ERP PM UM 05 Breakdown Maintenance Process V3

8/17/2019 ERP PM UM 05 Breakdown Maintenance Process V3

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User Manual

Breakdown Maintenance Process(BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0)




Contents

OVERVIEW ............................................................................................................................................. 5 Business Process Description Overview .............................. .......................... ........................... ........ 5

3(A): Breakdown Maintenance –Internal processing (No external services) .............................. ................ 8 1. Create Notification ........................................................................................................................ 8 2. Assign Notification – Assign to responsible person for maintenance .............................. .............. 11 3. Re-Assign to responsible person for maintenance. ............................. .......................... ............... 15 4. Acknowledge Notification and “Put in Process” Notification: ................................... ..................... 18 5) Decision on Maintenance Order Requirement .......................... ........................... ........................ 20 6) Create Maintenance Order from Notification ................................ ............................ ................... 21 7. Material Planning Against Order.................................................................................................. 28 9) Check of material availability in storage location ......................................................................... 34

10 A) Change in Material Requirement ........................................................................................... 44 11) Create Reservation for Return of Material to Store (if material issued is not consumed)............. 45 12) Order Confirmation ................................................................................................................... 46 13) Complete Order ........................................................................................................................ 50 14) Process Notification .................................................................................................................. 54 15) Process Notification .................................................................................................................. 57 16) Complete Notification .......................... .......................... .......................... ........................... ....... 59 17) Maintenance Order Settlement ................................................................................................. 64 18) Business Completion of Maintenance Order ...................................... .......................... ............. 66

3(B): Breakdown Maintenance by Vendor (Warranty/AMC is Available) ........... .......................... ............ 68 1. Create Notification ...................................................................................................................... 68 2. Assign Notification – Assign to responsible person for maintenance .............................. .............. 71 3. Re-Assign to responsible person for maintenance. ............................. .......................... ............... 75 4. Acknowledge Notification and “Put in Process” Notification: ................................... ..................... 78 5) Call the Warranty/AMC Vendor: .............................. .......................... ........................... ............... 79 5) Decision on Maintenance Order Requirement .......................... ........................... ........................ 81 6) Create Maintenance Order from Notification ................................ ............................ ................... 82 9) Check of material availability in storage location ................................ .......................... ............... 95 10) Change in Material Requirement ........................... .......................... .......................... .............. 104 11) Create Reservation for Return of Material to Store (if material issued is not consumed).......... 107 12) Order Confirmation ................................................................................................................. 108

13) Complete Order ...................................................................................................................... 111

14) Process Notification ................................................................................................................ 115 15) Process Notification ................................................................................................................ 118 16) Complete Notification .......................... .......................... .......................... ........................... ..... 120 17) Maintenance Order Settlement ............................................................................................... 124 KO88 ............................................................................................................................................ 124 18) Business Completion of Maintenance Order ...................................... .......................... ........... 126

3C: Breakdown Maintenance by Vendor (Need Based Service and APO is available) .......................... 128




1. Create Notification .................................................................................................................... 128 2. Assign Notification – Assign to responsible person for maintenance .............................. ............ 131

3. Re-Assign to responsible person for maintenance. ............................. .......................... ............. 135

4. Acknowledge Notification and “Put in Process” Notification: ................................... ................... 138 5) Decision on Maintenance Order Requirement .......................... ........................... ...................... 139 6) Create Maintenance Order from Notification ................................ ............................ ................. 140 7A) Material Planning Against Order ............................................................................................. 145 8) Workflow for Maintenance Order Approval ........................... .......................... ........................... 160 8A) Order Approval ............................. ........................... .......................... ........................... ......... 160 9) Check of material availability in storage location ....................................................................... 163 10) Change in Material Requirement ........................... .......................... .......................... .............. 172 11) View Purchase Requisition number ........................... .......................... ........................... ......... 174 12) Purchase Order Process ......................... .......................... ........................... .......................... . 178

12B) Change Purchase Order ............................ .......................... .......................... ....................... 182 13) Post Down Payment (Optional) ............................. .......................... .......................... .............. 189 14) Call /inform the Vendor: .......................... .......................... ........................... .......................... . 191 15) Change in Service Planning against Order .............................. .......................... ...................... 193 16) Service procurement process for new requirement .......................... ........................... ............. 194 18) Order Confirmation ................................................................................................................. 194 19) Complete Order ...................................................................................................................... 197 20) Process Notification ................................................................................................................ 201 21) Process Notification ................................................................................................................ 204 22) Complete Notification .......................... .......................... .......................... ........................... ..... 205 23) Service Entry sheet Process ................................................................................................... 210 23A) Create Service entry sheet with reference to Purchase order ......................... ...................... 210 24) Maintenance Order Settlement ............................................................................................... 218 25) Business Completion of Maintenance Order ...................................... .......................... ........... 220 26) Accounting entry verification ................................................................................................... 221 27) Print SES Document ........................... .......................... .......................... ........................... ..... 223 28) Invoice verification Process..................................................................................................... 226 28A) Invoice Verification for Service Performed ....................................... ........................... .......... 226

3D: Breakdown Maintenance by Vendor (Need Based Service requirement) ........................... ............. 229 1. Create Notification .................................................................................................................... 229 2. Assign Notification – Assign to responsible person for maintenance .............................. ............ 232

3. Re-Assign to responsible person for maintenance. ............................. .......................... ............. 237 4. Acknowledge Notification and “Put in Process” Notification: ................................... ................... 239 5) Decision on Maintenance Order Requirement .......................... ........................... ...................... 241 6) Create Maintenance Order from Notification ................................ ............................ ................. 242 7A) Material Planning Against Order ............................................................................................. 247 8) Workflow for Maintenance Order Approval ........................... .......................... ........................... 255 8A) Order Approval ............................. ........................... .......................... ........................... ......... 255 9) Check of material availability in storage location ....................................................................... 257




