BSNL PM UM 05 Breakdown Maintenance Process V3.0 12042013
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Transcript of BSNL PM UM 05 Breakdown Maintenance Process V3.0 12042013
User Manual
Breakdown Maintenance Process(BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0)
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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
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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
6) Create Maintenance Order from Notification................................................................................244
7A) Material Planning Against Order................................................................................................249
8) Workflow for Maintenance Order Approval...................................................................................257
8A) Order Approval.......................................................................................................................... 257
9) Check of material availability in storage location..........................................................................259
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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
29A) Invoice Verification for Service Performed...............................................................................329
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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.
2. Receipt of Notification by planners for dates scheduling.
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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
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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.
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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
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Procedure
1. Access the transaction choosing one of the following navigation options:
SAP Menu a) Logistics --- Plant maintenance--- Maintenance processing
--- Notification --- Create (General)
b) Logistics --- 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
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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
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1. Enter short Text
2.Enter Equipment code (or) Func.Location
3. Select Breakdown
4. Enter the appropriate text
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”.
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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
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Click here to change the staus
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Select Assigned and proceed.
5. Enter Partner Details
CLICK ON SAVE BUTTON. MAIL/SAP MAIL IS SENT TO RESPONSIBLE PERSON
SEE IN BOX/ E-MAIL
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1. Status updated to ASGD
On saving a mail is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
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The Mail carries the following details
1.Change the Partner no and press Enter
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New Person Responsible is assigned
Click here to change the status
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Select RASG and press ENTER
2. Save
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
SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change
T CodeType IW22 in Command Field and press
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1. Check the status
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.
5) Decision on Maintenance Order Requirement
Decide on the requirement of Maintenance order, based on material to be consumed
from stores
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1. Click to change the status ACKD
2. Click here to put the Notification in process
3. Click to save the Notification.
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
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Click here to create an order
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.
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.
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Check the Order type and proceed
3. According to the planning assign the operations which need to be carried out.
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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.
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1. First operation get copied from the order header, it can be replaced if required
2. After enteringthe operation enterthe no of manpower in No field and enter the no of proposed duration in theduration field, Based on these 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.
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Click - execute button at top left of the screen.
You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click button at top of the page or alternatively you can
double click on the task list group.
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These fields will becomegray based on the selectioncriteria, either Gen task list orfunction 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.
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1. Selectthe task list
2. Click on this button or double click on the tasklist group
1. Enter yourwork center ifrequired
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
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2. Click on all tocopy this workcenter
If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect 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.
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1. Select the Operation and proceed
2. Press after selection of operation
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Click on General Data
On saving the order a message will be displayed.
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Reservation created
7A) Workflow for Maintenance Order Approval (IF REQUIRED)
Open the Order in change mode using any one navigation option 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
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Select Enhancement Tab
Approver received sap mail, he approved/not approved and sent back
Responsible person receive sap mail &released the maintainance order
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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
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1. Release the order
2. Save the order
9) Check of material availability in storage 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
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1. Enter the Plant / Storage Location, Etc
2. Execute
Material Issue against Reservation (if the material is available in storage location)
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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
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Enter Reservation no and press ENTER
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Click on Material Tab
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Click on Quantity Tab and check the details
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1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
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2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
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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 913MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH GIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE
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1.Click on Check
2. Click on Post
9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
SAP MenuLogistics – 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
Open the order in change mode
SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T CodeType IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
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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 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.
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Add new component and proceed.
12) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion
Confirmation----Entry—IW41 Individual Time Confirmation
T CodeType IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
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Enter Order no. and press ENTER
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Check the details like Final Confirmation and other details and press ENTER
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Number of confirmation is displayed below.
13) Complete Order
Open the order in change mode
SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T CodeType IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
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Enter the Order no and press Enter
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Click on Flag
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Check the date and time and press ENTER
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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 CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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Enter the Notification No. and proceed
Click here to change the status to COMP
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Information flow is triggered to “Initiator” and all “Person Responsible” about status
update via Email and SMS.
15) Process Notification
Set user status as Confirmed Or Set user status as Rework
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Set the status to COMP.
(follow all the Steps from 3 to 15)
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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.
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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 CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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Click the Flag to complete the Notif.
Fill up the all catalog data – Object Parts & Damage / Causes / Activities etc.
