BSNL PM UM 05 Breakdown Maintenance Process V3.0 12042013

User Manual

Breakdown Maintenance Process(BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0)

BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 1

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

16) Complete Notification.................................................................................................................120

17) Maintenance Order Settlement...................................................................................................124

KO88................................................................................................................................................ 124

18) Business Completion of Maintenance Order..............................................................................126

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

1. Create Notification........................................................................................................................ 128

2. Assign Notification – Assign to responsible person for maintenance............................................131

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

4. Acknowledge Notification and “Put in Process” Notification:.........................................................138

5) Decision on Maintenance Order Requirement..............................................................................139

6) Create Maintenance Order from Notification................................................................................140

7A) Material Planning Against Order................................................................................................146

8) Workflow for Maintenance Order Approval...................................................................................161

8A) Order Approval.......................................................................................................................... 161

9) Check of material availability in storage location..........................................................................164

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

19) Complete Order.......................................................................................................................... 199

23) Service Entry sheet Process......................................................................................................212

23A) Create Service entry sheet with reference to Purchase order.................................................212

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

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

20) Complete Order.......................................................................................................................... 298

24) Service Entry sheet Process......................................................................................................311

24A) Create Service entry sheet with reference to Purchase order.................................................311

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

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.

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

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

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

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

Planning of operations (activities)

Planning of materials required

Planning of manpower required

Planning of external service quantity required

6. Release of order by authorized person in maintenance department

7. Issue of materials from store by MM department

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

9. Time confirmation of order operations by maint. Department

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

in the breakdown notification by maint. Department

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

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

by maint. Department

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

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

is to be imposed as per agreed terms and conditions.

14. Technical Completion (TECO) of order.

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

Business Process Procedure: Breakdown maintenance.

3(A): Breakdown Maintenance –Internal processing

(No external services)

1. Create Notification

Purpose

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

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

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

be done.

Trigger

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

your Breakdown Maintenance Activities

Prerequisites

Technical Object ( Functional Location / Equipment)

Main Work Center

Cost Center

HR Employee List

Procedure

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

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

--- Notification --- Create (General)

b) 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

Enter Notification Type

Note :

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

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

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

by equipment list’.

CLICK ON SAVE BUTTON

1. Enter short Text

2.Enter 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”.

System will savethis notificationwith generating aninternal number

Open the Notification in change mode

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

processing --- Notification --- Change

T CodeType IW22 in Command Field and press

User Menu Select corresponding Node for IW22 / Notification

Click here to change the staus

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

1. Status updated to ASGD

On saving a mail is triggered in SAP system.

3. Re-Assign to responsible person for maintenance.

The Mail carries the following details

1.Change the Partner no and press Enter

New Person Responsible is assigned

Click here to change the status

Select RASG and press ENTER

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

1. Check the status

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

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

6) Create Maintenance Order from Notification

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.

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.

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.

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.

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.

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

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.

1. Select the Operation and proceed

2. Press after selection of operation

Click on General Data

On saving the order a message will be displayed.

Reservation created

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

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

processing --- Order--- Change

T Code Type IW32 in Command Field and press

User Menu Select corresponding Node for IW32 / Order

Select Enhancement Tab

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

Responsible person receive sap mail &released the maintainance order

Select Note sheet

1.Enter theSAP ID of the Approver

2.Enter the text and continue

3. Click send mail.

8A) Order Release

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

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

In Maintenance order system status will be set REL

1. Release the order

2. Save the order

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

1. Enter the Plant / Storage Location, Etc

2. Execute

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

Material Code / Qty can be checked here

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

location) Prerequisites - Reservation no

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

Follow On Functions---MIGO

T Code Type MIGO in Command Field and press

User Menu Select corresponding Node for MIGO / Goods Issue

Enter Reservation no and press ENTER

Click on Material Tab

Click on Quantity Tab and check the details

1. Enter the no if Qty to be posted

3. Click on Where Tab and check the details

2. Click on reservation tab to check the details

1. Check the details like Moment type / Stock type Storage Location Etc.

After checking all the details press Account Assignment Tab.

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

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

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

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

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

Enter the Material Document no to display the material document.

10 A) Change in Material Requirement

Open the order in change mode

CREAT NEW OPERATIONBSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 44

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.

Add new component and proceed.

12) Order Confirmation

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

Confirmation----Entry—IW41 Individual Time Confirmation

User Menu Select corresponding Node for IW41 / Completion Confirmation

Enter Order no. and press ENTER

Check the details like Final Confirmation and other details and press ENTER

Number of confirmation is displayed below.

13) Complete Order

Enter the Order no and press Enter

Click on Flag

Check the date and time and press ENTER

Order saved and message is displayed with respective numbers

14) Process Notification

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

Notification.

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

Information flow is triggered to “Initiator” and all “Person Responsible” about status update via Email and SMS.SAP Menu Logistics --- Plant maintenance --- Maintenance

Enter the Notification No. and proceed

Click here to change the status to COMP

update via Email and SMS.

