BSNL

User Manual
Plant Maintenance (PM)
IT Equipments Maintenance

Version:1.1

Page | 1
Version Control

Date Version Author Change Description

09.04.2011 1.1 Pankaj Initial

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

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

Important Note:

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

Page | 2
 Course Overview
SAP Plant Maintenance module manages all the transactions related to maintenance of
machines or buildings. This training material covers the business process for repairing of IT
Equipments (for e.g. Computers, Laptops, UPS, Photocopier, Fax, Projects etc.) covered under
AMC and Not covered under AMC.

Target Audience

This course is intended for the following audiences:

• End Users (Executive, Planner & Manager)

Course Prerequisites

• Knowledge of navigating SAP systems

• Basic knowledge of Plant Maintenance

Course Goals

This course will prepare you to:

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

Course Objectives

Page | 3
After completing this course, you will be able to:

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

Important information to be noted:-

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

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

Page | 4
 Business Process Flow chart

Start

No
Material is
defective
Create Returnable gate
Yes pass for the defective
equipment
Create RGP Prerequisite: material
code should be already
created for the defective
Send material to equipment.
vendor with RGP
Printout

Create No
Material
Maintenance Covered under
Order AMC/Warrant

Yes

Receive material
Create Service & Close RGP
PO; Account
assigned to
Maint. Order Service entry sheet for
AMC/Bill Payments

End

Page | 5
 Table of Contents

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

1.1 Create RGP ............................................................................................................................... 8
1.2 Print RGP ................................................................................................................................. 9
1.3 Return the RGP ...................................................................................................................... 11
1.4 RGP Report ............................................................................................................................ 13
2 Scenario 1: If the Equipment is covered Under AMC / WARRANTY ................................................. 16
2.1 Structure Display: find equipment .......................................................................................... 16
2.1.1 Create Notification. ........................................................................................................ 17
2.1.2 Update Vendor Docket ................................................................................................... 23
2.1.3 IW22: Complete Notification .......................................................................................... 26
2.1.4 Update Vendor Docket ................................................................................................... 27
2.1.5 Update Catalog Details ................................................................................................... 27
2.2 Service entry sheet – Quarterly Payments for AMC ................................................................ 29
2.3 Service Entry Sheet Approval Process ..................................................................................... 33
2.3.1 Go to SAP Inbox of Initiator: ........................................................................................... 33
2.3.2 Go to SAP Inbox of Approver .......................................................................................... 35
3 Scenario 2: If Equipment is not covered under AMC....................................................................... 37
3.1.1 Structure Display: find equipment .................................................................................. 37
3.1.2 Select the equipment and create order .......................................................................... 39
3.1.3 Release the Permit ......................................................................................................... 42
3.1.4 Release the order and save the order ............................................................................. 44
3.2 Create Service Purchase Order ............................................................................................... 46
3.3 Service PO Approval ............................................................................................................... 50
3.3.1 Go To SAP Inbox of Initiator ............................................................................................ 50
3.3.2 Attach the scanned copy of bill ....................................................................................... 51
3.3.3 SAP Inbox of Forwarded to ............................................................................................. 53

Page | 6
 3.3.4 Go to SAP Inbox of Final Approver .................................................................................. 54
3.3.5 Display Purchase Order: check workflow details ............................................................. 56
3.4 Service Entry Sheet – Pass the bill .......................................................................................... 59
3.5 Service Entry Sheet Approval Process ..................................................................................... 63
3.5.1 Go to SAP Inbox of Initiator: ........................................................................................... 63
3.5.2 Go to SAP Inbox of Approver .......................................................................................... 65
3.6 Invoice Verification and Vendor Payment (will be done in FI module)..................................... 66
3.7 Display Maintenance order: cost overview ............................................................................. 66
3.8 Technically complete the Maintenance order......................................................................... 67
3.9 Settlement of Maintenance order .......................................................................................... 69
3.10 Business Complete the maintenance order ............................................................................ 71

Page | 7
1 Returnable Gate Pass Process Steps

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

T-code: ZMMP_RGP01

Field Name Description R/O/C User Action and Values Commen

ts
Reference Whether you want to create RGP M If you want to create RGP
Type Without material Document without reference to material
document then select- 02
Doc. Year Year of material document M Enter Material Document year
Vendor Vendor Code M Vendor Code will be picked
from Material Document
Page | 8
Planned Planned Return date of Material M Enter Planned Return Date of
Return Material
Date
Amount Value of Total Material O Enter the total value of material
going outside the company
Header Any Specific Detail O Enter any specific detail you
Text want to inform to Subcontrator
Item Text Any Item Specific Detail O Enter any Item Level specific
detail you want to inform to
Subcontrator

Click on save .

1.2 Print RGP

T-Code: ZMMF_RGP - Returnable Gate Pass Generation

Enter the Returnable gate pass number and year.

Click on Execute .

Page | 9
Click on Print Preview to see the preview and click on print button to take the printout.

Page | 10
Offline step: Take the printout and send the material to vendor with RGP printout.

1.3 Return the RGP

T-code: ZMMP_RGPRET01

Enter the RGP number and year and press enter

Page | 11
Page | 12
Click on save.

