How to Check a Service Entry Sheet in SAP

Managing service entry sheets efficiently is a crucial part of procurement and supply chain operations in SAP. Service entry sheets are essential for recording services performed by vendors, and they help ensure that you accurately track and pay for the services received. Users can check a service entry sheet in SAP by using the tcode ml81n or by opening the SAP service entry sheet application through the Procurement Gateway portal.

This is what these steps look like in practice.

What is a Service Entry Sheet?

A service entry sheet is a document in SAP that records the details of services performed by a vendor. It is used to confirm that the services have been delivered as per the terms of the purchase order. Once the service entry sheet is approved, it can be used to process vendor payments.

However, in addition to completing a service entry sheet we have come across a few questions from users. For example, one team found that they needed to adapt to a new tax system for the United States and needed to find a list of open service entry sheet items to update the jurisdictions. Although, just one scenario it does raise the question how do you check a service entry sheet in SAP?

Step-by-Step Guide to Checking a Service Entry Sheet in SAP

Step 1: Access the Service Entry Sheet

To begin, you need to access the service entry sheet using the specific transaction code (tcode) in SAP. The tcode to display service entry sheet in SAP is ML81N.

1. Log in to SAP: Start by logging into your SAP system with your user credentials.
2. Navigate to Transaction Code: In the SAP Easy Access screen, enter the tcode ML81N in the command field and press Enter.
   
   

Step 2: Display the Service Entry Sheet

Once you've entered the tcode ML81N, you'll be directed to the "Display Service Entry Sheet" screen. Here, you can search for the service entry sheet you want to check.

1. Enter Selection Criteria: In the initial screen, you can enter various selection criteria to find the specific service entry sheet. Common criteria include:
   • Service Entry Sheet Number: If you know the exact number, enter it here.
   • Purchase Order Number: You can search by the associated purchase order.
   • Vendor: Enter the vendor code to filter results by vendor.
   • Date Range: Specify a date range to narrow down the search.
2. Execute the Search: After entering the necessary selection criteria, click on the "Execute" button (or press F8) to display the results.
   
   

Step 3: Review the Service Entry Sheet Details

The search results will display a list of service entry sheets that match your criteria. Select the service entry sheet you want to review by double-clicking on it. This action will open the detailed view of the service entry sheet.

1. Header Data: Review the header data, which includes information such as the service entry sheet number, date, and vendor details.
2. Item Data: Check the item data section to see the details of the services recorded. This section includes information like service descriptions, quantities, and prices.
3. Approval Status: Verify the approval status of the service entry sheet. Ensure it has been approved by the necessary authorities before proceeding with any further actions.
   
   

Step 4: Additional Actions

Depending on your role and authorizations, you may have additional options available in the service entry sheet screen:

• Edit: If you need to make changes to the service entry sheet, click on the "Edit" button. Note that only authorized users can make modifications.
• Cancel: To cancel a service entry sheet, use the "Cancel" button. This action is typically reserved for correcting errors or voiding incorrect entries.
• Print: You can print the service entry sheet for your records by selecting the "Print" option.
  
  

Step 5: List of Service Entry Sheets

You can find a list of service entry sheets using the tcode ML84. This transaction code allows you to view and manage multiple service entry sheets.

It is worth noting that service tax which is typically included in the PO will be reflected during invoice verification (also known as MIRO posting).

Step 6: Edit and Add Service Entry Sheets

You can edit and add a service entry sheet using your SAP user interface. Follow these steps:

1. Navigate to the Service Entry Tab: Go to the INVENTORY > PURCHASE ORDERS tab on your user interface (front end).
2. Select the Purchase Order: Click the Order # for the purchase order service type in question.
3. Service Entry Tab: The service order appears on the right part of the page under the Service Entry tab.
4. Edit the Service Entry Sheet: From this page, you can:
   • Change the Long Description: Modify the text in the Long Description field.
   • Add Attachments: Add and upload an attachment to the Service Entry Sheet. Note that each attachment file must be less than 10 MB in size.
   • Add a New Service Item:
     1. Select Add Service Item.
     2. The Add Service Entry Item popup appears.
     3. In the Description field, enter the description of the service item.
     4. In the Quantity field, enter the relevant amount.
     5. In the Unit field, enter the relevant amount.
     6. In the Gross Price field, enter the price.
     7. Choose Save.
5. Save the Service Entry: Choose Service Entry at the bottom of the page, enter the relevant information, and choose Save.
   
   

Step 7: Invoice Verification

It's important to note that tax details, such as service tax included in the purchase order (PO), will be reflected during invoice verification. This step is performed using the tcode MIRO for posting the invoice. During this process, the system will take into account any tax-related information specified in the PO, ensuring accurate tax calculations and compliance.

Checking a service entry sheet in SAP is a straightforward process that involves using the tcode ML81N to access and display the necessary details. By following the steps outlined in this guide, you can efficiently manage and review service entry sheets, ensuring that your procurement and service processes run smoothly.

Checking a Service Entry Sheet Without a Tcode

Alternatively, some users have found that there is a lot of overhead with users having difficulty with tcode memorization. Therefore, an alternative method for Service Entry Sheets (or field tickets) if you are in the Energy industry is built into the BTP add-on Procurement Gateway. The application is built on SAP so checking a service entry sheet can be done by selecting an icon on a dashboard and launching an interface that looks like this:

Remember, accurate management of service entry sheets helps maintain good vendor relationships and ensures timely and accurate payments. If you have any questions or need further assistance, don't hesitate to reach out to your SAP support team.

Learn more about our approach to service entry sheets by downloading our free guide, linked below.