Set user status as Confirmed Or Set user status as Rework

Set the status to COMP.

(follow all the Steps from 3 to 15)

Click to change the User Status

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

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

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

Email.

AFTER USER STATUS CONFIRM BY INITIATOR, RESPONSIBLE PERSON WILL

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

Status can either be changed to 1. REWK or 2. CNFR

16) Complete Notification

Open the Notification in change Mode

Click the Flag to complete the Notif.

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

CLICK ON BLACK FLAG FOR COMPLETION OF NOTIFICATION

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

EXECUTE

TEST RUN OK

1. Enter Controlling are

2. Enter the following a. Settlement period b. Fiscal Year c. Processing Type

18) Business Completion of Maintenance Order

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

Select Complete (Business)

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

Purpose

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

be done.

Trigger

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

Prerequisites

Main Work Center

Cost Center

HR Employee List

Procedure

SAP Menu

a) Logistics --- Plant maintenance--- Maintenance

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

Malfunction Report

T Code Type IW21 / IW24 in Command Field and press

Note :

1. Enter short Text

3. Select Breakdown

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

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

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

Open the Notification in change mode

Enter the Partner details.

SAVE &

2. Save

1.Change the Partner no and press Enter

1. Check the status

2. Save

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

update.

1. Click to change the staus tp ACKD

2. Click here to put the Notif ication process

3. Click to save the Notif.

5) Call the Warranty/AMC Vendor:

Enter the Vendor Details in Vendor Docket Screen in Notification.

Enter all the vendor details.

1. Enter Purchasing Doc. No

2. Communication Details (Filled to inform specific person from vendor side)

3. Click here to change the staus to VEND

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

from stores

Select the status to VEND

For copying operation from the task list :BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 83

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.

7. Material Planning Against Order

Select the relevant Operation and press

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.

Select Notesheet

3. Click send mail.

8A) Order Release

Open the order in any one navigation options shown below.

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

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

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.

2. Execute

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

Prerequisites - Reservation no.

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

Functions---MIGO

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

MB21-UNDER MOV913

MIGO-UNDER913

MIGO-UNDER915

1.Click on Check

2. Click on Post

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

Follow On Functions---MIGO

10) Change in Material Requirement

Select Notesheet

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

10B) Material Requirement change

10C) Material Issue against Reservation

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.

3. Click send mail.

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

Confirmation----Entry—IW41 Individual Time Confirmation

A pop window will open as mentioned below.

After entering the time confirmation details ( Actual Work ) SAVE IT.

13) Complete Order

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

Click on Flag

Order saved and message is displayed.

Open the notification on change mode and set user status as Work Completed in Notification.SAP Menu Logistics --- Plant maintenance --- Maintenance

Enter the Notification No and proceed

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

TO INITIATOR

1. Maintain “Vendor Docket Details”

2. Click to change the user status

update via Email.

Set the status to CNFR

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

Email.

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

menu as mentioned in the earlier steps.

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

Maintenance order TECO

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

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

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

3C: Breakdown Maintenance by Vendor (Need Based Service

and APO is available)

Purpose

description of defect,

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

optionally the detail

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

Trigger

your Breakdown

Maintenance Activities

Prerequisites

Main Work Center

Cost Center

HR Employee List

Procedure

SAP Menu

Malfunction Report

Note :

by equipment list.

1. Enter short Text

3. Select Breakdown

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

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

T Code

Type IW22 in Command Field and press

SAVE & MAIL IS SENT TO ASGNED PERSON

2. Save

1. Change the Partner no and press Enter

1. Check the status

2. Save

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

update.

from stores

7A) Material Planning Against Order

Reservation created

7B) Service Planning against Order

Select operation Tab

1. Change the control Key to PM03directly (or) Press F4

2. Click External

Select the appropriate control key and select

Select the control key PM03

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

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

After pressing the Continue check button , following message will get displayed

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

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

the bottom.

Select EXTERNAL BUTTON

Select Service Selection

CLICK on the SERVICES for ADOPT SERVICES.

Select For Adopt services from APO

Select For Entering the cost centre

Cost for the service will appear in the service , is PICKED from APO.

On saving the order a message will be displayed .

Continue for service selection

8) Workflow for Maintenance Order Approval

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

8A) Order Approval

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

Select Notesheet

3. Click send mail.

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.

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.

2. Execute

location)

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

After Posting the material document no will be generated.

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

1.Click on Check

2. Click on Post

10) Change in Material Requirement

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

10D) Create Reservation for Return of Material to Store

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

The quantity in the case of return will be negative.

11) View Purchase 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

Purchase. Requisition no can be viewed

11A) Initiate and Release Purchase Requisition

SAP Menu Go to EASY ACCESS Screen by /n

T Code /n

Go to SAP Business Workplace

Now release the PR as per MM workflow procedure.

12) Purchase Order Process

12A Create Purchase Order.

Maintain Additional information required

Double click on INBOX – It will display the list of Messages .

