Sr. No.

PM USER GUIDE
INDEX

V2.0
05/02/2015

User Guide : Plant Maintenance Processes

Page No.

PM-1

Overview of PM Master data

PM-2

SAP Login & Navigation

( Refer Power Point presentation )

( Refer Power Point presentation )

PM-3.0 PM Process Flow Chart ( END -to- END process flow )

PM-3.1

Case 1: Breakdown Maintenance Process : Breakdown Notification

ERP
portal
ERP
Portal
2
3

PM-3.2 Case 2 : Breakdown Maintenance Internal processing only( material)

PM-3.3 Case 3 :Breakdown Maintenance by Vendor (Warranty/AMC is Available)

PM-3.4 Case 4: Breakdown Maintenance by Vendor (Need Based Service and APO/ARC is available)

PM-3.5 Case 5: Breakdown Maintenance by Vendor (Need Based Service requirement)

11

PM-3.6 Case 6: Maintenance expenditure is incurred through Temp Advance

13

PM-8

General Maintenance Process

PM-4

Equipment Phase IN Process

( Refer Process Manual )

ERP
Portal

PM-5

Equipment Phase Out Process

( Refer Process Manual )

ERP
Portal

PM-6

Equipment Scrapping process

17

PM-7

Preventive Maintenance Process

21

PM-9

Report Fault ( G1)

22

15

PM-10 Equipment Reparanting Process

23

PM-11 Shutdown Mtce. Process

28

PM-12 Calibration Mtce. Process

29

PM-13 Energy Audit

PM-14 Corrective Maintenance Process

30

PM-15 AMC Requirement Gathering and AMC details updation process

31

PM-16 Warranty/AMC Tracking of Card & Components / CPEs

32

PM-17 PM Reports , PM Process Flow Chart 2 , ANNEXTURE-I , ANNEXTURE- II A & II B

33-49

PM-18 Raising of PIS issues , request to create , change master data through MANTIS

ERP
Portal

Note : For detailed information please refer Process Manuals of

respective PM processes.

FLOW CHART for End to End ERP Process "For Cable(UG/OFC) fault Maintenance, Computer Maintenance, General Maintenance etc."
For B2-

Maintenance Processs
( Breakdown fault /
general type mtce. )
T-code: IH01

CASE 1 - PM-3.1

* Write down your Functional

location(FL) eg 1021-2110..
*
mark the check box & execute.
* Choose the required Equipment or
FL from structure & select 'Goto' in
Menu.

* Change of user status by initiator Assigning the

notification - ASGD

* Provide - type of
Notification ( B2 for
break down and B3
for General Mtce. ),
Fault description ,
Priority , Partners
and other parameters

*Change of user status by Person Responsible ACKNOWLEDGE- ACKD and Put in Process - NOPR
----------------------------------------------------------------For B3- Put in process ( NOPR )
( T-code - IW22/IW28 )

Is
material/Service
is required ?

YES

Call Vendor by
Vendor docket
details in
notification
SET status
" VEND"
( If Applicable )

YES

NO

NO

IF
material
is
required
?

CASE 3 - PM-3.3
Is AMC /
WARRANTY IS
AVAILABLE ?

For B2:
*Change of user status by Person Responsible Completion- COMP and catalog data ( fault history )
filling, Malfunction End time.
* Initiator will confirm - CNFR and technically
complete the notification - NOCO
( T-code - IW22/IW28 )
For B3: Fill catalog data ( fault history ) , complete the
notification - NOCO

NO

YES

Confirmation
of
Maintenance
order -IW41 (
As applicable
)

Complete the
Notification after
Confirmation
CNFR/NOCO
Set various parameters
satisfactory/Not
satisfactory,
Malfunction End
time,Cataloge data etc.

Fill Service Entry

Sheet W.r.t. PO
( as per Storage
locatiions ,
Confirm/Accept/
Penalty Deductions as
per PO number
centralized or
decentralised) ( as applicable )

Is ARC
( APO/Contract )
IS AVAILABLE ?

CASE 4 - PM-3.4
YES

already available
Contract by Service
Master record , MSS etc
by AC03/ML10/ME31K

NO

Is Material &
external Service
both required
( NEEDBASE
SERVICEE
REQUIREMENT )
NO
?

YES

Create
Maintenance
Order with PM03
control key and
reference
Available APO ,
Maintain
"Agreement " in
M.O. and many
more related
parameters.

PO will be created
w.r.t. PR , data will
populated from APO
,and issued to vendor(This PO is to be

After release of
Maintenance order
- PR is gererated
and is available in
SAP inbox of
person releasing
the M.O. This PR is
to be INITIATED &
APPROVED as per
MM Workflow.

INITIATED &
APPROVED as per
MM Workflow )

CASE5 - PM-3.5

NO

Is Only
material is
required
from Store ?

YES

CASE 2-PM-3.2

NO
Is Material &
external Service
both required (
Thru Temparary
Advance) ?

YES
CASE 6 - PM-3.6

YES

NO
Is Material
is available
in ANY
store

NO

Create Purchase Order

and Release as per
workflow.
ME21N/ME22N/ME29N

YES
B
Please follow the Material
Procurement process ( MM )
( Create PR -- PO -- Goods
Receipt against PO into the
STORE ).

Create Mtce. Order with

Operation text for
tymp. advance , control
Key - PM01 , Only

Release the M.Order by

Green Flag.

Cost Settlement of
Maintenance order by
T-Code : KO88 or KO8G
( This settlement can be
done before TECO status
of M.O.)
Post Down Payment,
and Call Vendor through
Vendor docket Details
make payment to Vendor as per
PO , and Bill raised Penalty
deduction will be issued to
vendor / Invoice verification
process MIRO/FB03
( as applicable )

Quotations/Tendering process
will follow.

Is Material
is available
in Your
OWN store

Technically Complete the

Maintenance Order
( TECO-by T-Code : IW32 )

ME21N/ME22N/
ME29N

After release of
Maintenance order - PR is
gererated and is available in
SAP inbox of person
responsible . This PR is to be
INITIATED & APPROVED as
per MM Workflow.

Set Material planning in

M.O. and Service
planning PM03 control
key, set material group,
purchasing group in
External service
selection
YES

Post Down
Payment, and
Call Vendor
through Vendor
docket Details

STOCK transfer from Main

store( * By creating the seperate
Reservation in Main store Mvt. type -913,
* transfer posting of stock
from main store by MIGO Mvt
type-915,
* Place in local soragae by
MIGO against material doc
(Mvt type-915)).
After this , previous step will
be followed to issue material
against MO

Maintenance Order will

be created for Material
requirement from OWN
store Location

Business Completion
( CLOSURE of the
M.O.)

Material will be drawn

from his own Storage
location --- Reservation
number will effective
after release of order.
MIGO - Goods Issue
against Reservation No.

