpro applications create PA0800 records, containing all data necessary for the inventory posting.
An unique identifier is created for each person and action ( return or Issue).
The posting job is started getting this identification as parameter for defining the PA0800 records for posting; the posting is made person by person.
If an error occurs during posting, all records for one person are not posted. The posting job continues with the next person.
Errors are written into the job log and can be displayed / tracked in the confirmation screens of the Webdynpro apps.
Printouts are only available if the posting was successful for a person.
To support the tracking / reposting, a new transaction /ISDFPS/MAT_CONS_LOG was developed: i. To analyze the Logs of the postings job and to identify error. ii. To support the restart of the posting in the dialog or in the background.

The image shows the second screen of the transaction, which lists the selected log entries. For a selected log entry, the detailed log for each person is displayed. The action menu for a selected log of a persons posting allows the user to restart the job, cancel the job in error case, display the material document if the posting was successful, and use BADI/ISDFPS/BADI_CNSNP_LOG_REPORT functions in the action menu.

This figure explains the log for material mass postings.

The image shows a retail clothing store, a clothing store illustration, and an SAP software interface. The text explains that once the authorized quantity of clothing is issued, the system indicates no additional clothing is required. When clothing is provided based on periodic authorizations, previously issued clothing must be consumed first, and an automated consumption transaction reduces the quantity needed by the individual. The issue screen suggested quantity is updated accordingly.

Automatic consumption is mostly used for personal equipment or to write-off expired equipment based on validity dates.

The exact usage should be defined by business rules.

Personnel selection:

By personnel number or force element assignment.

Material selection:

Issue end dates or days since issue
Material number, MPO, Material Group, External Material Group

Posting parameters: How will the consumption be posted:

RTRN - Returned to unrestricted use stock
CONS - Consumed

To where will the materials be returned? To the same as issued from, or to a different plant and storage location combination.

The report can be run in dialog mode and background mode.

The consumption log can be viewed in the transaction, /ISDFPS/MAT_CONS_LOG.

The image shows the Material Posting screen in the SAP software, which is divided into two sections - Persons and Personal and Functional Equipment. The first section allows the user to select the persons for whom the consumption is to be valid. The second section displays the details of the materials that can be consumed, including the Post Pers No, Material, Serial No, Quantity, Output Document, and Return Document. The user can decide which materials are to be consumed in this section.

This report is usually scheduled as a background job.

Issue and Return of Functional Equipment

Business Scenario

After completing this exercise, you will be able to issue and return the Functional Equipment.

A newly appointed person to a position needs to be equipped with a weapon and radio for a mission. A property book officer checks what categories are authorized to the position, then issues the equipment to her and checks in the system if everything was booked correctly. After the mission, the appointed person to a position returns her functional equipment.

You will learn how to do the following:

In this scenario, functional equipment is issued to a person and then the change in inventory is shown in the system before the equipment is returned by the same person.

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