Open a notesheet for “Purchase. 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

1. Enter the Purchase req. no

2. Execute

SELECT PR & ADOPT

PO CREATED

12B) Change Purchase Order

Change---ME22N – Change.

T Code ME22N

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

Click here to 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.

All the required details can be viewed from this transaction

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

12E) Print PO

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

T Code Type ME9F and in Command Field and press

User Menu Select corresponding Node for ME9F / Release

1. Enter the Purchase Order no

2. Execute

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

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.

Enter the following details Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)

14) Call /inform the Vendor:

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

Enter all 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.

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

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

19) Complete Order

Click on Flag

Order saved and message is displayed with respective numbers

Notification

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)

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

Email.

23) Service Entry sheet Process

Please refer P.O. issued for this maintenance

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

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

to Purchase Order

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

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

T Code ML81N

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

Enter Purchase order no.

After saving a message is displayed as shown below.

Press create.

1. Enter the service details

2. Save

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.

T Code ML81N

1. Enter the service Entry Sheet no

2. Execute

On Saving following Message is displayed

1.Select the Relevant Doc.

2. Release

3. Save

1. Enter the Service Entry Sheet no

2. Execute

On saving, the following document is displayed.

SAP MenuLogistics---Plant Maintenance----Maintenance Processing---

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

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

1. Enter Controlling area

Prerequisite

Service Entry Sheet no

Use any one of the Navigation option

T Code ML81N

Click here to enter Service sheet no

Enter Service sheet no and press

27) Print SES Document

Prerequisite

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

T Code ML83

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.

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

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

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.

28E) Display Accounting Document

T Code Type MIRO in Command Field and press

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

2. Enter Ref no

3. Enter Date

3D: Breakdown Maintenance by Vendor (Need Based Service requirement)

Purpose

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

be done.

Trigger

Prerequisites

Main Work Center

Cost Center

HR Employee List

Procedure

SAP Menu

Malfunction Report

Note :

1. Enter short Text

3. Select Breakdown

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

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

SAVE & MAIL IS SENT TO RESPONSIBLE PERSON

2. Save

1. Change the Partner no and press Enter

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

1. Check the status

2. Save

update.

from stores

7A) Material Planning Against Order

Reservation created

7B) Service Planning against Order

Select operation Tab

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

Select the control key PM03

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

8A) Order Approval

Select Notesheet

3. Click send mail.

8B) Order Release

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

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

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.

2. Execute

location)

1.Click on Check

2. Click on Post

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

Select Notesheet

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.

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.

Purchase. Requisition no can be viewed

11A) Initiate and Release Purchase Requisition

SAP Menu Go to EASY ACCESS Screen by /n

T Code /n

Go to SAP 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.

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

1. Enter the Purchase req. no

2. Execute

13B) Change Purchase Order

Change---ME22N – Change.

T Code ME22N

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

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.

All the required details can be viewed from this transactions.

Click here to enter the Purchase order no.

Enter the Purchase order no.

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

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

T Code ME29N

User Menu Select corresponding Node for ME29N /Individual Release

13E) Print PO

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

T Code Type ME9F and in Command Field and press

User Menu Select corresponding Node for ME9F / Release

1. Enter the Purchase Order no

2. Execute

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

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

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

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

Enter the following details Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)

15) Call /inform the Vendor:

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

Enter all 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.

Set the status as VEND

Select Operations

Maintain new Operation with Control Key “PM03”. operation and click on “External”.

1. Select the Operation

2. Select External

On saving the order following message will be displayed.

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

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

20) Complete Order

Click on Flag

Order saved and message is displayed.

Notification

Set the status to COMP

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

Email.

24) Service Entry sheet Process

Please refer P.O. issued for this maintenance

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

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

to Purchase Order

T Code ML81N

Enter Purchase order no.

After saving a message is displayed as shown below.

Press create.

1. Enter the service details

2. Save

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

T Code ML81N

1. Enter the service Entry Sheet no

2. Execute

On Saving following Message is displayed

1.Select the Relevant Doc.

2. Release

3. Save

1. Enter the Service Entry Sheet no

2. Execute

On saving, the following document is displayed.

SAP MenuLogistics---Plant Maintenance----Maintenance Processing---

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

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

1. Enter Controlling area

Prerequisite

Service Entry Sheet no

Use any one of the Navigation option

T Code ML81N

Click here to enter Service sheet no

Enter Service sheet no and press

28) Print SES Document

Prerequisite

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

T Code ML83

1. Enter Entry sheet no

2. Enter Purchase order no

3. Execute

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

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

T Code MIRO

User Menu Select corresponding Node for SBWP / Workplace

29B) Debit/ Credit Notes

29C) Adjustment of down payment.

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

29D) Vendor Payment

Use any one of the Navigation option.

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

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

T CodeType F-53 in Command Field and press

2. Enter Ref no

3. Enter Date

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

T Code Type MIRO in Command Field and press

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

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

2. Enter Ref no

3. Enter Date

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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