For linking maintenance order expenditure during the

temporary advance settlement, the below steps are to
be followed in the "Settlement Expense" part:
1. under CO Object column, select Order Number
2. Under Co account column, fill in PM order number.

User guide of PM processes

Follow the Temparary Advance

settlement process .

cost can be seen under

COST" TAB in the
Maintenance Order

EXERCISE : PM-3.1

Create Notification
1

When we need the maintenance on Equipment or F/L we create notification , for capturing the
fault history / catalog data of the Equipment.
Creating the Breakdown Notification ( For detail refer 'Breakdown Manual" From page-8 )
Enter IH01 in Transaction window
Write down your Functional location(FL) eg 1021-2110..
Under Explosion, mark the check box upto BOM explosion & execute
Select the required Equipment or FL & select 'Goto' in Menu.
Select 'create Notification' and then general, thereafter press enter.
Select B2 in Notification Type and press enter
Enter fault description in Notification field
Enter Priority : select Major/ Critical / Minor
Enter details of fault in Description field
Enter Planner Group: e.g. -FID , if prompted by system.
Enter Funct:- ZI Initiator; Partner :- select by search ( or as per data maintained in equipment
master )
Enter Funct:- ZP Person resp; Partner :- select by search
Object Infm window pops up; click to continue
Select No for the message "Specify new dates?"
Press Save and notedown the Notification No.
Assigning the notification
Enter /niw22 in Transaction window ( or IW28 search )
Click on the pencil icon at the USER Status field( Just in front of System status field );
window pops up
Select ASGD radio button; click to continue
Acknowledement and Release
Enter /niw22 in Transaction window ( or IW28 search )

By default Notificn No. appears; if not enter it

Click on the pencil icon at the USER Status field; window pops up
Select ACKD radio button; click to continue
Click Green flag icon
on toolbar; Status changes NOPR - ACKD
EXECUTE the maintenance work on Equipment OR functional Location.
In case1, if material / service is NOT required , you can directly complete the notification.
Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Enter details of solution given in Description field
Select COMP radio button; click to continue
Click on Catalog Data tab; Object Part & Damage part tab highlighted
In Object part Enter Codegrp:- select by search; ex: OFC
in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1
Enter Assembly text:- About fault occurred
Click on Causes tab
Enter Codegrp:- select by search; ex: PM1- cause 1

Enter Cause Text: Cause for the breakdown

Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault
Enter Start date & Time ; End date & Time using search codes
Press Save and notedown the Notification No.
Confirmation of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Click on the pencil icon at the Status field; window pops up
Select CNFR radio button; click to continue
Click Black & White flag icon
on toolbar; Status changes NOCO -CNFR

User guide of PM processes

Press
Enter

Press
Enter
Save

Press
Enter

Save

Press
Enter

Press
Enter
Press
Enter

Press
Enter

Save

Page 3 of 49

EXERCISE : PM- 3.2

Create Notification with Maintenance order

( When required item is available in store )- Refer Breakdown Process Manual page 8 - 59
1
2

Create,Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE PM-3.1

Creating & Approving Order
Enter /niw22 in Transaction window
By default Notificn No. appears; if not enter it
Click on Create order icon

; Create order window pops up; click to

continue

Ignore any mesg about date and continue

Objct infm window pops up; click to continue
Click Operations tab; enter (No of units reqd ) NU:- 2; duration :- 1; Work gets calculated
Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order )
Click
Components tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item); Sloc:1000
Click on the material availability icon to ensure availability.
Save and Notedown Order Number.
2A

Press
Enter
Press
Enter
Press
Enter

Press
Enter
Save

If the material is not available in storage location of same person who has created/released
Maintenance Order

Please refer MM Script of Material Stock transfer :

A. Request (Reservation with Mvt type-913 along with its work flow) is to be created for
transfer of material from Main Store/any other store to the storage location the person who
has created Maintenance Order.
( MB21 (Mvt-913)->Workflow-> Approval.)
B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO (Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)
or 2. Material Procurement process.
3
4

Release Order
Enter /niw32 in Transaction window
Click Green Flag icon for Release. Click Component tab; Click Gen data
Click Gen Data tab and Notedown Reservation No.
Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation

Save

Enter the Reservation Number you have noted above

5
6

Check the qty in Quantity tab ; Enter Goods Recipient in Where tab
Check the Item OK checkbox; Click Check; Click Post tabs
Notedown Material Document Number.

Complete & Confirm the Notification using steps of EXERCISE 3.1

( Breakdown Notification )

Technical Completion of the Order

Enter /niw22 in Transaction window
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up

save it.
ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window

SAVE

By default Order No. appears; if not enter it

Enter Actual Work : (time taken in Hours) Press enter
Press Save. (Ignore all warning messages)
User guide of PM processes

Page 4 of 49

10

Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )

KO88 (i.e., O- not zero) [Role given to Finance]

Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.
Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (e.g. 2417301) and R&M GL (e.g. 5020805) in combination correctly debited.
Execute

11

Enter /niw32 in Transaction window

By default Order No. appears; if not enter it
Click Complete Business tab; click to continue
Status of M.O. will changed to 'CLSD' - Closed

User guide of PM processes

Press
Enter

Page 5 of 49

EXERCISE : PM-3.3

Create Notification with Mtce. order - AMC / Warranty Available

( Refer Breakdown Process Manual page 60-125)

1
2

Create,Assign & Ackldge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown

Notification )
Call the Warranty/AMC Vendor:
Enter The Vendor Details in Vendor Docket Screen in Notification
Communication Details (Filled to inform specific person from vendor side) and other details regarding
docket booking etc
Set Status VEND.
Information to Vendor is sent to Vendors Email ID thru SAP as per the details maintained in Vendor
Docket Screen .
REMINDER - REMD & Final Reminder - FREM can be checked as per communication.

Creating Order ( If material is required )

Enter /niw22 in Transaction window ( or search notification no. by IW28 )
Press
Enter
Press
Enter
Press
Enter

By default Notification No. appears; if not enter it

Click on Order icon; Create order window pops up; click to

continue

Ignore any message about date and continue

Objct information window pops up; click to continue

Click Operations tab; Goto Control Key field; select PM01 ,enter (No of units reqd ) NU:- 2; duration :- Press
Enter
1; Work gets calculated
Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order )
Click Components tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item);
Sloc:-1000
Click on the material availability icon to ensure availability.
Press
Enter

Click Save & Notedown the Order No.

4A

If the material is not available in storage location of same person who has created/released
Maintenance Order
Please refer MM Script of Material Stock transfer :
A. Request (Reservation with Mvt type-913 along with its work flow) is to be created for
transfer of material from Main Store/any other store to the storage location the person who
has created Maintenance Order.
( MB21 (Mvt-913)->Workflow-> Approval.)
B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO(Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)
or 2. Material Procurement process.
5

Release Order
Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Green Flag icon for Release. Click Component tab; Click Gen data
Click Gen Data tab and Notedown Reservation No.
Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation
Enter the Reservation Number you have noted above
Check the qty in Quantity tab ; Enter Goods Recipient in Where tab
Check the Item OK checkbox; Click Check; Click Post tabs

Save

Save

Notedown Material Document Number.

