BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0 Page | 1 User Manual Br ea kd ow n Ma in tenance P rocess (BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0)
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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 ............................................................................................. 145 8) Workflow for Maintenance Order Approval ........................... .......................... ........................... 160 8A) Order Approval ............................. ........................... .......................... ........................... ......... 160 9) Check of material availability in storage location ....................................................................... 163 10) Change in Material Requirement ........................... .......................... .......................... .............. 172 11) View Purchase Requisition number ........................... .......................... ........................... ......... 174 12) Purchase Order Process ......................... .......................... ........................... .......................... . 178
12B) Change Purchase Order ............................ .......................... .......................... ....................... 182 13) Post Down Payment (Optional) ............................. .......................... .......................... .............. 189 14) Call /inform the Vendor: .......................... .......................... ........................... .......................... . 191 15) Change in Service Planning against Order .............................. .......................... ...................... 193 16) Service procurement process for new requirement .......................... ........................... ............. 194 18) Order Confirmation ................................................................................................................. 194 19) Complete Order ...................................................................................................................... 197 20) Process Notification ................................................................................................................ 201 21) Process Notification ................................................................................................................ 204 22) Complete Notification .......................... .......................... .......................... ........................... ..... 205 23) Service Entry sheet Process ................................................................................................... 210 23A) Create Service entry sheet with reference to Purchase order ......................... ...................... 210 24) Maintenance Order Settlement ............................................................................................... 218 25) Business Completion of Maintenance Order ...................................... .......................... ........... 220 26) Accounting entry verification ................................................................................................... 221 27) Print SES Document ........................... .......................... .......................... ........................... ..... 223 28) Invoice verification Process..................................................................................................... 226 28A) Invoice Verification for Service Performed ....................................... ........................... .......... 226
3D: Breakdown Maintenance by Vendor (Need Based Service requirement) ........................... ............. 229 1. Create Notification .................................................................................................................... 229 2. Assign Notification – Assign to responsible person for maintenance .............................. ............ 232
3. Re-Assign to responsible person for maintenance. ............................. .......................... ............. 237 4. Acknowledge Notification and “Put in Process” Notification: ................................... ................... 239 5) Decision on Maintenance Order Requirement .......................... ........................... ...................... 241 6) Create Maintenance Order from Notification ................................ ............................ ................. 242 7A) Material Planning Against Order ............................................................................................. 247 8) Workflow for Maintenance Order Approval ........................... .......................... ........................... 255 8A) Order Approval ............................. ........................... .......................... ........................... ......... 255 9) Check of material availability in storage location ....................................................................... 257
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10) Change in Material Requirement ........................... .......................... .......................... .............. 267 11) View Purchase Requisition number ........................... .......................... ........................... ......... 270
13) Purchase Order Process ......................... .......................... ........................... .......................... . 273
13B) Change Purchase Order ............................ .......................... .......................... ....................... 277 14) Post Down Payment (Optional) ............................. .......................... .......................... .............. 284 15) Call /inform the Vendor: .......................... .......................... ........................... .......................... . 286 16) Change in Service Planning against Order .............................. .......................... ...................... 288 17) Service procurement process for new requirement .......................... ........................... ............. 292 19) Order Confirmation ................................................................................................................. 292 20) Complete Order ...................................................................................................................... 296 21) Process Notification ................................................................................................................ 300 22) Process Notification ................................................................................................................ 303 23) Complete Notification .......................... .......................... .......................... ........................... ..... 304
24) Service Entry sheet Process ................................................................................................... 309 24A) Create Service entry sheet with reference to Purchase order ......................... ...................... 309 25) Maintenance Order Settlement ............................................................................................... 317 26) Business Completion of Maintenance Order ...................................... .......................... ........... 319 27) Accounting entry verification ................................................................................................... 321 28) Print SES Document ........................... .......................... .......................... ........................... ..... 324 Work Certification Process ............................ ........................... .......................... .......................... . 327 29) Invoice verification Process..................................................................................................... 327 29A) Invoice Verification for Service Performed ....................................... ........................... .......... 327
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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 oncommunication, Breakdown notification shall need to be prioritized by assigning correct
priority.
a. Breakdown which directly affects the communication will be given ‘1’ priority
And required to be attended within 4 hours, it would require planning whatsoever
At site
b. Breakdowns which are related to equipments which are indirectly related to
Communication and do not cause immediate communication loss shall be given
Priority ‘2’, such jobs can be attended within 24 hours.
c. Breakdowns related to equipments which are not directly or indirectly related to
Communication but are important otherwise, shall be given priority ‘3’. Such jobs
Can be attended within 3 days
The breakdown notification will mostly be raised by operation group but at times it can
also be raised by maintenance personnel or planning personnel if required.
2. Receipt of Notification by planners for dates scheduling.
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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 requiredPlanning of manpower required
Planning of external service quantity required
6. Release of order by authorized person in maintenance department
7. Issue of materials from store by MM department
8. Execution of work at site by internal manpower and/or external agency.
9. Time confirmation of order operations by maint. Department
10. Entry of technical findings (Damage, cause, activities etc.) and Malfunction end time
in the breakdown notification by maint. Department
11. Completion of tasks in notification and Notification completion (NOCO)
12. Creation of service entry sheet for the external operations (done by external agency)
by maint. Department
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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 foryour 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) Logist ics --- Plant maintenance --- Maintenance
processing --- Notification --- Create (Special) ---
Malfunction Report
T CodeType IW21 / IW24 in Command Field and press
User Menu Select corresponding Node for IW21 / IW24 / Notification
Enter Notification Type
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Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
Plant, plant section, planner group, Main work center etc. in selection option ‘Equipment
by equipment list’.
