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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................................................................................................ 146
8) Workflow for Maintenance Order Approval...................................................................................161
8A) Order Approval.......................................................................................................................... 161
9) Check of material availability in storage location..........................................................................164
10) Change in Material Requirement................................................................................................173
11) View Purchase Requisition number............................................................................................ 176
12) Purchase Order Process............................................................................................................ 180
12B) Change Purchase Order.......................................................................................................... 184
13) Post Down Payment (Optional).................................................................................................. 191
14) Call /inform the Vendor:.............................................................................................................. 193
15) Change in Service Planning against Order.................................................................................195
16) Service procurement process for new requirement....................................................................196
18) Order Confirmation..................................................................................................................... 196
19) Complete Order.......................................................................................................................... 199
20) Process Notification.................................................................................................................... 203
21) Process Notification.................................................................................................................... 206
22) Complete Notification................................................................................................................. 207
23) Service Entry sheet Process...................................................................................................... 212
23A) Create Service entry sheet with reference to Purchase order.................................................212
24) Maintenance Order Settlement................................................................................................... 220
25) Business Completion of Maintenance Order..............................................................................222
26) Accounting entry verification....................................................................................................... 223
27) Print SES Document.................................................................................................................. 225
28) Invoice verification Process........................................................................................................ 228
28A) Invoice Verification for Service Performed...............................................................................228
3D: Breakdown Maintenance by Vendor (Need Based Service requirement)..........................................231
1. Create Notification........................................................................................................................ 231
2. Assign Notification Assign to responsible person for maintenance............................................234
3. Re-Assign to responsible person for maintenance.......................................................................239
4. Acknowledge Notification and Put in Process Notification:.........................................................241
5) Decision on Maintenance Order Requirement..............................................................................243
6) Create Maintenance Order from Notification................................................................................244
7A) Material Planning Against Order................................................................................................ 249
8) Workflow for Maintenance Order Approval...................................................................................257
8A) Order Approval.......................................................................................................................... 257
9) Check of material availability in storage location..........................................................................259

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10) Change in Material Requirement................................................................................................269


11) View Purchase Requisition number............................................................................................ 272
13) Purchase Order Process............................................................................................................ 275
13B) Change Purchase Order.......................................................................................................... 279
14) Post Down Payment (Optional).................................................................................................. 286
15) Call /inform the Vendor:.............................................................................................................. 288
16) Change in Service Planning against Order.................................................................................290
17) Service procurement process for new requirement....................................................................294
19) Order Confirmation..................................................................................................................... 294
20) Complete Order.......................................................................................................................... 298
21) Process Notification.................................................................................................................... 302
22) Process Notification.................................................................................................................... 305
23) Complete Notification................................................................................................................. 306
24) Service Entry sheet Process....................................................................................................... 311
24A) Create Service entry sheet with reference to Purchase order.................................................311
25) Maintenance Order Settlement................................................................................................... 319
26) Business Completion of Maintenance Order..............................................................................321
27) Accounting entry verification....................................................................................................... 323
28) Print SES Document.................................................................................................................. 326
Work Certification Process............................................................................................................... 329
29) Invoice verification Process........................................................................................................ 329
29A) Invoice Verification for Service Performed...............................................................................329

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OVERVIEW

Business Process Description Overview

Process Overview: Breakdown maintenance


The Breakdown maintenance process shall consist of the following major activities:
1 Raising of breakdown notification with correct priority by operation group to notify
the responsible Maintenance department/ main work centre. Based on effect on
communication, Breakdown notification shall need to be prioritized by assigning correct
priority.
a. Breakdown which directly affects the communication will be given 1 priority
And required to be attended within 4 hours, it would require planning whatsoever
At site
b. Breakdowns which are related to equipments which are indirectly related to
Communication and do not cause immediate communication loss shall be given
Priority 2, such jobs can be attended within 24 hours.
c. Breakdowns related to equipments which are not directly or indirectly related to
Communication but are important otherwise, shall be given priority 3. Such jobs
Can be attended within 3 days
The breakdown notification will mostly be raised by operation group but at times it can
also be raised by maintenance personnel or planning personnel if required.
2. Receipt of Notification by planners for dates scheduling.
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3. Receipt of Breakdown Notifications by Maintenance department for processing.


4. Notification release (Put in process) by assigned person who acknowledges it.
5. Creation of Breakdown Maintenance order by maintenance Department if material or
external service (contractual job) is needed to carry out the maintenance.
Planning of operations (activities)
Planning of materials required
Planning of manpower required
Planning of external service quantity required
6. Release of order by authorized person in maintenance department
7. Issue of materials from store by MM department
8. Execution of work at site by internal manpower and/or external agency.
9. Time confirmation of order operations by maint. Department
10. Entry of technical findings (Damage, cause, activities etc.) and Malfunction end time
in the breakdown notification by maint. Department
11. Completion of tasks in notification and Notification completion (NOCO)
12. Creation of service entry sheet for the external operations (done by external agency)
by maint. Department

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13. Entry of consumed quantity of external services in the service entry sheet and
acceptance of service entry sheet. If service level agreement is breached then penalty
is to be imposed as per agreed terms and conditions.
14. Technical Completion (TECO) of order.
15. Month-end settlement of Maint. Order by Accounts department.

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Business Process Procedure: Breakdown maintenance.

3(A): Breakdown Maintenance Internal processing


(No external services)
1. Create Notification

Purpose
A defect has occurred and you create a Breakdown Notification. You enter a brief
description of defect, technical object (Functional Location / Equipment) on which defect
has occurred, optionally the detail description in subject long text and task required to
be done.
Trigger
Perform this procedure when there is a need for Manpower and material requirement for
your Breakdown Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment)
Main Work Center
Cost Center
HR Employee List

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

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SAP Menu

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


--- Notification --- Create (General)

b) Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Create (Special) --Malfunction Report
T Code

User Menu

Type IW21 / IW24 in Command Field and press


Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type

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1. Enter short Text

2.Enter Equipment
code (or)
Func.Location

3. Select
Breakdown

4. Enter the appropriate text

Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
Plant, plant section, planner group, Main work center etc. in selection option Equipment
by equipment list.
CLICK ON SAVE BUTTON
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System will save


this notification
with generating
an
internal number

2. Assign Notification Assign to responsible person for maintenance

Partner Function Initiator is maintained manually by the Notification creator


.
Person Responsible is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status Assigned is set by Initiator.
Information flow is triggered and information is sent to Person Responsible via Email.
Notification can be assigned to multiple Person Responsible.
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Open the Notification in change mode

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

Click here
to change
the staus

5. Enter Partner
Details
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Select Assigned
and proceed.

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1. Status updated to
ASGD

CLICK ON SAVE BUTTON. MAIL/SAP MAIL IS SENT TO RESPONSIBLE PERSON


SEE IN BOX/ E-MAIL
On saving a mail is
triggered in SAP system.