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CLICK ON BLACK FLAG FOR COMPLETION OF NOTIFICATION
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Status is updated to NOCO. Check the same and proceed
17) Maintenance Order Settlement
SAP MenuLOGISTICS---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
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EXECUTE
TEST RUN OK
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1. Enter Controlling are
2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type
18) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
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
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Select Complete (Business)
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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
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Procedure
1. Access the transaction choosing one of the following navigation options:
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
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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,
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1. Enter short Text
2.Enter Equipment code (or) Func.Location
3. Select Breakdown
4. Enter the appropriate text
plant, plant section, planner group, Main work center etc. in selection option ‘Equipment
by equipment list’.
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.
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System will savethis notificationwith generating aninternal number
Notification can be assigned to multiple “Person Responsible”.
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
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Enter the Partner details.
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Click here to change the staus
Select Assigned and proceed.
SAVE &
Information flow is triggered and information is sent to “Person Responsible” via Email.
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1. Status updated to ASGD
2. Save
On saving a mail is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
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The Mail carries the following details
1.Change the Partner no and press Enter
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New Person Responsible is assigned
Click here to change the status
Information flow is triggered to all maintained “New Personal Responsible”, and
“Initiator” via Email.
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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 CodeType 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.
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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.
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Enter all the vendor details.
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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
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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.
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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.
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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.
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1. First operation get copied from the order header, it can be replaced if required
2. After enteringthe operation enterthe no of manpower in No field and enter the no of proposed duration in theduration field,Based on these entries system willcalculate 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
operations or want to keep them, choose accordingly.
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Click - execute button at top left of the screen.
You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click button at top of the page or alternatively you can
double click on the task list group.
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These fields will becomegray based on the selectioncriteria, either Gen task list orfunction 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.
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1. Selectthe task list
2. Click on this button or double click on the tasklist group
1. Enter yourwork center ifrequired
2. Click on all tocopy this workcenter
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.
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If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect those operations
Enter the material code / Qty / Store Location Etc., and proceed.
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Click on General Data
Select the relevant Operation and press
On saving the order a message will be displayed.
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Reservation created
7A) Workflow 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.
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
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Select Enhancement Tab
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Select Notesheet
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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.
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1. Release the order
2. Save the order
9) Check of material availability in storage 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
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1. Enter the Plant / Storage Location, Etc
2. Execute
Material Issue against Reservation (if the material is available in storage location)
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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
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Enter Reservation no and press ENTER
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Click on Material Tab
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Click on Quantity Tab and check the details
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1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
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2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
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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
MIGO-UNDER913
MIGO-UNDER915
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1.Click on Check
2. Click on Post
9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
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 the Material Document no to display the material document.
10) Change in Material Requirement
Open the order in change mode
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
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Add new component and proceed.
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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.
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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 CodeType IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
A pop window will open as mentioned below.
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Enter Order no. and press ENTER
After entering the time confirmation details ( Actual Work ) SAVE IT.
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Check the details like Final Confirmation and other details and press ENTER
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Number of confirmation is displayed below.
13) Complete Order
Open the order in change mode using any one navigation option 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
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Enter the Order no and press Enter
Click on Flag
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Check the date and time and press ENTER
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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 CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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Enter the Notification No and proceed
SET USER STATUS COMPLETED BY RESPONSIBLE PERSON & SAVE.SAP MAIL
TO INITIATOR
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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.
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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)
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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.
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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.
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Click the Flag to complete the Notif.
Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
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IW32
Maintenance order TECO
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Status is updated to NOCO. Check the same and proceed
17) Maintenance Order Settlement
SAP Menu
T CodeKO88
User Menu Maintenance Order Settlement
Enter the following details in the next Pop-up window.
Controlling area
Settlement period
Fiscal Year
Processing Type
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18) Business Completion of Maintenance Order
Open the Order in change mode using anyone of the navigation mode.BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 124
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
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Select Complete (Business)
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
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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
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Procedure
1. Access the transaction choosing one of the following navigation options:
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
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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.
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1. Enter short Text
2.Enter Equipment code (or) Func.Location
3. Select Breakdown
4. Enter the appropriate text
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.
SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change
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System will savethis notificationwith generating aninternal number
T Code
Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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5. Enter Partner Details
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Click here to change the staus
Select Assigned and proceed.
