User Manual
Breakdown Maintenance Process
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
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...146
8) Workflow for Maintenance Order Approval...161
8A) Order Approval... 161
9) Check of material availability in storage location...164
10) Change in Material Requirement...173
11) View Purchase Requisition number...176
12) Purchase Order Process... 180
12B) Change Purchase Order...184
13) Post Down Payment (Optional)...191
14) Call /inform the Vendor:... 193
15) Change in Service Planning against Order...195
16) Service procurement process for new requirement...196
18) Order Confirmation... 196
19) Complete Order... 199
20) Process Notification... 203
21) Process Notification... 206
22) Complete Notification... 207
23) Service Entry sheet Process... 212
23A) Create Service entry sheet with reference to Purchase order...212
24) Maintenance Order Settlement...220
25) Business Completion of Maintenance Order...222
26) Accounting entry verification...223
27) Print SES Document... 225
28) Invoice verification Process...228
28A) Invoice Verification for Service Performed...228
3D: Breakdown Maintenance by Vendor (Need Based Service requirement)...231
1. Create Notification... 231
2. Assign Notification – Assign to responsible person for maintenance...234
3. Re-Assign to responsible person for maintenance...239
4. Acknowledge Notification and “Put in Process” Notification:...241
5) Decision on Maintenance Order Requirement...243
10) Change in Material Requirement...269
11) View Purchase Requisition number...272
13) Purchase Order Process... 275
13B) Change Purchase Order...279
14) Post Down Payment (Optional)...286
15) Call /inform the Vendor:... 288
16) Change in Service Planning against Order...290
17) Service procurement process for new requirement...294
19) Order Confirmation... 294
20) Complete Order... 298
21) Process Notification... 302
22) Process Notification... 305
23) Complete Notification... 306
24) Service Entry sheet Process... 311
24A) Create Service entry sheet with reference to Purchase order...311
25) Maintenance Order Settlement...319
26) Business Completion of Maintenance Order...321
27) Accounting entry verification...323
28) Print SES Document... 326
Work Certification Process... 329
29) Invoice verification Process...329
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 on
communication, 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.
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 required Planning 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.
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 for your Breakdown Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment) Main Work Center
Cost Center HR Employee List
Procedure
SAP Menu a) Logistics --- Plant maintenance--- Maintenance processing --- Notification --- Create (General)
b) Logistics --- Plant maintenance --- Maintenance processing Notification Create (Special) ---Malfunction Report
T Code
Type IW21 /IW24 in Command Field and press
User Menu Select corresponding Node for IW21 / IW24 / Notification
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
1. Enter short Text
2.Enter Equipment code (or)
Func.Location
3. Select Breakdown
2. Assign Notification – Assign to responsible person for 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 Responsible” via Email. System will save
this notification with generating an
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Click here to change the staus
Select Assigned and proceed.
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 is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
The Mail carries the following details
1.Change the Partner no and press Enter
New Person Responsible is assigned Click here to change the status
Select RASG and press ENTER
Information flow is triggered to all maintained “New Personal Responsible”, and “Initiator” via Email.
4. Acknowledge Notification and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below 1. Check the status
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
User Status “ACKD” is set by “Person Responsible”.
Notification is “Put in Process” by “Person Responsible”.
1. Click to change the status ACKD 2. Click here to put the Notification in process 3. Click to save 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 Follow steps from 14 to 16
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 in the above screen.
Click here to create 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.
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 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,
1. First operation get copied from the order header, it can be replaced if
required
2. After entering the operation enter the no of manpower in No field and enter the no of proposed duration in the
duration field, Based on these entries system will calculate 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 become gray based on the
selection
criteria, either Gen task list or
function loc. Or equipment task
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. Select the task list
2. Click on this button or double click on the task list group
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.
7. Material Planning Against Order
2. Click on all to
copy this work center
If you want to select all the operations then click on all, otherwise if you want to select some selected operations then select those operations
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.