User guide of PM processes

Page 6 of 49

7
8

Update Catalog Data

- Damage / Cause and activity for maintenance.

-Enter Further Details in Vendor Docket Screen in Notification regarding completion of work by
Vendor etc. - (Select User Status ) - if Penalty is not proposed ( PNP )
Maintain Vendor Docket Details regarding completion of work and performance by Vendor etc
Standby provided by the Vendor ? - YES or NO,
Quality of Service - Satisfactory or NOT Satisfactory

Complete & Confirm the Notification using steps of Breakdown Notification

User Status Work Completed is set by Person Responsible.
User Status Confirmed or Rework is set by Initiator.

10

11

12

Technical Completion of the Order

Enter /niw22 in Transaction window
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up
save it.
ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)

Execute
Save

Service Entry Sheet ( SES ) of Vendor ( Ref. Page no 115 - 121 of Breakdown manual)
Create Service entry sheet with reference to Purchase order ( AMC PO ) - ML81N
( AMC PO is available in Equipment Master data - as characteristics )
Refer relevant PM Vendor Docket Report ZPM01 and its summary for performance of the vendor
and calculate the penalty amount if any and fill in the SES at relevant place .
Release should be affected based on PM Vendor Docket Report ZPM01 and its summary for
performance of the vendor and considering the penalty amount if any
SAP INBOX WORKFLOW - Release Service entry sheet
Initiate SES release for next level.
Enter comments for next reviewer.
Select next approver by location and position and Click Initiate.
Login into system with approvers user id, and open SAP Inbox. Select SES Release message, the
system will show the SES to be approved. Approve and Forward

13

Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )
KO88 (i.e., O- not zero) [Role given to Finance]
Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.
Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

15
14

Invoice verification against purchase order / SES MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Complete Business tab; click to continue

User guide of PM processes

Page 7 of 49

EXERCISE : PM-3.4

Create Notification with Mtce. order - ARC is Available

( Advance Rate Contract ) - APO
( Refer Breakdown Process Manual page 126 - 222 )
1
2

Create,Assign & Ackldge the Notification using steps 1 to 3 of ( Breakdown Notification )

Creating Order
Enter /niw22 in Transaction window ( or search notification no. by IW28 )
By default Notificn No. appears; if not enter it
Click on Order icon; Create order window pops up; click to continue
Ignore any message about date and continue

Enter
Enter
Enter

Objct information window pops up; click to continue

USING ARC contract at M.O.
Click Operations tab; Maintain new Operation with Control Key PM03. Select operation and
click on External.
Maintain APO Number in Agreement and continue.
Click on "EXTERNAL" for Service Selection and select option From Purchasing Document.
Select Services and adopt services. Maintain Requisitioner and Cost Element.
Press
Enter

Click Save & Notedown the Order No.

4

Release of Order & Generate PR

Enter /niw32 in Transaction window
Click Green Flag icon for Release. Click Component tab; Click Gen data
Click on Document Overflow and Note down PR No.
Releasing the Purchase Requisition
Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
SET Forward to ---- and final release by ----- , click on INITIATE .

Save

Creation of PO, and Release(PO will be created by Authorized person only)

Enter /nME21N in Transaction window
click Document overview ON; click on select variant icon; select Purchase Requisition no.
Enter Purchase Requisition No.
Select Need based Order; Drag and drop the PR No. to the basket

Execute

Get the required Vendor Data created in system by FICO/MM( However vendor data is fetched from
the APO ( Available CONTRACT ) :Enter Vendor ; eg.1000046; Tax code:eg. Z0;

Save

Press "Enter" to ignore warning messages, if it comes.

7

Release PO

Check The SAP business workplace ( INBOX ) for initiation of PO release workflow process.
Call the Vendor:
Enter The Vendor Details in Vendor Docket Screen in Notification
Fillup the PO detail in VENDOR DOCKET Screen in NOTIFICATION ( Created earlier ) Communication Details (Filled to inform specific person from vendor side) and other details regarding
docket booking etc
Set Status VEND.
Information to Vendor is sent to Vendors Email ID thru SAP as per the details maintained in Vendor
Docket Screen .
REMINDER - REMD &
Final Reminder - FREM can be checked as per communication.

User guide of PM processes

Page 8 of 49

Change Order ( If material is required )

Enter /niw22 in Transaction window ( or search notification no. by IW28 )
Press
Enter
Press
Enter
Press
Enter

By default Notificn No. appears; if not enter it

Click on Order icon; Change order window pops up; click to

10

continue

Ignore any mesg about date and continue

Objct infm window pops up; click to continue
Click Operations tab; Goto Control Key field; select PM01 ,enter (No of units reqd ) NU:- 2; duration :- Press
Enter
1; Work gets calculated
Material Issue against Reservation (if the material is available in storage location of same person
who has created/released Maintenance Order )
Click Components
tab;Enter Component:e.g. 12000175; Reqd qty:- 2; UM:- EA; IC:- L(Stock item); Sloc:-1000
Click on the material availability icon to ensure availability.
Press
Enter

Click Save & Notedown the Order No.

10A

If the material is not available in storage location of same person who has created/released
Maintenance Order

Please refer MM Script of Material Stock transfer :

A.Request
(Reservation with Mvt type-913 along with its work flow) is to be created for transfer of
material from Main Store/any other store to the storage location the person who has created
Maintenance Order.
( MB21 (Mvt-913)->Workflow-> Approval.)
B. Transfer of required material/store from Main Store/any other store to the storage
location of the person who has created Maintenance Order with necessary work flow for
approval process to store transfer. (MIGO ( "transfer posting" Mvt 915)-and >MIGO(Stock "
placing in storage" at receiving SLOC,w.r.t Material document of Mvt- 915)
or 2. Material Procurement process.
11

Goods Issue
Enter /nMIGO in Transaction window; select Goods Issue; & Reservation
Enter the Reservation Number you have noted above
Check the qty in Quantity tab ; Enter Goods Recipient in Where tab
Check the Item OK checkbox; Click Check; Click Post tabs
Notedown Material Document Number.

Save

Update Catalog Data

-Enter Further Details in Vendor Docket Screen in Notification regarding completion of work by Vendor
etc.
- (Select User Status ) - if Penalty is not proposed ( PNP )
Maintain Vendor Docket Details regarding completion of work and performance by Vendor etc
Standby provided by the Vendor ? - YES or NO,
Quality of Service - Satisfactory or NOT Satisfactory
12

Complete & Confirm the Notification using steps of Breakdown Notification

User Status Work Completed is set by Person Responsible.
User Status Confirmed or Rework is set by Initiator.

