FAQ - NC School Bus Safety Web
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1. What is the default print setting The setting in your user defaults screen in SAP should be Printing System Setup UP 1 supposed to be in SAP DPI_PRINTER Make sure the box print immediately is checked ME2N can be used to look up purchase order numbers Enter the Purchase Need web How do we search for a purchase plant number and the approximate date range of when the po wwa Goods Receipt Orders document jorder number created item on inventory for for instance this value may be whatever the vendor would apply if you Refurbishment refurbishments were exchanging for a refurbished item Will monthly reports still be mailed to Reporting the LEAs No All reporting can be done in a more timely manner locally How are orders found not showing on Sometimes orders do not show up when searching in IW40 When this happens check all three status boxes created released and completed Then delete the date range that defaults in the period field By following these steps all limitations on the search are turng off and the order should be displayed If the order is not displayed User Profile after following these steps call the Help desk Not ready Reporting System Setup UP 4 on web site How can look back in the bsip system and find out how much fuel Data Retrieval Need web diesel or gas was entered on one MB5B will give you totals for materials used for a certain time frame Reporting i document particular day just enter the material2. number plant number and date range Reporting i How do you get costs for parts to Before you start the refurbishment proces you must place whateve know how much money to put on an_ value you think is appropriate for the core you are rebuilding For How do we delete variants no longer needed How do we set default variants to automatically run without Contact the BSIP Help desk to have variants deleted User defaults having to select them each time for variants can be set using Setting Variants Administration On Passwords Can a Director or other person be assigned a password that will allow only Inquiry no editing The security profiles can be set up for display only which will allow f N A or input actions user to look but not change anything am locked out of the system becaus of my password What do need to do phone call Call BSIP help desk Can transaction codes be pre populated in the favorites so every user doesn t have to enter them No each user must create their own favorites menu User Specific You must email the BSIP help desk with the appropriate informatio How are new users added to the SAP for a new user to be added to the database full first middle last Users name birth month day email address and work title Work Order Use IW31 as normal but there are some defaulted Other County Need web How should we charge parts to fields that need to be changed Planner Group Main Work Cent
3. of the order Is there any way can enter This is just a caution message green check through the error Work Orders N A N A messages and it will post am in the process of keying PM s On the old system we would record a reading for transmission shift points The operations tab in orders has a field on the operations lines titled crankshaft end play brake readings LT which stands for long text Anytime there is a symbol that look etc Do we still need to record this like a piece of paper in the LT field on any operation line item it ca Order Need web information If so where tried goingbe selceted Juast click on the paper symbol and key the data Work Orders Processing document to IW32 in the operations needed such as shift points On IW 39 what is the difference The status of Outstanding means the order is created but not between orders that are released or printed The status of In Process means the order has Outstanding orders that are In been printed and relaeasd so it can now have parts and time entered Process and orders that are against it The status of Techinically Completed means it is Work Orders N A N A Techinically Completed completed and closed on SAP In IW32 select Order in the menu bar then select print Select Work Orders N A N A How can a PM order be reprinted Print FAX icon On PM sheets which have the VMRS code already printed on them do these codes have to be manually put No ne
4. the X Plant Matl Status field then look in the description for a new number to use in place o this one If there is not a P2 in the basic data view look in the purchasing view there should be a P2 in the Plant sp Matl Status field Delete the P2 and save the material this should allow you to MD 1 and create a purchase order with it Master Data MD 2 When keying parts will the system Inventory ZMB21 show the part number quantity and Adjustments Need web value of the parts in stock just as old The system will show the part number quantity and value for stock Materials and Transfers document system does to look at IVLD and calculate or estimate when you need to order Materials when they occur and therefore need alerrors as they occur report listing the errors so they can correctly issue the materials to the orders How do they generate this Materials How can a non inventory item Go to transaction FB03 and enter the document number created assigned to an order be looked up in when processing the ZFB61 transaction and execute If the the system document number is not known you can click on the list button for search option Example to search by Posting date Entry date Materials Non Stock Reference number etc How can a non inventory item be Go to transaction ZFB65 and enter the exact information that was reversed entered during the ZFB61 transaction for the non inventory Materials Non St