1. Select the Operation and proceed 2. Press after selection of operation
Click on General Data
On saving the order a message will be displayed. Reservation
7A) Workflow for Maintenance Order Approval (IF REQUIRED)
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Select
Enhancement Tab
Select Note sheet 1.Enter theSAP ID of the Approver 2.Enter the text and continue 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. Release
the order
2. Save the order
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 Menu Logistics---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 Reservation no and press ENTER
Click on Material Tab
Click on Quantity Tab and check the details
1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
After checking all the details press Account Assignment 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 913
MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH 1.Click on
Check
9C) Display Material Document
SAP Menu Logistics – Material Management ---Purchasing ---Purchase Order ---Follow on Fuctions ---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
Enter the Material Document no to display the material document.
10 A) Change in Material Requirement
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code
Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
CREAT NEW OPERATION ADD MATERIAL
APPROVAL CAN BE TAKEN FROM ENHANCEMENT TAB/NOTESHEET
10 B) Material Issue against Reservation
Add new component and proceed.
Please refer steps 9 to 9C.
11) Create Reservation for Return of Material to Store (if material issued is not consumed)
Please refer steps 10 to 10B with negative quantity. The quantity in the case of return will be negative.
12) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion Confirmation----Entry—IW41 Individual Time Confirmation
T Code
Type IW41 in Command Field and press
Enter Order no. and press ENTER
Check the details like Final Confirmation and other details and press ENTER
Number of confirmation is displayed below.
13) Complete Order
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code
Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Enter the Order no and press Enter
Check the date and time and press ENTER
Order saved and message is displayed with respective numbers
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 via Email and SMS.
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No. and proceed
Click here to change the status to COMP
Information flow is triggered to “Initiator” and all “Person Responsible” about status update via Email and SMS.
Set the status to COMP.
15) Process Notification
Set user status as Confirmed Or Set user status as Rework (follow all the Steps from 3 to 15)
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 Responsible” about status update via Email.
User Status “Work Completed” is set by “Person Responsible”.
AFTER USER STATUS CONFIRM BY INITIATOR, RESPONSIBLE PERSON WILL COMPLETE THE NOTIFICATION i.e. WILL FILL CATALOG/END TIME etc.
Status can either be changed to
1. REWK or 2. CNFR
16) Complete Notification
Open the Notification in change Mode
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
Fill up the all catalog data – Object Parts & Damage / Causes / Activities etc. Click the Flag to complete the Notif.
Status is updated to NOCO. Check the same and proceed
17) Maintenance Order Settlement
SAP Menu LOGISTICS---PRODUCTION---SHOP FLOOR CONTROL---PERIOD END CLOSING---SETTLEMENT---KO88 - INDIVIDUAL PROCESSING
T Code K088
User Menu Select corresponding Node for K088 / Settlement.
Enter the following details in the Initial Screen:
Controlling Area
Maintenance Order Number Settlement Period
Fiscal Year Processing Type
EXECUTE TEST RUN OK 1. Enter Controlling are
2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type
18) Business Completion of Maintenance Order
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Status is updated to CLSD
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
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 pocedure when there is a need for Manpower and material requirement for your Breakdown Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment) Main Work Center
Cost Center HR Employee List
Procedure
SAP Menu
a) Logistics --- Plant maintenance--- Maintenance processing --- Notification --- Create (General)
b) Logistics --- Plant maintenance --- Maintenance processing Notification Create (Special) ---Malfunction Report
T Code Type IW21 / IW24 in Command Field and press
User Menu Select corresponding Node for IW21 / IW24 / Notification
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
1. Enter short Text
2.Enter Equipment code (or)
Func.Location
3. Select Breakdown
2. Assign Notification – Assign to responsible person for 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 Responsible” via Email. System will save
this notification with generating an
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Click here to change the staus Enter the Partner details.
Select Assigned and proceed. 1. Status updated to ASGD 2. Save
Information flow is triggered and information is sent to “Person Responsible” via Email.
On saving a mail is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
The Mail carries the following details
1.Change the Partner no and press Enter
New Person Responsible is assigned Click here to change the status
Information flow is triggered to all maintained “New Personal Responsible”, and Select RASG and press
ENTER
1. Check the status 2. Save
4. Acknowledge Notification and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification User Status “ACKD” is set by “Person Responsible”.
Notification is “Put in Process” by “Person Responsible”.
Information flow is triggered to “Initiator” and all “Person Responsible” about status update.
1. Click to change the staus tp ACKD 2. Click here to put the Notif ication process 3. Click to save the Notif.
5) Call the Warranty/AMC Vendor:
Enter the Vendor Details in Vendor Docket Screen in Notification.