CLICK ON SAVE BUTTON
1. Enter short Text
2.Enter Equipmentcode (or)Func.Location
3. SelectBreakdown
4. Enter the appropriate text
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2. Assign Notification – Assign to responsib le person fo r maintenance
Partner Function “ Initiator ” is maintained manually by the Notification creator
.
“Person Responsible ” is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status “ Assigned ” is set by “ Initiator ”.
Information flow is triggered and information is sent to “ Person Responsib le ” via Email.
Notification can be assigned to multiple “ Person Responsible ”.
System will savethis notificationwith generating aninternal number
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Open the Notification in change mode
SAP Menu Logistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Click hereto changethe staus
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Select Assignedand proceed.
5. Enter PartnerDetails
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CLICK ON SAVE BUTTON. MAIL/SAP MAIL IS SENT TO RESPONSIBLE PERSON
SEE IN BOX/ E-MAIL
1. Status updated to
ASGD
On saving a mail istriggered in SAP system.
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3. Re-Assign to responsib le person fo r maintenance.
The Mail carries the
following details
1.Change the Partner noand press Enter
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New PersonResponsible isassigned
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Click here tochange thestatus
Select RASG and pressENTER
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Information flow is triggered to all maintained “ New Personal Responsible ”, and“Initiator ” via Email.
4. Acknowledge Noti fication and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below
1. Check the status
2. Save
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User Status “ ACKD ” is set by “ Person Responsib le ”.
Notification is “ Put in Process ” by “Person Responsible ”.
Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about status
update.
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
1. Click tochange the statusACKD
2. Click hereto put the
Notification in process
3. Click tosave the Notification.
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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 Not ification
1. An Order can be created directly from the Notification screen.
To create an Order directly from the notification screen click create order, as shown
in the above screen.
Click here tocreate an order
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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
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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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For copying operation from the task list :
Go to Extras (from Menu bar) --- Task list selection --- General task list or To Referenceobject (If Equipment or function location task list exists) ---- Select the task list as shown
below If you will go for selection of a task list, then system will give a message first (as
shown below) that you want to delete the existing operations or want to keep them,
choose accordingly.
1. First operation getcopied from the orderheader, it can bereplaced if required
2. After enteringthe operation enter
the no of manpower in Nofield and enter the no ofproposed duration in theduration field, Based onthese entries system willcalculate the duration
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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.
These fields will becomegray based on the selectioncriteria, either Gen task list orfunction loc. Or equipmenttask
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Select your Task list and click button at top of the page or alternatively you can
double click on the task list group.
Now system will ask you weather you want to copy the work center from the task list or
some other work center you want to choose, if you want to change the work center
according to your notification then change it accordingly.
1. Selectthe task list
2. Click on thisbutton or doubleclick on the tasklist rou
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Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
1. Enter your
work center ifrequired
2. Click onall tocopy this
If you want to select allthe operations then clickon all, otherwise if youwant to select someselected operations thenselect those operations
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7. Material Planning Against Order
Enter the material code no if known or select the material from the drop down, and enter
the required quantity as per the requirement. Then press enter; now system will ask you
for which operation you want to assign this material as shown below, either enter the
operation no or click on operation list and select the desired operation.
Enter the material code / Qty /Store Location Etc., and proceed.
1. Select theOperation and proceed
2. Press afterselection ofoperation
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Click onGeneral
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On saving the order a message will be displayed.
Reservationcreated
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7A) Workflow for Maintenance Order Approval (IF REQUIRED)
Open the Order in change mode using any one navigation option shown below.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
SelectEnhancementTab
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Approver received sap mail, he approved/not approved and sent back
Responsible person receive sap mail &released the maintainance order
Select Notesheet
1.Enter theSAPID of theApprover
2.Enter thetext andcontinue
3. Click send mail.
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8A) Order Release
Open the order in the change mode using Transaction code IW32 (or) as mentioned in
the earlier steps. Press to release the order and press to save the order.
In Maintenance order system status will be set REL
1. Releasethe order
2. Save theorder
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9) Check of material availability in sto rage location
SAP Menu
Materials Management ---Purchasing ---Mater Data ---SUbsequent Settlement ---Vendor Rebate Arrangement ---Environment ---Environment ---Condition/Arrangement ---Environment ---Pricing ---Environment ---Value Assignment ---Inventory Management ---Environment ---Stock ---MB52 --- Warehouse Stock.
T Code Type MB52 in Command Field and press
User Menu Select corresponding Node for MB52 / Ware house stock
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1. Enter the Plant /Storage Location, Etc
2. Execute
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Material Issue against Reservation (if the material is available in storage location)
Material Code / Qty can be checked here
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9A) Material Issue against Reservation (if the material is available in storage
location) Prerequisites - Reservation no
SAP MenuLogistics---Material Management---Purchasing---Purchase Order---
Follow On Functions---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
Enter Reservationno and pressENTER
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Click on Quantity Taband check the details
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1. Enter theno if Qty to be posted
3. Click on Where Taband check the details
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2. Click onreservation tab to
check the details
1. Check the details likeMoment type / Stock typeStora e Location Etc.
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After checking all thedetails press AccountAssignment Tab.
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After Posting the material will be posted and document no will be generated.
9B) if the material is not available in storage location
Please refer MM Script of Material Stock transfer or Material Procurement.
