Index

Sno Description Page number

1 Imprest or Temporary advance opening 1
2 Imprest Closing 2
3 Indents placing in O&M 3
4 Indents placing in RMI 4
5 PR creation 5
6 Devolution of materials 6
7 Delivery Orders 7
8 Checking material in Stock in transit 8
9 Clearing material in stock in transit 8
10 Searching Purchase Orders 9
11 Checking for availability of material in stores 9
12 To view status of Imprest or TA bill 9
13 Service entry 10
14 Stock transfer from one WBS ID to other 11
15 Form-13 12
Procedure for Imprest /Temporary Advance opening in SAP
1. Go to SAP Logon and then login with your ID.
2. Enter the T-code “F-47” (Same T-code for both Imprest and temporary advance)
3. Enter the “Document date” field with today date.
4. Enter the “Reference” field (E.g.: free text as Imprest or Temporary advance).
5. Enter the “Document header” field (E.g.: Free text as Imprest or Temp advance of
AE)
6. Enter the “Translation Code” field with today date.
7. Enter the “company code” field with 3000. (For APTransco company code is 3000).
8. Enter the “Currency rate” field with INR.
9. Enter the “period” field with current financial month (E.g. for April -01, for May-
02 …)
10. Enter the “Trading part BA” field with “3312”. (Your circle code)
11. Enter the “Account” field with your employee ID (E.g. E01040124)
12. Enter the “Trg Sp G/L Ind” field with “I” for Imprest and “T” for Temp. Advance
After filling all the above fields the “NEW ITEM” field will highlight.
1. Select “New Item” field
2. Enter “Amount” (HR amount excluding GST) ( Imprest Rs:2000)
3. Enter “Tax Code” with “V0” and enter tick mark in “Calculate Tax” field.
4. Enter the “Bus Area” with 3312 (your circle code).
5. Enter the “Text” field with subject of the work ( free text)
6. Enter the “Due date “field (future date approx. After 7 days or 10 days).
7. Select the “Display document overview” symbol on the top and then verify the
details entered.
8. “Save” and then “Enter”.
It will fetch ‘down payment request number’, which is to be communicated to the
Circle office.

Procedure for Imprest closing in SAP

1. Go to SAP Logon and then login with your ID.
2. Enter the T-code “FV60”
3. Go to ‘Basic data’ tab.
4. Enter the “vendor” field (Emp Id no as, E01071506) and enter today date in
‘Invoice date field’ & ‘today date field’.
5. Enter the “reference” field and ‘Text’ field. (E.g.: Free text as Imprest of AE)
6. Now go to line level and enter “G/L account no” (eg:76.190..etc) of the voucher,
amount of voucher in ‘document field’, ‘Tax code’ (e.g.: V0 for non GST and
respective tax code for GST bills), ‘bus area’ (respective circle code, eg:3312),
“cost centre” field (respective subdivision cost centre,eg:3312D20001), ‘Qty’ field
(actual quantity of bill), ‘basic unit’ field (e.g.: EA), ‘HSN/SAC code’ field of the
voucher.
7. Repeat line 6 procedure for all the vouchers.
8. Now go to “payment” tab and select “pmt terms” field from list. (LC50)
9. Now go to ‘details’ tab and enter ‘bus area’ (respective circle code, eg:3312).
10. Now go to ‘basic data’ tab. And enter ‘amount’. (Rs: 2000)
11. Now go to ‘payment tab’ and check “balance”, it will become zero.
12. Now go to “DOCUMENT” option above search bar.
13. Press “simulate” and check for all the vouchers in screen.
14. Now go to “DOCUMENT” option above search bar.
15. Now press “simulate general ledger’.
16. Now go to “DOCUMENT” option above search bar.
17. Press “park” option.
18. It will fetch 10 digit “document number” ( e.g.: 19xxxxxxx) on the left bottom
centre of display which is to be submitted to circle office.