Enter all the vendor details.
1. Enter Purchasing Doc. No 2. Communication Details (Filled to inform specific person from vendor side) 3. Click here to change the staus to VEND
SAVE & Information flow is triggered and information is sent to VENDER VIA MAIL.
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 24
5B) Maintenance Order not required as no material consumed/services used Follow steps from 14 to 16
Select the status to VEND
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 in the above screen.
Click here to create 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.
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.
1. First operation get copied from the order header, it can be replaced if
required
2. After entering the operation enter the no of manpower in No field and enter the no of proposed duration in the
duration field,Based on these entries system will calculate the duration
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
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 become gray based on the
selection
criteria, either Gen task list or
function loc. Or equipment task
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.
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. Select the task list
2. Click on this button or double click on the task list group 1. Enter your work center if required 2. Click on all to copy this work center
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.
If you want to select all the operations then click on all, otherwise if you want to select some selected operations then select those operations
Enter the material code / Qty / Store Location Etc., and proceed.
Click on General Data
Select the relevant Operation and press
On saving the order a message will be displayed. Reservation
7A) Workflow for Maintenance Order Approval ( If Required ) It is before REL OF MAINTAINANCE ORDER
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press User Menu Select corresponding Node for IW32 / Order
Select
Enhancement Tab
Select Notesheet
1.Enter theSAP ID of the Approver 2.Enter the text and continue 3. Click send mail.
8A) Order Release
Open the order in any one navigation options shown below.
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
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. Release
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 Menu Logistics---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 Reservation no and press ENTER
Click on Material Tab
Click on Quantity Tab and check the details
1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
After checking all the details press Account Assignment 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-UNDER MOV913
1.Click on Check
9C) Display Material Document
SAP Menu Logistics---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 the Material Document no to display the material document.
10) Change in Material Requirement
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Add new component and proceed.
Select Enhancement 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
Please refer steps 9 to 9C.
11) Create Reservation for 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. 1.Enter theSAP ID of the Approver 2.Enter the text and continue 3. Click send mail.
12) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion Confirmation----Entry—IW41 Individual Time Confirmation
T Code
Type IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
Enter Order no. and press ENTER
A pop window will open as mentioned below.
Check the details like Final Confirmation and other details and press ENTER
After entering the time confirmation details ( Actual Work ) SAVE IT.
Number of confirmation is displayed below.
13) Complete Order
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Enter the Order no and press Enter
Check the date and time and press ENTER
Order saved and message is displayed.
14) Process Notification
Open the notification on change mode and set user status as Work Completed in Notification.
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No and proceed
SET USER STATUS COMPLETED BY RESPONSIBLE PERSON & SAVE.SAP MAIL TO INITIATOR 1. Maintain “Vendor Docket Details” 2. Click to change the user status
User Status “Work Completed” is set by “Person Responsible”.
Information flow is triggered to “Initiator” and all “Person Responsible” about status update via Email.
Set the status to CNFR
15) Process Notification
Set user status as Confirmed Or Set user status as Rework (follow all the Steps from 3 to 15)
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 Responsible” about status update via Email.
Status can either be changed to
1. REWK or 2. CNFR
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.
IW32
Status is updated to NOCO. Check the same and proceed
17) Maintenance Order Settlement
SAP Menu
T Code KO88
User Menu Maintenance Order Settlement
Enter the following details in the next Pop-up window.
Controlling area Settlement period Fiscal Year
1. Enter Controlling are
2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press User Menu Select corresponding Node for IW32 / Order
19) PO Process
20) Service Entry Sheet
21) Accounting entry verification
22) Debit/ Credit Notes Refer Work MM Manuals
23) Vendor Payment
24) Display Accounting Document
Status is updated to CLSD
3C: Breakdown Maintenance by Vendor (Need Based Service
and APO is available)
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 for your Breakdown
Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment) Main Work Center
Cost Center HR Employee List
Procedure
SAP Menu
a) Logistics --- Plant maintenance--- Maintenance processing --- Notification --- Create (General)
b) Logistics --- Plant maintenance --- Maintenance processing Notification Create (Special) ---Malfunction Report
T Code Type IW21 / IW24 in Command Field and press
User Menu Select corresponding Node for IW21 / IW24 / Notification
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.