13

14A

Technical Completion of the Order

Enter /niw22 in Transaction window
By default Notificn No. appears; if not enter it
Click Order icon ; Click Black & White Flag icon; Window pops up
save it.
ORDER CONFIRMATION : Entry of Actual Hours
Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)
User guide of PM processes

Execute
Save

Page 9 of 49

14 B

Service Entry Sheet ( SES ) of Vendor ( refer process manual page no. 207 - 213)
Description of service rendered is reecorded in Service entry sheet.
Create Service entry sheet with reference to Purchase order ( PO ) - ML81N
Refer relevant PM Vendor Docket Report ZPM01 and its summary for performance of the vendor
and calculate the penalty amount if any and fill in the SES at relevant place .
Release should be affected based on PM Vendor Docket Report ZPM01 and its summary for
performance of the vendor and considering the penalty amount if any
SAP INBOX WORKFLOW - Release Service entry sheet
Initiate SES release for next level.
Enter comments for next reviewer.
Select next approver by location and position and Click Initiate.
Login into system with approvers user id, and open SAP Inbox. Select SES Release message, the
system will show the SES to be approved. Approve and Forward

15

Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk settlement )
KO88 (i.e., O- not zero) [Role given to Finance]
Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.
Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

16
17

Invoice verification against purchase order / SES MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Complete Business tab; click to continue

User guide of PM processes

Page 10 of 49

EXERCISE : PM-3.5

Create Notification with Mtce. order - Extl. Services

( Refer Breakdown Process Manual page 225 - 325 )
1
2

Create,Assign & Ackldge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown

Notification )
Creating Order
Enter /niw22 in Transaction window ( or search notification no. by IW28 )
By default Notificn No. appears; if not enter it
Click on Order icon; Create order window pops up; click to continue
Ignore any mesg about date and continue
Objct infm window pops up; click to continue

Enter
Enter
Press
Enter
Press
Enter

Click Operations tab; Goto Control Key field; select PM03

Information window pops up; click to continue; Error window pops up; click to continue
Enter Material Group: eg .2001011, Pur Grp: eg.040, Requisnr: in the pop up window

Click External tab at the bottom;

Enter Purchasing Organization: Decentralized 2000
Enter Servcie No(if available):eg. 73000030 , if Not available use Short text field, Qty:eg2,unit:eg ea,
Gross Price: eg.2000 ; Cost element: eg.5020812
Click Save & Notedown the Order No.
Release of Order

Press
Enter

Enter /niw22 in Transaction window

By default Notificn No. appears; if not enter it

Press
Enter

Click on Order icon; click Green flag to release the order

Click on Document Overflow and Note down PR No.

Save

Releasing the Purchase Requisition

Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
SET Forward to ---- and final release by -----

, click on INITIATE .

Save
click Release icon as per R & A for Initiator & Comp Authority
Creation of PO, and Release(PO will be created by Authorized person only)
Enter /nME21N in Transaction window
click Document overview ON; click on select variant icon; select Pur Reqsn
Execute
Enter Purchase Requisition No.
Select Need based Order; Drag and drop the PR No. to the basket
Get the required Vendor Data created in system by FICO/MM(For selection of Vendor, MM team may
Save
be contacted):Enter Vendor ; eg.1000046; Tax code:eg. Z0;
Press "Enter" three times to ignore warning messages, if it comes.

Click on "Check" and Note down the PO No.

Release PO
Check The SAP business workplace ( INBOX ) for initiation of PR release workflow process.
as has been done in Para 4.
External Services are provided against this PO and falult gets attended.
Description of service rendered is reecorded in Service entry sheet.
Service Entry sheet. ( Refer Breakdown process manual page 305 to 311 )
Enter /nML81N in Transaction window
Click Other Purchase Order icon; Enter the Noted PO No.; continue
click create entry sheet icon;
enter Short text; click Service selection tab at the bottom; window pops up; continue
Check The SAP business workplace ( INBOX ) as has been done in PR release workflow process.

User guide of PM processes

Save

Page 11 of 49

Actual order Settlement in FICO Module

Mtce Order will be settled by FICO team by T.Code KO88 ( single settlement ) /KO8G ( Bulk
settlement )
KO88 (i.e., O- not zero) [Role given to Finance]
Order - Select Maintenance order no.
Settlement Period - Posting period (means, cost posted in FI period)
Fiscal Year - Current FY
Processing Type - Automatic (appearing by default)
Execute with Test Run
If there is no error, go back (green button) to main screen and check off test run and execute actual.
Note : Finance person will review cost reflecting in GL for respective work using Tcode
FS10N/F.08/GR55
Click on accounting document
Note : Cost centre (2417301) and R&M GL (5020805) in combination correctly debited.

9
10

Invoice verification against purchase order / SES MIRO ( Liability Creation )

Please refer Annexture - IIA & IIB
Enter /niw32 in Transaction window
By default Order No. appears; if not enter it
Click Complete Business tab; click to continue

User guide of PM processes

Page 12 of 49

EXERCISE : PM- 3.6

Maintenance expenditure is incurred through Temp Advance

(e.g. for attending OFC/UG Cable fault, labour is engaged and payment is made through
Temporary Advance. Requirement of Kerosin/PVC Tapes/Misc.items may also be there for
attending the fault and if same is to be purchased throgh Temp Adv)
1
2

Create,Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE 1 ( Breakdown

Notification )
Creating & processing maintenance Order
Enter /niw22 in Transaction window
Press
Enter
Press
Enter
Press
Enter

By default Notificn No. appears; if not enter it

Click on Create order icon

; Create order window pops up; click to

continue

Ignore any mesg about date and continue

Objct infm window pops up; click to continue
Click Operations tab; Set Control KEY PM01
With Description ( Operation text with Temporary advance )
enter (number of units reqd ) 1; duration :- 1; Work gets calculated -> Press Enter

Press
Enter

Save and Notedown Order Number. ( e.g. 10200xxxxxx )

Release Order : Enter /niw32 in Transaction window By default Maintenance Order No.
appears; if not enter it
Click Green Flag icon for Release.
It is supposed that temparary advance taken as per ty. advance request process.
Temparary advance settlement process:
1) Use T-code ZFI069_2_2, for settlement of temporary advance.
2) Give the advance request number and Click on Create
3) Create advance settlement screen will appear4) In the expense Tab , the approved amount against different expense heads will come by
default . Entries in the Settled amount and Number of Bills will filled based on entries
against the expense bill will be entered in the part.

Save

For linking maintenance order with the concerned maintenance expenditure done through
temp advance:- during the temporary advance settlement, the below steps are to be
followed in the " Settlement Expenses " part:
1. under CO Object column, select Order Number
2. Under Co account column, fill in PM order number.( e.g. 10200xxxxxx, as created
in step 2 of PM-3.6)
( By selecting "Order Number" in Co Object column, cost will be traced through the
Maintenance Order for Equipment. Finally it is settled at COST CENTRE
that is defined in the Maintenance Order. cost can be seen under COST" TAB
in the Maintenance Order. )
Follow the Temparary Advance settlement process workflow.