2
Procedure for placing indents in SAP
1. Go to SAP Logon and login with your ID.
2. Enter the T-Code “IW31” for placing indents. ( note: for O&M works)
3. Enter the “order type” as ‘PM08’ for O&M material.
4. Enter “Priority” as ‘high’ or ‘medium’ depending of necessity of material.
5. Go to “Functional Location” and search for ‘location list’.
6. Go to ‘location data’ and enter “Maintenance plant” as 3312.
7. Enter “Plant section” as ‘MNB’ and then press ‘execute’.
8. Now select corresponding feeder bay ID or substation ID.(eg: SS-400KV-MNB)
9. Now click on “Header data”.
10. Enter “text”.
11. Now go to “components” tab.
12. Now enter the “Part No”.
13. Now enter “quantity”.
14. Save. (It will fetch “order number”)
Now the indent is in created status.
1. Enter T-code “IW32” from EE ID.
2. Enter the “order number” and press ‘execute’.
3. Select ‘green flag’ and then save.
4. Now indent status will go to ‘released state’.
After the allotment go to “IW32” and then go to “enhancement tab” and select “
Outbound delivery ” and copy the allotment number and then go to T-code
“ZMM_PRINT” and enter ‘ OBD number’ and press ‘ enter’ to take print of
allotment slip .
Note:-After the material drawn from stores physically, the material will be
transferred to virtual stores of concerned ID (employee ID on whom the material
was drawn).

3
Procedure for placing indents in SAP (for capital works)
1. Go to SAP Logon and login with your ID.
2. Enter the T-Code “IW31” for placing indents. (note: for RMI works)
3. Enter the “order type” as ‘PM06’ for RMI or capital works.
4. Enter “Priority” as ‘high’ or ‘medium’ depending of necessity of material.
5. Go to “Functional Location” and type as ‘SS-400KV-MNBL’ & press enter.
10. Enter “text” ( eg: indent for fuses ).
11. Now enter WBS Id in ‘additional data’ tab.
It will ask as ‘should dates be copied’ then press “YES”.
12. Now enter the “Part No” and “quantity” in “components” tab
13. Now enter “quantity”.
It will ask as ‘should PR be created’ then press as “NO”
14. Save. (It will fetch “order number”)
Now the indent is in created status.
1. Enter T-code “IW32” from EE ID.
2. Enter the “order number” and press ‘execute’.
3. Select ‘green flag’ and then save.
4. Now indent status will go to ‘released state’.
After the allotment go to “IW32” and then go to “enhancement tab” and select “
Outbound delivery ” and copy the allotment number and then go to T-code
“ZMM_PRINT” and enter ‘ OBD number’ and press ‘ enter’ to take print of
allotment slip .

4
Procedure for creating Purchase Requisition in SAP
(Note: Purchase Requisition should be created for materials such as computer
equipment only)
1. Go to SAP Logon and then login with your ID.
2. Enter the T-code “ME51N”.
3. Select “Document Overview ON” field.
4. Select “Document type” field as “Material Indent”
5. Select “Header” and then write the details of the indent in the box.
6. Select the “Item Overview” tab and then give “ Account Assignment (A) ” as “Q”
and “Item Category (I)” as “U”.
7. Enter the “Material Number” field by search or type the number as per P.O.
8. Enter the “Quantity” field, “Plant” field as 3312 ( your circle code) .
9. Enter the “Storage location” field with your substation code (e.g.: B401 for
400KVSS MNBL) and “PGR” field from the list. (e.g. : 445 for AET/ MNBL)
10. Enter the “supply plant” field with your stores ID ( e.g. 1040 for Gunadala)
11. Select the “Item Detail” tab and enter ‘WBS element’ in “Account Assignment”
tab.
12. Select the “Contact Person” tab and give “MRP controller” as ‘Z02’.
13. Select the “check” symbol on the top and verify for errors if any.
14. If there are no errors, then enter another item in “Item overview” tab.
15. Repeat the same procedure for all items and then “Save”.
16. It will fetch the ‘Purchase Requisition’ number which is to be forwarded to the
circle office.
Procedure to see the allotment number
1. Enter the T-code “ME23N”. ( Query for PR Number)
2. Select the “Item” tab.
3. Select the “purchase order history” tab and copy allotment number from the
“Material Document” field.
5. Enter the T-Code “ZMR_ PRINT” and enter the “material document” number
It will fetch the issue slip which is to be circulated to the stores.

