IDTs from Facilities are posted automatically through the SAP system. We currently bill each month for any activity during the previous month. The IDT which you see posting to your account in SAP doesn't detail the exact charges but it does contain information which you can use to find out exactly what individual charges make up that amount. Through our PP_Bills program an item by item report may be generated for all Facilities IDTs.

The following section explains the exact steps you can take to get a detailed report of any Facilities IDT.

STEP 1: Information contained in SAP
The first step is to get to the information we include with each IDT which you will then use in our reporting program PP_Bills.

You must "drill down" on each IDT line until you come to the Document Information screen.
 

Budget to Actual   

This next screen contains the information you need, specifically in the text column (IDT description).

Write down this description and close SAP. In our example the information we need is:

"WR# 517771 Phase# 001 IDT# 901"

Document Journal  

If you like, you can drill down one more level to the document overview screen which will also contain the IDT description.

Document Overview

STEP 2: Get the information from PP_Bills
Physical Plant Bills (PP_Bills) is a small reporting program which is updated after each IDT run by Facilities to include the latest billing information. It is available over the network through a shortcut you can put on your computer.
      --  Follow this link to learn how to set up the shortcut on your computer. PP_Bills Setup

Running PP_Bills will open a program which looks like this:
       

Selecting the "statement" report on the top bar will open a screen which looks like this:

This new box is the search criteria for the report. There are two fields to search with including:

1. work request number (WR),
2. work request phase number (Phase),

You can get to the phase field by scrolling to the right. Your bill in SAP is for charges on a single work order and phase so we will need to look at the SAP reference number we wrote down earlier. This number is the "work order number" - "phase" and in our example are 517771 - 001.

Use these numbers to search in the WR and Phase fields of the search criteria box and a report will be generated containing charges associated with that work request and phase.

The sub-total amounts shown on the report should match the amounts shown in SAP.

Tip: The information provided through ppbills may be easily exported into other formats such as Microsoft Excel. Simply choose "File" "Save Rows As" then before clicking save, choose the type of file you would like to export into, such as Excel.