10) Change in Material Requirement ........................... .......................... .......................... .............. 267 11) View Purchase Requisition number ........................... .......................... ........................... ......... 270

13) Purchase Order Process ......................... .......................... ........................... .......................... . 273

13B) Change Purchase Order ............................ .......................... .......................... ....................... 277 14) Post Down Payment (Optional) ............................. .......................... .......................... .............. 284 15) Call /inform the Vendor: .......................... .......................... ........................... .......................... . 286 16) Change in Service Planning against Order .............................. .......................... ...................... 288 17) Service procurement process for new requirement .......................... ........................... ............. 292 19) Order Confirmation ................................................................................................................. 292 20) Complete Order ...................................................................................................................... 296 21) Process Notification ................................................................................................................ 300 22) Process Notification ................................................................................................................ 303 23) Complete Notification .......................... .......................... .......................... ........................... ..... 304

24) Service Entry sheet Process ................................................................................................... 309 24A) Create Service entry sheet with reference to Purchase order ......................... ...................... 309 25) Maintenance Order Settlement ............................................................................................... 317 26) Business Completion of Maintenance Order ...................................... .......................... ........... 319 27) Accounting entry verification ................................................................................................... 321 28) Print SES Document ........................... .......................... .......................... ........................... ..... 324 Work Certification Process ............................ ........................... .......................... .......................... . 327 29) Invoice verification Process..................................................................................................... 327 29A) Invoice Verification for Service Performed ....................................... ........................... .......... 327




OVERVIEW

Business Process Description Overview

Process Overview: Breakdown maintenance

The Breakdown maintenance process shall consist of the following major activities:

1 Raising of breakdown notification with correct priority by operation group to notify

the responsible Maintenance department/ main work centre. Based on effect oncommunication, Breakdown notification shall need to be prioritized by assigning correct

priority.

a. Breakdown which directly affects the communication will be given ‘1’ priority

And required to be attended within 4 hours, it would require planning whatsoever

At site

b. Breakdowns which are related to equipments which are indirectly related to

Communication and do not cause immediate communication loss shall be given

Priority ‘2’, such jobs can be attended within 24 hours.

c. Breakdowns related to equipments which are not directly or indirectly related to

Communication but are important otherwise, shall be given priority ‘3’. Such jobs

Can be attended within 3 days

The breakdown notification will mostly be raised by operation group but at times it can

also be raised by maintenance personnel or planning personnel if required.

2. Receipt of Notification by planners for dates scheduling.




3. Receipt of Breakdown Notifications by Maintenance department for processing.

4. Notification release (Put in process) by assigned person who acknowledges it.

5. Creation of Breakdown Maintenance order by maintenance Department if material or

external service (contractual job) is needed to carry out the maintenance.

Planning of operations (activities)

Planning of materials requiredPlanning of manpower required

Planning of external service quantity required

6. Release of order by authorized person in maintenance department

7. Issue of materials from store by MM department

8. Execution of work at site by internal manpower and/or external agency.

9. Time confirmation of order operations by maint. Department

10. Entry of technical findings (Damage, cause, activities etc.) and Malfunction end time

in the breakdown notification by maint. Department

11. Completion of tasks in notification and Notification completion (NOCO)

12. Creation of service entry sheet for the external operations (done by external agency)

by maint. Department




13. Entry of consumed quantity of external services in the service entry sheet and

acceptance of service entry sheet. If service level agreement is breached then penalty

is to be imposed as per agreed terms and conditions.

14. Technical Completion (TECO) of order.

15. Month-end settlement of Maint. Order by Accounts department.




Business Process Procedure: Breakdown maintenance.

3(A): Breakdown Maintenance –Internal processing

(No external services)

1. Create Notification

Purpose

A defect has occurred and you create a Breakdown Notification. You enter a brief

description of defect, technical object (Functional Location / Equipment) on which defect

has occurred, optionally the detail description in subject long text and task required to

be done.

Trigger

Perform this procedure when there is a need for Manpower and material requirement foryour Breakdown Maintenance Activities

Prerequisites

Technical Object ( Functional Location / Equipment)

Main Work Center

Cost Center

HR Employee List




Procedure

1. Access the transaction choosing one of the following navigation options:

SAP Menu a) Logistics --- Plant maintenance--- Maintenance processing

--- Notification --- Create (General)

b) Logist ics --- Plant maintenance --- Maintenance

processing --- Notification --- Create (Special) ---

Malfunction Report

T CodeType IW21 / IW24 in Command Field and press

User Menu Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type




Note :

If known, the equipment no. can directly be entered or equipment can be selected from

Equipment field F4 help by giving proper selection criteria like equipment description,

Plant, plant section, planner group, Main work center etc. in selection option ‘Equipment

by equipment list’.

CLICK ON SAVE BUTTON

1. Enter short Text

2.Enter Equipmentcode (or)Func.Location

3. SelectBreakdown

4. Enter the appropriate text




2. Assign Notification – Assign to responsib le person fo r maintenance

Partner Function “ Initiator ” is maintained manually by the Notification creator

.

“Person Responsible ” is either picked from master data (if maintained) or can be

maintained manually by Notification creator.

User Status “ Assigned ” is set by “ Initiator ”.

Information flow is triggered and information is sent to “ Person Responsib le ” via Email.

Notification can be assigned to multiple “ Person Responsible ”.

System will savethis notificationwith generating aninternal number




Open the Notification in change mode

SAP Menu Logistics --- Plant maintenance --- Maintenance

processing --- Notification --- Change

T CodeType IW22 in Command Field and press

User Menu Select corresponding Node for IW22 / Notification

Click hereto changethe staus




Select Assignedand proceed.