SAVE & MAIL IS SENT TO ASGNED PERSON
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1. Status updated to ASGD
2. Save
On saving a mail is triggered in SAP system.
3. Re-Assign to responsible person for maintenance.
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The Mail carries the following details
1. Change the Partner no and press Enter
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New Person Responsible is assigned
Click here to change the status
Information flow is triggered to all maintained “New Personal Responsible”, and
“Initiator” via Email.
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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 CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Note:
User Status “ACKD” is set by “Person Responsible”.
Notification is “Put in Process” by “Person Responsible”.
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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
Follow steps from 14 to 16
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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.
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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.
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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.
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1. First operation get copied from the order header, it can be replaced if required
2. After enteringthe operation enterthe no of manpower in No field and enter the no of proposed duration in theduration field,Based on these 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.
Select your Task list and click button at top of the page or alternatively you can
double click on the task list group.
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These fields will becomegray based on the selectioncriteria, either Gen task list orfunction 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.
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1. Selectthe task list
2. Click on this button or double click on the tasklist group
1. Enter yourwork center ifrequired
2. Click on all tocopy this workcenter
7A) Material Planning Against Order
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If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect 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.
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Select the relevant Operation and press
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Click on General Data
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Reservation created
7B) Service Planning against Order
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Select operation Tab
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1. Change the control Key to PM03directly (or) Press F4
2. Click External
Select the appropriate control key and select
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Select the control key PM03
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Enter the Available APO ( Agreement ) in the field . The following data will be copied from the contract.
1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:
After pressing the Continue check button , following message will get displayed
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Select the Operation with ( PM03 ) contol key , and Go to EXTERNAL button.
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Then select the Services available in the APO , from “service selection” button at
the bottom.
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Select EXTERNAL BUTTON
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Select Service Selection
CLICK on the SERVICES for ADOPT SERVICES.
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Select For Adopt services from APO
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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 .
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Continue for service selection
8) Workflow for Maintenance Order Approval
Open the Order in change mode using any one navigation 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
8A) Order Approval
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Select Enhancement Tab
APPROVER RECEIVED SAP MAIL.HE APPROVE/ NOTAPPROVE & SENT BACK
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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.
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1. Release the order
2. Save the order
9) Check of material availability in storage 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
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1. Enter the Plant / Storage Location, Etc
2. Execute
Material Issue against Reservation (if the material is available in storage location)
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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
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Enter Reservation no and press ENTER
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Click on Material Tab
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Click on Quantity Tab and check the details
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1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
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2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
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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 913MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH GIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE
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1.Click on Check
2. Click on Post
9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
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 the Material Document no to display the material document.
10) Change in Material Requirement
Open the order in change mode using any navigation option 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
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Select Enhancement Tab
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
Open the order in change mode using any one navigation option shown below.BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 173
Select Notesheet
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
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Purchase. Requisition no can be viewed
11A) Initiate and Release Purchase Requisition
SAP Menu Go to EASY ACCESS Screen by /n
T Code /n
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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
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Double click on INBOX – It will display the list of Messages .
Open a notesheet for “Purchase. Requisition”
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order ---
Create---ME21N – Vendor / Supplying Plant Known.
T Code ME21N
User Menu Select corresponding Node for ME21N / Create Purchasing Order.
Maintain Header text as per Requirement
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1. Enter the Purchase req. no
2. Execute
SELECT PR & ADOPT
PO CREATED
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12B) Change Purchase Order
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order ---
Change---ME22N – Change.
T Code ME22N
User Menu Select corresponding Node for ME22N / Change Purchasing Order.
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Click here to change the Purchase order no.
Eneter the relevant Purch.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.
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All the required details can be viewed from this transaction
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Click here to enter the Purchase order no.
Enter the Purchase order no.
12D) Release Purchase Order. Initiate PO release for next level
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order
--- Release---.
T Code PO release work flow
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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
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1. Enter the Purchase Order no
2. Execute
Work Order is printed. Please click the icon to view the format.
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Click Trial Print Out
Select the no of copies req.
Press here
13) Post Down Payment (Optional)
SAP Menu Logistics---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.
This step is optional. Follow the steps in case down payment is requested.
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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.
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
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Enter all the Communication details
Click here to change the status to 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.
