End User Manual Fleet Management

End User Manual
Title: SAP PM
Module: PLANT MAINTENANCE
SAP Release Ver.: SAP ECC 6.0
Created by: MAHESH RAI
Created on: 06/05/14
Title: SAP PM
SAP Release Version: SAP ECC 6.0
June 2014
User Manual
Module: -plant maintenance
SAP FLEET MANAGEMENT ICD

End User Manual
Title: SAP PM
Table of Content
S.No. Page No.
1.
Introduction ..................................................................................... 3
2.
Getting Started ................................................................................. 4
3.
Master Data..................................................................................... 12
3.1
Functional Location .......................................................................................................12
3.2
Equipment ......................................................................................................................24
3.3
Measuring Points ............................................................................................................37
4.
Maintenance Processing................................................................ 44
4.1
Measuring documents...............................................................................................................46
4.2
Breakdown Maintenance Process: ...........................................................................................55
4.3
Preventive Maintenance............................................................................................................94
4.4
Regular Maintenance: ..............................................................................................................130
5. Plant Maintenance Information System ...............................137
5.1 Standard Reports.................................................................................................................

End User Manual
Title: SAP PM
1. Introduction
SAP R/3 is an integrated and industry independent standard software
Which covers integrates and connects all functional areas in a business.SAP
AG defines integration as "defined communication". Although R/3 is
designed for complete integration, it can also be used for a couple of business
areas.
SAP is the abbreviation for Systems Applications and Products in Data

Processing.
The purpose of this document is to provide an overview of SAP PM
Functionality and the details of how the transactions are carried out in SAP
R/3.
The document has been organized as follows;
* Master data maintenance required for PM module is covered first. Master

data maintenance is the most important aspect as these data affects all the
transaction where that Master data is used. It is very much controlled by
authorizations as per the policy of the company.
* As a PM user, you will be using various transactions to replicate day-to-day

work in SAP R/3.So all the transactions, which are relevant to you for
carrying out Plant Maintenance activities, are covered in this.
Master data maintenance and transaction processes are explained with the
help of SAP screen Shots. This will help you in executing the same perfectly.

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Title: SAP PM
2. Getting Started
LOG ON:
Select SAP Log in Icon
On PC Desktop & press enter key or double click,
Or follow the menu path as shown in following screen:
The following screen will appear.
Select Server and click on Log on icon
Logging onto the SAP R/3 system

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Title: SAP PM
Sap R/3 systems are client systems. The client enables you to run
Several business operations at the same time in one SAP R/3 system.
Client is, in organizational terms, an independent unit in the system.
Clients have their own data environment and therefore their own user
master and transaction data, assigned user master records and chart
off accounts and specific customizing parameters.
So that you log on to SAP R/3 system, you must have a master record
created for you for corresponding client. For reasons of access
protection, you must enter a password when you log onto the sap system. The
system does not display the password you enter.
SAP R/3 system is available in several languages. Use the language
input field to select the log on language for each session.

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Title: SAP PM
Elements of the screen layout: -
Command Field: Use command field (hidden as default) to go to

applications directly by entering the transaction code.
Standard Tool Bar: the push buttons in the standard tool bar are found
on every screen in an SAP R/3 system. Any push buttons that cannot
be used in a particular application are grayed out. If you place your
cursor on a push button for a while the system displays a quick info text
that explains the push button function.
The Application Tool Bar: shows which functions are available in the
current application.
A Tab page: provides a clearer overview of several information screens
Status bar: the status bar displays information on the current system
status, for example. Warning or error messages
Menu bar: the menus shown here depend on which application you are
working in.
Title bar: the title bar displays the functions that are available for the
user.
Check boxes:Check boxes enable you to select several options

simultaneously within a group.
Radio Buttons: allow you to choose exactly one item form a selection.
The below shown screen gives you a detail explanation.

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Title: SAP PM
SAP Easy Access
Sap easy access is the standard entry screen displayed after the logon.
You navigate through the system using the tree structure.

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Selecting Functions
You can call functions in the system as follows
1. Menu Option
2. Favorites
3. Entry in the SAP easy Access menu
/n ends the current session
/i deletes the current session
/oCV01N opens a new session and branches out to the transaction

specified (CV01N)

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By entering Search_SAP_menu in the command field, you can

display menu paths for the desired SAP transaction.
Field help: F1 and F4
Use F1 to display an explanation of fields, menus, functions and

messages.
F1 Help also provides technical information on the relevant field.

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Title: SAP PM
* Use F4 to display possible inputs. You can also access F4 help for a
Selected field using the button immediately to the right of that field.