5. Enter PartnerDetails




CLICK ON SAVE BUTTON. MAIL/SAP MAIL IS SENT TO RESPONSIBLE PERSON

SEE IN BOX/ E-MAIL

1. Status updated to

ASGD

On saving a mail istriggered in SAP system.




3. Re-Assign to responsib le person fo r maintenance.

The Mail carries the

following details

1.Change the Partner noand press Enter




New PersonResponsible isassigned




Click here tochange thestatus

Select RASG and pressENTER




Information flow is triggered to all maintained “ New Personal Responsible ”, and“Initiator ” via Email.

4. Acknowledge Noti fication and “Put in Process” Notification:

Open the Notification in change mode using any one navigation option shown below

1. Check the status

2. Save




User Status “ ACKD ” is set by “ Person Responsib le ”.

Notification is “ Put in Process ” by “Person Responsible ”.

Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about status

update.



T Code Type IW22 in Command Field and press


1. Click tochange the statusACKD

2. Click hereto put the

Notification in process

3. Click tosave the Notification.




5) Decision on Maintenance Order Requirement

Decide on the requirement of Maintenance order, based on material to be consumed

from stores

5A) Maintenance Order for material to be consumed from stores

Follow steps from 6 to 18

5B) Maintenance Order not required as no material consumed/services used





6) Create Maintenance Order from Not ification

1. An Order can be created directly from the Notification screen.

To create an Order directly from the notification screen click create order, as shown

in the above screen.

Click here tocreate an order




2. On the Create Breakdown order: Central Header Data will get copied from the

Notification e.g. Order Header, Planner Group, Maint work center, Reference object etc.

If any changes are required it can be done.

Check the Order type and proceed




3. According to the planning assign the operations which need to be carried out.

The first operation in the operations screen gets copied from the order header as default

by the system as shown below. It can be replaced with some other operation, or if some

similar operations are there in some task list then those operations can also be copied

directly to the order.




For copying operation from the task list :

Go to Extras (from Menu bar) --- Task list selection --- General task list or To Referenceobject (If Equipment or function location task list exists) ---- Select the task list as shown

below If you will go for selection of a task list, then system will give a message first (as

shown below) that you want to delete the existing operations or want to keep them,

choose accordingly.

1. First operation getcopied from the orderheader, it can bereplaced if required

2. After enteringthe operation enter

the no of manpower in Nofield and enter the no ofproposed duration in theduration field, Based onthese entries system willcalculate the duration




Click - execute button at top left of the screen.

You will get the list of Task lists fulfilling the above selection criteria.

These fields will becomegray based on the selectioncriteria, either Gen task list orfunction loc. Or equipmenttask




Select your Task list and click button at top of the page or alternatively you can

double click on the task list group.

Now system will ask you weather you want to copy the work center from the task list or

some other work center you want to choose, if you want to change the work center

according to your notification then change it accordingly.

1. Selectthe task list

2. Click on thisbutton or doubleclick on the tasklist rou




Now System will ask you weather you want to select all the operations of the task list or

only some selected operations you want to select, choose accordingly.

1. Enter your

work center ifrequired

2. Click onall tocopy this

If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect those operations




7. Material Planning Against Order

Enter the material code no if known or select the material from the drop down, and enter

the required quantity as per the requirement. Then press enter; now system will ask you

for which operation you want to assign this material as shown below, either enter the

operation no or click on operation list and select the desired operation.

Enter the material code / Qty /Store Location Etc., and proceed.

1. Select theOperation and proceed

2. Press afterselection ofoperation




Click onGeneral




On saving the order a message will be displayed.

Reservationcreated




7A) Workflow for Maintenance Order Approval (IF REQUIRED)

Open the Order in change mode using any one navigation option shown below.

SAP MenuLogistics --- Plant maintenance --- Maintenance

processing --- Order--- Change


User Menu Select corresponding Node for IW32 / Order

SelectEnhancementTab




Approver received sap mail, he approved/not approved and sent back

Responsible person receive sap mail &released the maintainance order

Select Notesheet

1.Enter theSAPID of theApprover

2.Enter thetext andcontinue

3. Click send mail.




8A) Order Release

Open the order in the change mode using Transaction code IW32 (or) as mentioned in

the earlier steps. Press to release the order and press to save the order.

In Maintenance order system status will be set REL

1. Releasethe order

2. Save theorder




9) Check of material availability in sto rage location

SAP Menu

Materials Management ---Purchasing ---Mater Data ---SUbsequent Settlement ---Vendor Rebate Arrangement ---Environment ---Environment ---Condition/Arrangement ---Environment ---Pricing ---Environment ---Value Assignment ---Inventory Management ---Environment ---Stock ---MB52 --- Warehouse Stock.

T Code Type MB52 in Command Field and press

User Menu Select corresponding Node for MB52 / Ware house stock




1. Enter the Plant /Storage Location, Etc

2. Execute




Material Issue against Reservation (if the material is available in storage location)

Material Code / Qty can be checked here




9A) Material Issue against Reservation (if the material is available in storage

location) Prerequisites - Reservation no

SAP MenuLogistics---Material Management---Purchasing---Purchase Order---

Follow On Functions---MIGO

T Code Type MIGO in Command Field and press

User Menu Select corresponding Node for MIGO / Goods Issue

Enter Reservationno and pressENTER






Click on Quantity Taband check the details




1. Enter theno if Qty to be posted

3. Click on Where Taband check the details




2. Click onreservation tab to

check the details

1. Check the details likeMoment type / Stock typeStora e Location Etc.




After checking all thedetails press AccountAssignment Tab.




