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BSNL

User Manual
Plant Maintenance (PM)
IT Equipments Maintenance
Version:1.1

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Version Control
Date

Version

Author

09.04.2011

1.1

Pankaj

Change Description
Initial

The document has been prepared to be used by the following stake-holders:

End Users Performing day to day transactions as per their Roles and Authorizations in SAP
System.
Core Team Directly involved.
Business Process Owners Respective Business Leaders, involved in validating the process
design.

Important Note:
The information in this document is only meant to be a reference for ERP Process configured as per the Business
Process approved by BSNL Management for Finance & Controlling Module and is not a complete description of the
SAP product and its functionalities. Its main purpose is to serve as a reference Document for User Training and
Support.

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Course Overview
SAP Plant Maintenance module manages all the transactions related to maintenance of
machines or buildings. This training material covers the business process for repairing of IT
Equipments (for e.g. Computers, Laptops, UPS, Photocopier, Fax, Projects etc.) covered under
AMC and Not covered under AMC.

Target Audience

This course is intended for the following audiences:

End Users (Executive, Planner & Manager)

Course Prerequisites

Knowledge of navigating SAP systems


Basic knowledge of Plant Maintenance

Course Goals

This course will prepare you to:

Run the business process for repairing of IT Equipments covered under AMC / Not covered
under AMC
Monthly/Quarterly payments against AMCs

Course Objectives
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After completing this course, you will be able to:

Run the business process for repairing of IT Equipments covered under AMC / not covered
under AMC.
Monthly/Quarterly payments against AMCs

Important information to be noted:-

All documents are to be created in reference to the preceding document.


All SAP Transactions can be executed either by navigating to the required
Transaction through the Menu Path or by simply entering the Transaction Code for
the respective Transaction in the Command Field.

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Business Process Flow chart

Start

No
Material is
defective
Yes
Create RGP

Send material to
vendor with RGP
Printout

Create
Maintenance
Order

No

Material
Covered under
AMC/Warrant

Yes

Create Service
PO; Account
assigned to
Maint. Order

Receive material
& Close RGP

Service entry sheet for


AMC/Bill Payments

End

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Create Returnable gate


pass for the defective
equipment
Prerequisite: material
code should be already
created for the defective
equipment.

Table of Contents
1

Returnable Gate Pass Process Steps ................................................................................................. 8


1.1

Create RGP ............................................................................................................................... 8

1.2

Print RGP ................................................................................................................................. 9

1.3

Return the RGP ...................................................................................................................... 11

1.4

RGP Report ............................................................................................................................ 13

Scenario 1: If the Equipment is covered Under AMC / WARRANTY ................................................. 16


2.1

Structure Display: find equipment .......................................................................................... 16

2.1.1

Create Notification. ........................................................................................................ 17

2.1.2

Update Vendor Docket ................................................................................................... 23

2.1.3

IW22: Complete Notification .......................................................................................... 26

2.1.4

Update Vendor Docket ................................................................................................... 27

2.1.5

Update Catalog Details ................................................................................................... 27

2.2

Service entry sheet Quarterly Payments for AMC ................................................................ 29

2.3

Service Entry Sheet Approval Process ..................................................................................... 33

2.3.1

Go to SAP Inbox of Initiator: ........................................................................................... 33

2.3.2

Go to SAP Inbox of Approver .......................................................................................... 35

Scenario 2: If Equipment is not covered under AMC....................................................................... 37


3.1.1

Structure Display: find equipment .................................................................................. 37

3.1.2

Select the equipment and create order .......................................................................... 39

3.1.3

Release the Permit ......................................................................................................... 42

3.1.4

Release the order and save the order ............................................................................. 44

3.2

Create Service Purchase Order ............................................................................................... 46

3.3

Service PO Approval ............................................................................................................... 50

3.3.1

Go To SAP Inbox of Initiator ............................................................................................ 50

3.3.2

Attach the scanned copy of bill ....................................................................................... 51

3.3.3

SAP Inbox of Forwarded to ............................................................................................. 53


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3.3.4

Go to SAP Inbox of Final Approver .................................................................................. 54

3.3.5

Display Purchase Order: check workflow details ............................................................. 56

3.4

Service Entry Sheet Pass the bill .......................................................................................... 59

3.5

Service Entry Sheet Approval Process ..................................................................................... 63

3.5.1

Go to SAP Inbox of Initiator: ........................................................................................... 63

3.5.2

Go to SAP Inbox of Approver .......................................................................................... 65

3.6

Invoice Verification and Vendor Payment (will be done in FI module)..................................... 66

3.7

Display Maintenance order: cost overview ............................................................................. 66

3.8

Technically complete the Maintenance order......................................................................... 67

3.9

Settlement of Maintenance order .......................................................................................... 69

3.10

Business Complete the maintenance order ............................................................................ 71

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Returnable Gate Pass Process Steps

This process will be used to send the material for repairing outside to
the vendor.
1.1

Create RGP

T-code: ZMMP_RGP01

Field Name

Description

R/O/C

Reference
Type

Whether you want to create RGP


Without material Document

Doc. Year
Vendor

Year of material document


Vendor Code

M
M
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User Action and Values


If you want to create RGP
without reference to material
document then select- 02
Enter Material Document year
Vendor Code will be picked
from Material Document

Commen
ts

Planned
Return
Date
Amount

Planned Return date of Material

Enter Planned Return Date of


Material

Value of Total Material

Header
Text
Item Text

Any Specific Detail

Any Item Specific Detail

Enter the total value of material


going outside the company
Enter any specific detail you
want to inform to Subcontrator
Enter any Item Level specific
detail you want to inform to
Subcontrator

Click on save

1.2

Print RGP

T-Code: ZMMF_RGP - Returnable Gate Pass Generation


Enter the Returnable gate pass number and year.