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User Specific Personalization

The end user has many possibilities for personalizing the system.
For example as shown in the screen below.

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SAP Symbols or icons

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3. Master Data
3.1 Functional Location
Functional locations are elements of a technical structure (for example,
functional units within a system). Functional locations can be created
according to the hierarchy, and can be structured based on the following
criteria:
*Functional
*Process-related
*Spatial
Each functional location is managed independently in the system, to:

Manage individual data from a maintenance perspective for the object
Perform individual maintenance tasks for the object
Keep a record of the maintenance tasks performed for the object
Collect and evaluate data over a long period of time for the object
Trigger:
Functional locations need to be structured according to functional, process-
related or spatial criteria. Whenever any new location identified we need to
create Functional location.

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Procedural Steps
Description:
Use this transaction for creating structured location
Double CLICK on selected line or press Enter to get following screen

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Press enter key or click on icon
Instructions
In the initial screen, enter the values in the following fields:
Field Name Required/Optional User action and allowed values
Functional location R Functional location code is to be entered as
per the structure
Structure R Structure of func. With hierarchy level

indicator
Fuct. Loc. cat. R Type of fictional loc.

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Ensure General data screen is open or click on GENERAL TAB

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After entering required data click on LOCATION TAB

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After entering required data click on ORGANISATION TAB
TO GET FOLLOWING SCREEN:

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Title: SAP PM

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After entering required data click on STRUCTURE TAB

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Click on to save and following message will be given by

the system
The Functional Location is saved.
Through transaction code IL02, required functional location can be

opened for editing
If Functional location installation is to be changed, click on icon
on structure tab, to get the following screen

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First dismantle the already existing installation and then input /
select new installation location and click on Enter / Continue icon
Click on to save the changes made and following

message will be given by the system.

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3.2 Equipment
A piece of equipment is an individual object that is to be maintained
independently.
Each piece of equipment is managed independently in the system, so that you
can:
Manage individual data from a maintenance perspective for the object
Perform individual maintenance tasks for the object
Keep a record of the maintenance tasks performed for the object
Collect and evaluate data over a long period of time for the object
Pieces of equipment can be installed and dismantled at functional locations.
The usage times for a piece of equipment at a functional location are
documented over the course of time.
Trigger:
Maintenance history needs to be captured for a physical technical object.
Whenever any new Machine/Computer etc. Purchased we need to create
Equipment Master.
Correct Equipment Type has to be chosen always for proper functioning.

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Description:
Use this transaction for creating & maintaining Equipment
Double click or press Enter Key to reach the following screen

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Instructions

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Press Enter key or click on Enter / Continue icon to reach the

following Screen

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Enter the parameters as detailed below: in General screen

Screen fields data entry instruction:

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Title: SAP PM

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Screen

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Title: SAP PM

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Now Click on Organization tab to get the

following screen

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Title: SAP PM
Now Click on Structure tab to get the following

screen
Click here for

Installation
at functional
location

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Title: SAP PM
The field in the Function location blank, so it is to be selected for the

Hierarchy Icon.
Click on icon on structure tab, to get the

following screen

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Title: SAP PM
First dismantle the already existing installation and then input/select new
Installation location and click on Enter / Continue icon

If you select the Superior Equipment Instead of Functional Location
then that Equipment will be called Sub Equipment.
Now Click on Warranty tab to get the following

screen

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WARRANTY END
WARRANTY DATE
START DATE
Click on to Save the Equipment and following message

will be given by the system
Warranty is the commitment of the manufacturer, vendor, or

retailer to guarantee services to a customer either free-of-charge or
only charged in part, over a certain period of time.
Warranty details of equipment can be incorporated during equipment
creation or can be done in equipment data change transaction and
can be viewed through display mode
Whenever we try to create a notification or order, SAP system
will alert with a warning message with warranty details if the
equipment is still under warranty [period
To accommodate different warranty conditions against different warranty

services, a separate master warranty is to be created and the same is to
be assigned to the equipment master data

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3.3 Measuring Points

Measuring Points:
Measuring points in MY SAP ERP System describe the physical and/or
logical locations at which a condition is described (for example, the feed
water temperature of a boiler, or the number of run hours of a machine)
In Plant Maintenance, measuring points are located on technical objects, in

other words, on pieces of equipment or functional locations.
Measuring points are classified into:
Measuring points
Normal inspection points like temperature, pressure readings
Counters
Counter is a provision in my SAP ERP to represent the wear and tear of an

object, consumption, or the reduction of an object s useful life Counters can
be used to accumulate the readings like equipment run hours, Energy
Consumption readings, etc.
Trigger:

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A measurement or counter reading for any Equipment/ Functional location to

capture its current condition.
Creation of Measuring Point: -

Measuring Points can be created for Functional location and Equipment.
ID: PM Title: Maintaining of Master Data - Equipment

Business process: Measuring Points
Case 1: Normal Measuring Point
As shown in the following screen, select the transaction


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Press Enter Key or click on Details icon to reach the following

Screen

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If measuring point is normal measuring point and if data like max. and min.
range is to be given then click on Additional data tab. This data will
determine for automatic generation of notification whenever entered reading
is beyond extreme limits.