MB21- CREAT RESERVATION UNDER MOVEMENT 913MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICHGIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE
1.Click onCheck
2. Click on Post
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9C) Display Material DocumentPrerequisites – Material Document no (Obtained while posting a reservation).
Enter the Material Document no to display the material document.
10 A) Change in Material Requirement
Open the order in change mode
SAP Menu Logistics – Material Management ---Purchasing ---Purchase Order ---Follow on Fuctions ---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
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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CREAT NEW OPERATION
ADD MATERIAL
APPROVAL CAN BE TAKEN FROM ENHANCEMENT TAB/NOTESHEET
10 B) Material Issue against Reservation
Please refer steps 9 to 9C.
11) Create Reservation for Return o f Material t o Store (if material issued is notconsumed)
Please refer steps 10 to 10B with negative quantity. The quantity in the case of return
will be negative .
Add new componentand proceed.
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12) Order Confirmation
SAP Menu Logistics----Plant Maintenance---Maintenance Processing---Completion
Confirmation----Entry—IW41 Individual Time Confirmation
T Code Type IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
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Enter Order no.and pressENTER
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Check the details likeFinal Confirmation andother details and pressENTER
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Number of confirmation isdisplayed below.
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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
Enter the Orderno and pressEnter
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Click on Flag
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Order saved and message isdisplayed with respectivenumbers
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14) Process Notification
Open the notification on change mode and set user status as Work Completed in
Notification.
User Status “ Work Completed ” is set by “ Person Responsible ”.
Information flow is triggered to “ Initiator ” and all “ Person Responsible ” about status update viaEmail and SMS.
SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No. and proceed
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Click here to change thestatus to COMP
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Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about status
update via Email and SMS.
Set the status toCOMP.
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15) Process Notification
Set user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)
Click to change theUser Status
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If the user status is set as Rework (follow all the Steps from 3 to 15)
User Status “Confirmed” or “Rework” is set by “ Initiator ”.Information flow is triggered to all “ Person Responsib le ” about status update via
Email.
User Status “ Work Completed ” is set by “ Person Responsib le ”.
AFTER USER STATUS CONFIRM BY INITIATOR, RESPONSIBLE PERSON WILL
COMPLETE THE NOTIFICATION i.e. WILL FILL CATALOG/END TIME etc.
Status can either bechanged to1. REWK or2. CNFR
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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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Fill up the all catalog data – Object Parts & Damage / Causes / Activities etc.
Click the Flag tocomplete the Notif.
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CLICK ON BLACK FLAG FOR COMPLETION OF NOTIFICATION
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Status is updated to
NOCO. Check the sameand proceed
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17) Maintenance Order Settlement
Enter the following details in the Initial Screen:
Controlling Area
Maintenance Order Number
Settlement Period
Fiscal Year
Processing Type
SAP MenuLOGISTICS---PRODUCTION---SHOP FLOOR CONTROL---PERIOD
END CLOSING---SETTLEMENT---KO88 - INDIVIDUAL PROCESSING
T Code K088
User Menu Select corresponding Node for K088 / Settlement.
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EXECUTE
TEST RUN OK
1. EnterControlling are
2. Enter the followinga. Settlement period b. Fiscal Yearc. Processing Type
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18) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Select Complete (Business)
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Status is updated toCLSD
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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) Logist ics --- Plant maintenance--- Maintenance
processing --- Notification --- Create (General)
b) Logist ics --- 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
Enter Notification Type
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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,
1. Enter short Text
2.Enter Equipmentcode (or)Func.Location
3. SelectBreakdown
4. Enter the appropriate text
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plant, plant section, planner group, Main work center etc. in selection option ‘Equipment
by equipment list’.
2. Assign Notification – Assign to responsib le person fo r maintenance
Partner Function “ Initiator ” is maintained manually by the Notification creator.“Person Responsible ” is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status “ Assigned ” is set by “ Initiator ”.
Information flow is triggered and information is sent to “ Person Responsib le ” via Email.
System will savethis notificationwith generating aninternal number
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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
Enter the Partner details.
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Click hereto changethe staus
Select Assignedand proceed.
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SAVE &
Information flow is triggered and information is sent to “ Person Responsib le ” via Email.
1. Status updated toASGD
2. Save
On saving a mail istriggered in SAP system.
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3. Re-Assign to responsib le person fo r maintenance.
The Mail carries thefollowing details
1.Change the Partner noand press Enter
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New PersonResponsible isassigned
Click here tochange thestatus
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Information flow is triggered to all maintained “ New Personal Responsible ”, and
“Initiator ” via Email.
Select RASG and pressENTER
1. Check the status
2. Save
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4. Acknowledge Noti fication and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below
User Status “ ACKD ” is set by “ Person Responsib le ”.
Notification is “ Put in Process ” by “Person Responsible ”.
Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about status
update.
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
1. Click tochange the staustp ACKD
2. Click hereto put the Notif ication process
3. Click tosave the Notif.
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5) Call the Warranty/AMC Vendor:
Enter the Vendor Details in Vendor Docket Screen in Notification.
Enter all thevendordetails.
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1. EnterPurchasingDoc. No
2. CommunicationDetails (Filled toinform specific personfrom vendor side )
3. Click here tochange the staus toVEND
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SAVE & Information flow is triggered and information is sent to VENDER VIA MAIL.