After Posting the material will be posted and document no will be generated.

9B) if the material is not available in storage location

Please refer MM Script of Material Stock transfer or Material Procurement.

MB21- CREAT RESERVATION UNDER MOVEMENT 913MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICHGIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE

1.Click onCheck

2. Click on Post




9C) Display Material DocumentPrerequisites – Material Document no (Obtained while posting a reservation).

Enter the Material Document no to display the material document.

10 A) Change in Material Requirement

Open the order in change mode

SAP Menu Logistics – Material Management ---Purchasing ---Purchase Order ---Follow on Fuctions ---MIGO










CREAT NEW OPERATION

ADD MATERIAL

APPROVAL CAN BE TAKEN FROM ENHANCEMENT TAB/NOTESHEET

10 B) Material Issue against Reservation

Please refer steps 9 to 9C.

11) Create Reservation for Return o f Material t o Store (if material issued is notconsumed)

Please refer steps 10 to 10B with negative quantity. The quantity in the case of return

will be negative .

Add new componentand proceed.




12) Order Confirmation

SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion

Confirmation----Entry—IW41 Individual Time Confirmation


User Menu Select corresponding Node for IW41 / Completion Confirmation




Enter Order no.and pressENTER




Check the details likeFinal Confirmation andother details and pressENTER




Number of confirmation isdisplayed below.




13) Complete Order






Enter the Orderno and pressEnter




Click on Flag






Order saved and message isdisplayed with respectivenumbers




14) Process Notification

Open the notification on change mode and set user status as Work Completed in

Notification.

User Status “ Work Completed ” is set by “ Person Responsible ”.

Information flow is triggered to “ Initiator ” and all “ Person Responsible ” about status update viaEmail and SMS.

SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change



Enter the Notification No. and proceed




Click here to change thestatus to COMP





update via Email and SMS.

Set the status toCOMP.





Set user status as Confirmed Or Set user status as Rework

(follow all the Steps from 3 to 15)

Click to change theUser Status




If the user status is set as Rework (follow all the Steps from 3 to 15)

User Status “Confirmed” or “Rework” is set by “ Initiator ”.Information flow is triggered to all “ Person Responsib le ” about status update via

Email.

User Status “ Work Completed ” is set by “ Person Responsib le ”.

AFTER USER STATUS CONFIRM BY INITIATOR, RESPONSIBLE PERSON WILL

COMPLETE THE NOTIFICATION i.e. WILL FILL CATALOG/END TIME etc.

Status can either bechanged to1. REWK or2. CNFR




16) Complete Notification

Open the Notification in change Mode








Fill up the all catalog data – Object Parts & Damage / Causes / Activities etc.

Click the Flag tocomplete the Notif.







CLICK ON BLACK FLAG FOR COMPLETION OF NOTIFICATION




Status is updated to

NOCO. Check the sameand proceed




17) Maintenance Order Settlement

Enter the following details in the Initial Screen:

Controlling Area

Maintenance Order Number

Settlement Period

Fiscal Year

Processing Type

SAP MenuLOGISTICS---PRODUCTION---SHOP FLOOR CONTROL---PERIOD

END CLOSING---SETTLEMENT---KO88 - INDIVIDUAL PROCESSING

T Code K088

User Menu Select corresponding Node for K088 / Settlement.




EXECUTE

TEST RUN OK

1. EnterControlling are

2. Enter the followinga. Settlement period b. Fiscal Yearc. Processing Type




18) Business Completion of Maintenance Order

Open the order in change mode using anyone of the Navigation option.





Select Complete (Business)




Status is updated toCLSD




3(B): Breakdown Maintenance by Vendor

(Warranty/AMC is Available)

Pre-requisite: In case of Breakdown Maintenance by the Vendor through AMC “Annual

Maintenance Contract”/P.O which is procured through MM procurement are to be

referred


Purpose



has occurred, optionally the detail. description in subject long text and task required to

be done.

Trigger

Perform this pocedure when there is a need for Manpower and material requirement for

your Breakdown Maintenance Activities

Prerequisites


Main Work Center

Cost Center

HR Employee List




Procedure


SAP Menu

a) Logist ics --- Plant maintenance--- Maintenance

processing --- Notification --- Create (General)



Malfunction Report

T Code Type IW21 / IW24 in Command Field and press






Note :



1. Enter short Text


3. SelectBreakdown





plant, plant section, planner group, Main work center etc. in selection option ‘Equipment



Partner Function “ Initiator ” is maintained manually by the Notification creator.“Person Responsible ” is either picked from master data (if maintained) or can be









Open the Notification in change mode





Enter the Partner details.









SAVE &


1. Status updated toASGD

2. Save






The Mail carries thefollowing details

1.Change the Partner noand press Enter









Information flow is triggered to all maintained “ New Personal Responsible ”, and

“Initiator ” via Email.


1. Check the status

2. Save





Open the Notification in change mode using any one navigation option shown below




update.





1. Click tochange the staustp ACKD

2. Click hereto put the Notif ication process

3. Click tosave the Notif.




5) Call the Warranty/AMC Vendor:

Enter the Vendor Details in Vendor Docket Screen in Notification.

Enter all thevendordetails.




1. EnterPurchasingDoc. No

2. CommunicationDetails (Filled toinform specific personfrom vendor side )

3. Click here tochange the staus toVEND




SAVE & Information flow is triggered and information is sent to VENDER VIA MAIL.



from stores





Select thestatus toVEND




6) Create Maintenance Order from Not ification




















1. First operation getcopied from the orderheader, it can be

replaced if required

2. After enteringthe operation enterthe no of manpower in Nofield and enter the no ofproposed duration in theduration field,Based onthese entries system willcalculate the duration




For copying operation from the task list :

Go to Extras (from Menu bar)

Task list selection

General task list or To Reference

object (If Equipment or function location task list exists)

Select the task list as shown below If you will go for selection of a task list, then system

will give a message first (as shown below) that you want to delete the existing

operations or want to keep them, choose accordingly.



