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The Mail carries the


following details

3. Re-Assign to responsible person for maintenance.

1.Change the Partner no


and press Enter

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New Person
Responsible is
assigned

Click here to
change the
status

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Select RASG and press


ENTER

2. Save

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1. Check the status

Information flow is triggered to all maintained New Personal Responsible, and


Initiator via Email.

4. Acknowledge Notification and Put in Process Notification:

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

User Status ACKD is set by Person Responsible.


Notification is Put in Process by Person Responsible.
1. Click to
change the status
ACKD

2. Click here
to put the
Notification in
process
3. Click to
save the
Notification.

Information flow is triggered to Initiator and all Person Responsible about status
update.
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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


Click here to
create an order

1. An Order can be created directly from the Notification screen.


To create an Order directly from the notification screen click

create order, as shown

in the above screen.

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Check the Order type and proceed

2. On the Create Breakdown order: Central Header Data will get copied from the
Notification e.g. Order Header, Planner Group, Maint work center, Reference object etc.
If any changes are required it can be done.

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3. According to the planning assign the operations which need to be carried out.
The first operation in the operations screen gets copied from the order header as default
by the system as shown below. It can be replaced with some other operation, or if some
similar operations are there in some task list then those operations can also be copied
directly to the order.

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1. First operation
get copied from the
order header, it can
be replaced if
required

2. After entering
the operation enter
the no of manpower in
No field and enter the no
of proposed duration in
the
duration field, Based on
these entries system will
calculate the duration

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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These fields will become


gray based on the
selection
criteria, either Gen task list
or
function loc. Or equipment
task

Click

- execute button at top left of the screen.

You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click

button at top of the page or alternatively you can

double click on the task list group.


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2. Click on this
button or double
click on the task
list group

1. Select
the task list
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. Enter your
work center if
required
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2. Click on
all to
copy this
work
center

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.
If you want to select all
the operations then click
on all, otherwise if you
want to select some
selected operations then
select those operations

7. Material Planning Against Order

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.

1. Select the
Operation and
proceed

2. Press after
selection of
operation

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Click on
General
Data

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Reservation
created

On saving the order a message will be displayed.

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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.

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SAP Menu

T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change
Type IW32 in Command Field and press

Select corresponding Node for IW32 / Order

Select
Enhancement
Tab

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Select Note
sheet

3. Click send mail.

1.Enter theSAP
ID of the
Approver
2.Enter the
text and
continue
Approver received sap mail, he approved/not approved and sent back
Responsible person receive sap mail &released the maintainance order
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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

1. Release
the order

to release the order and press

to save the order.

2. Save the
order

In Maintenance order system status will be set REL

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9) Check of material availability in storage location

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SAP Menu

T Code
User 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.
Type MB52 in Command Field and press
Select corresponding Node for MB52 / Ware house stock

2. Execute
1. Enter the Plant /
Storage Location, Etc

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Material Code / Qty can


be checked here

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

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9A) Material Issue against Reservation (if the material is available in storage
location) Prerequisites - Reservation no

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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 Reservation
no and press
ENTER

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Click on Material
Tab

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Click on Quantity Tab


and check the details

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3. Click on Where Tab


and check the details
1. Enter the
no if Qty to
be posted

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2. Click on
reservation tab to
check the details

1. Check the details like


Moment type / Stock type
Storage Location Etc.

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After checking all the


details press Account
Assignment Tab.

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1.Click on
Check

2. Click on Post

After Posting the material will be posted and document no will be generated.
9B) if the material is not available in storage location
Please refer MM Script of Material Stock transfer or Material Procurement.
MB21- CREAT RESERVATION UNDER MOVEMENT 913
MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH
GIVES MATERIAL DOCUMENT NO
MIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE

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9C) Display Material Document


Prerequisites Material Document no (Obtained while posting a reservation).

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SAP Menu

Logistics Material Management ---Purchasing ---Purchase Order


---Follow on Fuctions ---MIGO

T Code

Type MIGO in Command Field and press

User Menu

Select corresponding Node for MIGO / Goods Issue

Enter the Material Document no to display the material document.

10 A) Change in Material Requirement

Open the order in change mode

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

User Menu

Type IW32 in Command Field and press


Select corresponding Node for IW32 / Order

CREAT NEW OPERATION


ADD MATERIAL

Add new component


and proceed.

APPROVAL CAN BE TAKEN FROM ENHANCEMENT TAB/NOTESHEET

10 B) Material Issue against Reservation

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Please refer steps 9 to 9C.


11) Create Reservation for Return of Material to Store (if material issued is not
consumed)
Please refer steps 10 to 10B with negative quantity. The quantity in the case of return
will be negative.

12) Order Confirmation

SAP Menu

Logistics----Plant Maintenance---Maintenance Processing---Completion


Confirmation----EntryIW41 Individual Time Confirmation

T Code
User Menu

Type IW41 in Command Field and press


Select corresponding Node for IW41 / Completion Confirmation

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Enter Order no.


and press
ENTER

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Check the details like


Final Confirmation and
other details and press
ENTER

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Number of confirmation is
displayed below.

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13) Complete Order

Open the order in change mode

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

User Menu

Type IW32 in Command Field and press


Select corresponding Node for IW32 / Order

Enter the Order


no and press
Enter

Click on Flag

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Check the date and


time and press
ENTER

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Order saved and message is


displayed with respective
numbers

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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 via Email and SMS.

SAP Menu
T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change
Type IW22 in Command Field and press
Select corresponding Node for IW22 / Notification

Enter the Notification


No. and proceed

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Click here to change the


status to COMP

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Set the status to


COMP.