5
Procedure for devolution of scrap in SAP
1. Go to SAP Logon and login with your ID.
2. Enter the T-Code “IW31” for devolution of scrap.
3. Enter the “order type” as ‘DV01’.
4. Enter “Priority” as ‘high’ or ‘medium’ depending of necessity of material.
5. Go to “Functional Location” and search for ‘location list’.
6. Go to ‘location data’ and enter “Maintenance plant” as 3312.
7. Enter “Plant section” as ‘MNB’ and then press ‘execute’.
8. Now select corresponding feeder bay ID or substation ID. (eg: SS-400KV-MNB)
9. Now click on “Header data”.
10. Enter “text”.
11. Now go to “components” tab.
12. Now enter the “Part No”.
13. Now enter “quantity”. ( quantity to be entered in negative for devolution)
14. Save. (It will fetch “material order number”)
Now the indent is in created status.
1. Enter T-code “IW32” from EE ID.
2. Enter the “material order number” and press ‘execute’.
3. Select ‘green flag’ and then save.
4. Now devolution status will go to ‘released state’.
5. Now enter the T-code “MIGO”.
6. Now Select “Goods Issue” from first scroll bar and select goods movement
number “262” and enter material order number and press ‘execute’.
7. Now enter ‘plant’ and ‘storage location’ for all the items.
8. Now select “Check” for any errors and then select “Post” and save.
9. Now Enter T-Code “ZMM_STO”.
10. Now enter the ‘material document No.’, ‘year’, ‘purchase group’ and enter the
plant to delivery. ( eg: 1040 or 1050) and press ‘execute’.
11. Now check all the items in display and then press “Create PO”.
12. It will fetch ‘Purchase order’ number.
13. Now enter the T-Code “MIGO”.
14. Now Select “Goods Issue” from first scroll bar and select goods movement
number “351” and enter ‘purchase order’ number and press ‘execute’.
15. Now also enter ‘plant’ and ‘storage location’ for all the items.
16. Now select “Check” for any errors and then select “Post” and save.
6
 Procedure for creating Delivery Order in SAP
(Note: Delivery order should be created after creating customer order for materials which are
auctioned)

1. Go to SAP Logon and then login with your ID.

2. Enter the T-code “VL01N”.
3. Enter “Customer Order Number” (Eg: 3XXXXX) and “plant” (plant: 3312) and
press enter.
4. Now go to “piking tab”.
5. Select “post goods issue” button on the top.
6. It will generate “Outbound delivery number”.
7. Enter the T-code “VL03N”.
8. It will automatically displays “OBD No.” (eg:4XXXXX)
9. Now select “Out bound delivery” from top near search bar and select “Issue
delivery Output”.
10. Now select the second line from the list which was displayed in screen and
select the Print preview and press “PDF!” on space bar and save.

Now take the print and submit this delivery order to stores along with T-Note for
further regularisation.

7
Procedure for checking stock in transit
1. Go to SAP logon and login with your ID.
2. Enter the T-code “ZMB5T” for checking stock in transit.
3. Now enter your “plant” and enter
4. Now select ‘detailed list’ icon to have excel view of material.

Procedure to clear the “Stock in transit” (after the material drawn from stores)
1. Enter the T-code “MIGO” from the ID (ID for which stock to be cleared).
2. Select “Goods receipt” in first scroll bar and then enter “OBD No.”.
3. Press “Execute” (tick mark)
4. Now select the ‘Item ok’ for all the items in the list.
5. Press ‘check’ button for any errors.
6. Press ‘Post’ button and then press ok.
Now the material is transferred to concerned EE ID.
1. Enter the T-code “MIGO” from the ID (ID for which stock to be cleared).
2. Enter “Goods Issue” in first scroll bar and then enter “Order No.”
3. Press “Execute” (tick mark)
4. Now select the ‘Item ok’ for all the items in the list.
5. Press ‘check’ button for any errors.
6. Press ‘Post’ button and then press ok.
Now the material was transferred to the SS ID.

8
 Procedure for searching Purchase Orders in SAP
1. GO to SAP Logon and login with your ID.
2. Enter the T-Code “ME23N” to see Purchase orders.
3. Now go to the left pane of the screen and then select “Select variant”
( Tricolour symbol).
4. Now select the “purchase orders” in the list.
5. Now query by “plant” location or by “purchase group”in the new screen
slide to see the purchase orders.

Procedure for checking availability of stock in stores

1. Go to SAP logon and login with your ID.
2. Enter the T-code “ZMM_ STOCK” for checking the material in stores.
3. Now search for “material” by entering “*” before and after the description.
(eg: * energy meter* ).
4. Now press Enter.
Note: you can also search for material by entering stores location in “plant “.
(eg: 1040)

Procedure to view status of Imprest /Temp. Advance/TA bill in SAP

1. Go to SAP Logon and then login with your ID.
2. Enter the T-code “FBL1N” (Same T-code for Imprest /temporary advance /TA bill)
3. Enter the “company code” with 3000.
4. Click “Dynamic selection” and enter bus. Area with 3312
5. Remove ‘date’ from line item selection.
6. select all items and give “posting date” ( as per your requirement).
7. Tick check box in “Special G/L transtactions”.
8. Now select “open items”.
It will fetch required data.