5. Website Website Reference Reference Topic Section Title Number QUESTION Order Admin Time Processing Order Admin Time Processing Order Admin Time Processing Only do a DP08 for employees who charge at least some of their Who do we enter adminstrastive time time directly to vehicles Full time adminstrators supervisors and for in SAP clerical employees do not have time entered into SAP When entering a work order to enter time for non wrench turning time wha do we use for the PMActType and PMActType 007 defaults when you do a PMO8 work order type Seg how do we enter their time document IW31 Adminstrative time work orders on the website All non wrench turning time will be entered as a DP08 work order Where will employee time for sick andjusing a functional location titled BE ___ DPI insert plant annual leave be recorded designation How do we record work that takes You will get a soft yellow warning error when trying to process place on Saturday Sunday or state joutside a weekday or state holiday you must continue to click the Calendar N A N holidays green check or enter until you get by this warning F What do we do when we get the error message No profile could be determined set default values in A profile needs to be set in IW42 See the document on the web sit transaction IW42 for instructions User Profile Default Values System Setup DPI Reporting Equipment Fuel and Mileage Fuel Issue Ad
6. ed to put in VMRS codes in IW32 for PM s They will be Work Orders N A N A in again on IW32 automatically entered as part of the work order
7. er Work Orders Vehicles document vehicles from other counties and Control Key Work Orders N A A Is there a check to see if a work order was TECO d without entering Mileage will not be entered on orders Mileage should be added to mileage the end of the description for historical purposes How do we look up VMRS codes for mechanics We currently use EQVI The complete list is available in the matchcode for VMRS field Can you hit the SAVE button at any Order Work Orders Processing time during the process of entering a If you have not completed all the required fields R 3 will direct you work order without messing up the do them Otherwise a document will be created and you would have Work Orders N a process to go to change mode to continue which is transaction IW32 At the end of the month where do we IW33 or IW40 will allow you to view work orders in process for any User Profile check to see if we have closed out all period of time for instance starting the first day of the month Not ready Work Orders System Setup U orders like EQS3 through the current date on web site N A P 2 N A P 4 Not as such The different types of work are accounted for in the Are there work source codes in this PM Activity Types and Reason Codes Work on local vehicles will b N A system tracked through the vehicle packages classes and room number There are some VMRS codes set up that are very general in their What if a VMRS c
8. ial description can not be changed when you issue Material Issue description materials on IW42 No but if you highlight plant or SLOC number field and use Will the PLANT and STORAGE backspace key your last entries will pop up in the field requiring LOCATION default in for each county plant or storage location and you may click on the number and the Material Issue N A for Goods Issues field will be populated automatically Material Do we receive oil like fuel or parts Receipt Goods Receipt _GR 1 coming into inventory Oil is received like parts with a purchase order How do we reverse a goods receipt foJA material document is created when the goods receipt is entered Inventory a purchase order that is incorrect The material document must be reversed which in turn cancels the Adjustments goods receipt and removes the item from stock See instruction on and Transfers IA 2 the web site in IA 2 am receiving errors when creating a Common problems Not all views created Use MMO3 to compare PO after a material has been extendedthe views for your plant to the views of plant 6000 you will need twa to our plant what do we do sessions open for this Use ZMM01Z to create missing fields Incorrect data in views Again use MMO3 to compare the data in the fields for plant 6000 to your plant data fields Use ZMM02Z to correq and data fields that are incorrect Material showing marked Obsolet Look at the basic data view if a P2 is in