5) Decision on Maintenance Order Requirement
Decide on the requirement of Maintenance order, based on material to be consumed
from stores
5A) Maintenance Order for material to be consumed from stores
Follow steps from 6 to 24
5B) Maintenance Order not required as no material consumed/services used
Follow steps from 14 to 16
Select thestatus toVEND
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6) Create Maintenance Order from Not ification
1. An Order can be created directly from the Notification screen.
To create an Order directly from the notification screen click create order, as shown
in the above screen.
Click here tocreate an order
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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
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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 getcopied from the orderheader, it can be
replaced if required
2. After enteringthe operation enterthe no of manpower in Nofield and enter the no ofproposed duration in theduration field,Based onthese entries system willcalculate the duration
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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.
These fields will becomegray based on the selectioncriteria, either Gen task list orfunction loc. Or equipmenttask
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Now system will ask you weather you want to copy the work center from the task list or
some other work center you want to choose, if you want to change the work center
according to your notification then change it accordingly.
Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
1. Selectthe task list
2. Click on thisbutton or doubleclick on the tasklist rou
1. Enter yourwork center ifrequired
2. Click onall tocopy this
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7. Material Planning Against Order
Enter the material code no if known or select the material from the drop down, and enter
the required quantity as per the requirement. Then press enter; now system will ask you
for which operation you want to assign this material as shown below, either enter the
operation no or click on operation list and select the desired operation.
If you want to select 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 onGeneral
Select the relevant Operationand press
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On saving the order a message will be displayed.
Reservationcreated
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7A) Workf low for Maintenance Order Approval ( If Required )
It is before REL OF MAINTAINANCE ORDER
Open the Order in change mode using any one navigation option shown below.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
SelectEnhancementTab
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Select Notesheet
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1.Enter theSAPID of theApprover
2.Enter thetext andcontinue
3. Click send mail.
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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.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
1. Releasethe order 2. Save the
order
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9) Check of material availability in sto rage location
SAP Menu
Materials Management ---Purchasing ---Mater Data ---SUbsequent Settlement ---Vendor Rebate Arrangement ---Environment ---Environment ---Condition/Arrangement ---Environment ---Pricing ---Environment ---Value Assignment ---Inventory Management ---Environment ---Stock ---MB52 --- Warehouse Stock.
T Code Type MB52 in Command Field and press
User Menu Select corresponding Node for MB52 / Ware house stock
1. Enter the Plant /Storage Location, Etc
2. Execute
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Material Issue against Reservation (if the material is available in storage location)
Material Code / Qty can be checked here
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9A ) Material Issue against Reservation (if the material is available in storage location)
Prerequisites - Reservation no.
SAP MenuLogistics---Material Management---Purchasing---Purchase Order---Follow On
Functions---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
Enter Reservationno and pressENTER
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Click on MaterialTab
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Click on Quantity Taband check the details
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1. Enter theno if Qty to
be posted
3. Click on Where Taband check the details
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2. Click onreservation tab tocheck the details
1. Check the details likeMoment type / Stock typeStora e Location Etc.
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After checking all thedetails press AccountAssignment Tab.
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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
1.Click onCheck
2. Click on Post
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9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
Enter the Material Document no to display the material document.
10) Change in Material Requirement
Open the order in change mode
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
SAP MenuLogistics --- 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 componentand proceed.
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SelectEnhancement Tab
Select Notesheet
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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 fo r Return of Material to Store (if material issued is not
consumed)
Please refer steps 10 to 10C. The quantity in the case of return will be negative.
1.Enter theSAPID of theApprover
2.Enter thetext andcontinue
3. Click send mail.
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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
Enter Order no.and pressENTER
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A pop window will open as mentioned below.
Check the details likeFinal Confirmation andother details and pressENTER
After entering thetime confirmationdetails ( ActualWork ) SAVE IT.
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Number of confirmation isdisplayed below.
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13) Complete Order
Open the order in change mode using any one navigation option shown below.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Enter the Orderno and pressEnter
Click on Flag
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Check the date andtime and pressENTER
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Order saved andmessage isdisplayed.
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14) Process Notification
Open the notification on change mode and set user status as Work Completed inNotification.
SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No and proceed
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SET USER STATUS COMPLETED BY RESPONSIBLE PERSON & SAVE.SAP MAIL
TO INITIATOR
1. Maintain“Vendor Docket
2. Click tochange theuser status
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User Status “ Work Completed ” is set by “ Person Responsib le ”.
Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about status
update via Email.
Set thestatus toCNFR
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15) Process Notification
Set user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)
Click to change theUser Status
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If the user status is set as Rework (follow all the Steps from 3 to 15)
User Status “Confirmed” or “Rework” is set by “ Initiator ”.
Information flow is triggered to all “ Person Respons ible ” about status update via
Email.
Status can either bechanged to1. REWK or2. CNFR
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16) Complete Notification
Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.
Click the Flag to
complete the Notif.
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Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
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IW32
Maintenance order TECO
Status is updated to
NOCO. Check the sameand proceed
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17) Maintenance Order Settlement
Enter the following details in the next Pop-up window.
Controlling area
Settlement period
Fiscal Year
Processing Type
SAP Menu
T CodeKO88
User Menu Maintenance Order Settlement
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1. EnterControlling are
2. Enter the followinga. Settlement period b. Fiscal Yearc. Processing Type
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18) Business Completion of Maintenance Order
Open the Order in change mode using anyone of the navigation mode.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Select Complete (Business)
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19) PO Process
20) Service Entry Sheet
21) Account ing entry verification
22) Debit/ Credit Notes Refer Work MM Manuals
23) Vendor Payment
24) Display Accounting Document
Status is updated to
CLSD
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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 CenterHR Employee List
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Procedure
1. Access the transaction choosing one of the following navigation options:
SAP Menu
a) Logist ics --- Plant maintenance--- Maintenance
processing --- Notification --- Create (General)
b) Logist ics --- 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
Enter Notification Type
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Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
plant, plant section, planner group, Main work center etc. in selection option ‘Equipment
by equipment list.
