How to Accept a Service Entry Sheet on SAP

Accepting a service entry sheet in SAP can be a straightforward process if you follow the correct steps and understand the common issues that might arise. This guide will walk you through the procedure and help troubleshoot common errors.

Steps to Accept a Service Entry Sheet in SAP

1. Access the Service Entry Sheet

• Navigate to transaction code ML81N.
• Click on "Other Purchase Order" and enter the purchase order (PO) number.
  
  

2. Create a New Service Entry Sheet

• Click on "Create" to start a new service entry sheet.
• Enter the necessary data, such as the document date and short text.
  
  

3. Adopt Services into the Entry Sheet

• Click on "Service Selection" to adopt the desired services from the PO.
• Review the selected services and make any necessary adjustments.
• Click "Back" to return to the main screen.
  
  

4. Accept the Service Entry Sheet

• Click on the "Accept" button. The status should display in yellow.
• Save the entries by clicking the "Save" button.
  
  

Troubleshooting Common Errors

Error: "Error posting acceptance of Entry sheet [number]"

When you try to accept and save the entry sheet, you might encounter an error message like:

vbnet

Copy code

Error posting acceptance of Entry sheet 1000033477

Choose:

- Error log

- Save without acceptance

- Exit without saving

To resolve this:

1. Select "Error log" and Continue:
   • This will display the error code and details.
2. Review the Error Details:
   • Example error: RC= 3 F5 808 Field Order is a required field for G/L account [account number].
3. Check Field Status:
   • Go to transaction FS00, enter the G/L account and company code.
   • Navigate to the "Create/Bank/Interest" tab to find the Field Status Group.
4. Modify Field Selection:
   • With the help of your FI (Financial Accounting) team, go to transaction OBC4.
   • For the relevant field status group, make the "Order" field optional.
5. Understand the Business Requirement:
   • Discuss with your FI team why the field was mandatory and decide whether to modify the field selection or adjust your service PO.

Error: "RC= 3 M8 147 Account determination for entry [details] not possible"

This error often relates to account determination issues in transaction OBYC.

1. Maintain Account Determination:
   • Ensure that for the chart of accounts (e.g., YAIN) and the group code (e.g., 0001), the WRX entry is maintained without a valuation class.
   • Go to transaction OBYC, select WRX, and check if a blank valuation class with a G/L account is maintained.
2. Check Valuation Class:
   • Confirm that the valuation class is not maintained in the OBYC setting for external servicing if not necessary.
   • Refer to SAP OSS Notes (e.g., 97025 or 195511) for detailed logic and guidance.

Additional Tips

• Ensure all service quantities match the PO quantities.
• Check the PO history tab to confirm if any service entry has already been made.
• Always refer to the error log for specific guidance on resolving issues.

By following these steps and understanding common error messages, you can efficiently accept service entry sheets in SAP and ensure a smooth procurement process. If you encounter persistent issues, collaborating with your SAP support team can provide additional insights and solutions.

Accept a Service Entry Sheet In An SAP Fiori App

As an alternative, some users find that approving a service entry sheet in SAP is made easier in the standard Fiori application, My Inbox. To understand how this works, approvals would go through a workflow and typically land in My Inbox. Then, from a user's launchpad, they can select the tile with outstanding service entry sheets.

From here, the user will see all tasks that are requiring acceptance. After reviewing the details, they can simply select, Approve or Reject using the green and red buttons at the problem. Many users often favour this method since it doesn't require the memorization of tcodes and is available out-of-the-box for shorter deployment times.

Remember, accurate management of service entry sheets helps maintain good vendor relationships and ensures timely and accurate payments.

Learn more about our approach to Service Entry Sheets and paying off your own records, by downloading our free guide linked below.