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
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Set the status as VEND
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
18) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion Confirmation----Entry—IW41 Individual Time Confirmation
T CodeType IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
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Enter Order no. and press ENTER
A pop window will open as mentioned below.
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Check the details like Final Confirmation and other details and press ENTER
After entering the time confirmation details ( Actual Work ) SAVE IT.
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Number of confirmation is displayed below.
19) Complete Order
Open the order in change mode using any navigation option 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
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Enter the Order no and press Enter
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Click on Flag
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Check the date and time and press ENTER
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Order saved and message is displayed with respective numbers
20) 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
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Enter the Notification No and proceed
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1. Maintain “Vendor Docket Details”
2. Click to change the user status
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Set the status to COMP
21) Process NotificationSet user status as Confirmed Or Set user status as Rework (follow all the Steps from 3 to 15)
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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.
22) Complete Notification
Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.
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Status can either be changed to 1. REWK or 2. CNFR
Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
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Click the Flag to complete the Notif.
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Status is updated to NOCO. Check the same and proceed
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.
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Enter Purchase order no.
After saving a message is displayed as shown below.
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Press create.
1. Enter the service details
2. Save
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Creation of Service Entry Sheet triggers a auto generated mail
Enter the Mai Id of the Approver.
23B) Release Service entry sheet Initiate SES release for next level.
Prerequisites
Service Entry Sheet no.
Use any one of the navigation mode to release the Service Entry Sheet.
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.
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1. Enter the service Entry Sheet no
2. Execute
On Saving following Message is displayed
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1.Select the Relevant Doc.
2. Release
3. Save
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1. Enter the Service Entry Sheet no
2. Execute
On saving, the following document is displayed.
24) Maintenance Order Settlement
Use any one of the navigation mode to release the Service Entry Sheet.
SAP MenuLogistics---Plant Maintenance----Maintenance Processing---
Notification---Maintennace Processing---Completion Confimration----
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1. Select the Relevant Doc.
2. Release
3. Save
Enter Doc. Header Text and press
Entry---IW41---Individual Time Confirmation
T Code K088
User Menu Select corresponding Node for K088 / Individual Time Confirmation
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1. Enter Controlling area
2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type
25) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
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
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Select Complete (Business)
26) Accounting entry verification
Prerequisite
Service Entry Sheet no
Use any one of the Navigation option
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.
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Status is updated to CLSD
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Click here to enter Service sheet no
Enter Service sheet no and press
27) Print SES Document
Prerequisite
Service Entry Sheet no.
SAP MenuLogistics---Material Management---Purchasing---Purchasing Order---
Follow On Functions---Service Entry Sheet---ML83 Print / Transmit.
T Code ML83
User Menu Select corresponding Node for ML81N / Service Entry Sheet.
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1. Enter Entry sheet no
2. Enter Purchase order no
3. Execute
The Doc. Gets printed. Printed copy can be viewed by clicking the icon.
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1. Select the relevant field
2. Select Trial Print Out
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
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1. Enter Purchase order no.
2. Enter Ref no
3. Enter Date
4. Press ENTER after filling 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.
SAP MenuLogistics---Accounting---Financial Accounting---Accounts Payable---
Document Entry---Outgoing Payment---F-53
T Code Type F-53 in Command Field and press
User Menu Select corresponding Node for F-53 / Outgoing Payment
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.
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28E) Display Accounting Document
Use any one of the navigation mode.
SAP MenuLogistics---Material Management---Purchasing---Purchasing Order---
Follow On Functions---MIRO Logistics Invoice Verification
T Code Type MIRO in Command Field and press
User Menu Select corresponding Node for MIRO / Logistics Invoice Verification.
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1. Enter Purchase order no.
2. Enter Ref no
3. Enter Date
4. Press ENTER after filling all the details
3D: Breakdown Maintenance by Vendor (Need Based Service requirement)
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
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Procedure
1. Access the transaction choosing one of the following navigation options:
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
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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’.
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1. Enter short Text
2.Enter Equipment code (or) Func.Location
3. Select Breakdown
4. Enter the appropriate text
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.
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System will savethis notificationwith generating aninternal number
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
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5. Enter Partner Details
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Click here to change the staus
SAVE & MAIL IS SENT TO RESPONSIBLE PERSON
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Select Assigned and proceed.
1. Status updated to ASGD
2. Save
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On saving a mail is triggered in SAP system.
