Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 1 of 25
End User Service Entry Sheet Training Manual
Table of Contents
1.
Process overview.…...…………………………………………………………………………………………………….2
2.
Organization elements………..…………………………………………………………………………………………2
3.
Menu Path / Transaction Code ………………………………………………………………………………………3
4.
Screen flow ……………………………………………………………………………………………………………..…..4
5.
Create the Maintenance Order ………………………………………………………………………………..…….6
6.
Steps of Maintenance Order ………………………………………………………………………………..…………6
7.
Sample of Material pick list …………………………………………………………………………………………….9
8.
Standard Reports………………….…………………………………………………………………………………………9
9. Service Entry Sheet …………………………………………………………………………………………………………10
End User Training Manual – PM Module
Page 1 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Page 2 of 25
Version No: 2.0
1. Process overview
This process is applicable for General Maintenance process for initiating maintenance Orders and SES in
system. The Maintenance Order Issued will help to keep the history of all events connected to
maintenance activities.
2. Organization elements
Organization elements are building blocks of SAP. Each module within SAP has its own organization
elements. PM module has following organization elements.
Plant: An organizational unit for dividing an enterprise according to production, procurement,
maintenance, and materials planning.
A place where materials are produced, or goods and services are provided.
At WWG following Plants are used:
Code
2002
2003
2005
Description
Alubond Ent. (I) Pvt. Ltd.
Alstrong Ent. (I) Pvt. Ltd. Unit-I
Alstrong Ent. (I) Pvt. Ltd. Unit-II
End User Training Manual – PM Module
Usage
In Sambha Plant
Page 2 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 3 of 25
3. Menu Path / Transaction Code:
T-Code
Description
IW31
Maintenance Order for Notification of
various TYPES of maintenance activity
by respective departmental HOD.
IW32
The status of Order is changed (to
execute the jobs) by the concerned
HODs.
IW33
The status of Order is displayed by
this transaction.
IW39
List of Maintenance Order can be
viewed for information in various
formats and its status can be seen by
selecting individually.
End User Training Manual – PM Module
Usage
The maintenance order is issued on the
Notifications for Various types of
maintenance i.e. general corrective
maintenance, Break down, Preventive, &
Shut down Maintenance, Civil auto mobile
etc.
The status of Order issued is changed to
execute the jobs and put in to process for
maintenance Activity. The Order enables
the department to get issued the spares and
consumable from Stores.
The status of order is seen on screen as
DISPLAY only. No change in the order is
allowed while on Display mode
List of Orders which are 'in process',
'Outstanding' and 'Completed' as selected
can be viewed for information in various
formats and its status can be seen by
selecting individually.
Page 3 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 4 of 25
4. Screen flow:
1. How to Log on:
Password can be changed by
using this button
Password is
entered here
The User will LOG ON to the SAP System by the user name and password provided. This is similar to login.
to any other system for Email ID. Etc. The password can be changed by the user as and when required.
After the user log on to the SAP system the new screen appears. This is called SAP Easy Access screen.
This Initial screen allows user to use short cut by T-code access or by navigating SAP menu as similar to
any micro soft windows explorer screen on computer.
2.
Access to SAP Screen:
T-Code is put
here for access
to SAP Menu
End User Training Manual – PM Module
Page 4 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
cut
(Sr. ProjectShort
Manager)
User Manual In PM
Version No: 2.0
transactions byPage 5 of 25
using T-Codes
SAP Navigation by
exploring the SAP
Menu to Logistics
After the pressing Enter button, following screen will be displayed; The Plant maintenance is for PM
module in this Orders are made.
SAP Navigation by
exploring the SAP Menu
to Plant Maintenance
Create Order for all types
of Maintenance
Create Service Entry
Sheet for all maint.
services
End User Training Manual – PM Module
Page 5 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 6 of 25
5. Create the Maintenance Order:
7. Steps of Maintenance Order: - Maintenance Order is made when the Men, material or services
are required to complete the maintenance activity.