1. Enter yourwork center ifrequired





7. Material Planning Against Order






Enter the material code / Qty /

Store Location Etc., and proceed.




Click onGeneral

Select the relevant Operationand press





Reservationcreated




7A) Workf low for Maintenance Order Approval ( If Required )

It is before REL OF MAINTAINANCE ORDER

Open the Order in change mode using any one navigation option shown below.









Select Notesheet






3. Click send mail.




8A) Order Release

Open the order in any one navigation options shown below.

Open the order in the change mode using any one navigation option shown below

Press to release the order and press to save the order.





1. Releasethe order 2. Save the

order





SAP Menu





2. Execute









9A ) Material Issue against Reservation (if the material is available in storage location)

Prerequisites - Reservation no.

SAP MenuLogistics---Material Management---Purchasing---Purchase Order---Follow On

Functions---MIGO







Click on MaterialTab








1. Enter theno if Qty to

be posted





2. Click onreservation tab tocheck the details

1. Check the details likeMoment type / Stock typeStora e Location Etc.









9B) If the material is not available in storage location


MB21-UNDER MOV913

MIGO-UNDER913

MIGO-UNDER915

1.Click onCheck

2. Click on Post




9C) Display Material Document

Prerequisites – Material Document no (Obtained while posting a reservation).


10) Change in Material Requirement


SAP MenuLogistics---Material Management---Purchasing---Purchase Order---

Follow On Functions---MIGO














SelectEnhancement Tab

Select Notesheet




SAVE& MAIL IS SENT TO APPROVER. HE WILL APPROVE/NOT APPROVE &SENT

BACK

10B) Material Requirement change

10C) Material Issue against Reservation


11) Create Reservation fo r Return of Material to Store (if material issued is not

consumed)

Please refer steps 10 to 10C. The quantity in the case of return will be negative.



3. Click send mail.





SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion

Confirmation----Entry—IW41 Individual Time Confirmation







A pop window will open as mentioned below.


After entering thetime confirmationdetails ( ActualWork ) SAVE IT.








13) Complete Order

Open the order in change mode using any one navigation option shown below.






Click on Flag







Check the date andtime and pressENTER




Order saved andmessage isdisplayed.





Open the notification on change mode and set user status as Work Completed inNotification.




Enter the Notification No and proceed




SET USER STATUS COMPLETED BY RESPONSIBLE PERSON & SAVE.SAP MAIL

TO INITIATOR

1. Maintain“Vendor Docket

2. Click tochange theuser status




User Status “ Work Completed ” is set by “ Person Responsib le ”.


update via Email.

Set thestatus toCNFR











If the user status is set as Rework (follow all the Steps from 3 to 15)

User Status “Confirmed” or “Rework” is set by “ Initiator ”.

Information flow is triggered to all “ Person Respons ible ” about status update via

Email.





16) Complete Notification

Open the Notification in the change mode using transaction code IW22 or from the SAP

menu as mentioned in the earlier steps.

Click the Flag to

complete the Notif.




Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.







IW32

Maintenance order TECO







Enter the following details in the next Pop-up window.

Controlling area

Settlement period

Fiscal Year

Processing Type

SAP Menu

T CodeKO88

User Menu Maintenance Order Settlement




1. EnterControlling are






Open the Order in change mode using anyone of the navigation mode.









19) PO Process

20) Service Entry Sheet

21) Account ing entry verification

22) Debit/ Credit Notes Refer Work MM Manuals

23) Vendor Payment

24) Display Accounting Document


CLSD




3C: Breakdown Maintenance by Vendor (Need Based Service

and APO is available)


Purpose


description of defect,

technical object (Functional Location / Equipment) on which defect has occurred,

optionally the detail

description in subject long text and task required to be done.

Trigger

Perform this procedure when there is a need for Manpower and material requirement for

your Breakdown

Maintenance Activities

Prerequisites


Main Work Center

Cost CenterHR Employee List




Procedure


SAP Menu





Malfunction Report







Note :




by equipment list.

1. Enter short Text


3. SelectBreakdown







.“Person Responsib le ” is either picked from master data (if maintained) or can be




Notification can be assigned to multiple “ Person Responsible ”.Open the Notification in change mode using any one navigation options shown below.

















SAVE & MAIL IS SENT TO ASGNED PERSON


2. Save






The Mail carries the

following details

1. Change the Partner noand press Enter









Information flow is triggered to all maintained “ New Personal Responsible ”, and

“Initiator ” via Email.


1. Check the status

2. Save





Open the Notification in change mode using any one navigation option shown below.

Note:











update.



from stores





1. Click to

change the staustp ACKD


3. Click to

save the Notif.




6) Create Maintenance Order from Notification














































7A) Material Planning Against Order










Select the relevantOperation and press




Click onGeneral




Reservationcreated




7B) Service Planning against Order

Selectoperation Tab




1. Change the controlKey to PM03directly(or) Press F4

2. ClickExternal




Select the appropriate control key and select

Select thecontrol keyPM03




Enter the Available APO ( Agreement ) in the field .The following data will becopied from the contract.

1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:







After press ing the Continue check button , fol lowing message will get displayed




Select the Operation with ( PM03 ) contol key , and Go to EXTERNAL but ton .

Then select the Services available in the APO , from “ service selection” button at

the bottom.