The Mail carries the following details
3. Re-Assign to responsible person for maintenance.
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1. Change the Partner no and press Enter
New Person Responsible is assigned
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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.
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
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1. Check the status
2. Save
Note:
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.
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1. Click to change the staus tp ACKD
2. Click here to put the Notif ication process
3. Click to save the Notif.
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
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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.
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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.
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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.
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1. First operation get copied from the order header, it can be replaced if required
2. After enteringthe operation enterthe no of manpower in No field and enter the no of proposed duration in theduration field,Based on these 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.
Select your Task list and click button at top of the page or alternatively you can
double click on the task list group.
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These fields will becomegray based on the selectioncriteria, either Gen task list orfunction 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.
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1. Selectthe task list
2. Click on this button or double click on the tasklist group
1. Enter yourwork center ifrequired
2. Click on all tocopy this workcenter
7A) Material Planning Against Order
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If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect 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.
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Select the relevant Operation and press
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Click on General Data
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Reservation created
7B) Service Planning against Order
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Select operation Tab
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1. Change the control Key to PM03directly (or) Press F4
2. Click External
Maintain the following:
1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:
Select the appropriate control key and select
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Select the control key PM03
On saving the order a message will be displayed.
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Select the following
1. Service from drop down 2. Maintain quantity3. Gross Price and4. Cost Element.
8) Workflow for Maintenance Order Approval
Open the Order in change mode using any one navigation 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
8A) Order Approval
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Select Enhancement Tab
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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 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
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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
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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.
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Material Code / Qty can be checked here
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
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Enter Reservation no and press ENTER
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Click on Material Tab
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Click on Quantity Tab and check the details
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1. Enter the no if Qty to be posted
3. Click on Where Tab and check the details
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2. Click on reservation tab to check the details
1. Check the details like Moment type / Stock type Storage Location Etc.
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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.
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1.Click on Check
2. Click on Post
9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
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 the Material Document no to display the material document.
10) Change in Material RequirementOpen the order in change mode using any navigation option 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
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Add new component and proceed.
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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.
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1. Enter the SAP ID of the Approver
2. Enter the text and continue
3. Click send mail.
11) View Purchase Requisition number
Open the order in change mode using any one navigation option 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
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Purchase. Requisition no can be viewed
11A) Initiate and Release Purchase Requisition
SAP Menu Go to EASY ACCESS Screen by /n
T Code /n
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Go to SAP Business Workplace
Now release the PR as per workflow procedure.
13) Purchase Order Process
13)A Create Purchase Order.
Maintain Additional information required
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order --- Create---ME21N – Vendor / Supplying Plant Known.
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Double click on INBOX – It will display the list of Messages .
Open a notesheet for “Purchase. Requisition”
T Code ME21N
User Menu Select corresponding Node for ME21N / Create Purchasing Order.
Maintain Header text as per Requirement
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1. Enter the Purchase req. no
2. Execute
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13B) Change Purchase Order
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order ---
Change---ME22N – Change.
T Code ME22N
User Menu Select corresponding Node for ME22N / Change Purchasing Order.
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Click here to change the Purchase order no.
Eneter the relevant Purch.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.
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All the required details can be viewed from this transactions.
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Click here to enter the Purchase order no.
Enter the Purchase order no.
13D) Release Purchase Order. Initiate PO release for next level
SAP Menu Logistics---Materials Management---Purchasing---Purchase Order
--- Release---ME29N – Vendor / Supplying Plant Known.
T Code ME29N
User Menu Select corresponding Node for ME29N /Individual Release
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13E) 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
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1. Enter the Purchase Order no
2. Execute
Work Order is printed. Plz click the icon to view the format.
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Click Trial Print Out
Select the no of copies req.
Press here
14) Post Down Payment (Optional)
SAP Menu Logistics---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.
This step is optional. Follow the steps in case down payment is requested.
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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.
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
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Enter all the Communication details
Click here to change the status to 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.
16) Change in Service Planning against Order
Open the Order in change mode using any one navigation option 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
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Set the status as VEND
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Select Operations
Maintain new Operation with Control Key “PM03”. operation and click on “External”.
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1. Select the Operation
2. Select External
On saving the order following message will be displayed.
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Select the following
1. Service from drop down 2. Maintain quantity3. Gross Price and4. Cost Element.
Maintain the following:
1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No
Maintain APO no and continue
17) Service procurement process for new requirement
Please refer steps 11 to 13.