9
Procedure for Service Entry in SAP
1. Go to SAP Logon and login with your ID.
2. Enter the T-Code “ML81N” for creating service entry. (E.g. for vehicle, manning)
3. Select the required “PO Number” from the list on the left pane of screen
4. Now select “create” icon on top.
5. Enter ‘short text’. (Free text) (Eg: CC 1 N part)
6. Enter “Document date” (Month end date for vehicle and manning bills)
7. Enter “Reference”. (Free text)(eg: vehicle bill of EE/O&M)
8. Enter “document text”. (free text)(Eg: vehicle bill of EE/O&M for aug-18)
9. Click on “service selection” icon and then press ‘Ok’.
10.Select the required ‘PO lines’ and then do RMB(Right click) and select
“Adopt services”.
11. Now enter “quantity”. (Eg: 1) (days/month as per PO lines)
12. Now select the ‘green flag’ and then ‘save’.
13. Now bill status will change to “accepted”.
14.It will fetch “Service entry number”.
To print the bill Enter T-code “ZMM_ Work Bill”.
1. Enter “PO number” and then “service entry number”.
2. Enter “Recoveries”.
3. Now press “Execute”.
It will fetch the bill now type as “pdf!” on top searchbar to save the bill in pdf
format.

10
SAP Procedure for Stock transfer from one WBS ID to other
(This procedure is necessary if material is directly received to field site).

1. Go to SAP Logon and login with your ID.

2. Enter the T-Code “MIGO”.
3. Select “Transfer posting” in first scroll bar and “Other” in second scroll bar.
4. Select movement type “415Q”.
5. Go to “Transfer posting” tab and enter “material” in “from location” ( part no)
6. Press Enter and enter “plant” as 3312.
7. Enter storage location in “from Location” from where stock has to be transferred
and enter “WBS ID” in “from Location” and enter “quantity”.
8. Enter storage location in “Destination location” to where material has to be
received and press enter.
9. Press “Check” for any errors.
10. Press “Post” if there are no errors.
Now to check whether the material has transferred or not
1. Enter T-Code “MB52”.
2. Enter “Material No”
3. Enter “plant”.
4. Enter “storage location”.
5. Select “display special stock” (Tick).
6. Select “No zero stock lines” (Tick).
7. Press Execute.
It will display material details

11
Procedure for Form-13 in SAP
1. Go to SAP Logon and login with your ID. (AE/M ID)
2. Enter the T-Code “ME23N” to display the required PO.
3. Select the required “PO Number” from the list on the left pane of screen
4. Now go to confirmations tab and copy inbound delivery number from PO.
5. Now go to the T-Code “MIGO” and select ‘goods receipt’ in first scroll bar,
‘inbound delivery’ in second scroll bar and movement type 103.
6. Now paste inbound delivery no which was copied from PO and press execute.
7. Enter Invoice no. of the bill and goods delivery date in ‘delivery note’ field and material
received date in ‘posting date’ field.
8. Tick mark the ‘Item OK’ in the bottom and then save.
9. It will fetch the order number.
10. Now Login with ADE/Maintenance Id (for check measurement)
11. Now enter T-code “QA32”. And select dynamic selection symbol.
12. Now go to ‘procurement’ and then ‘purchasing document’.
13. Now enter the PO No. and make all the fields empty and enter plant (3312).
14. Now press “Execute”.
15. It will fetch all the items and now select required line
16. Now select ‘Results’ tab and select ‘calendar button’ and enter date and time of check
measurement.
17. Enter ‘code’ as 01and ‘Non-conf’ as zero.
18. Now login with AE/M id and repeat steps 11 to 14.
19. Now select ‘Usage decision’ tab and enter ‘UO code’ as zero.
20. Now enter “Storage location’ (Substation location) and save.
21. To generate Form-13 enter T-code “ZMM_ Form13”.
22. Enter “material document no”, ‘plant’ (3312), ‘year’ and press execute.
23. Now Tick mark the check measurement box and enter “condition of material” as
GOOD, “material received as per specification” as YES, “material received at” as FIELD
SITE and press execute.
24. To take Form-13 print go to T-code “ZMM_FORM13PRINT”and repeat Step 22.
25. Enter ‘print no’ field ( No. of copies) and take print.

12