9. inted out from ZIP24 papers from IW32 See OP 2 Instructions Will MI s show up on the DP02 Monthly Order system generated work order list Do Yes there is a variant of the ZIP24 report that will show all MI s due Inspections Processing OP we print shop papers for the MI and there is a variant that will show all PM s due P 1 Monthly Order Will a report be generated to letus Yes MI s will show up on ZIP24 A variant was created to use with Inspections Processing OP 1 know when MI s are due ZIP24 which will display all Ml s due Fuel Issue Will it be possible to enter mileages in No there is no batch capabilities in SAP You will have to do Not ready Receipt batch without entering fuel or parts individually using IK22 Create Measurement Document on web site NS 3 NS 2 Is there a priority rating for various PMs Will we still operate on an 900 Order mile window before the bus rolls over Yes work orders for PMs will be generated approximately 900 miles MI PM Processing OP 1 6000 miles prior to the mileage increment on the report in ZIP24 Fl 4 OP 1 P 2 Sales tax and shipping should be prorated for each item and entereg Clarify ZFB61 How do we include as the net price If for example you have ten items at a dollar each sales tax and or shipping for individualyou enter a quantity of ten and a total invoice price of ten dollars plus Non Stock Part Non Stock NS 1 parts on the invoice tax and shipping User Profile
10. justments Receipt What reports will LEAs be required to DPI consultants will do a general review to provide feedback to the print and have on hand when annual transportation director and superintendent You will not need to inspetions are conducted by DPI create special printouts for DPI review this can be done on line How do we deactivate maintenance plans for vehicles no longer needing MI s and PM s Send a request to the BSIP help desk Fuel oil and odometer each have a Measurement Point for each vehicle and each point produces Measurement Documents every How do we adjust NEGATIVE fuel time the user posts to the vehicle A faulty measurement document Not ready FI 3 Fl 4 oils and miles previously EQMI has to be credited out using IK22 and IK12 on web site Fuel and Mileage Other County How should we charge fuel to vehicles Adjustments Vehicles from other counties Fuel On ZFE2 enter other county vehicle and proceed as nornal 4 4 4 A 5 A A l 2 Fuel and Inventory Mileage Adjustments How do you credit out fuel because of Adjustments and Transfers IA 1 evaporation The inventory adjustment transaction is MI10 l 2 Fuel and Mileage Fuel Issue In ZFE2 Can you post or add oil Adjustments Receipt F without entering mileage No mileage is a required field of entry How are incorrect fuel mileage The fuel mileage documents can be deleted by using transaction documents deleted How is mileage IK12 however
11. ock purchase Where will the mechanic assigned to Mechanic Data Retrieval the vehicle be displayed Can it show Yes on IH08 you may use Sort Field under Location Data to select DR 7 Assigment Reports in Display Equipment List on mechanic name MI PM MI PM The inventory number is the very first part of the maintenance item Will the inventory number be shown _ description field The report can be sorted by this field and it will be on the PM list in order by inventory number Will there be a place on the printed The mechanic number and time will have to fit in the area under form for a 2nd mechanic to record TIME If two mechanics perhaps one could go above the short line time and one below What if a 6000 mile PM is late by 100d Order mile When would the next PM be The next PM will be due in 5000 miles They are do every 6000 mile MI PM Processing due no matter when they are done Fuel Issue Who can change mileage or correct Each county may perform maintenance on odometer readings Not ready Receipt Fl 3 Fl 4 mileage through Measurement Documents on web site The system will generate work orders based on a thirty day schedul Monthly Order How will MI work orders be for MI s The order numbers will show up on ZIP24 ten days before Inspections Processing generated the equipment reaches the thirty day limit Monthly Order You select the MI work order number from ZIP24 then print shop Inspections Processing O Will MI s be pr
12. ode does not exist description that can be used to cover things without a specific VMR N A on the drop down list code Is there any place a VMRS code can be entered for operations other than N A the enhancement tab No the enhancement tab is the only place N A 2 TE 1 N A Work Orders Work Orders Work Orders Where do we see labor cost on the Work Orders work order On the cost tab after it has been entered in transaction IW42 How do we reverse an incorrect goodgGo to MIGO and select Goods Issue Other Movement type 262 Inventory movement of material issued to an and then enter required information and save Another solution is to Adjustments order cancel the materials document for the incorrect goods issue See IA Work Orders and Transfers IA 2 on the web page Is a TD 18 required to add an Time Entry additional line for and additional helpe No You can add the additional time for the second tech when you Work Orders Cancellation when completing a TD 18 enter time for the first using transaction IW41 How do we handle a PM order that is due today but was placed in the system earlier with a different 62 Send a message to the BSIP help desk and the order will be Work Orders N A number completed and a new one generated Time Entry Work Orders Cancellation Work Orders f cancel techinical completions and save When entering some TD 18 s we are getting the error that says posting date is earlier than release date
