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PC Inventory Control Training 11-2010


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This is an end-user training class.

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PC Inventory Control Training 11-2010

  1. 1. PC Database in SAP<br />Training class<br />November 30th, 2010<br />
  2. 2. Course objectives<br />Introduction<br />Demonstration<br />Step-by-step instruction<br />Classroom training<br />Questions<br />
  3. 3. Introduction<br />This class is designed for GA staff responsible for computer equipment inventory management.<br />Target audience:<br />IT technicians<br />Equipment store administrators and clerks<br />Inventory management (optional)<br />Duration: one day<br />
  4. 4. Objectives<br />Course Objectives:<br />Navigation within the ZPCDB transaction<br />Learning reporting tools<br />Receiving new equipment<br />Issuing new equipment<br />Re-issuing existing equipment<br />Reporting<br />
  5. 5. Navigation within ZPCDB<br />Main inventory report<br />Report selection<br />Receive into your store<br />Issue to Custodian<br />Advanced functions<br />
  6. 6. Reporting<br />“L” tags<br />Manufacturer <br />serial number<br />
  7. 7. Equipment detail<br />This tab contains master data of the computer equipment item:<br /><ul><li>“L” tag and description
  8. 8. Status
  9. 9. Equipment type
  10. 10. Manufacture data
  11. 11. Warranty information
  12. 12. Custodian assignment</li></li></ul><li>Equipment detail<br />This tab contains item’s assignment data:<br /><ul><li>“L” tag and description
  13. 13. Custodian ID, name, Org. and office phone number
  14. 14. Optionally, name of the non-GA person responsible for the item
  15. 15. Charges information
  16. 16. Room where this item is kept</li></li></ul><li>Equipment detail<br />This tab contains item’s internal notes.<br />You may record any pertinent information here, similarly to how you enter notes into the purchase orders.<br />As part of the initial data conversion from the existing database, we will save original PO number here, along with any currently existing comments.<br />This particular item has been created via conversion<br />
  17. 17. Equipment detail<br />This tab contains item’s serialization data.<br />For those items received after this implementation – serialization tab will always be present.<br />Initially, it will show the plant and storage location where an item had been received.<br />Once an item is issued, it will no longer be in SAP inventory and will not show storage location data.<br />This item is still in the “store”<br />History button leads us to MIGO documents<br />
  18. 18. Equipment status<br />We recognize two status groups:<br />System Status<br />User Status<br />System status is controlled by SAP<br />This item is not in stock – issued to custodian<br />User status indicates your internal GA status<br />
  19. 19. Receiving<br />
  20. 20. Receiving Steps 1-3<br />Enter purchase order number:<br />Select an item you are receiving – click on the line item number. Selected item will turn blue.<br />Check “Item OK” at the bottom of the screen<br />
  21. 21. Receiving Step 4<br />On the ‘Quantity’ tab: Enter total number of items you just received from the warehouse.<br />
  22. 22. Receiving Step 5<br />On the ‘Where’ tab:Enter your storage location.Optionally, you may enter your name as Goods recipient. Also optionally, you may enter comments.Optional information will be stored inside the material document created when this transaction is posted.<br />
  23. 23. Receiving Step 6<br />On the ‘Serial Numbers” tab:Scan all “L” tag numbers you are assigning to the received equipment items.SAP will allow you to scan a tag for each item you received.In this case, since we are getting 2 items – we will be prompted for 2 tags.During this class we will simulate scanning and simply type in equipment tags.<br />
  24. 24. Receiving Step 7<br />Check all entered data for validity:Press ‘Check’ button.When all entered data is correct, SAP will show the checked line item with a green light next to it.<br />
  25. 25. Receiving Step 8<br />Complete this transaction:Press ‘Save’ button.The following message will tell you that a material document has been createdOnce the document is posted, 2 new equipment master records are created – with “L” tags you have scanned. Also, 2 inventory items are added to the unrestricted stock in your storage location. This makes both items available for distribution to the end users.<br />
  26. 26. Receiving Step 9<br />Exit transaction via green arrow:<br />Next step is going to take you through scanning manufacturer’s serial numbers, one by one, for each “L” tag item you’ve just created<br />
  27. 27. Receiving Step 10<br />Scan manufacturer’s serial numbers:You will be prompted for each “L” tag you created.When you scan all serial numbers, SAP will update newly created equipment records and report back to you:<br />
