BalrampurChini Mills Limited

User manual
Maintenance Order
Cycle
Prepared
by:Chandan
Kumar
09Sept 2014

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Table of Contents
Scenario

1 Maintenance Order from Notification

1.1 Create Maintenance Order from Notification Season

1.1.1

Definition and Prerequisites

1.1.2

Menu Path and Transaction code

1.1.3

Responsibility

1.1.4

Screen capture

1.2 Material Planning and Issue from stores

12

1.2.1

Definition and Prerequisites

12

1.2.2

Menu Path and Transaction code

12

1.2.3

Responsibility

12

1.3 Release Maintenance Order

16

1.3.1

Definition and Prerequisites

16

1.3.2

Menu Path and Transaction code

16

1.3.3

Responsibility

16

1.3.4

Screen capture

16

1.4 Check Cost and Document flow

19

1.4.1

Definition and Prerequisites

19

1.4.2

Menu Path and Transaction code

19

1.4.3

Responsibility

19

1.4.4

Screen capture

19

1.5 Confirm Operation

21

1.5.1 Definition and Prerequisites

21

1.5.2

Menu Path and Transaction code

21

1.5.3

Responsibility

21

1.5.4

Screen capture

22

1.6 Technically complete Maintenance Order (TECO)

24

1.6.1

Definition and Prerequisites

24

1.6.2

Menu Path and Transaction code

25

1.6.3

Responsibility

25

1.6.4

Screen capture

25

1.7 Settlement of Maintenance Order

1.7.1

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Definition and Prerequisites

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1.7.2

Menu Path and Transaction code

28

1.7.3

Responsibility

29

1.7.4

Screen capture

29

1.8 Business Closure of Maintenance Order

31

1.8.1

Definition and Prerequisites

31

1.8.2

Menu Path and Transaction code

31

1.8.3

Responsibility

31

1.8.4

Screen capture

32

2 Maintenance Order Create- Directly

33

2.1 Maintenance Order Direct Input

33

2.1.1 Definition and Prerequisites

33

2.1.2

Menu Path and Transaction code

34

2.1.3

Responsibility

34

2.1.4

Screen capture

34

3 Appendix

36

3.1 Table

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3.1.1

Planner Group in Plants

36

3.1.2

Main Work Centres

36

3.1.3

PM Activity type

36

3.1.4

Standard text key

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Scenario
Maintenance order will be created in system to plan and execute the maintenance work required in
Season and Off season. Maintenance order will have information of dates, operations, material and
WBS required for the maintenance work.
The Maintenance order will always be created with a WBS element attached to it. Budget check will
happen on the material and services cost when user tries to save the order. Budget check can
refuse, allow or allow with warning as per the amount available in the WBS budget.
Select the appropriate type of Maintenance order for the purpose. Maintenance order can be created
from the Notification as a continuation of the incident reported, or directly in system.

These Maintenance order types that will be used in case of Season maintenance are

PM01- Breakdown Maintenance Unplanned maintenance order getting created from M2/ZS
type Notification created in section 3.2 above.

PM02- Corrective Maintenance Maintenance Order getting created from M3 Type

Notification created in section 3.2. It will be created to capture the abnormal behaviour of the
machine to avoid future breakdown.

PM03 Preventive/Scheduled Maintenance Order getting created from M1 Type

Notification. It is a planned maintenance order which will be created to capture the on time
seasonal maintenances like (Scheduled Plant Cleaning, Cane cutter knife change, hammers
etc.)

ZRM1 Seasonal Routine Maintenance Order will be created manually by the maintainer
and it will have no reference to any notification. It will be created to capture the following
activities (evaporator cleaning, general maintenance of standby equipment). To create this
type of maintenance order, the equipment should exist in the SAP system.

In case of Off Season Maintenance, user will create only ZM03 type of Maintenance order.