Information flow is triggered to Initiator and all Person Responsible about status
update via Email and SMS.

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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 the


User Status

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Status can either be


changed to
1. REWK or
2. CNFR

If the user status is set as Rework (follow all the Steps from 3 to 15)
User Status Confirmed or Rework is set by Initiator.
Information flow is triggered to all Person Responsible about status update via
Email.
User Status Work Completed is set by Person Responsible.
AFTER USER STATUS CONFIRM BY INITIATOR, RESPONSIBLE PERSON WILL
COMPLETE THE NOTIFICATION i.e. WILL FILL CATALOG/END TIME etc.

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16) Complete Notification

Open the Notification in change Mode

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

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Click the Flag to


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

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CLICK ON BLACK FLAG FOR COMPLETION OF NOTIFICATION

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Status is updated to
NOCO. Check the same
and proceed

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17) Maintenance Order Settlement

SAP Menu

LOGISTICS---PRODUCTION---SHOP FLOOR CONTROL---PERIOD


END CLOSING---SETTLEMENT---KO88 - INDIVIDUAL PROCESSING

T Code

K088

User Menu

Select corresponding Node for K088 / Settlement.

Enter the following details in the Initial Screen:

Controlling Area

Maintenance Order Number

Settlement Period

Fiscal Year

Processing Type

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1. Enter
Controlling are

2. Enter the following


a. Settlement period
b. Fiscal Year
c. Processing Type

EXECUTE
TEST RUN OK

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18) Business Completion of Maintenance Order


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

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SAP Menu

T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change
Type IW32 in Command Field and press

Select corresponding Node for IW32 / Order

Select Complete (Business)

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Status is updated to
CLSD

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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:

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


processing --- Notification --- Create (General)
SAP Menu

b) Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Create (Special) --Malfunction Report

T Code
User Menu

Type IW21 / IW24 in Command Field and press

Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type

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1. Enter short Text

2.Enter Equipment
code (or)
Func.Location

3. Select
Breakdown

4. Enter the appropriate text

Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
plant, plant section, planner group, Main work center etc. in selection option Equipment
by equipment list.
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System will save


this notification
with generating
an
internal number

2. Assign Notification Assign to responsible person for maintenance


Partner Function Initiator is maintained manually by the Notification creator.
Person Responsible is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status Assigned is set by Initiator.
Information flow is triggered and information is sent to Person Responsible via Email.
Notification can be assigned to multiple Person Responsible.
Open the Notification in change mode
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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

Enter the Partner details.

Click here
to change
the staus

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Select Assigned
and proceed.

2. Save

1. Status updated to
ASGD

SAVE &
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Information flow is triggered and information is sent to Person Responsible via Email.

On saving a mail is
triggered in SAP system.

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The Mail carries the


following details

3. Re-Assign to responsible person for maintenance.

1.Change the Partner no


and press Enter

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New Person
Responsible is
assigned

Click here to
change the
status

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Select RASG and press


ENTER

2. Save

1. Check the status

Information flow is triggered to all maintained New Personal Responsible, and


Initiator via Email.
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4. Acknowledge Notification and Put in Process Notification:


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

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code
User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

User Status ACKD is set by Person Responsible.


Notification is Put in Process by Person Responsible.

1. Click to
change the staus
tp ACKD

2. Click here
to put the
Notif ication
process
3. Click to
save the
Notif.

Information flow is triggered to Initiator and all Person Responsible about status
update.

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5) Call the Warranty/AMC Vendor:


Enter the Vendor Details in Vendor Docket Screen in Notification.

Enter all the


vendor
details.

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3. Click here to
change the staus to
VEND

1. Enter
Purchasing
Doc. No

2. Communication

Details (Filled to
inform specific
person from
vendor side)

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Select the
status to
VEND

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

5) Decision on Maintenance Order Requirement

Decide on the requirement of Maintenance order, based on material to be consumed


from stores

5A) Maintenance Order for material to be consumed from stores


Follow steps from 6 to 24

5B) Maintenance Order not required as no material consumed/services used


Follow steps from 14 to 16
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6) Create Maintenance Order from Notification


Click here to
create an order

1. An Order can be created directly from the Notification screen.


To create an Order directly from the notification screen click

create order, as shown

in the above screen.

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Check the Order type and proceed

2. On the Create Breakdown order: Central Header Data will get copied from the
Notification e.g. Order Header, Planner Group, Maint work center, Reference object etc.
If any changes are required it can be done.

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3. According to the planning assign the operations which need to be carried out.
The first operation in the operations screen gets copied from the order header as default
by the system as shown below. It can be replaced with some other operation, or if some
similar operations are there in some task list then those operations can also be copied
directly to the order.
1. First operation
get copied from the
order header, it can
be replaced if
required

2. After entering
the operation enter
the no of manpower in
No field and enter the no
of proposed duration in
the
duration field,Based on
these entries system will
calculate the duration

For copying operation from the task list :


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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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These fields will become


gray based on the
selection
criteria, either Gen task
list or
function loc. Or
equipment task

Click

- execute button at top left of the screen.

You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click

button at top of the page or alternatively you can

double click on the task list group.


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2. Click on this
button or double
click on the task
list group

1. Select
the task list
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. Enter your
work center if
required

2. Click on
all to
copy this
work
center

Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
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If you want to select all


the operations then click
on all, otherwise if you
want to select some
selected operations then
select those operations

7. Material Planning Against Order


Enter the material code / Qty /
Store Location Etc., and
proceed.

Enter the material code no if known or select the material from the drop down, and enter
the required quantity as per the requirement. Then press enter; now system will ask you
for which operation you want to assign this material as shown below, either enter the
operation no or click on operation list and select the desired operation.

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Select the relevant Operation


and press

Click on
General
Data

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Reservation
created

On saving the order a message will be displayed.

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7A) Workflow for Maintenance Order Approval ( If Required )


It is before REL OF MAINTAINANCE ORDER
Open the Order in change mode using any one navigation option shown below.

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Select
Enhancement
Tab

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Select
Notesheet

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3. Click send mail.

1.Enter theSAP
ID of the
Approver
2.Enter the
text and
continue

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8A) Order Release


Open the order in any one navigation options shown below.

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change
Type IW32 in Command Field and press

T Code
User Menu

Select corresponding Node for IW32 / Order

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

to release the order and press


1. Release
the order

to save the order.