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Go to: Additional data for entering Maximum and Minimum Values:
Click on The Measuring Point is saved.
Case 2: Measuring Point as Counter

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Press Enter Key to view the following screen

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Click on The Measuring Point (Counter) is saved.

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4. Maintenance Processing
4.1 Measuring documents
Measurement readings are to be taken at measuring points in particular
Measurement units at particular intervals. (For example, the feed water
temperature in degrees Celsius of the boiler daily at 6.00 am)
Measurement readings describe a condition at a measuring point at a

particular point in time, and represent the transaction data for measuring
points in the MY SAP ERP System. They are documented in the form of
Measurement documents.
An optimum value for a particular measuring point to which the device

concerned is calibrated can be maintained as a target value for the measuring
point.
Creation of Measuring Document:

Measuring documents can be created for Functional location & equipment
measuring points.
Trigger:
A measurement or counter reading from a measurement point needs to be
entered into the system.

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Case 1: Normal Measuring Point

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Press Enter Key
Case 1- if the measuring point is a counter following screen will appear as

Below

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Click on to save the readings
Case 2- if the measuring point is not a counter following screen will

appear

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Click on to save the Readings.

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Notifications
Notification is a means, by which internal company notifications like
equipment malfunctions; breakdowns, maintenance requests or activity reports
etc are entered and managed in Plant Maintenance.
Notifications can be created on Equipment and Functional locations.
Trigger:
An internal problem or maintenance request needs to be logged for
problem reporting and technical resolution.

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Use this transaction for creating Notifications on Functional Locations and

Equipment.
As technical objects like buildings are installed as Functional locations, all

jobs that are required to be carried for buildings are to be created on
Functional Locations.
Maintenance Request (Minor) (MN)
Maintenance requests are notifications used to request the maintenance

department to perform an activity. Unlike malfunctions reports, maintenance
requests are not used in the event of malfunctions. They are typically used in
conjunction with investments, reconstruction or replacement.
Malfunction Report (Major) (MJ)

A malfunction report describes a malfunction of an object, which
restricts the performance of that object in some way. A user can use a
malfunction report to inform the maintenance department that a system is not
functioning correctly, is not working at all, or is producing poor results.
Malfunction reports are intended to prompt the maintenance department to
carry out a maintenance task to restore the target condition of the object.

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Activity Report (M3)
An activity report describes a maintenance activity that has already been

carried out and was not necessitated by a malfunction, problem or dam age.
An activity report is a technical document and is used to verify which
activities were carried out when, and for what reason, as well as the
result of these activities.
Typical examples of activity reports include inspection or maintenance
findings. These documents all the results of an inspection, or the technical
values of an object determined during or after regular preventive
maintenance work. Inspection tasks are not requested explicitly via a
malfunction report and are usually based on inspection orders.
Preventive maintenance work is carried out to preserve the target
condition of the object, and is based on preventive maintenance plans.
IT Report (IT)
An IT report describes a malfunction of an object, which restricts the
performance of that object in some way. A user can use a malfunction report
to inform the maintenance department that a system is not functioning
correctly, is not working at all, or is producing poor results. Malfunction
reports are intended to prompt the maintenance department to carry out a
maintenance task to restore the target condition of the object.
After selecting the transaction, press Enter key or double click to reach the
following screen

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In the Initial screen, you can select the type of Notification and press ENTER
key or click on Enter / Continue icon to reach the next screen

Type of Notification:
Maintenance Orders
To carry out internal maintenance jobs or external services as per the
maintenance requests or according to day to day observations and for
preventive maintenance activities, a maintenance order is to be prepared to
plan for material, manpower and services requirement.
On the basis of maintenance orders only, maintenance jobs costing,
reservation for material and manpower planning can be done.
Maintenance Orders are to be created by Maintenance dept on:
Functional Locations

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Equipments
Maintenance Orders can be created against:
Notifications
Direct/Adhoc
Maintenance plans (thro. maintenance plans and schedules)
Maintenance Orders are to be created on the following conditions:
When a material is to be drawn from the storage location
When External Services are required.

