Using Service Entry Sheet Accruals

Carla is comfortable with the purchase order accruals, and she has identified some processes that can be streamlined. Her desire is to learn all about service entry sheet accruals and how this functionality may improve their current process.

The Service Entry Sheet Accruals application (component SSAC) enables you to calculate and post accruals automatically. The relevant data is transferred from Service Purchasing and Recording of the Materials Management component to Accruals Management and automatically converted from purchase order items into accrual sub-objects.

On the basis of service entry sheets of which the amounts haven't been approved, the system calculates the amounts to be accrued for each account assignment of service entry sheets. In each period, you can start an accrual posting run, which posts all accruals for unapproved service entry sheets.

The functions in Service Entry Sheet Accruals supports Parallel Accounting. This means that you can calculate and post accruals simultaneously according to different ledger groups.

The benefits are as follows:

• Automatically replicate purchase orders to accrual objects
• Automatic accrual calculation based on unapproved Service Entry Sheets
• Availability of a review process where you can approve the accrual amounts proposed by the system before posting occurs
• Automatically post accruals
• Automatically terminate accruals objects when service entry sheets are approved, rejected or deleted

At the end of each period, the system calculates the accrual amounts for the service entry sheets based on the unapproved service entry sheets. Accruals are posted to accounts with account assignments (for example, Cost Center) of a service entry sheet rather than account assignments of a purchase order item. At the end of the next period, all the posted accruals for service entry sheets are automatically reversed so that the amounts to accrue for the next period can be calculated.

The posting date for goods receipt that you enter in a service entry sheet determines the fiscal period to post accruals to. If you haven't provided such a date, the system takes the last changed date of the service entry sheet as the key date to determine a fiscal period for accruals posting.

You can create service entry sheets to record that the ordered services have been performed, change them if necessary, and send them for approval. You can search for service entry sheets, sort, filter and group the list, for example, by supplier or by reference purchase order. Lean services are a type of service that can be purchased in the same way as materials using SAP Fiori apps, such as Manage Purchase Orders, Manage Service Entry Sheets - Lean Services, and Create Supplier Invoice.

Each service entry sheet references one purchase order. This purchase order can consist of standard items for planned lean services or limit items for unplanned lean services. After you enter the purchase order number, the system displays the list of purchase order items for lean services. You then select the ones you wish to add as service entry sheet items. You can also add multiple service entry sheet items based on one purchase order item at once.

Press the play button to see how to create a service entry sheet.

As discussed in purchase order accruals there is an option to review and approve service entry sheets.

When you've recorded all services and related materials, you can send the service entry sheet for approval. The service entry sheet then gets assigned In Approval status. By default, all service entry sheets are approved automatically as long as you have not defined any workflows. If you have defined a workflow, the service entry sheet is automatically displayed in the approver’s My Inbox.

If you want to edit the service entry sheet again, you can choose Withdraw From Approval as long as it is in status In Approval.

If the service entry sheet has been approved and no follow-on documents exist other than the goods receipt document, you can choose Revoke Approval and edit it again.

The persons responsible to approve or reject the service entry sheets are determined in the Manage Workflows app for Service Entry Sheets - Lean Services (flexible workflow). They’re specified in the preconditions of the applicable workflow definitions.

The persons who are authorized, use the My Inbox app to approve or reject the service entry sheets in their worklist.

When the service entry sheet has been approved by an authorized person, a goods receipt document is created by the system and a corresponding invoice can be created, checked, and posted.

If a service entry sheet has the status Rejected, changes are required before further processing. When rejecting a service entry sheet, the approver can add a decision note that provides reasons for the rejection. If you want to forward a decision note to an external system, further customizing is a prerequisite.

The persons who are authorized use the My Inbox app to approve or reject the service entry sheets in their worklist.

If the flexible workflow is not activated, the contact person that is entered in the service entry sheet header must be an employee who is authorized to use the My Inbox app.

If the flexible workflow is activated, the authorized persons are specified by the preconditions of the applicable workflow definitions. As soon as a service entry sheet relevant for them is sent for approval, they find it in their worklist when they call up the My Inbox app.

The document and the approval status provide information on the current state of a service entry sheet and its approval process. In this topic, you find information on how the two statuses are related.

The document status describes the current state of the document itself. For example, a service entry sheet is In Process if a purchaser created and saved it but hasn't yet sent it for approval. The approval status, on the contrary, describes the state of the service entry sheet within its approval process. If a service entry sheet is, for example, In Approval the purchaser has sent it for approval and it's now waiting for an approver to either release or reject it.

The following table provides detailed information for each combination of document and approval status.

The following are some of the statuses:

Accruals are only calculated for unapproved SES, that is, a Document Status of 20.

In the service entry sheet, you can enter the date that is to be used by the system as the posting date of the goods receipt document. The goods receipt is created automatically when the service entry sheet is approved, and the date is adopted in the goods receipt document.

Press the play button to see how display service entry sheet accruals.

Schedule a job to post your accrual at month end, using Service Entry Sheets – post periodic accruals.

The accrual postings are posted as journal postings to the General Ledger. After the job is run, you can use The Display Service Entry Sheet Accruals app to display the posted accrual for each service entry.

Press the play button to see how to schedule the posting of Service Entry Sheet accruals.

Press the play button to see how to display the accrual journal entry posting.