1.
2.
3.
4.
5.
6.
7.
8.
The maintenance order is created directly. All important information is captured internally.
Estimated cost, maintenance activity type etc is filled.
Order is saved.
The maintenance Order is created with the number comes up on the screen with the massage.
The T- code IW32 is used to change the Order.
Plan operation, Plan Material etc.
Plan External Services If required, by control key PM03
Assign the internal employees names for each operation by using enhancement key.
End User Training Manual – PM Module
Page 6 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 7 of 25
9. Decide whether material Purchase Requisition is required or not.
10. PR is created by T-Code ME51N.
11. Set user status of Order Planning Done
12. Save the maintenance Order.
13. Confirm the dated of execution. Basic date & basic finish date.
14. Status scheduling done, save.
15. Approve /release the Order. (Green flag.)
16. Print the material pick list.
17. Goods are issued by store against the order.
18. Service PR is generated automatically. Release the PR. Purchase department issues the PO.
19. Set user status to work in progress and permit taken check.
20. Set status APPV done.
21. Confirm maintenance operation IW41 with deviation, this field is mandatory.
22. Go to notification for technical completion up date notification.
23. Catalog up date, malfunction start - end for actual down time.
24. Enter technically inspected by.
25. Save.
26. TECO maintenance order. IW32.
27. Settlement of maintenance Order.
28. Invoice verification for external service's ML81n Service entry sheet.
29. Order Completed. Stop.
End User Training Manual – PM Module
Page 7 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 8 of 25
Equipment number
End User Training Manual – PM Module
Page 8 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 9 of 25
8. Sample of Material pick list :
9. Standard Reports :
IW 39
All types of Orders Issued in different formats.
a. The T-Code ML81n is used to fill up the service entry sheet.
b. This function is to clear the invoice raised by vendor against the job done as external services
hired.
c. The user fills the actual working hours or activity unit performed by the vendor.
d. The amount is entered accordingly.
End User Training Manual – PM Module
Page 9 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 10 of 25
10. Service Entry Sheet:Firstly — SAP External Service Management (ESM) must not be confused with SAP Service Management
(SM). ESM is the procurement of services. SM is to provide services to a client.
With External Services, you have a PO for services with Goods Receipt taking place. The Goods Receipt is
called Service Entries. In contrast with goods (stock or non stock) where receiving is typically done by the
inventory management group, the Service Entries are done by business themselves. The logic is that the
business generated the request for the service that is where it was done, it will be best if they do
confirmation that service took place.
Lets look at the traditional SAP purchasing cycle vs SAP purchasing cycle for External Services.
When we used external service for maintenance job then Ist create the maintenance order and go to
operation Tab
1. Select Control Key
PM03 Plant maintenance-External (services) then after click on continue button
End User Training Manual – PM Module
or press Enter key
Page 10 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Now Select Operation Line Item and click on External Tab
open as per below………………………….
End User Training Manual – PM Module
Page 11 of 25
then one following window will
Page 11 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 12 of 25
Now give the detail as per job
1. Material Group
For Electrical Maintenance
For Mechanical Maintenance
For Utility Service
For IT Service
End User Training Manual – PM Module
Page 12 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
End User Training Manual – PM Module
Version No: 2.0
Page 13 of 25
Page 13 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 14 of 25
2. Purchasing Group
160- Alstrong Unit –II (SAMBA)
106 – Alstrong Unit – I ( BARI BRAHMAN)
104 - Alubond
End User Training Manual – PM Module
Page 14 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 15 of 25
3. Purchasing Organisation
For Plant - 2000 – Decentralise
For HO – 1000 - Centralise
4. Select Service No. (Activity No.) as per suitable job and requirement Qnty. , Gross Price and
Cost Element
End User Training Manual – PM Module
Page 15 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
End User Training Manual – PM Module
Version No: 2.0
Page 16 of 25
Page 16 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 17 of 25
5. Select Cost Element
The big difference is that the item category is D (services) is used. For the item, detail Service to be
performed can be specified. The receiving is a 2 step process. Create and then Accept Service Entry
Sheet
Note:Lets step through the process change the maintenance order user status and release order.