1. Enter short Text
2.Enter Equipmentcode (or)Func.Location
3. SelectBreakdown
4. Enter the appropriate text
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2. Assign Notification – Assign to responsib le person fo r maintenance
Partner Function “ Initiator ” is maintained manually by the Notification creator
.“Person Responsib le ” is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status “ Assigned ” is set by “ Initiator ”.
Information flow is triggered and information is sent to “ Person Responsib le ” via Email.
Notification can be assigned to multiple “ Person Responsible ”.Open the Notification in change mode using any one navigation options shown below.
System will savethis notificationwith generating aninternal number
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SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
5. Enter PartnerDetails
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Click hereto changethe staus
Select Assignedand proceed.
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SAVE & MAIL IS SENT TO ASGNED PERSON
1. Status updated toASGD
2. Save
On saving a mail istriggered in SAP system.
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3. Re-Assign to responsib le person fo r maintenance.
The Mail carries the
following details
1. Change the Partner noand press Enter
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New PersonResponsible isassigned
Click here tochange thestatus
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Information flow is triggered to all maintained “ New Personal Responsible ”, and
“Initiator ” via Email.
Select RASG and pressENTER
1. Check the status
2. Save
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4. Acknowledge Noti fication and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below.
Note:
User Status “ ACKD ” is set by “ Person Responsib le ”.
Notification is “ Put in Process ” by “Person Responsible ”.
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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Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” 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
1. Click to
change the staustp ACKD
2. Click hereto put the Notif ication process
3. Click to
save the Notif.
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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.
Click here tocreate an order
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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
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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 getcopied from the orderheader, it can be
replaced if required
2. After enteringthe operation enterthe no of manpower in Nofield and enter the no ofproposed duration in theduration field,Based onthese entries system willcalculate the duration
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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.
These fields will becomegray based on the selectioncriteria, either Gen task list orfunction loc. Or equipmenttask
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Now system will ask you weather you want to copy the work center from the task list or
some other work center you want to choose, if you want to change the work center
according to your notification then change it accordingly.
Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
1. Selectthe task list
2. Click on thisbutton or doubleclick on the tasklist rou
1. Enter yourwork center ifrequired
2. Click onall tocopy this
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7A) Material Planning Against Order
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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Enter the material code no if known or select the material from the drop down, and enter
the required quantity as per the requirement. Then press enter; now system will ask you
for which operation you want to assign this material as shown below, either enter the
operation no or click on operation list and select the desired operation.
Select the relevantOperation and press
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Click onGeneral
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Reservationcreated
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7B) Service Planning against Order
Selectoperation Tab
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1. Change the controlKey to PM03directly(or) Press F4
2. ClickExternal
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Select the appropriate control key and select
Select thecontrol keyPM03
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Enter the Available APO ( Agreement ) in the field .The following data will becopied from the contract.
1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:
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After press ing the Continue check button , fol lowing message will get displayed
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Select the Operation with ( PM03 ) contol key , and Go to EXTERNAL but ton .
Then select the Services available in the APO , from “ service selection” button at
the bottom.
SelectEXTERNALBUTTON
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Select ServiceSelection
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CLICK on the SERVICES for ADOPT SERVICES.
Select ForAdopt servicesfrom APO
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Select ForEntering thecost centre
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Cost fo r the service will appear in the service , is PICKED from APO.On saving the order a message will be displayed .
Continue forservice selection
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8) Workf low for Maintenance Order Approval
Open the Order in change mode using any one navigation shown below
8A) Order Approval
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
SelectEnhancementTab
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APPROVER RECEIVED SAP MAIL.HE APPROVE/ NOTAPPROVE & SENT BACK
Select Notesheet
1.Enter theSAPID of theApprover
2.Enter thetext andcontinue
3. Click send mail.
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9) Check of material availability in sto rage location
SAP Menu
Materials Management ---Purchasing ---Mater Data ---SUbsequentSettlement ---Vendor Rebate Arrangement ---Environment ---Environment---Condition/Arrangement ---Environment ---Pricing ---Environment ---Value Assignment ---Inventory Management ---Environment ---Stock ---MB52 --- Warehouse Stock.
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
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Material Issue against Reservation (if the material is available in storage location)
9A) Material Issue agains t Reservation (if the material is available in sto rage
Material Code / Qty can be checked here
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location)
Prerequisites - Reservation no.
SAP Menu Logistics---Material Management---Purchasing---Purchase Order---Follow On Functions---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
Enter Reservationno and pressENTER
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Click on MaterialTab
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Click on Quantity Taband check the details
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1. Enter theno if Qty to
be posted
3. Click on Where Taband check the details
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2. Click onreservation tab tocheck the details
1. Check the details likeMoment type / Stock typeStorage Location Etc.
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After checking all thedetails press AccountAssignment Tab.
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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 WHICHGIVES MATERIAL DOCUMENT NOMIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE
1.Click onCheck
2. Click on Post
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9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
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---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
SAP MenuLogistics --- 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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SelectEnhancementTab
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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 Requis ition number
Select Notesheet
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Open the order in change mode using any one navigation option shown below.