The following linkages are configured in system for the Notification type and order types and system
automatically proposes the correct Order type when user tries to create Order from Notification.
Notification type
M1 preventive/ Scheduled
M2 Breakdown
M3 Corrective
ZM Opportunity

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Order type
PM03 Scheduled Maintenance
PM01 Critical/ Breakdown Maintenance
PM02 Corrective Maintenance
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ZS Equipment Stoppage

PM01 Critical/ Breakdown Maintenance

Maintenance Order from Notification

1.1.1 Create Maintenance Order from Notification Season

1..1

Definition and Prerequisites

Order can be created along with the Notification from t-code IW22. When notification is finally saved
maintenance order is generated along with notification. Two numbers are generated, one for
Maintenance order number and another for Notification number.

1..1
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Maintenance processing
>Notification> Create(General)
Transaction code

1..2

IW21

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

1..3

Screen capture

Fill the details for Notificaiton screen entry fields as explained in User manul PM01 sec 1.1.4. After entering the
details for notificaiton click on the icon

as shown in the figure below.

The next popup window takes the correct order type by default and asks you to confirm to take the process
forward to create maintenance order. The planning plant, Main work center gets auto filled based on the
reference object (Equipment/FL) selected in the notification.

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Input Field

Mandatory/Optional

Available Values

Order type

Mandatory

Auto Fill

Planning plant

Mandatory

Auto Fill

Work Centre

Mandatory

Auto Fill

Prss Enter or click on Icon

New screen appear for Maintenance order creation. Fill in the details in the maintenance order as shown
below. Note that you are working in the Header tab of the MO(Maintenance Order). Similarly you need to fill
the details in the other tabs like Operation and Components. You need to fill the WBS information in the
Additonal Data tab.
Rest other tabs like Cost, Objects, Location, Planning, Control displays the data which gets autofilled.

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These are the stesps in the processing of a maintenance order as mentioned below. Remember that the
maintenance order can be created through an Notification or directly(IW31). In both cases the processing steps
of MO remains the same.
There are some mandatory fields in the MO which must be filled to save an order. Like WBS element field in the
Additonal data tab and simlar other where system prompts you with a warning for data entry and doesnt lets
you go to further step.

Maintenacen Order creation

Operation planning in MO

Material Planning in MO

External services planning in MO

Release of MO(REL)

Material Issue to MO

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External services issue to MO

Operation confirmation in MO

TECO(Technical Confirmation) of MO

Settlement of MO

Maintenance Order (MO) closure

The maintenace order shows the system status in the status bar which indicated the present status of the order.
This helps you to determine the next process required to be done to further complete the MO cycle.

Maintenace Order Creation:

As informed earlier, MO can be generated thorugh Notification or directly. Once the order creation screen
appear as shown above you need to fill the detail for the input fields.

Header Data:
Input Field
Person Responsible-Planner grp,

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Mandatory/Optional
Optional

Input Values
Select the correct value for Planner

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group from table 3.1.1-3.1.4

Auto Fill from Eqp master / Fill

Person Responsible-Main Work

centre

Mandatory

Header Data - Cost

Optional

Header Data PM Activity type

Mandatory

Header Data- Priority

Header Data dates Basic start
And Basic Finish

Optional
Mandatory

Select from drop down list

Auto Fill from selection of Priority

Reference object Functional

location
Reference Object Equipment

Mandatory

Malfunction data Malfunction

start date and time

Optional

Auto Fill Select manually if not

auto populated
Auto Fill Select manually if not
auto populated
Auto fill default value basic
start date change if required

Malfunction data Malfunction

end date and time

Optional (Mandatory in case of

Breakdown order/notification)

Enter the values- it can be changed

further

Malfunction Data Breakdown

indicator

Optional

Check the box if malfunction is a

Breakdown of equipment

Optional

Estimated cost To be entered

manually by the user
Select the correct code for PM
activity type

Operations planinng in MO:

Operations with short/long text and work duration can be entered in the Operations tab as shown below.
Click on the Operations tab to enter the details in various fields.
The purpose of entering operations is to plan the activity steps to be carried out with suitable control keys. For
faster entries of pre fixed oprations types use the Short text key (F4), select the code (eg..P01,P02 etc)and
press enter.
The control Keys must be correctly entered for the internal and external operations.
PM01 Internal operation by internal work force
PM03 External service operation from external vendor
These operations will be further confirmed in system for the actual duration of work it took to complete the
activity.

