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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)
Title: User Manual In PM Version No: 2.0 Page 1 of 25


End User Training Manual PM Module 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












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)
Title: User Manual In PM Version No: 2.0 Page 2 of 25


End User Training Manual PM Module Page 2 of 25

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 Description Usage
2002 Alubond Ent. (I) Pvt. Ltd.
2003 Alstrong Ent. (I) Pvt. Ltd. Unit-I
2005 Alstrong Ent. (I) Pvt. Ltd. Unit-II In Sambha Plant


















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)
Title: User Manual In PM Version No: 2.0 Page 3 of 25


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3. Menu Path / Transaction Code:
T-Code Description Usage
IW31
Maintenance Order for Notification of
various TYPES of maintenance activity
by respective departmental HOD.
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.
IW32
The status of Order is changed (to
execute the jobs) by the concerned
HODs.
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.
IW33
The status of Order is displayed by
this transaction.
The status of order is seen on screen as
DISPLAY only. No change in the order is
allowed while on Display mode
IW39
List of Maintenance Order can be
viewed for information in various
formats and its status can be seen by
selecting individually.
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.



















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)
Title: User Manual In PM Version No: 2.0 Page 4 of 25


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4. Screen flow:
1. How to Log on:



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:







Password is
entered here
Password can be changed by
using this button
T-Code is put
here for access
to SAP Menu

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)
Title: User Manual In PM Version No: 2.0 Page 5 of 25


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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 Logistics
Short cut
transactions by
using T-Codes
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

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)
Title: User Manual In PM Version No: 2.0 Page 6 of 25


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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. The maintenance order is created directly. All important information is captured internally.
2. Estimated cost, maintenance activity type etc is filled.
3. Order is saved.
4. The maintenance Order is created with the number comes up on the screen with the massage.
5. The T- code IW32 is used to change the Order.
6. Plan operation, Plan Material etc.
7. Plan External Services If required, by control key PM03
8. Assign the internal employees names for each operation by using enhancement key.

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)
Title: User Manual In PM Version No: 2.0 Page 7 of 25


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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.


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)
Title: User Manual In PM Version No: 2.0 Page 8 of 25


End User Training Manual PM Module Page 8 of 25











Equipment number

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)
Title: User Manual In PM Version No: 2.0 Page 9 of 25


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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.



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)
Title: User Manual In PM Version No: 2.0 Page 10 of 25


End User Training Manual PM Module 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 or press Enter key


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)
Title: User Manual In PM Version No: 2.0 Page 11 of 25


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Now Select Operation Line Item and click on External Tab then one following window will
open as per below.


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)
Title: User Manual In PM Version No: 2.0 Page 12 of 25


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Now give the detail as per job

1. Material Group

For Electrical Maintenance
For Mechanical Maintenance
For Utility Service
For IT Service


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)
Title: User Manual In PM Version No: 2.0 Page 13 of 25


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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)
Title: User Manual In PM Version No: 2.0 Page 14 of 25


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2. Purchasing Group
160- Alstrong Unit II (SAMBA)
106 Alstrong Unit I ( BARI BRAHMAN)
104 - Alubond


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)
Title: User Manual In PM Version No: 2.0 Page 15 of 25


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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

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)
Title: User Manual In PM Version No: 2.0 Page 16 of 25


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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)
Title: User Manual In PM Version No: 2.0 Page 17 of 25


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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) )


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)
Title: User Manual In PM Version No: 2.0 Page 18 of 25


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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)




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)
Title: User Manual In PM Version No: 2.0 Page 19 of 25


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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 doesnt work.




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)
Title: User Manual In PM Version No: 2.0 Page 20 of 25


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Step 3a Service Entry Sheet











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)
Title: User Manual In PM Version No: 2.0 Page 21 of 25


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Now, click on Create Entry Sheet (Shift+F1)



Click here for Service
PO then one POP Up
window will Open
Post here Service
PO No.

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)
Title: User Manual In PM Version No: 2.0 Page 22 of 25


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Write here Invoice
No. & date
Click Basic data &
Give the Service
location name
Copied Service No.,
Quantity and Gross Price
from Service PO

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)
Title: User Manual In PM Version No: 2.0 Page 23 of 25


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Click on Accept
Data Tab and give
the Posting Date
Click on Value Tab
and Check the
Service Net Value's

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)
Title: User Manual In PM Version No: 2.0 Page 24 of 25


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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.


















Click on Green
Flag and Release
the Entry Sheet

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)
Title: User Manual In PM Version No: 2.0 Page 25 of 25


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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 RFQs)
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.
Right Click on
Yellow Traffic
Light and Save
and Accept Entry
Sheet.