Technical Completion of the Order

Enter /niw22 in Transaction window

Execute

By default Notificn No. appears; if not enter it

Click Order icon ; Click Black & White Flag icon; Window pops up

Save

save it.
User guide of PM processes

Page 13 of 49

ORDER CONFIRMATION : Entry of Actual Hours

Enter /niw41 in Transaction window
By default Order No. appears; if not enter it
Enter Actual Work : (time taken in Hours)
Press Save. (Ignore all warning messages)

Confirmation of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Click on the pencil icon at the Status field; window pops up

Press
Enter

Select CNFR radio button; click to continue

Click Black & White flag icon
on toolbar; Status changes NOCO -CNFR

Save

User guide of PM processes

Page 14 of 49

EXERCISE : PM-04

General Maintenance Notification

General Maintenance Notification is used for maintenance required/observed during
Inspection.It is also used to capture those general activities which are not preventive,
corrective, break down,callibration,shut down in nature.

3
4
5

Creation of General Maintenance Notification(General Work scenario)

Enter iw21 in Transaction window
Write the Notification description
select the appropriate coding from the list available here general, then further in general again
select the required one eg cleaning
Write down the required text , select required FL or Equipment along with priority
Enter the correct partner like creator and person responsible.
Release the Notification
Release the Notification using green Flag under iw22
Status of Notification change to - NOPR
Send the Notification to all the required authorities using "services for this tab " at top left
corner
Person responsible will check their SAP mail box and , if required will create new notification
for actual fault/breakdown mtce.
Requirement of Material and service
If any material or service is required, same steps will be required as mentioned in Breakdown
Maintenance.
Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search )
Enter details of solution given in Description field
Click on Catalog Data tab; Object Part & Damage part tab highlighted
In Object part Enter Codegrp:- select by search; ex: OFC
in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1
Enter Assembly text:- About fault occurred
Click on Causes tab
Enter Codegrp:- select by search; ex: PM1- cause 1
Enter Cause Text: Cause for the breakdown
Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault
Enter Start date & Time ; End date & Time using search codes

Completion of notification
Click Black & White flag icon

on toolbar; Status changes NOCO

15

Creation of General Maintenance Notification (Inspection Work scenario)

1

Enter iw21 in Transaction window

Write the Notification description
select the appropriate coding from the list available eg. here Inspection, then further in
Inspection again select the required one eg Inspection job
Write down the required text , select required FL along with priority

In the Catalog data, select object part and damage tab. Enter the appropriate code group
thereafter or write description of activity
eg CIVIL-JOB,IT-JOB etc

Save the Notification and release the Notification thereafter.- NOPR

Send the Notification to all concerned using this tab available at top left corner
All the stake holders will open their SAP Mail Box and will create the new Notification with Main
Notification number in the Notification description

Completion of Notification
Concerned person will do the required activity
Material or service may be taken in New Notification/Order like in Break down Notification, if
required.
Thereafter person responsible will complete the causes and activity sheet in Main Notification
and will intimate the initiator using same process as mentioned above.
Click Black & White flag icon on toolbar; Status changes NOCO

EXERCISE : PM-6

Equipment Scrapping Process

This process is used when equipment is to be scrapped, steps involved in the process are
as mentioned below
1.Preparation of scrapping proposal:- T CODE-->ZSP01
1.a Scrapping proposal is initiated using T.code ZSP01,new window will come up, then
press the "create proposal" tab.
thereafter write the description of scrapping proposal, in the required field, Click Add
Equipment Tab--> Equipment Selection Screen will appear,select the Equipment (for
Scrapping) as per selection criteria as per your convenience, after selecting the equipment
to be scrapped use this button , in the right top corner
then press save button, system will generate the Scrapping proposal number, note down
this number. There will be four Tab (i) Update, (ii) Attach Document, (iii) Assign Rv-Ap, (iv)
Submit.
1.b Now attach the scrapping document, using attach document tab.Document available in
the system can be attached only, for creating the equipment in the system by using T CODE-> CV01N.
The document to be attached is first uploaded in ERP using CV01N T.code, using
document type as ZSP.
then press enter and write the description of document , thereafter attach the required
document using this button at the bottom
Thereafter press save button and system will generate a document number, this document
will be uploaded in attach , document in Scrapping proposal.

after attaching the document in T.cdoe ZSP01, using attach document press save button.

1.c Now press update button , and enter the Total Mantenance cost incurred over the
Equipment, and press save button.
1.d Now press, Assign reviewer and approver(Assign Rv-Ap) button, enter reviewers and
approver IDs (as per in hierarchy), and press assign tab.
Now press submit button and system will prompt to select out of forward/return to and
press send note sheet, thereafter message will go to the reviewer's inbox.
1.e Now reviewer will open his SAP mail , and update the remarks in "status by reviewer
tab" under proposal tab then pressing save and go to notes sheet tab, and may send the
note sheet or ask for clarification(if required,otherwise press send note sheet).
after reommendations of reviewer, document will come to SAP mail box (SBWP)of
Approver.
Approver will open his SAP mail and finally approve the proposal or send back for
clarification(if required) by putting required remarks in Proposal document.

2.Formation of scrapping committee:- T CODE-->ZSP02

2.a Scrapping committee is initiated with T.Code zsp02, new window will come up, then
press the "Create-SC" tab.
thereafter write the description for scrapping committee, in the required field and write
down the approved scrapping proposal no.(SP NO.) in required field and press enter.

Mention the convener, members, chairman and approver ID,s for scrapping committee
thereafter press save button, system will generate the
scrapping committee document no.If due to any reason, committee is required to be
reformed, then go to T.Code ZSP02, and then go to update tab and re enter the member's
/name and give the required reason/comments in the bottom of Screen and save.
Now the above mentioned scrapping committee is required to be approved by the
competent authority by going to T.code zsp02 then submit SC
Enter the user ID of competent authority for approval and send note sheet,thereafter
system will send the document to his SAP mail box.
He(competent authority) will open his SAP mail box and will approve the committee as
done earlier.

3.Scrapping Approval process:- T CODE-->ZSP03

Now, once scrapping committee is formed, committee will sit at particular date and time
and this information will be sent to all concerned to decide about scrapping of various
equipments
3.a First create the scrapping approval by T.Code. ZSP03, new window will pop up, then
press " Create-SA" tab.
thereafter , write the description of scrapping approval, and write the scrapping committee
document number then press enter and then save button.
system will generate the scrapping approval document number.(Note down this generated
SA No.) and click "Meeting Tab" for giving the intimation to all committee members of
Scrapping Approval committee meeting
Now, convener will decide and intimate to all committee members about date,time and
place of meeting .
write down the meeting date, time & place and forward to concerned committee persons
(ID), then press the tab"send meeting schedule".
Thereafter the message of the meeting will be reached to the SAP mail box of all
concerned(committee members).
Now committee members will sit to gether and decide about Equipments scrapping and will
submit its report in the form of document, now this committee report in the
form of "ZSA" will be created first in CV01N, as was done earlier with ZSP for scrapping
proposal by using document type as a "ZSA"

Contd.