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Account Assignment:
Enter the WBS in the Additonal Data field, this is required for selecting component against a particular
WBS(work breakdown structure) related to that plant and section. Use search help to select the correct WBS for

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the job. Each WBS element is aggined a budget in the Project Sysem(PS) module and Budget Check happens at
the time of save.

1.2Material Planning and Issue from stores

1.2.1
Definition and Prerequisites
Materials can be selected in the MO under the Components tab. There are two types of material to be selected
while creating the order
1.

Project Material (Special stock indicator=2)

2. Normal stock material(Special stock indicator = blank)

Usually project material should be selected by the use to create the MO. When project stock is not available or
in other suitable requirements Normal stock stock should be selecte. Take care to alwasys select the Special
indicator =2, when you want to use the project stock.

1.2.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Maintenance processing

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>Notification> Create(General)
Transaction code

1.2.3

IW21

Responsibility

Selecting the correct component (Material) in the Components tab of the MO:
User will run a search to select the material or directly enter the material code if known in the Component
column undet the Components.
Press F4 or click in the component field and run search

Enter the Quantity = required quantity.

If there are more than one operation in the Operations tab, system might ask to enter the operation number
for which the material is being used. Enter the Operaion number in the pop up window.
When you press enter after selecting the component(material0 code and entering the quantity, other details of
the material is auto populated based on the material master data.

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Selec the Special stock indicator as required, explained above. By default , the Special Stock Indicator is fixed at
Plant stock (Normal stock)= blank, you will be required to select Spl Stk Ind =2.

A reservation number in generated in the system for material (component) selected in the MO. To get the
reservation number against the component selected in the order, select the component line item and click on
the Gen Data icon below.

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This Reservation number is required in the MM module to trace the origin of Material issue request and
associted account assignement. That is to say the Reservation number carries information about the MO
number, and account posting information for the material issue and cost calculation.

Save Notificaiton and Maintenance order:

At the time of saving the order system calculates the planned price of the material component selected and
check the availability of Budget for the WBS element selected in the order.
Click the icon and SAVE the order and Notification together.

System confirm the saving of Notification with Order and generates identification numbers to them.

1.3Release Maintenance Order

1.3.1

Definition and Prerequisites

Once the maintenance Order is saved and a particular number assigned, it is ready to be released.
The following activities are only carried out further when the order gets the status released, REL in
the system status bar.

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Issue of material component from Stores

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Confirmation of Operation time for the Order

Creation of Service PR(purchase request)

1.3.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Order> Change
Transaction code

1.3.3

IW32

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

1.3.4

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Screen capture

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When the order is opened in the Change mode and has status CRTD, it can be released by clicking on the
green flag icon as shown below.

A message in the below status bar appears that Order 6000XXX will be released after update. Save the order
and it gets released.

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The system status of the MO changes to REL. The released order is now available to MM and FI department
for material issue, services PR (Purchase Request), and filling service entry sheet.
The Order cant be un- released once marked REL.

Input Field

Mandatory/Optional

Available Values

Event

Mandatory

Click Green Flag icon.

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1.4 Check Cost and Document flow

1.4.1
Definition and Prerequisites
Maintenance Order costs is updated regularly due to material issue from stores, PR and PO creation in MM
module. These costs can be view in the Cost tab of the MO.
The cost tab displays three types of costs

Estimated Entered by the user while creating order

Planned Calculated by the system as per the material and external services planned
Actual Cost calculated by the system when actual goods movement or services delivery happens in
system

Costs are displayed in MO in Change or Display mode both.