SAP MenuLogistics --- 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
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11A) Initiate and Release Purchase Requisition
SAP Menu Go to EASY ACCESS Screen by /n
T Code /n
Go to SAP BusinessWorkplace
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Now release the PR as per MM workflow procedure.
12) Purchase Order Process
12A Create Purchase Order.
Maintain Additional information required
Double click on INBOX – Itwill display the list ofMessages .
Open a notesheet for“Purchase.Requisition”
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Maintain Header text as per Requirement
SAP MenuLogistics---Materials Management---Purchasing---Purchase Order ---
Create---ME21N – Vendor / Supplying Plant Known.
T Code ME21N
User Menu Select corresponding Node for ME21N / Create Purchasing Order.
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1. Enter thePurchase req. no
2. Execute
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SELECT PR & ADOPT
PO CREATED
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12B) Change Purchase Order
SAP MenuLogistics---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 changethe Purchase order no.
Eneter therelevantPurch.Order
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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
Click here toenter the Purchaseorder no.
Enter thePurchase order
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12D) Release Purchase Order. Initiate PO release for next level
SAP MenuLogistics---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
1. Enter thePurchase Order no
2. Execute
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Work Order is printed. Please click the icon to view the format.
2.xps
Click TrialPrint Out
Select the no ofcopies req.
Presshere
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13) Post Down Payment (Optional)
This step is optional. Follow the steps in case down payment is requested.
SAP MenuLogistics---Accounts Payable---Document Entry---Down Payment-
--F-48-Down Payment
T Code Type F-48 in Command Field and press
User Menu Select corresponding Node for F-48 / Down Payment.
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Enter the following details
Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)
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14) Call /inform the Vendor:
Open the notification in change mode using any one of the Navigation option.
SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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Enter all theCommunicationdetails
Click here tochange the statusto vend
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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 MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Set the status asVEND
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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---CompletionConfirmation----Entry—IW41 Individual Time Confirmation
T CodeType IW41 in Command Field and press
User Menu Select corresponding Node for IW41 / Completion Confirmation
Enter Order no.and pressENTER
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A pop window will open as mentioned below.
Check the details likeFinal Confirmation andother details and pressENTER
After entering thetime confirmationdetails ( ActualWork ) SAVE IT.
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Number of confirmation is
displayed below.
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19) Complete Order
Open the order in change mode using any navigation option shown below.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Enter the Orderno and pressEnter
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Click on Flag
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Order saved and message isdisplayed with respectivenumbers
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20) Process Notification
Open the notification on change mode and set user status as Work Completed in
Notification
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change
T Code Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No and
proceed
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1. Maintain“Vendor Docket
2. Click tochange theuser status
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Set thestatus toCOMP
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21) Process NotificationSet user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)
Click to change theUser Status
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Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
Click the Flag to
complete the Notif.
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Status is updated to
NOCO. Check the sameand proceed
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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.
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After saving a message is displayed as shown below.
Press
create.
1. Enter theservice details
2. Save
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Creation of ServiceEntry Sheet triggers aauto generated mail
Enter the Mai Id ofthe Approver.
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1. Enter theservice EntrySheet no
2. Execute
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On Saving following Message is displayed
1.Select theRelevant Doc.
2. Release
3. Save
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1. Enter the ServiceEntry Sheet no
2. Execute
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On saving, the following document is displayed.
24) Maintenance Order Settlement
Use any one of the navigation mode to release the Service Entry Sheet.
1. Select theRelevant Doc.
2. Release
3. Save
Enter Doc. HeaderText and press
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SAP Menu
Logistics---Plant Maintenance----Maintenance Processing---
Notification---Maintennace Processing---Completion Confimration----
Entry---IW41---Individual Time Confirmation
T Code K088
User Menu Select corresponding Node for K088 / Individual Time Confirmation
1. EnterControlling area
2. Enter the followinga. Settlement period b. Fiscal Yearc. Processing Type
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25) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Select Complete (Business)
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26) Account ing 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.
Status is updated to
CLSD
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Click here toenter Servicesheet no
Enter Service sheetno and press
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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 Entrysheet no
2. EnterPurchaseorder no
3. Execute
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The Doc. Gets printed. Printed copy can be viewed by clicking the icon.
3.xps
1. Select therelevant field
2. SelectTrial PrintOut
Select Print
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28) Invoice verification Process
28A) Invoice Verification for Service Performed
Use any one of the navigation mode.
SAP Menu Logistics---Material Management---Purchasing---Purchasing Order---
Follow On Functions---MIRO Logistics Invoice Verification
T Code MIRO
User Menu Select corresponding Node for SBWP / Workplace
1. Enter Purchaseorder no.
2. Enter Refno
3. Enter Date
4. Press ENTER afterfilling all the details
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28C) Adjustment of down payment.
Since, Adjustment of down payment is done already follow the next step
28D) Vendor Payment
Use any one of the Navigation option.
In the Initial screen, plz enter the following datas.
Enter Document Date
Enter Posting Date
Enter Bank Account Enter Amount
Select Invoice
An accounting document is generated.
SAP MenuLogistics---Accounting---Financial Accounting---Accounts Payable---
Document Entry---Outgoing Payment---F-53
T Code Type F-53 in Command Field and press
User Menu Select corresponding Node for F-53 / Outgoing Payment
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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.