13. oming N A The new system is only replacing SVFMS not the motor vehicle records system If you are currently able to connect to DOT to Will we still be able to check bus check bus driver records the new system will not impact Legacy System driver records under D116 that capability ind are missing What do do now jof oil issued if in fact oil was issued How does Fuelmaster work with DOT is using FuelMaster with SAP This will be handled on a case R 3 by case basis Fl 2 How much data will be brought over i conversion History of buses PM The history will not be brought over All current revelant information Legacy System N A N A data mileages 30 day will be loaded into SAP DOT plans to put the history in a database haste Data Repore ora _lessinedioadly EA lequpmen mastar thet designates aiy Master Data Reports DR 4 jassigned to a city LEA equipment master that designates city In IEO3 matchcode on your maintenance plant then enter a range 4 Inventory Numbers vehicle numbers or select all vehicles Create a Data Retrieval How do we print out a list of our variant that shows the inventory number manufacturer etc and Master Data Reports DR 7 equipment numbers for our buses _ print Will the county have the ability to No This is part of Master Data and must be changed at the state Master Data N A N A change vehicle description fields __ level Will the county have the ability to change sch
14. ool assignments for No This is part of Master Data and must be changed at the state Master Data N A N A buses level You may e mail the information any time How are DOT numbers looked up Use MMO3 and select the drop down search from the material Data Retrieval Need web number field Then select the appropriate field to search with Master Data Reports document depending on the information you have How are VMRS numbers for non Refer to your user manual for some examples of how to search for inventory items looked up VMRS numbers When in transaction ZFB61 click on the drop dow search button in the material field Enter all or part of the material Master Data N A description followed by an astric and hit execute Can the material number description Yes However please call the help desk for instructions on how to be changed to be plant specific once change the description for a material number in a specific plant Onl Need web the material has been extended certain changes should be made and since this is master data Master Data Master Data document caution and discretion should be used We have purchased a new activity bugEmail the Make Model Year Vin to the BSIP help desk The and need to add it to our inventory message will be routed to the approiate person and the bus will be Master Data N A N A What is the process What happens to the buses that we are hoping to place on the 4 sale line as far as DP02 30 day inspec
15. this transaction is to be used sparingly and only wit corrected a complete knowledge of how and what it does in SAP Remember when a document is deleted the mileage is set back to the mileage entered on the previous fuel document Please call the help desk the first few times IK12 needs to be used Mileage can be written up wit IK22 but first the incorrect documents must be deleted as far back as necessary to get the mileage below the number of miles actually on the vehicle Once the documents are deleted IK22 can be used to write the mileage up to the correct reading However if the mileage is already lower than it needs to be simply use IK22 to write it up IK22 like IK12 needs to be used only when necessary and onl with complete understanding of how and what it does in SAP Plea call the help desk the first few times IK22 needs to be used There Fuel and will eventually be information about these transactions on the web Mileage Fuel Issue FI 3 and Fl site Not ready Adjustments Receipt on web site After enter a fuel ticket I m getting a fuel and red error that says Qty and or This means that you do not have any oil to issue but have keyed 04 Mileage Fuel Issue delivery completed ind or final issue in the oil code field Take the 04 out or put in a number for the quart Adjustments Receipt 4 Can parts be set up to be read bya Bar coding will be a phase 2 project for DOT so more information w Inventory N A N A scanner be forthc
16. tions We were not planning to actually inspect those buses Should we a aD Ruane N Send a request to the BSIP help desk The scheduled work plans Master Data N A N A will be closed am having problems in finding the VMRS code for the material field am doing exactly what the handbook says but am having trouble finding Master Data Non Stock NS 1 numbers Refer to the document on the web site for helpful hints The standard capacity determines the class code of the vehicle Yo can also find the capacity in the description box near the top left corner of the screen in IE03 Note For purposes of defining Where do you locate the capacity of capacity it is based on 3 passengers per seat assuming a filly Master Data N A N A the bus on the IE03 screen seated bus and is less if the bus has wheelchair positions Masiero va wa dommeren pdatdintheequpmanmasen Master Data N A N A odometer updated in the equipment master Go to the material master using ZMM02Z Enter the material numbe What screen do go into to put or and select the Plant Data Storage view The bin can be changed q Master Data Master Data MD 2 _ change a storage bin for a part this view How do we get a DOT number added if there is not one in the system for thd Send request and information to BSIP help A request form is on the Master Data N A N A material in question web site On Goods Issues can a description be typed in to override the DOT No the mater
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