Now this ZSA type document will be uploaded using T.code ZSP03, using "DOC-upload"
tab,then press save button.
After up loading the Document (scrapping committee draft letter), Click "SA-Submit" Tab
and send to Approval persons as available in hierarchy for further correct the
status/approval in SAP System up to Final approver/competent authority.
Now first person in the approval heirarchy will open the SAP mail box(SBWP) and will enter
the correct status and comments as done earlier in the scrapping proposal process
After filling the required comments press" save and go to notesheet" tab, now write the
required comments in notesheet as text and press the " send notesheet" tab.
thereafter the document will reach in the SAP mail box of next person in the chain,
wherein he will put his remarks , as done in the previous step, thereafter document will go
the SAP mail box of Final approver.
Final approver will open his SAP mail box a, will select the suitable status and will write the
required comments and will press save and go to notesheet tab.
Thereafter he will write the required comments in notesheet in free text, and will press the
approved tab. The intmation regarding Equipment Scrapping approval or Rejection will
reach in the SAP Mail Box of Initiator/convener and ACE-9 Preparation will start
accordingly.

4. ACE-9 Preparation:- T CODE-->ZSP04

Contd.

4.a Go to T.code ZSP04 and press"Create ACE-9 report", then write the descreption of
ACE-9 also write the scrapping approval document no.
Enter the Net Book value, Anticipated realization value, decommission date and
decommission value whatever written in scrapping committee document (draft letter) etc
Enter it and system will generate the ACE-9 Document no.
Now ACE-9 is required to be updated for this again Click "update ACE-9" tab
Now print of system generated ACE-9 can be taken from ACE 9 print from ZSP04 T.Code,
after taking the print the same is required to be signed by committee members

Once signed, same is required to be uploaded into the system, by "upload ACE 9" tab, as
has been done earlier.
Now this uploaded ACE-9 is to be forwarded to all concerned e.g
A.O.(SBP/Plg)/CAO/AGM/DGM/DGM- SSA In-Charge/IFA/Approving Authority (SSA/CGM)
by clicking the "ACE-9 NoteSheet". Final approver (IFA/SSA/Circle Head) have to be check
Decommission value of ACE-9 and save and comments for approval as available in drop
down.
After getting approval from as above concerned competent authority, go to again "upload
ACE-9" Tab for sending this approved ACE-9 to Finance(FICO) person for further
necessary action at FICO End either through this SAP Mail.

The document to be attached is first uploaded using document type as ZAC and
Document status first "CR-Created" then "AD-approved" and Save, document will self
approved attaching poit of view
write the description of document , thereafter attach the required document using this
button at the bottom
Go to the top left corner button 'service for object'--->send--->send object with note, one
screen will open and fill/write Descriptions regarding ACE-9 sending, fill the Recipient ID-->ENTER, Recipient name will display then go to the send button in the bottom and click,
ACE-9 will reached in the SAP Mail Box of FICO person.

EXERCISE : PM-7

Preventive Maintenance- Single Cycle plan

1

Creation of Mtce Plan

Enter /nIP41 in Transaction window
Select Mtce plan category as "NO PM Notification"
Enter "Monthly Plan for cdot Exchange" in Mtce plan field
Enter cycle-1, unit-MON,cycle text-monthly basis
Enter "Monthly Plan for 103000000896" in Mtce item field
Enter equipment (below) as "103000000896"
Select Notification type -B1
Click on Task list icon at the boottom, click "execute" icon- top left, select any task
Goto "Mtce Plan Schedulung Parameter-tab
Fill shift factor late-eg.100%, tolerance(+)-eg.10%, shift factor early-eg.100%,
tolerance(-)-eg.10%, call horrizon-eg.90%, schedule period-eg.1 YR
Goto "Mtce Plan Additional Data- tab

Press enter

fill sort field as "SSA-.."

Give "Cycle start Date." as "NO" and continue & note the mtce plan number

Press save

Scheduling Mtce Plan

Enter /nIP10 in Transaction window
2

By default Mtce plan number appears; if not enter it

Click on Start button at top-left
Enter "start of cycle date" and save

Press enter

EXERCISE : PM-9

G1 Notification
(Used when our equipments got malfunctioned due to fault in other equipment
maintained by other maintenance Work Centre)
Go to iw21 T.Code, select G1 as Notification type
complete the Description field
select System impacted tab, enter the equipments/FL affected
Maintain the partners Initiator & Person responsible, as done already
Save the Notification.
Later on , the person who will acknowledge this Notification , will update the
"Actual Notification number" in system impacted tab,
after creation of actual Notification number over the faulty equipment.

1
2
3
4
5

Finally the initiator will confirm the G1 Notification number as done in other case.
Example:
SWITCH SWITCH goes down due to Transmission media fault
G1 Notification
1 IW21 - Create Notification with TYPE -G1 by Switch side - Initiator ( Switch Person )
SYSTEM STATUS
STATUS
OSNO
CRTD

G1

USER

2 Enter Description/Priority/Partners- Person Responsible (for ex.TXM persn )

3 Enter the affected equipment no.( for ex.Switch )in SYSTEM IMPECTED TAB
4 ASGD
5 save the notifiction
System generats notification number for G1 ( After saving the notification assigned to
Person responsible )
( Person responsible ( TXM ) will find this G1 notification through SAP mail/SMS or e-mail )
( you can use IW28 )
6 OPEN the notification - G1 and Acknowledge that.

ACKD
by TXM person responsible

7
8 NOPR

( put in process by green flag )

After Acknowledge the fault ( G1 ) , TXM Person responsible will create his /her OWN
9
breakdown notification ( B2 ) or use already created notification
10 Record that notification in the G1 notification at SYSTEM IMPECTED TAB
at ACTUAL FAULT NOTIFICATION ( B2)
Befor confirming the notification ( B2 ) by initiator ( TXM ) , the INITIATOR of B2 ( TXM
11 )/Person responsible of G1 will compelete ( COMP ) the G1 notification and sentd it to
initiator of G1 for confirming the G1 ( CNFR )

12

COMP
by TXM person resp. of G1

13

CNFR
by INITIATOR of G1 ( Switch )

14 NOCO by INITIATOR of G1 ( Switch )

( By recording the SERVICE RESTORATION DATE / TIME in system impected TAB )

TXM

EXERCISE : PM-10

Re-Parenting Process :
Functional Locations and Equipments can be shifted within the same Plant,
across Plants and across Company .
For Functional Locations, the naming convention is based on Structure
Indicator and hence, the same FL cannot be shifted with the existing FL label.
Deletion Flag (DLFL) is set on the existing FL and a new FL will be created with
new label according to the new structure. To carry forward the history, the Old
FL label will be maintained in the new FL Master.
Equipment shifting within the same Plant will involve dismantling and
installation and changing of master data parameters such as Planner Group,
Work Centre, etc.
For Equipment Re-parenting across the company , Set the deletion Flag and
REPO on existing Equipment and create the new Equipment in new company.
There are four Scenerios in Reparenting process :A) Reparenting of Functional Location(FL) within same company:

Step 1 Search the required FL which is to be reparented by T-Code IH01

Step 2 Document approval flow Create Document (ZRP Type) by T-Code CV01N
i.
fill the type of document ZRP and press enter
In the next screen within document data tab page fill brief description of reparenting FL
as soon as we move to the next tab page one pop menu will appear ,there we have to
filled log field and continue.
In addl data tab page fill current FL and proposed FL (Upto plant),
In Object Link tab page fill equipments & FL(which are to be re-parented) and document
will be generated as soon as we will save the document.
ii.

iii.

iv.