Then after re-open the maintenance order in change mode and go to operation tab (External)
Select here Act. Data Tab
Look here in Purchasing
Requisition No.
Now send the Requisition No. for Releasing
(This is a service Purchase Requisition No. (Service PR) )
End User Training Manual – PM Module
Page 17 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 18 of 25
Lets step through the process and look at the documents. The steps are
Step 1 – Automatic System generate Service Purchase Requisition
Step 2 – Convert to Purchase Order
Step 3a – Service Entry Sheet
Step 3b – Acceptance of Service Entry Sheet
Step 4 – Invoice and payment (not shown here)
End User Training Manual – PM Module
Page 18 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 19 of 25
Step 1 – Automatic System Generate Service Purchase Requisition
What makes the PR a ESM PR is the Item category. For goods it is blank. For ESM it is D (Service). if the
item category D is selected, it is mandatory to provide the account assignment.
Step 2 – Convert to Purchase Order
The PR is converted to a PO. If me59 (automatic creation of PO) is used, the Material Group must also be
entered in the selection criteria, otherwise it doesn’t work.
End User Training Manual – PM Module
Page 19 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 20 of 25
Step 3a – Service Entry Sheet
End User Training Manual – PM Module
Page 20 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 21 of 25
Click here for Service
PO then one POP Up
window will Open
Post here Service
PO No.
Now, click on Create Entry Sheet (Shift+F1)
End User Training Manual – PM Module
Page 21 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 22 of 25
Write here Invoice
No. & date
Click Basic data &
Give the Service
location name
Copied Service No.,
Quantity and Gross Price
from Service PO
End User Training Manual – PM Module
Page 22 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 23 of 25
Click on Accept
Data Tab and give
the Posting Date
Click on Value Tab
and Check the
Service Net Value's
End User Training Manual – PM Module
Page 23 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 24 of 25
Click on Green
Flag and Release
the Entry Sheet
Step 3b – Acceptance of Service Entry Sheet
This is the equivalent of a Goods Receipt. The result of accepting a SES will be a material document with movement type 101
(GR against PO). Depending of process the SES can be created and Accepted by different people. Typically the acceptance is
done by a more senior person.
End User Training Manual – PM Module
Page 24 of 25
Title:
Organization:
Worlds Window Group
Date:
11.10.2012
Project:
Project Udaan
Created by:
Mahesh Rai
Team:
Plant Maintenance
Review by:
Mr. Tinkle Goyal
(Sr. Project Manager)
User Manual In PM
Version No: 2.0
Page 25 of 25
Right Click on
Yellow Traffic
Light and Save
and Accept Entry
Sheet.
Note:
A traffic light indicate the status of the SES
Red = Not yet accepted — only SES
Yellow = Accepted but still to be saved
Green = accepted and saved
Additional notes on External Service Management
Release procedure and SES
Release procedures can be build in PR, PO and Service Entry Sheets. (Also possible on Outline Agreements
and RFQ’s)
Service Outlines
The services in the PR / PO can be specified in a hierarchy.
Outline Agreement (Contracts)
Services specified in PR / PO as well as Unplanned Services entered in SES can be pulled from a contract
(Outline Agreement).
Service masters & Service Conditions
The services can either be free text or Services Masters (similar to material masters for goods). The prices
for these services are stored in Service Conditions. Lots of SAP customers start using ESM without Service
Masters. And even if Service Masters are used, one do not need to use Service Conditions.
Account Assignment U
Under special cases (if allowed), an account assignment U (Unknown) can be selected when creating the
PR / PO. In this case the correct account assignment category must be provided when the service entry
sheet is created.
End User Training Manual – PM Module
Page 25 of 25