SelectEXTERNALBUTTON




Select ServiceSelection




CLICK on the SERVICES for ADOPT SERVICES.

Select ForAdopt servicesfrom APO




Select ForEntering thecost centre




Cost fo r the service will appear in the service , is PICKED from APO.On saving the order a message will be displayed .

Continue forservice selection




8) Workf low for Maintenance Order Approval

Open the Order in change mode using any one navigation shown below

8A) Order Approval









APPROVER RECEIVED SAP MAIL.HE APPROVE/ NOTAPPROVE & SENT BACK

Select Notesheet



3. Click send mail.







SAP Menu

Materials Management ---Purchasing ---Mater Data ---SUbsequentSettlement ---Vendor Rebate Arrangement ---Environment ---Environment---Condition/Arrangement ---Environment ---Pricing ---Environment ---Value Assignment ---Inventory Management ---Environment ---Stock ---MB52 --- Warehouse Stock.




2. Execute





9A) Material Issue agains t Reservation (if the material is available in sto rage





location)

Prerequisites - Reservation no.

SAP Menu Logistics---Material Management---Purchasing---Purchase Order---Follow On Functions---MIGO
















be posted






1. Check the details likeMoment type / Stock typeStorage Location Etc.








After Posting the material document no will be generated .



MB21- CREAT RESERVATION UNDER MOVEMENT 913MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICHGIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE

1.Click onCheck

2. Click on Post







10) Change in Material Requirement

Open the order in change mode using any navigation option shown below.


















10D) Create Reservation for Return of Material to Store

If material issued is not consumed, returning is done as per steps 10 to 10C.

The quantity in the case of return will be negative.

11) View Purchase Requis ition number

Select Notesheet












Purchase.Requisition no can be viewed




11A) Initiate and Release Purchase Requisition

SAP Menu Go to EASY ACCESS Screen by /n

T Code /n

Go to SAP BusinessWorkplace




Now release the PR as per MM workflow procedure.

12) Purchase Order Process

12A Create Purchase Order.

Maintain Additional information required

Double click on INBOX – Itwill display the list ofMessages .

Open a notesheet for“Purchase.Requisition”




Maintain Header text as per Requirement

SAP MenuLogistics---Materials Management---Purchasing---Purchase Order ---

Create---ME21N – Vendor / Supplying Plant Known.

T Code ME21N

User Menu Select corresponding Node for ME21N / Create Purchasing Order.




1. Enter thePurchase req. no

2. Execute




SELECT PR & ADOPT

PO CREATED




12B) Change Purchase Order


Change---ME22N – Change.

T Code ME22N

User Menu Select corresponding Node for ME22N / Change Purchasing Order.




Click here to changethe Purchase order no.

Eneter therelevantPurch.Order




Change the Description (or) details you want to change and Save.

12C) Display Purchase Order

SAP Menu Logistics---Materials Management---Purchasing---Purchase Order---Display---ME23N – Vendor / Supplying Plant Known.

T Code ME23N - Display

User Menu Select corresponding Node for ME23N / Display Purchase Order.




All the required details can be viewed from this transaction

Click here toenter the Purchaseorder no.

Enter thePurchase order




12D) Release Purchase Order. Initiate PO release for next level

SAP MenuLogistics---Materials Management---Purchasing---Purchase Order

--- Release---.

T Code PO release work flow




12E) Print PO

SAP Menu Logistics---Materials Management---Purchasing---Purchase Order--- Messages---ME9F – Individual Release.

T Code Type ME9F and in Command Field and press

User Menu Select corresponding Node for ME9F / Release

1. Enter thePurchase Order no

2. Execute




Work Order is printed. Please click the icon to view the format.

2.xps

Click TrialPrint Out

Select the no ofcopies req.

Presshere




13) Post Down Payment (Optional)

This step is optional. Follow the steps in case down payment is requested.

SAP MenuLogistics---Accounts Payable---Document Entry---Down Payment-

--F-48-Down Payment

T Code Type F-48 in Command Field and press

User Menu Select corresponding Node for F-48 / Down Payment.




Enter the following details

Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)




14) Call /inform the Vendor:

Open the notification in change mode using any one of the Navigation option.







Enter all theCommunicationdetails

Click here tochange the statusto vend




Service vendor details will be updated . Information to Vendor is sent to Vendor’s Email

ID thru SAP as per the details maintained in Vendor Docket Screen.

15) Change in Service Planning against Order

Open the Order in change mode using any one navigation option below.





Set the status asVEND




16) Service procurement process for new requirement

Please refer steps 11 to 13.

17)Create Reservation for Return of Material to Store (if material issued is not consumed


SAP Menu Logistics----Plant Maintenance---Maintenance Processing---CompletionConfirmation----Entry—IW41 Individual Time Confirmation













Number of confirmation is

displayed below.




19) Complete Order










Click on Flag






Order saved and message isdisplayed with respectivenumbers






Notification





Enter the Notification No and

proceed









Set thestatus toCOMP




21) Process NotificationSet user status as Confirmed Or Set user status as Rework









Click the Flag to

complete the Notif.















23) Service Entry sheet Process

Please refer P.O. issued for this maintenance

23A) Create Service entry sheet with reference to Purchase order

Use any one of the navigation mode to create the Service Entry Sheet with Reference

to Purchase Order

SAP MenuLogistics---Material Management---Purchasing---Purchasing Order---

Follow On Functions---Service Entry Sheet---ML81N-Maintain

T Code ML81N

User Menu Select corresponding Node for ML81N / Service Entry Sheet.




Enter Purchase

order no.




After saving a message is displayed as shown below.

Press

create.

1. Enter theservice details

2. Save




Creation of ServiceEntry Sheet triggers aauto generated mail

Enter the Mai Id ofthe Approver.