18) Create Reservation for Return of Material to Store
19) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion Confirmation----Entry—IW41 Individual Time Confirmation
T CodeType IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
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Enter Order no. and press ENTER
A pop window will open as mentioned below.
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After entering the time confirmation details ( Actual Work ) SAVE IT.
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Check the details like Final Confirmation and other details and press ENTER
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Number of confirmation is displayed below.
20) Complete Order
Open the order in change mode using any navigation option 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
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Enter the Order no and press Enter
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Click on Flag
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Check the date and time and press ENTER
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Order saved and message is displayed.
21) 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
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Enter the Notification No and proceed
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1. Maintain “Vendor Docket Details”
2. Click to change the user status
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Set the status to COMP
22) Process Notification
Set user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)
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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.
23) Complete Notification
Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.
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Status can either be changed to 1. REWK or 2. CNFR
Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
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Click the Flag to complete the Notif.
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Status is updated to NOCO. Check the same and proceed
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
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.
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Enter Purchase order no.
After saving a message is displayed as shown below.
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Press create.
1. Enter the service details
2. Save
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Creation of Service Entry Sheet triggers a auto generated mail
Enter the Mai Id of the Approver.
24B) Release Service entry sheet Initiate SES release for next level.
Prerequisites
Service Entry Sheet no.
Use any one of the navigation mode to release the Service Entry Sheet.
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.
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1. Enter the service Entry Sheet no
2. Execute
On Saving following Message is displayed
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1.Select the Relevant Doc.
2. Release
3. Save
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1. Enter the Service Entry Sheet no
2. Execute
On saving, the following document is displayed.
25) Maintenance Order Settlement
Use any one of the navigation mode to release the Service Entry Sheet.
SAP MenuLogistics---Plant Maintenance----Maintenance Processing---
Notification---Maintennace Processing---Completion Confimration----
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1. Select the Relevant Doc.
2. Release
3. Save
Enter Doc. Header Text and press
Entry---IW41---Individual Time Confirmation
T Code K088
User Menu Select corresponding Node for K088 / Individual Time Confirmation
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1. Enter Controlling area
2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type
26) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
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
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Select Complete (Business)
27) Accounting entry verification
Prerequisite
Service Entry Sheet no
Use any one of the Navigation option
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Status is updated to CLSD
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.
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Click here to enter Service sheet no
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Enter Service sheet no and press
28) Print SES Document
Prerequisite
Service Entry Sheet no.
SAP MenuLogistics---Material Management---Purchasing---Purchasing Order---
Follow On Functions---Service Entry Sheet---ML83 Print / Transmit.
T Code ML83
User Menu Select corresponding Node for ML81N / Service Entry Sheet.
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1. Enter Entry sheet no
2. Enter Purchase order no
3. Execute
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1. Select the relevant field
2. Select Trial Print Out
Select Print
The Doc. Gets printed. Printed copy can be viewed by clicking the icon.
Work Certification Process
Please refer to work certification Manual
29) Invoice verification Process
29A) 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
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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.
SAP MenuLogistics---Accounting---Financial Accounting---Accounts Payable---
Document Entry---Outgoing Payment---F-53
T CodeType F-53 in Command Field and press
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1. Enter Purchase order no.
2. Enter Ref no
3. Enter Date
4. Press ENTER after filling all the details
User Menu Select corresponding Node for F-53 / Outgoing Payment
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
Use any one of the navigation mode.
SAP MenuLogistics---Material Management---Purchasing---Purchasing Order---
Follow On Functions---MIRO Logistics Invoice Verification
T Code Type MIRO in Command Field and press
User Menu Select corresponding Node for MIRO / Logistics Invoice Verification.
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Note : -
In the Breakdown Maintenance process, there are processes related to other Modules
like FICO / MM. These processes are explained only in brief. For more details /
informations, respective module manuals to be referred.
For example: - Following are explained only in brief. Pl. refer the respective modules.
Account Entry Verification
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1. Enter Purchase order no.
2. Enter Ref no
3. Enter Date
4. Press ENTER after filling all the details
Invoice verification Process
Invoice Verification for Service Performed
Vendor Payment
Note : For PO, RFQ, Contract, SES creation please refer MM User Manuals
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