2. Save the
order

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9) Check of material availability in storage location

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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

2. Execute
1. Enter the Plant /
Storage Location, Etc

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Material Code / Qty can


be checked here

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

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9A) Material Issue against Reservation (if the material is available in storage location)
Prerequisites - Reservation no.

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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 Reservation
no and press
ENTER

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Click on Material
Tab

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Click on Quantity Tab


and check the details

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3. Click on Where Tab


and check the details
1. Enter the
no if Qty to
be posted

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2. Click on
reservation tab to
check the details

1. Check the details like


Moment type / Stock type
Storage Location Etc.

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After checking all the


details press Account
Assignment Tab.

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1.Click on
Check

2. Click on Post

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

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


Please refer MM Script of Material Stock transfer or Material Procurement.
MB21-UNDER MOV913
MIGO-UNDER913
MIGO-UNDER915
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9C) Display Material Document


Prerequisites Material Document no (Obtained while posting a reservation).

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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 the Material Document no to display the material document.

10) Change in Material Requirement

Open the order in change mode

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SAP Menu

T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change
Type IW32 in Command Field and press

Select corresponding Node for IW32 / Order

Add new component


and proceed.

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Select
Enhancement Tab

Select
Notesheet

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3. Click send mail.

1.Enter theSAP
ID of the
Approver
2.Enter the
text and
continue
SAVE& MAIL IS SENT TO APPROVER. HE WILL APPROVE/NOT APPROVE &SENT
BACK
10B) Material Requirement change
10C) Material Issue against Reservation

Please refer steps 9 to 9C.

11) Create Reservation for Return of Material to Store (if material issued is not
consumed)

Please refer steps 10 to 10C. The quantity in the case of return will be negative.

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12) Order Confirmation

SAP Menu

Logistics----Plant Maintenance---Maintenance Processing---Completion


Confirmation----EntryIW41 Individual Time Confirmation

T Code
User Menu

Type IW41 in Command Field and press


Select corresponding Node for IW41 / Completion Confirmation

Enter Order no.


and press
ENTER

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A pop window will open as mentioned below.


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

Check the details like


Final Confirmation and
other details and press
ENTER

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Number of confirmation is
displayed below.

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13) Complete Order


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

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SAP Menu

T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change
Type IW32 in Command Field and press

Select corresponding Node for IW32 / Order

Enter the Order


no and press
Enter

Click on Flag

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Check the date and


time and press
ENTER

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Order saved and


message is
displayed.

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14) Process Notification


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

SAP Menu
T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change
Type IW22 in Command Field and press
Select corresponding Node for IW22 / Notification

Enter the Notification


No and proceed

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2. Click to
change the
user status

1. Maintain
Vendor Docket
Details

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


TO INITIATOR

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Set the
status to
CNFR

User Status Work Completed is set by Person Responsible.


Information flow is triggered to Initiator and all Person Responsible about status
update via Email.

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15) Process Notification


Set user status as Confirmed Or Set user status as Rework
(follow all the Steps from 3 to 15)

Click to change the


User Status

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Status can either be


changed to
1. REWK or
2. CNFR

If the user status is set as Rework (follow all the Steps from 3 to 15)
User Status Confirmed or Rework is set by Initiator.
Information flow is triggered to all Person Responsible about status update via
Email.

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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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Status is updated to
NOCO. Check the same
and proceed

IW32
Maintenance order TECO
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17) Maintenance Order Settlement

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SAP Menu

T Code
User Menu

KO88

Maintenance Order Settlement

Enter the following details in the next Pop-up window.


Controlling area
Settlement period
Fiscal Year
Processing Type

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1. Enter
Controlling are

2. Enter the following


a. Settlement period
b. Fiscal Year
c. Processing Type

18) Business Completion of Maintenance Order


Open the Order in change mode using anyone of the navigation mode.
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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Select Complete (Business)

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Status is updated to
CLSD

19) PO Process
20) Service Entry Sheet
21) Accounting entry verification

22) Debit/ Credit Notes

Refer Work MM Manuals

23) Vendor Payment


24) Display Accounting Document

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3C: Breakdown Maintenance by Vendor (Need Based Service


and APO is available)

1. Create Notification

Purpose
A defect has occurred and you create a Breakdown Notification. You enter a brief
description of defect,
technical object (Functional Location / Equipment) on which defect has occurred,
optionally the detail
description in subject long text and task required to be done.
Trigger
Perform this procedure when there is a need for Manpower and material requirement for
your Breakdown
Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment)
Main Work Center
Cost Center
HR Employee List

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

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


processing --- Notification --- Create (General)
SAP Menu

b) Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Create (Special) --Malfunction Report

T Code
User Menu

Type IW21 / IW24 in Command Field and press

Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type

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1. Enter short Text

2.Enter Equipment
code (or)
Func.Location

3. Select
Breakdown

4. Enter the appropriate text

Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
plant, plant section, planner group, Main work center etc. in selection option Equipment
by equipment list.

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System will save


this notification
with generating
an
internal number

2. Assign Notification Assign to responsible person for maintenance


Partner Function Initiator is maintained manually by the Notification creator
.Person Responsible is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status Assigned is set by Initiator.
Information flow is triggered and information is sent to Person Responsible via Email.
Notification can be assigned to multiple Person Responsible.
Open the Notification in change mode using any one navigation options shown below.

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SAP Menu
T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change
Type IW22 in Command Field and press
Select corresponding Node for IW22 / Notification

5. Enter Partner
Details

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Click here
to change
the staus

Select Assigned
and proceed.

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2. Save
1. Status updated to
ASGD

SAVE & MAIL IS SENT TO ASGNED PERSON


On saving a mail is
triggered in SAP system.

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The Mail carries the


following details

3. Re-Assign to responsible person for maintenance.

1. Change the Partner no


and press Enter

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New Person
Responsible is
assigned

Click here to
change the
status

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Select RASG and press


ENTER

2. Save

1. Check the status

Information flow is triggered to all maintained New Personal Responsible, and


Initiator via Email.
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4. Acknowledge Notification and Put in Process Notification:


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

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

Note:
User Status ACKD is set by Person Responsible.
Notification is Put in Process by Person Responsible.