1.4.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Order> Change/Display
Transaction code

1.4.3

IW32/33

Responsibility

Branch Managers, Regional Managers, Product Executives, SRM

1.4.4

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Screen capture

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Estimated cost is fixed as entered at the time of creation, planned cost and actual cost get updated when user
makes changes in the component or crates an external service request.

Input Field

Mandatory/Optional

Available Values

Envent

Display

Cost values under Costs tab in MO

After feeding the above inputs, press Enter to move to the next screen.

Document Flow:

When documents (material and financial or costing) are generated by system due to the transactions made
against the MO, they gets updated in the order and can be viewed from inside the MO. For example when
Material component is issued for the reservation number(created from Order), it generates a material issue
document in system, this material document is then visible in the Document Flow of the order.

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Click in the icon as shown above. The detailed page shows the documents generated against the Order.

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1.5Confirm Operation
1.5.1 Definition and Prerequisites
When the work activity is complete, the operations in the MO should be confirmed in system. The actual time
taken to complete the work activity must be entered in the confirmation screen (IW41) against the order
number and operation selection.
When all the operations of the MO are confirmed, the order status changes to CNF. In case not all the
operations are confirmed, and at least one is confirmed, the status order changes to PCNF.

1.5.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Order> Change/Display
Transaction code

1.5.3

IW41

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

1.5.4

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The time duration in field work is entered at the time of creating the order as a planned value. These
operation duration is confirmed and actual time taken to complete the operation is entered against the order
number in the confirmation screen.
Go to the transaction IW41 and enter the MO number. Press Enter

Select the Operations to be confirmed from the list of operations of the MO. Click on icon Actual Data or
press F8.

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Order operation confirmation screen is opened to fill the actual time taken to complete the operations. Fill the
Actual data for the operation number of the Order.

Save the entries, use keyboard short cut Cntrl+S or press icon
CNF after all the operations are confirmed as shown below.

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. The system status of the MO changes to

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1.6Technically complete Maintenance Order (TECO)

1.6.1
Definition and Prerequisites
When all the field activities for the operations in the MO are complete from technical (Plant Maintenance) point
of view, the order status can be set to Technically complete. The system updates and assigns a system status
of MO as TECO.
After TECO the following financial posting activities can still be performed on the MO
Invoice posting for the External services taken
Invoice posting for the Material(component) purchased
Settlement of MO cost to cost centre
The following activities are not possible on MO after its status has been set to TECO

Create new component(material) or operations in MO

Create new service PR(purchase request)
Goods Issue from store
Service Entry sheet
Time confirmation for the operations in the MO

The following activity must be performed at the time of doing TECO

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Enter the settlement rule

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Reference date and time for technically completing the MO

1.6.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Order> Change
Transaction code

1.6.3

IW32

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

1.6.4

Screen capture

Open the MO in change mode, click on the icon

to technically complete the order.

System asks for the settlement rule for the MO at the time of TECO if not entered earlier. Enter the settlement
rule with the parameter shown. The cost centre must be selected appropriately (using F4 search help) where
the cost of the maintenance order should be booked.
The settlement Cost Centre = Cost Centre in the Location tab of the Equipment/Functional location .

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System presents a Pop up window to confirm the Reference date and time of TECO. Confirm the information,
select Breakdown and Notification Completion if required and press enter.

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The MO system status now set to TECO and no further changes can be done in the order from maintenance
point of view.

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In case some change must be made or to open the order again after month end settlement, the MO can be
reversed from TECO status.
To change the status back to REL, select the path in the change mode (IW32) of Order.
OrderFunctionCompleteCancel technical completion

The MO status changes to REL again and further maintenance related activities can be performed on the same
order.

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1.7Settlement of Maintenance Order

1.7.1
Definition and Prerequisites
Maintenance orders will be settled periodically (monthly) to settle all the actual costs accumulated on the order.
The purpose for carrying out settlement is to send the actual cost on the MO to the correct receiving Cost
Center.
This transaction will be carried out in FICO module and maintenance orders will be settled in mass as part of
the month end activity.
However, to settle a single order if required can be carried out using the following process by PM user also.