  28. 28. Reporting<br />Let’s take a look at the new equipment records we’ve just created:<br />Both items are now ready to be assigned to the custodian who ordered them.<br />You can see 2 new items- in system status ESTO (in warehouse)- storage location 041A- in user status AVLB (received and available)<br />
  29. 29. Issuing<br />
  30. 30. Issuing Steps 1 - 2<br />Look up material number in the equipment list:<br />Enter material number you need to issue:<br />Highlight and Ctrl-C to copy<br />Ctrl-V to paste<br />
  31. 31. Issuing Step 3<br />On the ‘Quantity’ tab: Enter total number of items you are assigning to the custodian.<br />Enter as many total items of the same type (i.e. 3 Dell laptops or 1 Sony monitor), as requested by the custodian.<br />
  32. 32. Issuing Step 4<br />On the ‘Where’ tab:Enter your plant and storage location.In order to avoid misunderstandings – please refrain from entering any other information on this tab.<br />
  33. 33. Issuing Step 5<br />On the ‘Account Assignment’ tab:Enter G/L account and the custodian charge account.Depending on the paperwork you’ve received, the custodian charge account may be one of the following:- Cost Center- Internal Order- Network and Activity.Depending on the MIGO movement type you’ve selected, SAP will prompt you accordingly for the appropriate charge account.<br />In this case, we need to specify Internal Order(movement 261)<br />
  34. 34. Issuing Steps 6 - 7<br />Look up adequate equipment items currently in your store and available for distribution.<br />On the ‘Serial Numbers’ tab:Enter or scan “L” tag numbers of specific equipment items you are issuing to this particular custodian.<br />
  35. 35. Issuing Step 8<br />Check all entered data for validity:Press ‘Check’ button.When all entered data is correct, SAP will show the checked line item with a green light next to it.<br />
  36. 36. Issuing Step 9<br />Complete this transaction:Press ‘Save’ button.The following message will tell you that a material document has been createdOnce the document is posted, 2 selected equipment items will be taken out of unrestricted stock, and become eligible for monthly charges against the account you’ve entered.<br />
  37. 37. Issuing Step 10<br />Exit transaction via green arrow:<br />Next step is going to take you through entering a custodian ID number. This ID will be saved into each equipment item master record you’ve just issued out of your “store”.<br />
  38. 38. Issuing Step 11<br />You will be prompted to choose a person. Enter the name.<br />Once you enter the name,SAP will present a list of employees.Select the person you need, double-click.Selected name will be entered into all equipment item records you’ve selected during this transaction.<br />
  39. 39. Reporting<br />Let’s take a look at the equipment records we’ve just issued to the custodian:<br />Both items are now eligible for monthly charges when applicable.<br />You can see 2 issued items- in system status AVLB (available)- no storage location- in user status ASGN (assigned to custodian)- customer field contains a custodian id<br />
  40. 40. Equipment List Variants<br />Menu -> Settings -> Layouts -> Get…<br />Select desired layout from the list<br />
  41. 41. Equipment List by Custodian<br />You can see all computer equipment items assigned to any custodian<br />
  42. 42. Equipment List by Type<br />You can see all computer equipment items sorted by type and status<br />
  43. 43. Equipment List by Tag<br />You can easily find any computer equipment item by its tag<br />
  44. 44. Equipment Item Changes<br />From inside the equipment detail,Menu -> Extras -> Display changes<br />This report shows detail item change log with date, time, user, field, old and new values<br />
  45. 45. Reporting<br />Once you press ‘Reports’ button, you will be presented with a selection list.It contains standard SAPand custom GA reports.Currently, only one customreport is available.<br />Let’s look at this customreport.<br />
  46. 46. Consolidated Charges<br />Double-click on any line to see detail items<br />
  47. 47. Mass Changes<br />This function is meant to support targeted mass changes to the Equipment Master database.<br />Potential applications could be charge accountre-assignments across multiple groups of equipment items, custodian re-assignments, etc.<br />Mass updates could be executed only by specially designated personnel.<br />This function is currently not available.<br />
  48. 48. Maintenance<br />In addition to receiving and issuing equipment items, we provide you with easy access to individual manual maintenance transactions.<br />If an item could not bereceived via provided MIGO transaction, you may use this option to create it manually. This will create a new equipment master record with reference to a material.<br />If there is a need to maintain a single equipment item, you may use this option. It will bring you into the item in change mode.<br />Of course, you may chooseto display an individual item by using this option.<br />
  49. 49. Questions<br />