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1. Click to
change the staus
tp ACKD

2. Click here
to put the
Notif ication
process
3. Click to
save the
Notif.

Information flow is triggered to Initiator and all Person Responsible about status
update.
5) Decision on Maintenance Order Requirement

Decide on the requirement of Maintenance order, based on material to be consumed


from stores
5A) Maintenance Order for material to be consumed from stores
Follow steps from 6 to 18
5B) Maintenance Order not required as no material consumed/services used
Follow steps from 14 to 16

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6) Create Maintenance Order from Notification

Click here to
create an order

1. An Order can be created directly from the Notification screen.


To create an Order directly from the notification screen click

create order, as shown

in the above screen.

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Check the Order type and proceed

2. On the Create Breakdown order: Central Header Data will get copied from the
Notification e.g. Order Header, Planner Group, Maint work center, Reference object etc.
If any changes are required it can be done.

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3. According to the planning assign the operations which need to be carried out.
The first operation in the operations screen gets copied from the order header as default
by the system as shown below. It can be replaced with some other operation, or if some
similar operations are there in some task list then those operations can also be copied
directly to the order.
1. First operation
get copied from the
order header, it can
be replaced if
required

2. After entering
the operation enter
the no of manpower in
No field and enter the no
of proposed duration in
the
duration field,Based on
these entries system will
calculate the duration

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These fields will become


gray based on the
selection
criteria, either Gen task list
or
function loc. Or equipment
task

Click

- execute button at top left of the screen.

You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click

button at top of the page or alternatively you can

double click on the task list group.


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2. Click on this
button or double
click on the task
list group

1. Select
the task list
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. Enter your
work center if
required

2. Click on
all to
copy this
work
center

Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
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If you want to select all


the operations then click
on all, otherwise if you
want to select some
selected operations then
select those operations

7A) Material Planning Against Order

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 relevant


Operation and press

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Click on
General
Data

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Reservation
created

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7B) Service Planning against Order

Select
operation Tab

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1. Change the control


Key to PM03directly
(or) Press F4

2. Click
External

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Select the
control key
PM03

Select the appropriate control key and select

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Enter the Available APO


( Agreement ) in the field
. The following data will
be copied from the
contract.
1. Material Group
2. Purchasing Group:
3. Purchasing
Organization:
4. Requisitioner:
5. Tracking No:

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After pressing the Continue check button , following message will get displayed
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Select the Operation with ( PM03 ) contol key , and Go to EXTERNAL button.
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Select
EXTERNAL
BUTTON

Then select the Services available in the APO , from service selection button at
the bottom.

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Select Service
Selection

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Select For
Adopt services
from APO

CLICK on the SERVICES for ADOPT SERVICES.

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Select For
Entering the
cost centre

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Continue for
service selection

Cost for the service will appear in the service , is PICKED from APO.
On saving the order a message will be displayed .

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8) Workflow for Maintenance Order Approval

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

8A) Order Approval

Select
Enhancement
Tab

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Select
Notesheet

3. Click send mail.

1.Enter theSAP
ID of the
Approver
2.Enter the
text and
continue
APPROVER RECEIVED SAP MAIL.HE APPROVE/ NOTAPPROVE & SENT BACK

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8B) Order Release

Open the order in the change mode using Transaction code IW32 (or) as mentioned in
the earlier steps. Press
1. Release
the order

to release the order and press

to save the order.

2. Save the
order

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9) Check of material availability in storage location

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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

2. Execute
1. Enter the Plant /
Storage Location, Etc

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Material Code / Qty can


be checked here

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

9A) Material Issue against Reservation (if the material is available in storage
location)
Prerequisites - Reservation no.

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SAP Menu

Logistics---Material Management---Purchasing---Purchase Order--Follow On Functions---MIGO

T Code

Type MIGO in Command Field and press

User Menu

Select corresponding Node for MIGO / Goods Issue

Enter Reservation
no and press
ENTER

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Click on Material
Tab

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Click on Quantity Tab


and check the details

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3. Click on Where Tab


and check the details
1. Enter the
no if Qty to
be posted

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2. Click on
reservation tab to
check the details

1. Check the details like


Moment type / Stock type
Storage Location Etc.

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After checking all the


details press Account
Assignment Tab.

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1.Click on
Check

2. Click on Post

After Posting the material document no will be generated.


9B) If the material is not available in storage location
Please refer MM Script of Material Stock transfer or Material Procurement.
MB21- CREAT RESERVATION UNDER MOVEMENT 913
MIGO- WITH RESPECT TO RESERVATION FOR TRANSFER & POSTING WHICH
GIVES MATERIAL DOCUMENT NO
MIGO-WITH RESPECT TO MATERIAL DOCUMENT FOR PLACE IN STORAGE

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9C) Display Material Document

Prerequisites Material Document no (Obtained while posting a reservation).

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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 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.

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

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Select
Enhancement
Tab

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 Store


If material issued is not consumed, returning is done as per steps 10 to 10C.
The quantity in the case of return will be negative.

11) View Purchase Requisition number

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

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Purchase.
Requisition no can
be viewed

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11A) Initiate and Release Purchase Requisition

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SAP Menu

Go to EASY ACCESS Screen by /n

T Code

/n

Go to SAP Business
Workplace

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Double click on INBOX It


will display the list of
Messages .

Open a notesheet for


Purchase.
Requisition

Now release the PR as per MM workflow procedure.

12) Purchase Order Process


12A Create Purchase Order.

Maintain Additional information required

SAP Menu

Logistics---Materials Management---Purchasing---Purchase Order --Create---ME21N Vendor / Supplying Plant Known.

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T Code

ME21N

User Menu

Select corresponding Node for ME21N / Create Purchasing Order.

Maintain Header text as per Requirement

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2. Execute

1. Enter the
Purchase req. no

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SELECT PR & ADOPT

PO CREATED
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12B) Change Purchase Order

SAP Menu

Logistics---Materials Management---Purchasing---Purchase Order --Change---ME22N Change.

T Code

ME22N

User Menu

Select corresponding Node for ME22N / Change Purchasing Order.

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Click here to change the


Purchase order no.

Eneter the
relevant
Purch.Order

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Change the Description (or) details you want to change and Save.

12C) Display Purchase Order

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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.

Click here to
enter the Purchase
order no.