1.7.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu >Accounting>Controlling>Internal Orders>Period-End
Closing>Single Functions>Settlement>Individual processing
Transaction code

1.7.3

KO88

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

1.7.4

Screen capture

Go to tcode KO88. Enter the details for Order number and posting timeline. Select default setting for
Processing type = Automatic.

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Settlement can be run in test mode also to check the Sender, Receiver and amount settled. To actually settle
remove the Test Run tick mark in the check box and execute

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1.8 Business Closure of Maintenance Order

1.8.1

Definition and Prerequisites

Business closure (CLSD)of a maintenance order will be carried out at the end when the order is already TECO,
settlement executed and there are no pending FI (invoice) posting on the order.
This transaction will be carried out by the FICO users to close the PM orders along with other internal orders on
a periodic basis.
However, to close a single order if required can be carried out using the following process by PM user also.
CLSD orders can be revoked for processing again.

1.8.2 Menu Path and Transaction code

SAP R/3 menu
SAP Menu > Logistics >Plant Maintenance>Order> Change
Transaction code

1.8.3

IW32

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

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1.8.4 Screen capture

Open Maintenance order in change mode (IW32). Click the icon for Complete Business at the top.

System status changes to CLSD.

To revoke the status of CLSD, open the order in change mode and select the path shown below to cancel the
business completion of the MO

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2 Maintenance Order Create- Directly

Maintenance order can be created directly using t-code IW31. When Maintenance order is created directly,
there will be two numbers generated at the time of save, one for the MO and another for the Notification.

2.1 Maintenance Order Direct Input

2.1.1 Definition and Prerequisites
Direct Maintenance Orders is required when there is a maintenance requirement and where there is no prior
Notification in the system. The maintenance staff will directly create an order and along with fill the details for
the Notification to capture the malfunction and shutdown data for the equipment/FL involved.

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2.1.2
Menu Path and Transaction code
SAP R/3 menu
SAP Menu >Logistics>Plant Maintenance>Maintenance
Processing>Order>Create(General)
Transaction code

2.1.3

IW31

Responsibility

Maintenance Managers, Maintenance Engineer, Field technician

2.1.4

Screen capture

Fill the details on the entry screen for creating order. Select the order type, Priority, Equipment, functional
location, planning plant and Business area. The Business area is the same as the Planning Plant.

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Press enter and a pop up window appears to provide information about the Breakdown reported, notification
and order created for the Object (Equipment/Functional location).

The Next screen is the same screen for creation of Order as explained earlier in section 1.1 onwards.

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Fill the details for objects, account assignment, material and service request, WBS and save the order.
Depending upon the order type system might ask to fill the Breakdown date time details to fill the information
in the Notification that would be generated along with the order.

3 Appendix

3.1

Table

The following tables help in selecting the correct value in the for the Key Data structures. The values shown are

3.1.1

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Planner Group in Plants

All Plants
ENG

Engineering

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GEN
PRO

3.1.2

3.1.3

3.1.4

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General
Process

Main Work Centres

All Plants
MECH
ELEC
INST

PM Activity type
All Plants

Standard text key

All Plants

Mechanical
Electrical
Instrumentation

CIVIL
GENL

Civil
General

101
102
103

Inspection
AMC
Repair

104
105
106
107
108

Service
Modify
NR jobs- Capitalize
Replacement
Routine

P01
P02
P03

Assembly
Calibration

P04
P05
P06
P07
P08
P09
P10
P11
P12
P13
P14
P15
P16
P17
P18

Dismantling
Erection
Fabrication
Fitting
Inspection
Insulation
Laying of cables
Miscellaneous
Painting
Repair
Rewinding
Sheeting
Shifting
Testing
White washing

Cleaning

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