How to Edit and Add Service Entry Sheets in SAP

Managing services accurately is just as important as managing materials, especially when it comes to invoicing, compliance, and financial control. In SAP, Service Entry Sheets (SES) are used to confirm that a service has been performed before a supplier invoice is posted. Whether you’re correcting an entry or creating a new one, knowing the right steps (and limitations) can save time and prevent downstream issues.

This guide walks you through how to add and edit Service Entry Sheets in SAP, including best practices to avoid common pitfalls.

What Is a Service Entry Sheet (SES) in SAP?

A Service Entry Sheet is a document used to record and approve services rendered against a Purchase Order (PO). Once approved, the SES enables invoice verification and payment.

Typical use cases include:

• Consulting or professional services
• Maintenance and repair work
• Construction or field services
• IT or managed services
  
  

How to Create (Add) a Service Entry Sheet in SAP

Step 1: Open Transaction ML81N

• In the SAP command field, enter ML81N
• Press Enter

This transaction is used to create, change, and display Service Entry Sheets.

Step 2: Reference the Purchase Order

• In the Purchase Order field, enter the PO number
• Click Other Purchase Order (or press Enter)

SAP will pull in:

• Service lines
• Quantities
• Account assignments
• Pricing details
  
  

Step 3: Enter Service Details

For each service line:

• Confirm or adjust the quantity
• Verify the unit of measure
• Review the service description

Optional but recommended:

• Add long text for clarity (scope of work, dates performed, notes)
  
  

Step 4: Check Account Assignment

Ensure the following are correct:

• Cost center
• WBS element
• Internal order

Incorrect account assignments are one of the most common causes of SES rejection.

Step 5: Accept the Service Entry Sheet

• Click Accept (green checkmark)
• SAP assigns an SES number

At this stage, the SES is created but not yet approved.

Step 6: Submit for Approval

Depending on your workflow:

• The SES may route automatically for approval
• Or require manual release by an approver

Once approved, the SES is ready for invoice processing.

How to Edit a Service Entry Sheet in SAP

Editing an SES depends on its status.

Editable SES (Not Yet Approved)

You can edit an SES if it is:

• Saved
• Not released
• Not referenced by an invoice
  
  

Steps:

1. Open ML81N
2. Enter the SES number
3. Make your changes (quantity, text, account assignment)
4. Click Accept again to save
   
   

SES That Cannot Be Edited

You cannot edit an SES if:

• It has been approved/released
• An invoice has already been posted
  
  

What to do instead:

• Reverse or cancel the SES (if permitted)
• Create a new SES with corrected values
• Work with Finance or Procurement if the SES is already invoiced
  
  

Common Issues and How to Avoid Them

SES Rejected by Approver

Cause: Missing or unclear service descriptions
Fix: Always add meaningful long text

Account Assignment Errors

Cause: Cost center or WBS mismatch
Fix: Validate against the PO before accepting

Invoice Blocked

Cause: Quantity or value mismatch between SES and invoice
Fix: Ensure services entered match what the supplier billed

Best Practices for Service Entry Sheets in SAP

Best practices for Service Entry Sheets in SAP include always referencing the correct purchase order to ensure services are matched accurately, entering services as soon as the work is completed to prevent delays or discrepancies, and using clear, detailed descriptions to support audit and compliance requirements. It’s also important to double-check quantities and pricing before submission to avoid invoice blocks or rework, and to avoid making last-minute changes after approval, as approved Service Entry Sheets are typically locked and can be difficult to correct.

Why Getting Service Entry Sheets Right Matters

Service Entry Sheets play a critical role in ensuring accurate service confirmation, timely invoicing, and strong financial control within SAP. By understanding how to properly create and edit Service Entry Sheets and by following best practices to avoid common errors, organizations can reduce approval delays, minimize invoice discrepancies, and maintain clean, auditable procurement processes. A disciplined approach to service entry not only improves operational efficiency but also strengthens trust between procurement, finance, and suppliers.

Ready to optimize your processes? Complete the Rio ROI Calculator below to understand the measurable value a solution like Rio could deliver.