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Enter the
Purchase order
no.

All the required details can be viewed from this transaction

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12D) Release Purchase Order. Initiate PO release for next level

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SAP Menu
T Code

Logistics---Materials Management---Purchasing---Purchase Order


--- Release---.
PO release work flow

12E) Print PO

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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

2. Execute
1. Enter the
Purchase Order no

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Select the no of
copies req.

Click Trial
Print Out

Press
here

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

2.xps

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13) Post Down Payment (Optional)

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SAP Menu

T Code
User Menu

Logistics---Accounts Payable---Document Entry---Down


Payment---F-48-Down Payment
Type F-48 in Command Field and press

Select corresponding Node for F-48 / Down Payment.

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

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Enter the following details


Company Code
Posting date
Currency
Vendor Code
Header Text
Purchase order
Bank Number
Request 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
T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change
Type IW22 in Command Field and press
Select corresponding Node for IW22 / Notification

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Click here to
change the status
to vend

Enter all the


Communication
details

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Set the status as


VEND

Service vendor details will be updated . Information to Vendor is sent to Vendors 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.

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

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
T Code
User Menu

Logistics----Plant Maintenance---Maintenance Processing---Completion


Confirmation----EntryIW41 Individual Time Confirmation
Type IW41 in Command Field and press
Select corresponding Node for IW41 / Completion Confirmation

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Enter Order no.


and press
ENTER

A pop window will open as mentioned below.


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

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Check the details like


Final Confirmation and
other details and press
ENTER

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Number of confirmation is
displayed below.

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19) Complete Order

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Enter the Order


no and press
Enter

Click on Flag

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Check the date and


time and press
ENTER

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Order saved and message is


displayed with respective
numbers

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20) Process Notification

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

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

Type IW22 in Command Field and press

User Menu

Select corresponding Node for IW22 / Notification

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Enter the Notification


No and proceed

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2. Click to
change the
user status

1. Maintain
Vendor Docket
Details

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Set the
status to
COMP

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21) 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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Status can either be


changed to
1. REWK or
2. CNFR

If the user status is set as rework (follow all the Steps from 3 to 15)
User Status Confirmed or Rework is set by Initiator.
Information flow is triggered to all Person Responsible about status update via
Email.

22) Complete Notification

Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.

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Click the Flag to


complete the Notif.

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

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Status is updated to
NOCO. Check the same
and 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

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SAP Menu

Logistics---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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Press
create.

2. Save

1. Enter the
service details

After saving a message is displayed as shown below.

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Creation of Service
Entry Sheet triggers a
auto generated mail

Enter the Mai Id of


the Approver.

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23B) Release Service entry sheet Initiate SES release for next level.

Prerequisites
Service Entry Sheet no.
Use any one of the navigation mode to release the Service Entry Sheet.

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SAP Menu

Logistics---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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2. Execute

1. Enter the
service Entry
Sheet no

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1.Select the
Relevant Doc.
3. Save

2. Release

On Saving following Message is displayed

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2. Execute

1. Enter the Service


Entry Sheet no

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3. Save

2. Release
1. Select the
Relevant Doc.
On saving, the following document is displayed.

Enter Doc. Header


Text and press

24) Maintenance Order Settlement


Use any one of the navigation mode to release the Service Entry Sheet.

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

Notification---Maintennace Processing---Completion Confimration---Entry---IW41---Individual Time Confirmation

T Code

K088

User Menu

Select corresponding Node for K088 / Individual Time Confirmation

1. Enter
Controlling area

2. Enter the following


a. Settlement period
b. Fiscal Year
c. Processing Type

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25) Business Completion of Maintenance Order


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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Select Complete (Business)

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Status is updated to
CLSD

26) Accounting entry verification


Prerequisite
Service Entry Sheet no
Use any one of the Navigation option

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SAP Menu

Logistics---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.

Click here to
enter Service
sheet no

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Enter Service sheet


no and press

27) Print SES Document


Prerequisite
Service Entry Sheet no.
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SAP Menu

Logistics---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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3. Execute

1. Enter Entry
sheet no

2. Enter
Purchase
order no

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2. Select
Trial Print
Out

1. Select the
relevant field

Select Print

The Doc. Gets printed. Printed copy can be viewed by clicking the icon.

3.xps

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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

3. Enter Date

2. Enter Ref
no

1. Enter Purchase
order no.

4. Press ENTER after


filling 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.

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

In the Initial screen, plz enter the following datas.

Enter Document Date

Enter Posting Date

Enter Bank Account

Enter Amount

Select Invoice

An accounting document is generated.


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28E) Display Accounting Document

Use any one of the navigation mode.

SAP 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.

3. Enter Date

2. Enter Ref
no

1. Enter Purchase
order no.

4. Press ENTER after


filling 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 to
be done.
Trigger
Perform this procedure when there is a need for Manpower and material requirement for
your Breakdown Maintenance Activities
Prerequisites
Technical Object ( Functional Location / Equipment)
Main Work Center
Cost Center
HR Employee List

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

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


processing --- Notification --- Create (General)
SAP Menu

b) Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Create (Special) --Malfunction Report

T Code
User Menu

Type IW21 / IW24 in Command Field and press

Select corresponding Node for IW21 / IW24 / Notification

Enter Notification Type

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1. Enter short Text

2.Enter Equipment
code (or)
Func.Location

3. Select
Breakdown

4. Enter the appropriate text

Note :
If known, the equipment no. can directly be entered or equipment can be selected from
Equipment field F4 help by giving proper selection criteria like equipment description,
plant, plant section, planner group, Main work center etc. in selection option Equipment
by equipment list.

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System will save


this notification
with generating
an
internal number

2. Assign Notification Assign to responsible person for maintenance


Partner Function Initiator is maintained manually by the Notification creator
.Person Responsible is either picked from master data (if maintained) or can be
maintained manually by Notification creator.
User Status Assigned is set by Initiator.
Information flow is triggered and information is sent to Person Responsible via Email.
Notification can be assigned to multiple Person Responsible.
Open the Notification in change mode using any one navigation options shown below.

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

5. Enter Partner
Details

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Click here
to change
the staus

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Select Assigned
and proceed.

2. Save

1. Status updated to
ASGD

SAVE & MAIL IS SENT TO RESPONSIBLE PERSON

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On saving a mail is
triggered in SAP system.