Go to change document by T-Code CV02N or clicking on change icon and press enter.
fill the document No. ,document type,document part and document version and press
enter.
Change the document status "Data upload(DU)" in the document data tab page.
as soon as we move to the next tab page Reviewers\Approvers, one pop menu will
appear ,there we have to filled log field and continue.
fill Reviewers , go to approver tab page and fill Approver and save.
by T-Code CV02N/Clicking Change icon with enter.
assign the document to reviewer by changing the status Review Request(RR) in
document data tab page and save.
as soon as we save the document one pop menu will appear ,there we have to filled log
field and continue.On saving the SAP Mail will go to Reviewer
Reviewer will open the SAP INBOX and see the mail of request reviewer
Reviewer will come back and click on review ok or review not ok and accordingly fill the
remarks and continue.Now SAP mail reached to next reviewer or Approver.

Approver will open the SAP Inbox and see the mail of request approval.
Approver will come back and click approval ok or Reject or clarification required ask for
or cancel& keep in Inbox and continue.
On approval ok or reject, SAP mail reached to Initaitor and reviewers SAP Inbox.
If,the option clarification ask for selected one additional document is generated for
clarification.This document can be sent to iniator or reviewers.
This ZRP document will attached to re-parented equipments and FL in "class and Docs"
note :tab page.
Step3 De-asign the Task List from Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save
v.

Step4 De-activate and Deletion Flag to Maintenance Plan by T-Code IP02

Enter Maintenance Plan No and enter

Step5

Step6

Step7
Step8

Step9

Step10
Step11
Step12

Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).

Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Set Deletion Flag to Functional location task list by T-Code IA12.
Fill F L and enter.
Select Task List and Click on Header Icon, tick on Deletion Flag and save.
Complete Open Maintenance Order: IW32/IW38
IW32: Enter
Fill Maintenance Order No and Enter
If Maintenance Order is Released then click on Order on Menu
Bar=>Functions=>Complete=>Complete Technically and save.
if Maintenance Order is in outstanding status then click on Order on Menu
Bar=>Functions=>Complete=>do not execute and save.
Complete Open Notification IW22/IW28
De-activate the Measuring Point: IK02
Fill Measuring Point No and enter
Click Measuring Point On Menu Bar=>Functions=>Active<->Inactive=>Deactive (click) and
save.
Now dismantle of equipments from their existing FL by T-Code ZPM41.
Upload Excel File and execute
1:It Dismentle the equipment with User status NIUS
2:It remove the Superior FL from FL Structure
3: It set the DLFL on FL
Select the Required FL existing or Create FL by T-Code ZPMUPLOAD06
UpLOAD 06 Excel File and execute.
Asign new organisation data to the equipment by T-Code ZPMUPLOAD 12.
Upload ZPMUPLOAD 12 Excel File and execute
Set re-parenting status and maintained old functional location by T-Code ZPM42_N.

Upload ZPM42_N Excel File and execute.

step13 Create F L Task List by T-Code IA11/ZPMUPLOAD 20
Upload ZPMUPLOAD 20 and execute
Step 14 Create Measuring Point by T-Code IK01/ZPMUPLOAD 16

Contd.

Upload ZPMUPLOAD 16 Excel File and execute.

Step 15 Create Maintenance Plan by T-Code IP41/IP42 or ZPMUPLOAD 21.
Upload ZPMUPLOAD21 excel file and execute.
Step16 Schedule the Maintenance plan by T-Code IP10
Step17 View Re-Parenting Report by T-Code ZPM07
B) Reparenting of Equipment(EQ) within same company:

Step 1 Search the required Equipment which is to be reparented by T-Code IH01

Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.
Step3 Dismentle the Equipment from the existing FL by T-Code IL02.
Go to structure tab page,click the Sub-Equipment Icon,
Select the Equipment are to be dismentle and click Dismentle Icon on tool bar and save.
Step4 Delete the organisation data from Equipment by T-Code ZPM43
Upload ZPM43 Excel file and execute. This is required when new organisation data is
filled by T-Code IE02.
Step5 Complete Open Maintenance Order by T-Code IW32/IW38

Step6 Complete Notification by T-Code IW22/IW28.

Step7 Install the Equipment on new FL by T-Code IL02/ZPMUPLOAD12
Step8 Update Task List by T-Code IA02
1. Incase of within the plant, Update of task list for Planner group, Maintenance work
center , Plant section, etc. can be done using Change
2.Incase of different plant the existing task list Group Counter is to be deleted/deactivated and New Group Counter created)
Step9 Update/Create Maintenance Plan by T-Code IP02/IP01
1. Incase of within the plant, Update Maintenance plan for Planner group, Maintenance
work center, Plant section, etc.
2. Incase of different plant, Maintenance plan is to be deleted/de-activated and New
Maintenance Plan Created
Step10 View Equipment "Usage List" by T-Code IE03
Go to Extra on Menu bar=>Action log(Click)
C) Reparenting of Equipment(Company to Company) :

Step1 Search the required Equipment which is to be reparented by T-Code IH01

Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.
Step3 De-asign the Task List from Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save
Step4 De-activate and Deletion Flag to Maintenance Plan by T-Code IP02
Enter Maintenance Plan No and enter
Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).
Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Step5 Set Deletion Flag to Equipment task list by T-Code IA02.

Contd.

Step6
Step7
Step8

Step9

Fill Equipment and enter.

Select Task List and Click on Header Icon, tick on Deletion Flag and save.
Complete Open Maintenance Order by T-Code IW32/IW38
Complete Notification by T-Code IW22/IW28.
Deactive Measuring point by T-code IK02
Fill Measuring point No and enter
Click Measuring Point On Menu Bar=>Functions=>Active<->Inactive=>Deactive (click) and
save.
Dismentle of Equipment from current F L by T-Code by T-code IE02/ZPM 44
ZPM 44:
1. Equipment dismentle from current F L
2.Set User status "REPO" on equipment
3. Set DLFL Deletion Flag on Equipment
4. Delete the organisation data from Equipment

Step10

Asset Transfer Script --------Refer FICO Process Script for Asset Transfer
Create new equipment number based on newly created Assetby T-Code
Step11
IE01/ZPMUPLOAD10.
Upload ZPMUPLOAD10 Excel File and execute.
Step12 Create Equipment Task List byT-Code IA01/ZPMUPLOAD 19.