1. Enter short Text
2.Enter Equipment code (or)
Func.Location
3. Select Breakdown
2. Assign Notification – Assign to responsible person for 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 Responsible” via Email. Notification can be assigned to multiple “Person Responsible”.
Open the Notification in change mode using any one navigation options shown below. System will save
this notification with generating an
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
5. Enter Partner Details
Click here to change the staus Select Assigned and proceed.
SAVE & MAIL IS SENT TO ASGNED PERSON
1. Status updated to ASGD
2. Save
On saving a mail is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
The Mail carries the following details
1. Change the Partner no and press Enter
New Person Responsible is assigned Click here to change the status
Select RASG and press ENTER
1. Check the status 2. Save
4. Acknowledge Notification and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below.
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Notification --- Change
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Note:
User Status “ACKD” is set by “Person Responsible”.
Information flow is triggered to “Initiator” and all “Person Responsible” about status update.
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 1. Click to change the staus tp ACKD 2. Click here to put the Notif ication process 3. Click to save the Notif.
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 in the above screen.
Click here to create 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.
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.
1. First operation get copied from the order header, it can be replaced if
required
2. After entering the operation enter the no of manpower in No field and enter the no of proposed duration in the
duration field,Based on these entries system will calculate 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 become gray based on the
selection
criteria, either Gen task list or
function loc. Or equipment task
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.
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. Select the task list
2. Click on this button or double click on the task list group 1. Enter your work center if required 2. Click on all to copy this work center
7A) Material Planning Against Order
If you want to select all the operations then click on all, otherwise if you want to select some selected operations then select those operations
Enter the material code / Qty / Store Location Etc., and proceed.
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.
Select the relevant Operation and press
Click on General Data
Reservation created
7B) Service Planning against Order
Select
1. Change the control Key to PM03directly (or) Press F4
2. Click External
Select the appropriate control key and select Select the control key PM03
Enter the Available APO ( Agreement ) in the field . The following data will be copied from the contract. 1. Material Group 2. Purchasing Group: 3. Purchasing Organization: 4. Requisitioner: 5. Tracking No:
Then select the Services available in the APO , from “service selection” button at the bottom.
Select
EXTERNAL BUTTON
Select Service Selection
CLICK on the SERVICES for ADOPT SERVICES. Select For
Adopt services from APO
Select For Entering the cost centre
Cost for the service will appear in the service , is PICKED from APO. On saving the order a message will be displayed .
Continue for service selection
8) Workflow for Maintenance Order Approval
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press User Menu Select corresponding Node for IW32 / Order
8A) Order Approval
Select
Enhancement Tab
APPROVER RECEIVED SAP MAIL.HE APPROVE/ NOTAPPROVE & SENT BACK Select Notesheet 1.Enter theSAP ID of the Approver 2.Enter the text and continue 3. Click send mail.
8B) 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.
1. Release the order
2. Save the order
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)
9A) Material Issue against Reservation (if the material is available in storage location)
Prerequisites - Reservation no.
Material Code / Qty can be checked here
SAP Menu Logistics---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 Reservation no and press ENTER
Click on Material Tab
Click on Quantity Tab and check the details
1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
After checking all the details press Account Assignment Tab.
After Posting the material 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 913
MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH GIVES MATERIAL DOCUMENT NO
1.Click on Check
9C) Display Material Document
SAP Menu Logistics---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 the Material Document no to display the material document.
10) Change in Material Requirement
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press User Menu Select corresponding Node for IW32 / Order
Select Enhancement Tab Select Notesheet
10B) Material Requirement change 10C) Material Issue against Reservation
Please refer steps 9 to 9C.
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 Requisition number
SAP Menu Logistics --- Plant maintenance --- Maintenance processing --- Order--- Change
T Code Type IW32 in Command Field and press User Menu Select corresponding Node for IW32 / Order
Purchase. Requisition no can be viewed
SAP Menu Go to EASY ACCESS Screen by /n
T Code /n
Go to SAP Business Workplace
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 – It
will display the list of Messages .
Open a notesheet for “Purchase.
T Code ME21N
User Menu Select corresponding Node for ME21N / Create Purchasing Order. Maintain Header text as per Requirement