When history of activities are need to be captured.
The different types of Maintenance Orders configured in the system are as

follows:
Type Description
PMMJ Breakdown/malfunction maintenance
PMMN Regular Maintenance Order
PM03 Preventive Maintenance order
Please use appropriate type of order, for capturing the data under various
categories.
As technical objects like buildings are installed as Functional locations, for

jobs that are required to be carried out, Maintenance orders are to be
created on Functional Locations.
4.2 Breakdown Maintenance Process:

Malfunction Report (MJ)

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A malfunction report describes a malfunction of an object, which

restricts the performance of that object in some way. A user can use a
malfunction report to inform the maintenance department that a system is
not functioning correctly, is not working at all, or is producing poor
results. Malfunction reports are intended to prompt the maintenance
department to carry out a maintenance task to restore the target condition of
the object.
()
Create Notification for reporting Machinery malfunctions/Breakdown
(MJ)
>Fill the Description of the Problem
>Fill/Select Functional location & Equipment
>Fill the Reported BY

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>Press ENTER
>WE find this screen which show last 3 activities status on that particular
equipment
Notification Header

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IMPORTANT: If it is a Breakdown, checkbox Breakdown to be

selected.
After entering all the required values, click on to save the

Notification.
ii) Notification Processing
Initially Notification will have the status OSNO when it is created,

Notification is to be released for changing the status as NOPR and after
completing the notification, status will change to NOCO, if any order
is assigned to this notification, status ORAS will be there.
Different Notification Status codes are shown below
After entering all the required values, click on to save the

Notification.
And following message will appear on the screen

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If NO cost is involved we can document all work in Notification Only. There

is no need to create Maintenance Order.
Notification-Put in process:
iii) Notification Completion

Notification is to be selected by using transaction codes IW22 / IW28 to
reach the following screen

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Enter the notification number in Notification box or select from the list
Press Enter key or click on Notification to reach the following screen
Enter completion details as explained in following table

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Complete the notification by clicking on Complete Flag.

Observe status change from NOPR to NOCO (Notification completion.)
The Notification is completed, If the activity is unsatisfactory, the

notification can again be opened and again put into operation.
With reference to this notification, If Maintenance order is to be created for

carrying out the above work,
Then click on
Or go to menu path PM Notification -> Order -> Create -> Direct as

shown in the following screen

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You will reach the following screen

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Enter / check Order Type, Main work center and click on Enter /
Continue icon
To reach the following screen

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For planning in terms of manpower and material and for further processing of
order,
After entering required details, save the order and following
message will appear on the screen.
iv) Maintenance Order Creation/Change

Trigger:
Internal work hours and costs need to be captured and transferred to
other cost objects for maintenance / service work.

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Observe the system status, during creation and order processing:

CRTD - Order created
MANC - Material availability not checked

NTUP - Dates not updated
NMAT - No Material components
PRC - Order Precosted

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SETC - Settlement Rule created

TECO - Technical Completion
CNF - Complete confirmation
REL - Order released
CLSD - Order Closed
PCNF - Partial confirmation
Enter the field values in different tabs like
as explained in following table

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Title: SAP PM

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Notes:
If the operations are more than one operation, use the operation
tab strip, and enter as many operations as required.
The work centers for different operations can be different. (If required).
Control Key PM01 Denotes - Work done by Own Employee & PM03
denotes - work done by External Vendor. For PM03 Purchase Requisition will
be created automatically. Which will go for Release Process & then Purchase
Order will be created?
This is MM Module Process, can be viewed in MM User Manual.

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Fill the Material Group, Purchasing Group, Requisitioner name, Tracking No.
Then Click on this

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Purchase Requisition Number Generated.

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Notes:
Item category - significance of L and N
L - Generally stock able item, when a component is selected L - a

Reservation is created.
Reservation creation is irrespective of material stock. (Means, even if the
Material is not available in the storage Location, reservation will be created.).
N means Non-stock able, but coded item. Even if stock is available, N can be
indicated.

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The system will create a PR for the Items for which N is indicated.
Reservation Number Generated for Stock Item. Material Issue against

Reservation
Process can be viewed in MM as it is MM Process.
Click on to save the Order
v) PROCESSING THE ORDER

1. RELEASING THE ORDER

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ORDER CAN BE RELEASED WHILE CREATING OR AFTER

CREATION ALSO.
RELEASING WHILE CREATING
CLICK ON RELEASE FLAG THE SYSTEM STATUS WILL

CHANGE
FROM CRTD TO REL
RELEASING AFTER CREATION and then SAVE the Order.
SELECT THE ORDER WHICH IS TO BE RELEASED BY TRANS CODE

IW32

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ENTER THE ORDER NO OR SELECT FROM THE DROP DOWN LIST
Select the Release Button to release the order
The order will be released, Check status as below.