The Mail carries the


following details

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3. Re-Assign to responsible person for maintenance.


1. Change the Partner no
and press Enter

New Person
Responsible is
assigned

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Click here to
change the
status

Select RASG and press


ENTER

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2. Save

1. Check the status

Information flow is triggered to all maintained New Personal Responsible, and


Initiator via Email.
4. Acknowledge Notification and Put in Process Notification:
Open the Notification in change mode using any one navigation option shown below.

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

User Menu

Type IW22 in Command Field and press


Select corresponding Node for IW22 / Notification

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Note:
User Status ACKD is set by Person Responsible.
Notification is Put in Process by Person Responsible.
1. Click to
change the staus
tp ACKD

2. Click here
to put the
Notif ication
process
3. Click to
save the
Notif.

Information flow is triggered to Initiator and all Person Responsible about status
update.

5) Decision on Maintenance Order Requirement


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Decide on the requirement of Maintenance order, based on material to be consumed


from stores

5A) Maintenance Order for material to be consumed from stores


Follow steps from 6 to 18

5B) Maintenance Order not required as no material consumed/services used


Follow steps from 14 to 16

6) Create Maintenance Order from Notification

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Click here to
create an order

1. An Order can be created directly from the Notification screen.


To create an Order directly from the notification screen click

create order, as shown

in the above screen.

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Check the Order type and proceed

2. On the Create Breakdown order: Central Header Data will get copied from the
Notification e.g. Order Header, Planner Group, Maint work center, Reference object etc.
If any changes are required it can be done.

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3. According to the planning assign the operations which need to be carried out.
The first operation in the operations screen gets copied from the order header as default
by the system as shown below. It can be replaced with some other operation, or if some
similar operations are there in some task list then those operations can also be copied
directly to the order.
1. First operation
get copied from the
order header, it can
be replaced if
required

2. After entering
the operation enter
the no of manpower in
No field and enter the no
of proposed duration in
the
duration field,Based on
these entries system will
calculate the duration

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These fields will become


gray based on the
selection
criteria, either Gen task list
or
function loc. Or equipment
task

Click

- execute button at top left of the screen.

You will get the list of Task lists fulfilling the above selection criteria.
Select your Task list and click

button at top of the page or alternatively you can

double click on the task list group.


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2. Click on this
button or double
click on the task
list group

1. Select
the task list
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. Enter your
work center if
required

2. Click on
all to
copy this
work
center

Now System will ask you weather you want to select all the operations of the task list or
only some selected operations you want to select, choose accordingly.
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If you want to select all


the operations then click
on all, otherwise if you
want to select some
selected operations then
select those operations

7A) Material Planning Against Order

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 relevant


Operation and press

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Click on
General
Data

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Reservation
created

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7B) Service Planning against Order

Select
operation Tab

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1. Change the control


Key to PM03directly
(or) Press F4

2. Click
External

Maintain the following:


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

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Select the
control key
PM03

Select the appropriate control key and select

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Select the following


1. Service from drop
down
2. Maintain quantity
3. Gross Price and
4. Cost Element.

On saving the order a message will be displayed.

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8) Workflow for Maintenance Order Approval

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

8A) Order Approval

Select
Enhancement
Tab

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Select
Notesheet

3. Click send mail.

1.Enter theSAP
ID of the
Approver
2.Enter the
text and
continue

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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


1. Release
the order

to save the order.

2. Save the
order

9) Check of material availability in storage location

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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

2. Execute
1. Enter the Plant /
Storage Location, Etc

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Material Code / Qty can


be checked here

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

9A) Material Issue against Reservation (if the material is available in storage
location)
Prerequisites - Reservation no.

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SAP Menu

Logistics---Material Management---Purchasing---Purchase Order--Follow On Functions---MIGO

T Code

Type MIGO in Command Field and press

User Menu

Select corresponding Node for MIGO / Goods Issue

Enter Reservation
no and press
ENTER

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Click on Material
Tab

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Click on Quantity Tab


and check the details

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3. Click on Where Tab


and check the details
1. Enter the
no if Qty to
be posted

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2. Click on
reservation tab to
check the details

1. Check the details like


Moment type / Stock type
Storage Location Etc.

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After checking all the


details press Account
Assignment Tab.

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1.Click on
Check

2. Click on Post

After Posting the material will be posted and document no will be generated.
9B) If the material is not available in storage location
Please refer MM Script of Material Stock transfer or Material Procurement.

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9C) Display Material Document


Prerequisites Material Document no (Obtained while posting a reservation).

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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 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.

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Add new component


and proceed.

Select
Enhancement
Tab

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Select
Notesheet

3. Click send mail.

1. Enter the
SAP ID of the
Approver
2. Enter the
text and
continue

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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 Requisition number


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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

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Purchase.
Requisition no can
be viewed

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11A) Initiate and Release Purchase Requisition

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SAP Menu

Go to EASY ACCESS Screen by /n

T Code

/n

Go to SAP Business
Workplace

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Double click on INBOX It


will display the list of
Messages .

Open a notesheet for


Purchase.
Requisition

Now release the PR as per workflow procedure.

13) Purchase Order Process


13)A Create Purchase Order.
Maintain Additional information required
SAP Menu

Logistics---Materials Management---Purchasing---Purchase Order --Create---ME21N Vendor / Supplying Plant Known.

T Code

ME21N

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User Menu

Select corresponding Node for ME21N / Create Purchasing Order.

Maintain Header text as per Requirement

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2. Execute

1. Enter the
Purchase req. no

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13B) Change Purchase Order

SAP Menu

Logistics---Materials Management---Purchasing---Purchase Order --Change---ME22N Change.

T Code

ME22N

User Menu

Select corresponding Node for ME22N / Change Purchasing Order.

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Click here to change the


Purchase order no.

Eneter the
relevant
Purch.Order

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Change the Description (or) details you want to change and Save.

13C) Display Purchase Order

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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.

Click here to
enter the Purchase
order no.

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Enter the
Purchase order
no.

All the required details can be viewed from this transactions.

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

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SAP Menu

Logistics---Materials Management---Purchasing---Purchase Order


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

T Code

ME29N

User Menu

Select corresponding Node for ME29N /Individual Release

13E) Print PO

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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

2. Execute
1. Enter the
Purchase Order no

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Select the no of
copies req.