Click on Execute

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Click on Print Preview to see the preview and click on print button to take the printout.

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Offline step: Take the printout and send the material to vendor with RGP printout.
1.3

Return the RGP

T-code: ZMMP_RGPRET01
Enter the RGP number and year and press enter

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Click on save.

1.4

RGP Report

T-Code: ZMMR_RGP

Click on execute

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2
2.1

Scenario 1: If the Equipment is covered Under AMC / WARRANTY


Structure Display: find equipment

T-Code: IH01

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Click on execute

2.1.1 Create Notification.

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From the structure select equipment and click on Goto  Create Notification General
Select notification type B8 Vendor Maint. Request.

And press enter.

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Click ok.

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Click ok
On the next screen maintain following:

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Maintain
1. Header text
2. Priority
3. Long text: details of breakdown.

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2.1.2 Update Vendor Docket


Click on
Maintain communication details:

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Click on Put in Process

and save.

Offline step: Vendor will come in the office and will repair the equipment.
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2.1.3 IW22: Complete Notification

Enter the notification number already created in the above steps.

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2.1.4 Update Vendor Docket


Click on vendor docket and update the docket details:

2.1.5 Update Catalog Details

Click on

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Click on completed

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2.2

Service entry sheet Quarterly Payments for AMC

Note: If the equipment is covered under warranty no payment will be done to


vendor and process completes here.

T-Code: ML81N

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Click on
Enter purchase order number and press enter

Note: Purchase order will be already created in the system for AMC.

Click on
Click on

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Select the service from PO and click on Adopt services.

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Maintain the quantity of bill

Click on

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2.3

Service Entry Sheet Approval Process

Send Note-sheet for Approval

2.3.1 Go to SAP Inbox of Initiator:

Goto Inbox and open the line item

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To attach the bill click on create


attachment

Click on Initiate
Now note-sheet for service entry sheet is sent to the SAP Inbox of Approver.

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2.3.2 Go to SAP Inbox of Approver

Go to Inbox and open the line item

Open the Inbox note-sheet of Service entry sheet and approve:

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Click on Final Release

After approval note-sheet will be automatically removed from SAP-Inbox.

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Scenario 2: If Equipment is not covered under AMC

3.1.1 Structure Display: find equipment


T-Code: IH01

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Click on execute

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3.1.2 Select the equipment and create order

From the structure select equipment and click on Goto  Create Order.
Select Order type BM03: General Maintenance Order

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And press enter.

Click ok

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On the next screen maintain following:

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3.1.3 Release the Permit

Select the permit and click on Issue:

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Click on continue button:

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3.1.4 Release the order and save the order


Click on Release button

and save button

to save the maintenance order.

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3.2

Create Service Purchase Order

Create the service Purchase order based on the approved quotation. PO will be account assigned to maintenance
order so that the cost of maintenance is updated on the VEHCLE cost center.
T-code: ME21N

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In the Header maintain the below data:


Field Name
PO type
Vendor
Purchase Orr.
Purch. Group
Company code

Field value
Service Order
2000: Decentralized Pur. Or
A30: Admin Circles
1061: WTP

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Remarks
For services
Select the relevant vendor
Select the relevant Purchase Group
Fixed value

For Item maintain the below data


Field Name
A (Account. Assignment category

Field value
F

I (Item Category)
Short text

Matl Group
Plant

Vehicles
6101

Remarks
Select the F category to pass cost on
maintenance order
Select D for services
Enter the short text for the services
required
Select the required material group
Select the required plant

Field value
74000273
1
2800

Remarks
Select from the drop down
Enter the quantity of service
Enter the price as per the final bill of

For Item maintain the below data


Field Name
Service No.
Quantity
Gross Price

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Order

103000001466

G/L Account

5060600

Maintain tax code as relevant.


Click on check button

Click on save

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vehicle service
Enter the maintenance order as
created in the previous transaction
Select the required cost element.

3.3

Service PO Approval

3.3.1 Go To SAP Inbox of Initiator

Double click on the note-sheet for Purchase order

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Enter the HRMS number of the competent authority and attach the scan copy of final bill and click on Initiate
to send the note-sheet for approval.

3.3.2 Attach the scanned copy of bill


Click on Create attachment to attach the final bill:

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Click on Initiate

3.3.3 SAP Inbox of Forwarded to

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3.3.4 Go to SAP Inbox of Final Approver


Open the Note-sheet and Approve.

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3.3.5 Display Purchase Order: check workflow details


T-Code: ME23N

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3.4

Service Entry Sheet Pass the bill

T-Code: ML81N

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Click on
Enter purchase order number and press enter

Click on
Click on

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Select the service from PO and click on Adopt services.

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Maintain the quantity of bill

Click on

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3.5

Service Entry Sheet Approval Process

Send Note-sheet for Approval

3.5.1 Go to SAP Inbox of Initiator:

Goto Inbox and open the line item

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To attach the bill click on create


attachment

Click on Initiate
Now note-sheet for service entry sheet is sent to the SAP Inbox of Approver.

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3.5.2 Go to SAP Inbox of Approver

Go to Inbox and open the line item

Open the Inbox note-sheet of Service entry sheet and approve:

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Click on Final Release

After approval note-sheet will be automatically removed from SAP-Inbox.


End.
3.6

Invoice Verification and Vendor Payment (will be done in FI module)

3.7

Display Maintenance order: cost overview

T-code: IW33

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3.8

Technically complete the Maintenance order

T-Code: IW32
Page | 67

Click on

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3.9

Settlement of Maintenance order

T-code: KO88

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3.10 Business Complete the maintenance order

T-code: IW32

Click on
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Click on Complete

The End.

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