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v) COMPLETION CONFIRMATION
A.TIME CONFIRMATION
Trigger:
Actual hours worked and materials used need to be recorded and posted to the
PM order.

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Press Enter key or double click (with mouse Left key) to reach the
following screen;

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PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN

SELECT THE OPERATIONS TO BE CONFIRMED
AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

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DOUBLE CLICK ON THE ACTUAL DATA

FOLLOWING SCREEN WILL APPEAR

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ENTER THE OPERATION

ENTER THE START & END DATE WITH TIME
CONFIRM ACTUAL MAN HOURS
IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL
CONFIRMATION BOX
CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE
REQUIRED AGAINST THE RESERVATION.
IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK

BOX CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION
SAVE THE CONFIRMATION BY CLICKING ON
AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

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vi) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE
INVOICE.
Trigger:
Requirement for recording services performed by service provider
Menu Path

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OR
Use transaction code ML81N to reach the following screen

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Select Purchase order number as shown in next screen

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Click on the Enter / Continue icon

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Click on the service selection tab
Following screen will appear

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Following screen will appear

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The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

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Click on the green flag for accepting the services.

Save the transaction clicking save button
Following message will appear
B.GOODS ISSUE Part will be taken care in MM User manual.
vii) ORDER TECHNICAL COMPLETION

SELECT THE ORDER FROM MENU PATH

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Complete the order by clicking on Complete Flag.

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Click on Technical
Completion Flag
WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS

CURRENT DATE & TIME BUT STILL IT CAN BE CHANGED FOR
PAST CONFIRMATIONS
Check status TECO
viii) Order Settlement

Order settlement is used to control costs and to identify where maximum costs
are being incurred for maintenance. Costs associated with the maintenance
work are assigned to Cost centers. Costs arising out of executing an order
are initially collected on the order. These costs are then transferred to a
receiver, for e.g. Cost centre. The receiver of costs are specified in the order
and settlement carried out at regular intervals by FI.

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ix) Business Completion

The business completion of an order is usually performed when no further
costs are expected to be posted to the order.
An order can only have business completion when:
It has been technically completed
It has been settled and the order balance is 0
No outstanding purchase orders (commitments) exist for it
All data that refers to the reference object of the maintenance order is
available and correct
All relevant data in the operations and sub-operations is available and correct
The business completion function for an order defines the following
information for the order:
The order obtains the status Completed. It is indicated as fully completed.

The order cannot receive any more postings, even for posting of costs. It is
locked for all collective-processing changes.
Business completion can be performed for an individual order

Several orders using collective processing
Business completion of the order can also be cancelled.
4.3 Preventive Maintenance

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To ensure higher equipment availability and reliability, preventive

maintenance plans are required for critical equipments and system s.
The preventive maintenance plans can generate PM order/Notification
Service Entry Sheet as per the pre-defined schedules, based on time elapsed or
any other performance criteria.
i) Maintenance task lists

Maintenance task lists describe a sequence of individual maintenance
activities, which must be performed repeatedly within a company. In PDIL we
are using only one maintenance task list: i.e.
General Maintenance Task List
Tcode: IA05

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ii) Maintenance Plan

Maintenance plan describes the maintenance and inspection tasks to be
performed at maintenance objects with the dates and scope of the tasks.
Time-Based maintenance Plans
In time-based maintenance planning maintenance is performed in specific
cycles, for example, every two months or every six months.

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Maintenance Planning:
Maintenance planning is done to describe the dates and scope of

corrective maintenance and inspection activities at technical objects. This
ensures that the technical objects are maintained on time and thereby function
optimally.
Based on analysis by the maintenance personnel, equipments are identified,

where planned maintenance needs to be carried out. Apart from the
experience, maintenance person may refer manufactures recommendations
and the history of the equipment to define the basis.
The maintenance planner also needs to identify the units for the maintenance
plans -
Time (weekly, monthly, yearly, etc.) or performance (every 100 running
hours, every 10,000 shots etc.). For performance based maintenance plans,
relevant measuring counter needs to be defined for the technical object and
measurement readings need to be updated regularly.
The maintenance planner decides the maintenance call objects for the plan.
The call object can be maintenance order, notification or service entry sheet.
Based on the selection, system generates a call object for a maintenance
plan, when a maintenance call is due. The maintenance planner decides
initially which call object is required.
As mentioned earlier, maintenance plans can be single cycle, strategy

based or multiple counters, as per the requirement of each equipment /
functional location.
Maintenance task lists shall be prepared for equipments / functional location,

as per the requirement. The task lists contains detailed sequence of activities
to be performed, spares and estimated time required for completing the job.
For the activities, which are common amongst group of equipments, a general
task list may be prepared.