1. Enter Purchaseorder no.
2. Enter Refno
3. Enter Date
4. Press ENTER afterfilling all the details
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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 tobe 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) Logist ics --- Plant maintenance--- Maintenance
processing --- Notification --- Create (General)
b) Logist ics --- 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
Enter Notification Type
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Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
plant, plant section, planner group, Main work center etc. in selection option ‘Equipment
by equipment list’.
1. Enter short Text
2.Enter Equipmentcode (or)Func.Location
3. SelectBreakdown
4. Enter the appropriate text
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2. Assign Notification – Assign to responsib le person fo r maintenance
Partner Function “ Initiator ” is maintained manually by the Notification creator
.“Person Responsib le ” is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status “ Assigned ” is set by “ Initiator ”.Information flow is triggered and information is sent to “ Person Responsib le ” via Email.
Notification can be assigned to multiple “ Person Responsible ”.
Open the Notification in change mode using any one navigation options shown below.
System will savethis notificationwith generating aninternal number
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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
5. Enter PartnerDetails
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Click hereto changethe staus
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SAVE & MAIL IS SENT TO RESPONSIBLE PERSON
Select Assignedand proceed.
1. Status updated toASGD
2. Save
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On saving a mail istriggered in SAP system.
The Mail carries thefollowing details
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3. Re-Assign to responsib le person fo r maintenance.1. Change the Partner no
and press Enter
New PersonResponsible isassigned
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Click here tochange thestatus
Select RASG and pressENTER
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Information flow is triggered to all maintained “ New Personal Responsible ”, and“Initiator ” via Email.
4. Acknowledge Noti fication and “Put in Process” Notification:
Open the Notification in change mode using any one navigation option shown below.
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
1. Check the status
2. Save
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Note:
User Status “ ACKD ” is set by “ Person Responsib le ”.
Notification is “ Put in Process ” by “Person Responsible ”.
Information flow is triggered to “ Initiator ” and all “ Person Responsib le ” about statusupdate.
1. Click tochange the staus
tp ACKD
2. Click hereto put the Notif ication process
3. Click tosave the Notif.
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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.
Click here tocreate an order
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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
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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 getcopied from the orderheader, it can be
replaced if required
2. After enteringthe operation enterthe no of manpower in Nofield and enter the no ofproposed duration in theduration field,Based onthese entries system willcalculate the duration
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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.
These fields will becomegray based on the selectioncriteria, either Gen task list orfunction loc. Or equipmenttask
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Now system will ask you weather you want to copy the work center from the task list or
some other work center you want to choose, if you want to change the work center
according to your notification then change it accordingly.
Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
1. Selectthe task list
2. Click on thisbutton or doubleclick on the tasklist rou
1. Enter yourwork center ifrequired
2. Click onall tocopy this
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7A) Material Planning Against Order
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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Enter the material code no if known or select the material from the drop down, and enter
the required quantity as per the requirement. Then press enter; now system will ask you
for which operation you want to assign this material as shown below, either enter the
operation no or click on operation list and select the desired operation.
Select the relevantOperation and press
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Click onGeneral
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Reservationcreated
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7B) Service Planning against Order
Selectoperation Tab
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1. Change the controlKey to PM03directly(or) Press F4
2. ClickExternal
Maintain the following:
1. Material Group2. Purchasing Group:3. Purchasing Organization:4. Requisitioner:5. Tracking No:
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Select the appropriate control key and select
Select thecontrol keyPM03
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On saving the order a message will be displayed.
Select the following
1. Service from drop down2. Maintain quantity3. Gross Price and4. Cost Element.
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8) Workf low for Maintenance Order Approval
Open the Order in change mode using any one navigation shown below
8A) Order Approval
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
SelectEnhancementTab
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Select Notesheet
1.Enter theSAPID of theApprover
2.Enter thetext andcontinue
3. Click send mail.
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8B) Order Release
Open the order in the change mode using any one navigation option shown below
Press to release the order and press to save the order.
9) Check of material availability in storage location
1. Releasethe order 2. Save the
order
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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
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SAP Menu Logistics---Material Management---Purchasing---Purchase Order---Follow On Functions---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
Enter Reservationno and pressENTER
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Click on MaterialTab
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Click on Quantity Taband check the details
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1. Enter theno if Qty to
be posted
3. Click on Where Taband check the details
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2. Click onreservation tab tocheck the details
1. Check the details likeMoment type / Stock typeStorage Location Etc.
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After checking all thedetails press AccountAssignment Tab.
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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.
1.Click onCheck
2. Click on Post
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9C) Display Material Document
Prerequisites – Material Document no (Obtained while posting a reservation).
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---Material Management---Purchasing---Purchase Order---Follow OnFunctions---MIGO
T Code Type MIGO in Command Field and press
User Menu Select corresponding Node for MIGO / Goods Issue
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Add new componentand proceed.
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SelectEnhancementTab
Select Notesheet
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10B) Material Requirement change
10C) Material Issue against Reservation
Please refer steps 9 to 9C.
10D) Create Reservation for Return of Material to Sto re
If material issued is not consumed, returning is done as per steps 10 to 10C.
The quantity in the case of return will be negative.
1. Enter theSAP ID of theApprover
2. Enter thetext andcontinue
3. Click send mail.
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11) View Purchase Requis ition number
Open the order in change mode using any one navigation option shown below.
SAP MenuLogistics --- 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
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11A) Initiate and Release Purchase Requisition
SAP Menu Go to EASY ACCESS Screen by /n
T Code /n
Go to SAP BusinessWorkplace
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Now release the PR as per workflow procedure.
13) Purchase Order Process
13)A Create Purchase Order.