1. Enter theservice EntrySheet no

2. Execute




On Saving following Message is displayed

1.Select theRelevant Doc.

2. Release

3. Save




1. Enter the ServiceEntry Sheet no

2. Execute




On saving, the following document is displayed.


Use any one of the navigation mode to release the Service Entry Sheet.

1. Select theRelevant Doc.

2. Release

3. Save

Enter Doc. HeaderText and press




SAP Menu

Logistics---Plant Maintenance----Maintenance Processing---

Notification---Maintennace Processing---Completion Confimration----

Entry---IW41---Individual Time Confirmation

T Code K088

User Menu Select corresponding Node for K088 / Individual Time Confirmation

1. EnterControlling area
















Prerequisite

Service Entry Sheet no

Use any one of the Navigation option



T Code ML81N



CLSD




Click here toenter Servicesheet no

Enter Service sheetno and press




27) Print SES Document

Prerequisite

Service Entry Sheet no.


Follow On Functions---Service Entry Sheet---ML83 Print / Transmit.

T Code ML83





1. Enter Entrysheet no

2. EnterPurchaseorder no

3. Execute




The Doc. Gets printed. Printed copy can be viewed by clicking the icon.

3.xps

1. Select therelevant field

2. SelectTrial PrintOut

Select Print




28) Invoice verification Process

28A) Invoice Verification for Service Performed

Use any one of the navigation mode.

SAP Menu Logistics---Material Management---Purchasing---Purchasing Order---

Follow On Functions---MIRO Logistics Invoice Verification

T Code MIRO

User Menu Select corresponding Node for SBWP / Workplace

1. Enter Purchaseorder no.

2. Enter Refno

3. Enter Date

4. Press ENTER afterfilling all the details




28C) Adjustment of down payment.

Since, Adjustment of down payment is done already follow the next step

28D) Vendor Payment

Use any one of the Navigation option.

In the Initial screen, plz enter the following datas.

Enter Document Date

Enter Posting Date

Enter Bank Account Enter Amount

Select Invoice

An accounting document is generated.

SAP MenuLogistics---Accounting---Financial Accounting---Accounts Payable---

Document Entry---Outgoing Payment---F-53


User Menu Select corresponding Node for F-53 / Outgoing Payment




28E) Display Accounting Document




T Code Type MIRO in Command Field and press

User Menu Select corresponding Node for MIRO / Logistics Invoice Verification.


2. Enter Refno

3. Enter Date





3D: Breakdown Maintenance by Vendor (Need Based

Service requirement)


Purpose



has occurred, optionally the detail description in subject long text and task required tobe done.

Trigger

Perform this procedure when there is a need for Manpower and material requirement for

your Breakdown Maintenance Activities

Prerequisites


Main Work Center

Cost Center

HR Employee List




Procedure


SAP Menu





Malfunction Report







Note :





1. Enter short Text


3. SelectBreakdown







.“Person Responsib le ” is either picked from master data (if maintained) or can be


User Status “ Assigned ” is set by “ Initiator ”.Information flow is triggered and information is sent to “ Person Responsib le ” via Email.


Open the Notification in change mode using any one navigation options shown below.

















SAVE & MAIL IS SENT TO RESPONSIBLE PERSON



2. Save





The Mail carries thefollowing details




3. Re-Assign to responsib le person fo r maintenance.1. Change the Partner no

and press Enter










Information flow is triggered to all maintained “ New Personal Responsible ”, and“Initiator ” via Email.


Open the Notification in change mode using any one navigation option shown below.





1. Check the status

2. Save




Note:



Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about statusupdate.

1. Click tochange the staus

tp ACKD


3. Click tosave the Notif.






from stores








6) Create Maintenance Order from Notification

1. An Order can be created directly from the Notification screen.To create an Order directly from the notification screen click create order, as shown












































7A) Material Planning Against Order










Select the relevantOperation and press




Click onGeneral




Reservationcreated




7B) Service Planning against Order

Selectoperation Tab




1. Change the controlKey to PM03directly(or) Press F4

2. ClickExternal

Maintain the following:

1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:




Select the appropriate control key and select

Select thecontrol keyPM03





Select the following

1. Service from drop down2. Maintain quantity3. Gross Price and4. Cost Element.




8) Workf low for Maintenance Order Approval

Open the Order in change mode using any one navigation shown below

8A) Order Approval









Select Notesheet



3. Click send mail.




8B) Order Release

Open the order in the change mode using any one navigation option shown below

Press to release the order and press to save the order.

9) Check of material availability in storage location

1. Releasethe order 2. Save the

order




SAP Menu





2. Execute






















be posted






1. Check the details likeMoment type / Stock typeStorage Location Etc.











1.Click onCheck

2. Click on Post







10) Change in Material RequirementOpen the order in change mode using any navigation option shown below.

SAP Menu Logistics---Material Management---Purchasing---Purchase Order---Follow OnFunctions---MIGO












Select Notesheet







10D) Create Reservation for Return of Material to Sto re

If material issued is not consumed, returning is done as per steps 10 to 10C.

The quantity in the case of return will be negative.

1. Enter theSAP ID of theApprover

2. Enter thetext andcontinue

3. Click send mail.




11) View Purchase Requis ition number









Purchase.Requisition no can be viewed




11A) Initiate and Release Purchase Requisition

SAP Menu Go to EASY ACCESS Screen by /n

T Code /n

Go to SAP BusinessWorkplace




Now release the PR as per workflow procedure.

13) Purchase Order Process

13)A Create Purchase Order.

Maintain Additional information required

Double click on INBOX – Itwill display the list ofMessages .

Open a notesheet for“Purchase.Requisition”










13B) Change Purchase Order


Change---ME22N – Change.