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A maintenance plan includes the task list, maintenance strategy along

with other scheduling parameters.
Tcode :IP01

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iii) Maintenance Plan Scheduling

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Once the maintenance plans are created, then these plans are scheduled.
It is important to input Start date or Starting counter reading in the
individual maintenance plan. This date or counter reading decides the
schedule dates.
Scheduling can be done manually as well as by system. It is recommended to

do the scheduling by system to avoid manual errors.
Whenever a schedule falls due, the system creates a maintenance order,

notification or service entry sheet depending on definition of the call object of
the plan.
The maintenance planner shall schedule the maintenance plan. Before the call
Objects are created by the system; maintenance planner may manually call the
job or skip the job, depending on the situation.
If the call object is a maintenance order, then maintenance planner shall

release it manually after checking the order.
There is provision in the system to shift the next scheduled maintenance

date of a maintenance plan, if there is considerable delay in completing the
order or the orders are completed much ahead of the schedule. These tolerance
ranges for shifting can be decided while defining maintenance plan by the
maintenance planner depending on the nature of the job.
Tcode: IP10

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Title: SAP PM

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Title: SAP PM
Tcode: IW39

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Title: SAP PM
iv) Maintenance Order Processing

The maintenance order is a detailed planning assistance for maintenance tasks
to be performed. The order is used to:
Add tasks (if required) in Task List attached in Preventive Maintenance
Order with detail regard to type, scope, dates and resources
Monitor the execution of tasks (operations)

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Title: SAP PM
Define rules for account assignment, settlement and budgets

Enter, assign and settle the costs which arise from tasks
The order can be processed internally by own employees, or can be

processed externally, that is, assign it to another company for processing.
An order consists of:

Order header
Object list
Operations
Material list
Settlement rule
Costs
Observe the system status, during creation and order processing:

CRTD - Order created
MANC - Material availability not checked
NTUP - Dates not updated
NMAT - No Material components
PRC - Order Precosted
SETC - Settlement Rule created
TECO - Technical Completion
CNF - Complete confirmation
REL - Order released
CLSD - Order Closed
PCNF - Partial confirmation
Order Release
Preventive Maintenance orders will be already released. If order has been
released and subsequently additional operations are entered for it, these
are automatically released.
Following activities can only be performed when order is released:

Printing shop papers

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Title: SAP PM
Withdrawing material
Posting goods receipts
Entering time completion confirmations
Tcode: IW32

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Title: SAP PM

End User Manual
Title: SAP PM
Fill the Material Group, Purchasing Group, Requisitioned name, Tracking No.
Then Click on this

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Title: SAP PM
Notes:
Item category - Significance of L and N.
L - Generally stock able item, when a component is selected L a reservation

is created.
Reservation creation is irrespective of material stock. (Means, even if the

Material is not available in the storage Location, reservation will be created.).
N Means Non-stock able, but coded item - Even if stock is available N can
be indicated.
The system will create a PR for the Items for which N is indicated.

End User Manual
Title: SAP PM
Reservation Number Generated for Stock Item. Material Issue against

Reservation process can be viewed in MM as it is MM Process.

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Title: SAP PM

End User Manual
Title: SAP PM
Change of Purchase Requisition (Tcode: ME52N)

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Title: SAP PM
We Need to fill the

DOP Clause & Pre
Qualification for
Each PR.
Creation of PO & Material Issue is covered under MM Module.
v) SERVICE ENTRY SHEET

SERVICE ENTRY SHEET HAS TO BE FILLED FOR CLEARING THE
INVOICE.
Trigger:

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Title: SAP PM
Requirement for recording services performed by service provider
Menu Path

End User Manual
Title: SAP PM
or use transaction code ML81N to reach the following screen

End User Manual
Title: SAP PM
Select Purchase order number as shown in next screen

End User Manual
Title: SAP PM
Click on the Enter / Continue icon

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Title: SAP PM
Click on the service selection tab

End User Manual
Title: SAP PM
The following screen will appear

ACCEPTING SERVICE ENTRY SHEET

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Title: SAP PM
Only Authorized person can release the Service Entry Sheet.

End User Manual
Title: SAP PM
Tcode ML85 or ML81n Can be used to release the Service Entry Sheet with
proper authorization.