Maintain Additional information required
Double click on INBOX – Itwill display the list ofMessages .
Open a notesheet for“Purchase.Requisition”
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13B) Change Purchase Order
SAP MenuLogistics---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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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.
Click here toenter the Purchaseorder no.
Enter thePurchase order
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13D) Release Purchase Order. Initiate PO release for next level
SAP MenuLogistics---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 MenuLogistics---Materials Management---Purchasing---Purchase Order
--- Messages---ME9F – Individual Release.
T Code Type ME9F and in Command Field and press
User Menu Select corresponding Node for ME9F / Release
1. Enter thePurchase Order no
2. Execute
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Work Order is printed. Plz click the icon to view the format.
2.xps
Click TrialPrint Out
Select the no ofcopies req.
Presshere
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14) Post Down Payment (Optional)
This step is optional. Follow the steps in case down payment is requested.
SAP MenuLogistics---Accounts Payable---Document Entry---Down Payment-
--F-48-Down Payment
T Code Type F-48 in Command Field and press
User Menu Select corresponding Node for F-48 / Down Payment.
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Enter the following details
Company CodePosting dateCurrencyVendor CodeHeader TextPurchase orderBank NumberRequest no (Optional)
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15) Call /inform the Vendor:
Open the notification in change mode using any one of the Navigation option.
SAP Menu Logistics --- Plant maintenance --- Maintenanceprocessing --- Notification --- Change
T CodeType IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
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Enter all theCommunicationdetails
Click here tochange the statusto vend
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SelectOperations
Maintain newOperation withControl Key “PM03”.
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1. Select theO eration
2. Select External
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On saving the order following message will be displayed.
Select the following
1. Service from drop down2. Maintain quantity3. Gross Price and4. Cost Element.
Maintain the following:
1. Material Group2. Purchasing Group:3. PurchasingOrganization:4. Requisitioner:5. Tracking No
Maintain APO noand continue
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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---CompletionConfirmation----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 pressENTER
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A pop window will open as mentioned below.
Check the details likeFinal Confirmation andother details and pressENTER
After entering thetime confirmationdetails ( ActualWork ) SAVE IT.
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Number of confirmation isdisplayed below.
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20) Complete Order
Open the order in change mode using any navigation option shown below.
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Enter the Orderno and pressEnter
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Click on Flag
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Check the date andtime and pressENTER
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21) Process Notification
Open the notification on change mode and set user status as Work Completed in
Notification
SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Notification --- Change
T Code Type IW22 in Command Field and press
User Menu Select corresponding Node for IW22 / Notification
Enter the Notification No and
proceed
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1. Maintain“Vendor Docket
2. Click tochange theuser status
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Set thestatus toCOMP
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22) Process Notification
Set user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)
Click to change the
User Status
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If the user status is set as rework (follow all the Steps from 3 to 15)
User Status “Confirmed” or “Rework” is set by “ Initiator ”.Information flow is triggered to all “ Person Respons ible ” about status update via
Email.
23) Complete Notif ication
Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.
Status can either bechanged to1. REWK or2. CNFR
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Fiiup the all catalog data – Object Parts & Damage / Causes / Activities etc.
Click the Flag tocomplete the Notif.
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Status is updated to
NOCO. Check the sameand proceed
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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.
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After saving a message is displayed as shown below.
Press
create.
1. Enter theservice details
2. Save
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Creation of ServiceEntry Sheet triggers aauto generated mail
Enter the Mai Id ofthe Approver.
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24B) Release Service entry sheet Initiate SES release for next l evel.
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 theservice EntrySheet no
2. Execute
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On Saving following Message is displayed
1.Select theRelevant Doc.
2. Release
3. Save
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1. Enter the ServiceEntry Sheet no
2. Execute
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On saving, the following document is displayed.
25) Maintenance Order Settlement
Use any one of the navigation mode to release the Service Entry Sheet.
1. Select theRelevant Doc.
2. Release
3. Save
Enter Doc. HeaderText and press
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SAP Menu
Logistics---Plant Maintenance----Maintenance Processing---
Notification---Maintennace Processing---Completion Confimration----
Entry---IW41---Individual Time Confirmation
T Code K088
User Menu Select corresponding Node for K088 / Individual Time Confirmation
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26) Business Completion of Maintenance Order
Open the order in change mode using anyone of the Navigation option.
1. EnterControlling area
2. Enter the followinga. Settlement period b. Fiscal Yearc. Processing Type
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SAP MenuLogistics --- Plant maintenance --- Maintenance
processing --- Order--- Change
T Code Type IW32 in Command Field and press
User Menu Select corresponding Node for IW32 / Order
Select Complete (Business)
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27) Account ing entry verification
Prerequisite
Service Entry Sheet no
Use any one of the Navigation option
Status is updated toCLSD
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Enter Service sheetno and ress
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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 Entrysheet no
2. EnterPurchaseorder no
3. Execute
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1. Select therelevant field
2. SelectTrial PrintOut
Select Print
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The Doc. Gets printed. Printed copy can be viewed by clicking the icon.
3.xps
Work Certif ication Process
Please refer to work certification Manual
29) Invoice verification Process
29A) Invoice Verification for Service Performed
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.
1. Enter Purchaseorder no.
2. Enter Refno
3. Enter Date
4. Press ENTER afterfilling all the details
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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 Menu
Logistics---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
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SAP Menu
Logistics---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.
1. Enter Purchaseorder no.
2. Enter Refno
3. Enter Date
4. Press ENTER afterfilling all the details