T Code ME22N

User Menu Select corresponding Node for ME22N / Change Purchasing Order.






Change the Description (or) details you want to change and Save.

13C) Display Purchase Order

SAP Menu Logistics---Materials Management---Purchasing---Purchase Order---Display---ME23N – Vendor / Supplying Plant Known.

T Code ME23N - Display

User Menu Select corresponding Node for ME23N / Display Purchase Order.




All the required details can be viewed from this transactions.

Click here toenter the Purchaseorder no.

Enter thePurchase order




13D) Release Purchase Order. Initiate PO release for next level


--- Release---ME29N – Vendor / Supplying Plant Known.

T Code ME29N

User Menu Select corresponding Node for ME29N /Individual Release




13E) Print PO


--- Messages---ME9F – Individual Release.

T Code Type ME9F and in Command Field and press

User Menu Select corresponding Node for ME9F / Release

1. Enter thePurchase Order no

2. Execute




Work Order is printed. Plz click the icon to view the format.

2.xps

Click TrialPrint Out

Select the no ofcopies req.

Presshere




14) Post Down Payment (Optional)

This step is optional. Follow the steps in case down payment is requested.

SAP MenuLogistics---Accounts Payable---Document Entry---Down Payment-

--F-48-Down Payment


User Menu Select corresponding Node for F-48 / Down Payment.




Enter the following details

Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)




15) Call /inform the Vendor:

Open the notification in change mode using any one of the Navigation option.







Enter all theCommunicationdetails

Click here tochange the statusto vend






SelectOperations

Maintain newOperation withControl Key “PM03”.




1. Select theO eration

2. Select External




On saving the order following message will be displayed.

Select the following

1. Service from drop down2. Maintain quantity3. Gross Price and4. Cost Element.

Maintain the following:

1. Material Group2. Purchasing Group:3. PurchasingOrganization:4. Requisitioner:5. Tracking No

Maintain APO noand continue




17) Service procurement process for new requirement

Please refer steps 11 to 13.

18) Create Reservation for Return of Material to Store


SAP Menu Logistics----Plant Maintenance---Maintenance Processing---CompletionConfirmation----Entry—IW41 Individual Time Confirmation




















20) Complete Order










Click on Flag




Check the date andtime and pressENTER








Notification





Enter the Notification No and

proceed









Set thestatus toCOMP







Click to change the

User Status




If the user status is set as rework (follow all the Steps from 3 to 15)

User Status “Confirmed” or “Rework” is set by “ Initiator ”.Information flow is triggered to all “ Person Respons ible ” about status update via

Email.

23) Complete Notif ication

Open the Notification in the change mode using transaction code IW22 or from the SAP

menu as mentioned in the earlier steps.






Click the Flag tocomplete the Notif.















24) Service Entry sheet Process

Please refer P.O. issued for this maintenance

24A) Create Service entry sheet with reference to Purchase order

Use any one of the navigation mode to create the Service Entry Sheet with Reference

to Purchase Order



T Code ML81N





Enter Purchase

order no.




After saving a message is displayed as shown below.

Press

create.

1. Enter theservice details

2. Save




Creation of ServiceEntry Sheet triggers aauto generated mail

Enter the Mai Id ofthe Approver.




24B) Release Service entry sheet Initiate SES release for next l evel.

Prerequisites





T Code ML81N





1. Enter theservice EntrySheet no

2. Execute




On Saving following Message is displayed

1.Select theRelevant Doc.

2. Release

3. Save




1. Enter the ServiceEntry Sheet no

2. Execute




On saving, the following document is displayed.



1. Select theRelevant Doc.

2. Release

3. Save

Enter Doc. HeaderText and press




SAP Menu

Logistics---Plant Maintenance----Maintenance Processing---

Notification---Maintennace Processing---Completion Confimration----

Entry---IW41---Individual Time Confirmation

T Code K088

User Menu Select corresponding Node for K088 / Individual Time Confirmation






1. EnterControlling area














Prerequisite

Service Entry Sheet no

Use any one of the Navigation option

Status is updated toCLSD






Enter Service sheetno and ress




28) Print SES Document

Prerequisite



Follow On Functions---Service Entry Sheet---ML83 Print / Transmit.

T Code ML83





1. Enter Entrysheet no

2. EnterPurchaseorder no

3. Execute




1. Select therelevant field

2. SelectTrial PrintOut

Select Print




The Doc. Gets printed. Printed copy can be viewed by clicking the icon.

3.xps

Work Certif ication Process

Please refer to work certification Manual

29) Invoice verification Process

29A) Invoice Verification for Service Performed


SAP Menu Logistics---Material Management---Purchasing---Purchasing Order---


T Code MIRO

User Menu Select corresponding Node for SBWP / Workplace




29B) Debit/ Credit Notes

29C) Adjustment of down payment.

Since, Adjustment of down payment is done already follow the next step

29D) Vendor Payment

Use any one of the Navigation option.


2. Enter Refno

3. Enter Date





In the Initial screen, plz enter the following datas.

Enter Document Date

Enter Posting Date

Enter Bank Account

Enter Amount

Select Invoice

An accounting document is generated.

29E) Display Accounting Document


SAP Menu

Logistics---Accounting---Financial Accounting---Accounts Payable---

Document Entry---Outgoing Payment---F-53


User Menu Select corresponding Node for F-53 / Outgoing Payment




SAP Menu

Logistics---Material Management---Purchasing---Purchasing Order---


T Code Type MIRO in Command Field and press

User Menu Select corresponding Node for MIRO / Logistics Invoice Verification.


2. Enter Refno

3. Enter Date


Documents

ERP PM UM 05 Breakdown Maintenance Process V3