End User Manual
Title: SAP PM

End User Manual
Title: SAP PM

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Title: SAP PM
vi) COMPLETION CONFIRMATION

A.TIME CONFIRMATION
Trigger:
Actual hours worked and materials used need to be recorded and posted to the
PM order.

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Title: SAP PM

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Title: SAP PM
PRESS ENTER KEY TO REACH THE FOLLOWING SCREEN
SELECT THE OPERATIONS TO BE CONFIRMED
AND FOLLOW THE MENU PATH SHOWN IN THE NEXT SCREEN

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Title: SAP PM
CLICK ON THE ACTUAL DATA
FOLLOWING SCREEN WILL APPEAR

End User Manual
Title: SAP PM
ENTER THE OPERATION
ENTER THE START & END DATE WITH TIME

CONFIRM ACTUAL MAN HOURS
IF WE ARE DOING FINAL CONFIRMATION SELECT THE FINAL
CONFIRMATION BOX
CLICK ON CLEAR OPEN RES. IF NO MORE MATERIALS ARE
REQUIRED AGAINST THE RESERVATION.
IF THERE IS NO REMAINING JOBS TICK THE NO REMAIN WORK

BOX
CLICK ON RIGHT ARROW KEY FOR NEXT OPERATION
SAVE THE CONFIRMATION BY CLICKING ON
AND FOLLOWING MESSAGE WILL APPEAR ON THE SCREEN

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Title: SAP PM
vii) ORDER TECHNICAL COMPLETION

SELECT THE ORDER FROM MENU PATH

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Title: SAP PM
Complete the order by clicking on Complete Flag

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Title: SAP PM
WHILE COMPLETING TECHNICALLY SYSTEM DEFAULTS

CURRENT DATE & TIME BUT STILL IT CAN BE CHANGED FOR
PAST CONFIRMATIONS
Check status TECO
viii) Order Settlement

Order settlement is used to control costs and to identify where maximum
costs are being incurred for maintenance. Costs associated with the
maintenance work are assigned to Cost centers. Costs arising out of executing
an order are initially collected on the order. These costs are then transferred to
a receiver, for e.g. Cost centre. The receiver of costs are specified in the order
and settlement carried out at regular intervals by FI.

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Title: SAP PM
ix) Business Completion

The business completion of an order is usually performed when no further
costs are expected to be posted to the order.
An order can only have business completion when:
It has been technically completed
It has been settled and the order balance is 0
No outstanding purchase orders (commitments) exist for it
All data that refers to the reference object of the maintenance order is
available and correct
All relevant data in the operations and sub-operations is available and correct
The business completion function for an order defines the following
information for the order:
The order obtains the status Completed. It is indicated as fully completed.
The order cannot receive any more postings, even for posting of costs. It is
locked for all collective-processing changes.
Business completion can be performed for An individual order
Several orders using collective processing
Business completion of the order can also be cancelled.
4.4 Regular Maintenance:

i) Notification Creation:
Notification for new Requirement/or any kind of Modification request.

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Title: SAP PM
>Fill the Description of the Request/Modification
>Fill/Select Functional location & Equipment
>Fill the Reported BY
>Press ENTER

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Title: SAP PM
>WE find this screen which show last 3 activities status on that particular
equipment & then Save notification.

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Title: SAP PM
Notification number generated.

You can see the list of Notifications through Tcode:-IW29

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Title: SAP PM
Select the Desired Notification & create the Regular maintenance Order
(Type: PM07).

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Title: SAP PM

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Title: SAP PM
ii) Maintenance Order

Do your Planning in Regular Maintenance Order. Tcode: IW32

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Title: SAP PM
After that whole Process is same as Breakdown Maintenance Process.

So Kindly follow the Breakdown process (mentioned above).
5. Plant Maintenance Information System

5.1 Standard Reports
There are so many Standard Reports in PM.

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Title: SAP PM
Some of the Useful reports are shown below:
Transaction code: IK17

Trigger:
Need to display measurement documents with similar characteristics.