Click Trial
Print Out

Press
here

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

2.xps

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14) Post Down Payment (Optional)

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SAP Menu

T Code
User Menu

Logistics---Accounts Payable---Document Entry---Down


Payment---F-48-Down Payment
Type F-48 in Command Field and press

Select corresponding Node for F-48 / Down Payment.

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

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Enter the following details


Company Code
Posting date
Currency
Vendor Code
Header Text
Purchase order
Bank Number
Request 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
T Code
User Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change
Type IW22 in Command Field and press
Select corresponding Node for IW22 / Notification

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Click here to
change the status
to vend

Enter all the


Communication
details

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Set the status as


VEND

Service vendor details will be updated . Information to Vendor is sent to Vendors Email
ID thru SAP as per the details maintained in Vendor Docket Screen.

16) Change in Service Planning against Order

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Select
Operations

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

1. Select the
Operation

2. Select External

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Maintain the following:


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

Select the following


1. Service from drop
down
2. Maintain quantity
3. Gross Price and
4. Cost Element.

Maintain APO no
and continue

On saving the order following message will be displayed.

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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
T Code
User Menu

Logistics----Plant Maintenance---Maintenance Processing---Completion


Confirmation----EntryIW41 Individual Time Confirmation
Type IW41 in Command Field and press
Select corresponding Node for IW41 / Completion Confirmation

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Enter Order no.


and press
ENTER

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A pop window will open as mentioned below.


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

Check the details like


Final Confirmation and
other details and press
ENTER

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Number of confirmation is
displayed below.

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20) Complete Order

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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Enter the Order


no and press
Enter

Click on Flag

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Check the date and


time and press
ENTER

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Order saved and message is


displayed.

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21) Process Notification

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

SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Notification --- Change

T Code

Type IW22 in Command Field and press

User Menu

Select corresponding Node for IW22 / Notification

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Enter the Notification


No and proceed

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2. Click to
change the
user status

1. Maintain
Vendor Docket
Details

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Set the
status to
COMP

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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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Status can either be


changed to
1. REWK or
2. CNFR

If the user status is set as rework (follow all the Steps from 3 to 15)
User Status Confirmed or Rework is set by Initiator.
Information flow is triggered to all Person Responsible about status update via
Email.

23) Complete Notification

Open the Notification in the change mode using transaction code IW22 or from the SAP
menu as mentioned in the earlier steps.

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Click the Flag to


complete the Notif.

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

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Status is updated to
NOCO. Check the same
and 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

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SAP Menu

Logistics---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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Press
create.

2. Save

1. Enter the
service details

After saving a message is displayed as shown below.

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Creation of Service
Entry Sheet triggers a
auto generated mail

Enter the Mai Id of


the Approver.

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24B) Release Service entry sheet Initiate SES release for next level.

Prerequisites
Service Entry Sheet no.
Use any one of the navigation mode to release the Service Entry Sheet.

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SAP Menu

Logistics---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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2. Execute

1. Enter the
service Entry
Sheet no

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1.Select the
Relevant Doc.
3. Save

2. Release

On Saving following Message is displayed

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2. Execute

1. Enter the Service


Entry Sheet no

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3. Save

2. Release
1. Select the
Relevant Doc.
On saving, the following document is displayed.

Enter Doc. Header


Text and press

25) Maintenance Order Settlement


Use any one of the navigation mode to release the Service Entry Sheet.

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

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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1. Enter
Controlling area

2. Enter the following


a. Settlement period
b. Fiscal Year
c. Processing Type

26) Business Completion of Maintenance Order


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

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SAP Menu

Logistics --- Plant maintenance --- Maintenance


processing --- Order--- Change

T Code

Type IW32 in Command Field and press

User Menu

Select corresponding Node for IW32 / Order

Select Complete (Business)

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Status is updated to
CLSD

27) Accounting entry verification

Prerequisite
Service Entry Sheet no
Use any one of the Navigation option

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SAP Menu

Logistics---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.

Click here to
enter Service
sheet no

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Enter Service sheet


no and press

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28) Print SES Document


Prerequisite
Service Entry Sheet no.

SAP Menu

Logistics---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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3. Execute

1. Enter Entry
sheet no

2. Enter
Purchase
order no

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2. Select
Trial Print
Out

1. Select the
relevant field

Select Print

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The Doc. Gets printed. Printed copy can be viewed by clicking the icon.

3.xps

Work Certification Process


Please refer to work certification Manual

29) Invoice verification Process

29A) Invoice Verification for Service Performed

Use any one of the navigation mode.


SAP Menu

Logistics---Material Management---Purchasing---Purchasing Order--Follow On Functions---MIRO Logistics Invoice Verification

T Code

MIRO

User Menu

Select corresponding Node for SBWP / Workplace

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3. Enter Date

2. Enter Ref
no

1. Enter Purchase
order no.

4. Press ENTER after


filling all the details
29B) Debit/ Credit Notes

29C) Adjustment of down payment.


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

29D) Vendor Payment

Use any one of the Navigation option.

SAP Menu

Logistics---Accounting---Financial Accounting---Accounts Payable--Document Entry---Outgoing Payment---F-53

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T Code

Type F-53 in Command Field and press

User Menu

Select corresponding Node for F-53 / Outgoing Payment

In the Initial screen, plz enter the following datas.

Enter Document Date

Enter Posting Date

Enter Bank Account

Enter Amount

Select Invoice

An accounting document is generated.

29E) Display Accounting Document

Use any one of the navigation mode.

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.

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3. Enter Date

2. Enter Ref
no

1. Enter Purchase
order no.

4. Press ENTER after


filling all the details

Note : In the Breakdown Maintenance process, there are processes related to other Modules
like FICO / MM. These processes are explained only in brief. For more details /
informations, respective module manuals to be referred.
For example: - Following are explained only in brief. Pl. refer the respective modules.
BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0

Page | 374

Account Entry Verification


Invoice verification Process
Invoice Verification for Service Performed
Vendor Payment

Note : For PO, RFQ, Contract, SES creation please refer MM User Manuals

BSNL_PM_UM_05_Breakdown_Maintenance_Process_V3.0

Page | 375