1.4 RGP Report

T-Code: ZMMR_RGP

Click on execute

Page | 13
Page | 14
Page | 15
2 Scenario 1: If the Equipment is covered Under AMC / WARRANTY

2.1 Structure Display: find equipment

T-Code: IH01

Page | 16
Click on execute .

2.1.1 Create Notification.

Page | 17
From the structure select equipment and click on Goto
Create Notification
General

Select notification type B8 “Vendor Maint. Request”.

And press enter.

Page | 18
Click ok.

Page | 19
Click ok

On the next screen maintain following:

Page | 20
Maintain

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

Page | 21
Page | 22
2.1.2 Update Vendor Docket

Click on

Maintain communication details:

Page | 23
Page | 24
Click on Put in Process and save.

Offline step: Vendor will come in the office and will repair the equipment.
Page | 25
2.1.3 IW22: Complete Notification

Enter the notification number already created in the above steps.

Page | 26
2.1.4 Update Vendor Docket
Click on vendor docket and update the docket details:

2.1.5 Update Catalog Details

Click on

Page | 27
Click on completed .

Page | 28
2.2 Service entry sheet – Quarterly Payments for AMC

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

vendor and process completes here.

T-Code: ML81N

Page | 29
Click on

Enter purchase order number and press enter

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

Click on

Click on
Page | 30
Select the service from PO and click on Adopt services.

Page | 31
Maintain the quantity of bill

Click on

Page | 32
2.3 Service Entry Sheet Approval Process

Send Note-sheet for Approval

2.3.1 Go to SAP Inbox of Initiator:

Goto Inbox and open the line item

Page | 33
 To attach the bill click on create
attachment

Click on Initiate

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

Page | 34
2.3.2 Go to SAP Inbox of Approver

Go to Inbox and open the line item

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

Page | 35
Click on Final Release .

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

Page | 36
3 Scenario 2: If Equipment is not covered under AMC

3.1.1 Structure Display: find equipment

T-Code: IH01

Page | 37
Click on execute .

Page | 38
3.1.2 Select the equipment and create order

From the structure select equipment and click on Goto
Create Order.

Select Order type BM03: General Maintenance Order

Page | 39
And press enter.

Click ok

Page | 40
On the next screen maintain following:

Page | 41
3.1.3 Release the Permit

Select the permit and click on Issue:

Page | 42
Click on continue button:

Page | 43
3.1.4 Release the order and save the order

Click on Release button and save button to save the maintenance order.

Page | 44
Page | 45
3.2 Create Service Purchase Order

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

T-code: ME21N

Page | 46
In the Header maintain the below data:

Field Name Field value Remarks

PO type Service Order For services
Vendor Select the relevant vendor
Purchase Orr. 2000: Decentralized Pur. Or
Purch. Group A30: Admin Circles Select the relevant Purchase Group
Company code 1061: WTP Fixed value

Page | 47
For Item maintain the below data

Field Name Field value Remarks

A (Account. Assignment category F Select the F category to pass cost on
maintenance order
I (Item Category) D Select D for services
Short text Enter the short text for the services
required
Matl Group Vehicles Select the required material group
Plant 6101 Select the required plant

For Item maintain the below data

Field Name Field value Remarks

Service No. 74000273 Select from the drop down
Quantity 1 Enter the quantity of service
Gross Price 2800 Enter the price as per the final bill of
Page | 48
 vehicle service
Order 103000001466 Enter the maintenance order as
created in the previous transaction
G/L Account 5060600 Select the required cost element.

Maintain tax code as relevant.

Click on check button

Click on save .

Page | 49
3.3 Service PO Approval

3.3.1 Go To SAP Inbox of Initiator

Double click on the note-sheet for Purchase order

Page | 50
Enter the HRMS number of the competent authority and attach the scan copy of final bill and click on Initiate
to send the note-sheet for approval.

3.3.2 Attach the scanned copy of bill

Click on Create attachment to attach the final bill:

Page | 51
Page | 52
Click on Initiate

3.3.3 SAP Inbox of Forwarded to

Page | 53
3.3.4 Go to SAP Inbox of Final Approver
Open the Note-sheet and Approve.

Page | 54
Page | 55
3.3.5 Display Purchase Order: check workflow details
T-Code: ME23N

Page | 56
Page | 57
Page | 58
3.4 Service Entry Sheet – Pass the bill

T-Code: ML81N

Page | 59
Click on

Enter purchase order number and press enter

Click on

Click on

Page | 60
Select the service from PO and click on Adopt services.

Page | 61
Maintain the quantity of bill

Click on

Page | 62
3.5 Service Entry Sheet Approval Process

Send Note-sheet for Approval

3.5.1 Go to SAP Inbox of Initiator:

Goto Inbox and open the line item

Page | 63
 To attach the bill click on create
attachment

Click on Initiate

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

Page | 64
3.5.2 Go to SAP Inbox of Approver

Go to Inbox and open the line item

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

Page | 65
Click on Final Release .

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

End.

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

3.7 Display Maintenance order: cost overview

T-code: IW33

Page | 66
3.8 Technically complete the Maintenance order

T-Code: IW32

Page | 67
Click on

Page | 68
3.9 Settlement of Maintenance order

T-code: KO88

Page | 69
Page | 70
3.10 Business Complete the maintenance order

T-code: IW32

Click on

Page | 71
Click on Complete

The End.

Page | 72