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Title: SAP PM
Procedural Steps
Select the transaction as shown in following screen

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Title: SAP PM
on double click you will reach the following screen

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Title: SAP PM
Input data for selection, you can get the report based on the input data like
Measuring points
Equipment
Functional location etc,
After the entry of required data click on

to execute the transaction and you will get the following report

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Title: SAP PM
Spares and consumables consumption Report

Transaction code: MB51
Trigger:
User wishes to search for material movements by material.
Procedural Steps

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Title: SAP PM
Select the transaction as shown in following screen
on double click you will reach the following screen

End User Manual
Title: SAP PM
Enter required data like Plant, Storage Location, Movement type etc., as per
your report requirement
After the entry of required data click on
to execute the transaction and you will get the following report

End User Manual
Title: SAP PM
Report of spares consumption against Maintenance Orders
Transaction code: IW3M
Reach the selection screen with help of following menu

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Title: SAP PM
Selection screen

End User Manual
Title: SAP PM
Enter required selection filed values like Order no, Material, storage location
as per your requirement
Requirement and click on click on to execute the

transaction and you will get the report

End User Manual
Title: SAP PM
Status Report of Notifications

Transaction codes: IW28 / IW29
Selection screen

End User Manual
Title: SAP PM
Enter the selection screen values like Maintenance Plants, Start & end dates,
Notification no, Equipment or Function locations and select required check
boxes according to the status.
Click on to execute the transaction and you will get

the following report

End User Manual
Title: SAP PM
Status Report of Maintenance Orders

Transaction codes: IW38 / IW39
Trigger:
To review a list of maintenance orders and make any necessary changes
Procedural Steps

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Title: SAP PM
Selection screen

End User Manual
Title: SAP PM
Enter the selection screen values like Start & end dates, Notification
no.,
Equipment or Function locations and select required check boxes according to
the status.
Click on to execute the transaction and you will get

the following report

End User Manual
Title: SAP PM
Display (Multi Level): List of Orders

Transaction code: IW40
Trigger:
To review a list of PM orders and associated documents and master records
Procedural Steps

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Title: SAP PM

End User Manual
Title: SAP PM
Selection Screen
Select Required Order type, Enter period dates and select different parameters
for the multilevel display
Now click on to execute the transaction and you will

get the following report

End User Manual
Title: SAP PM
Functional Location List

Transaction code: IH06
Trigger:
Need to look up Functional Locations.
Procedural Steps

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Title: SAP PM
Selection Screen

End User Manual
Title: SAP PM
Select Required Planning Plant, Maintenance Plant, Planner Group etc.

Different parameters for the display

get the following report

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Title: SAP PM
Equipment List
Transaction code: IH08
Trigger:
To display a list of equipment by certain selection criteria.
Procedural Steps

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Title: SAP PM
Access transaction by:

End User Manual
Title: SAP PM
Selection Screen

End User Manual
Title: SAP PM
Select Required Planning Plant, Maintenance Plant, Planner Group etc.

Different parameters for the display

get the following report.

End User Manual
Title: SAP PM
End User Manual

Title: SAP PM

End User Manual
Title: SAP PM

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End User Manual

Module: PLANT MAINTENANCE

SAP Release Version: SAP ECC 6.0

Created by: MAHESH RAI

Module: -plant maintenance

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

SAP is the abbreviation for Systems Applications and Products in Data

* Master data maintenance required for PM module is covered first. Master

* As a PM user, you will be using various transactions to replicate day-to-day

SAP FLEET MANAGEMENT ICD

Select SAP Log in Icon

On PC Desktop & press enter key or double click,

Or follow the menu path as shown in following screen:

The following screen will appear.

Select Server and click on Log on icon

Logging onto the SAP R/3 system

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

Elements of the screen layout: -

Command Field: Use command field (hidden as default) to go to

A Tab page: provides a clearer overview of several information screens

Check boxes:Check boxes enable you to select several options

The below shown screen gives you a detail explanation.

SAP FLEET MANAGEMENT ICD

SAP Easy Access

SAP FLEET MANAGEMENT ICD

You can call functions in the system as follows

/n ends the current session

/i deletes the current session

/oCV01N opens a new session and branches out to the transaction

SAP FLEET MANAGEMENT ICD

By entering Search_SAP_menu in the command field, you can

Field help: F1 and F4

Use F1 to display an explanation of fields, menus, functions and

F1 Help also provides technical information on the relevant field.

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

User Specific Personalization

SAP FLEET MANAGEMENT ICD

SAP Symbols or icons

SAP FLEET MANAGEMENT ICD

Each functional location is managed independently in the system, to:

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

Press enter key or click on icon

Structure R Structure of func. With hierarchy level

SAP FLEET MANAGEMENT ICD

Ensure General data screen is open or click on GENERAL TAB

SAP FLEET MANAGEMENT ICD

After entering required data click on LOCATION TAB

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

After entering required data click on ORGANISATION TAB

TO GET FOLLOWING SCREEN:

SAP FLEET MANAGEMENT ICD

SAP FLEET MANAGEMENT ICD

After entering required data click on STRUCTURE TAB

SAP FLEET MANAGEMENT ICD

Click on to save and following message will be given by

The Functional Location is saved.

Through transaction code IL02, required functional location can be