Upload ZPMUPLOAD19 excel file andexecute.

Step13 Create Maintenance Plan by IP01/ZPMUPLOAD21.
Upload ZPMUPLOAD21 Excel File and execute

Step14 Assign Old Equipment Number in New Equipment by T-Code ZPM44_N

_
Upload ZPM44_N Excel File and execute.
Step15 View Equipment Re-Parenting Report by T-Code ZPM12

D) Functional Location Re Parenting (Company to Company)

Step1 Search the required F L( which is to be reparented )by T-Code IH01
Now follow the Approval process for re-parenting of equipment as provided in step 2 of
Step2
FL re-parenting.
Step3 De-assign FL Task list from Maintenance Item (if any) by IP02
Enter Maintenance Plan No and enter
Click on "Cancel asignment for Task list" Icon and save
Step 4 Deactivate & Set Deletion Flag for Maintenance Plans (if any) by IP02
Enter Maintenance Plan No and enter
Click Maintenance Plan ICON=> Functions=>Active<->Inactive=>Deactivate(double click).
Click Maintenance Plan=>Functions=>Deletion Flag=>Set(double click) and save.
Step5

Set Deletion Flag to Functional Location/ Equipment Task List (if any) byT-Code
IA12/IA02

Step6 Complete Open Orders(if any) by T-Code iw32/Iw38

Step7 Complete Open Notification (if any) by T-Code IW22/IW28

Contd.

Step8 Deactivate Measuring Point (if any) by T-Code IK01

Step9 A Dismentle of Equipment by T- Code ZPM41

a) Dismantle all Equipments installed on the Functional Location

b) Remove Functional Location from existing structure
c) Set Deletion Flag on Functional Location
ZPM41:Upload ZPM41 Excel File and Execute
Deletion of all organizational data from the Equipments and the Sub-Equipments
Step9B
and Set user status "REPO & DLFL" By T-Code ZPM44
Upload ZPM44 Excel File and Execute
Zpm44:
1Set The user status REPO and DLFL
2 It remove organisation data from Equipment
Step10 Asset Transfer Script ----Refer FICO Process Script for Asset Transfer
Step11 Create Functional location by T-Code IL01/ ZPMUPLOAD06

Upload ZPMUPLOAD06 Excel File and Execute

Step12

Create Equipment with New Organisation Data by T-Code IE01/ZPMUPLOAD10

Upload ZPMUPLOAD10 Excel File and Execute

Step13 Maintain Old Equipment No and Data byT-Code ZPM44_N

Upload ZPM44_N Excel File and Execute

Step14

Step15

Set Re-Parenting Status and maintain Old Functional Location by T-Code

IL02/ZPM42_N
Upload ZPM42_N Excel File and Execute
Set User Status REP and Old FL in new FL
Create Functional Location/ Equipment Task List (if required) by T- Code
IA11/IA01 orZPMUPLOAD20/ZPMupload19
Upload ZPMUPLOAD20 excel and Execute.
Upload ZPMUPLOAD 19 excel and Execute.

Step16 Create Measuring Point (if required) by T-Code IK01/ZPMUPLOAD16

Upload ZPMUPLOAD 16 excel and execute.

Step17

Create Maintenance Plans (if required) by T-Code IP41/IP42 or ZPMUPLOAD21

Upload ZPMUPLOAD 21 excel and upload.
Step18 Schedule Maintenance Plan (if required)by T-Code IP10
Step19 View FL Re-Parenting Report by T-Code ZPM 07
Step20 View Equipment Re-Parenting Report by T-Code ZPM 12

Contd

EXERCISE : PM-11

Create Shutdown Notification

Shutdown Maintenance process is applicable to those scenarios where prior

approval is required for taking shutdown of an equipment and carrying out
maintenance activities.
Creating the Shutdown Notification
Enter IH01 in Transaction window
Write down your Functional location(FL) eg 1021-2110..

#
#
#
#
2

#
3

6
7

Under Explosion, mark the check box upto BOM explosion & execute
Select the required Equipment or FL & select 'Goto' in Menu.
Select 'create Notification' and then general, thereafter press enter.
Select B6 in Notification Type and press enter
Enter fault description in Notification field
Enter Priority : select Major/ Critical / Minor
Enter details of fault in Description field
Enter Planner Group: e.g. -FID , if prompted by system.
Enter Funct:- ZI Initiator; Partner :- select by search ( or as per data maintained in
equipment master )
Enter Partner Function : Recom/ Forward Authority - , & Maintain User Status to AREQ - ( Approval Requested )

Press Enter
Save

Information will go to Recom/ Forward Authority , through SMS & Mail / SAP Mail.
Notification is Created - Note down the Notification number for reference only.
If the authority is competant to approve the Shutdown then he/She will APPROVE it , or
Send to Another Approving authority by Recommanding this Notification.
- The authority can maintain the Partner function - for Recom/ Forward Authority - , &
Maintain User Status to R & F1 ( Recommanded/Forwarded 1 ) and Save it

Save

Similarly information will flow to another R & F1 authority and He/She can send Notification
to approve , by maintaining the Partner function - for Recom/ Forward Authority - , &
Maintain User Status to R & F2 ( Recommanded/Forwarded 1 ) and Save it
Save
Similarly information will flow to another R & F2 authority and He/She can send Notification
to approve , by maintaining the Partner function - for Recom/ Forward Authority OR
APPROVAL AUTHORITY - , & Maintain User Status to R & F3 (
Save
Recommanded/Forwarded 1 ) and Save it
Now if the Officer is competant to Approve the Shutdown request notification , HE/SHE can
APPROVE by maintaing the USER STATUS - APPROVED - APPD
(Approval details are to be recorded as long text by each and every approving authority)
User Staus - REJC can be use for Rejecting the Request.
Take on spot Approval from NMC through telephonically and Change user status to NMCA
(NMC should be contacted directly by person responsible for final clearance and set
NMCA/NMCR status)
After getting APPROVAL from NMC , put notification in PROCESS by Green flag ( NOPR )
Click Green flag icon

Press Enter

on toolbar; Status changes NOPR - NMCA

Completion of Notification
Enter /niw22 in Transaction window ( or IW28 search )

Press Enter

Enter details of solution given in Description field

Click on Catalog Data tab; Object Part & Damage part tab highlighted

Press Enter

In Object part Enter Codegrp:- select by search; ex: OFC

Press Enter

in Damage part Enter Codegrp:- select by search;ex:- PM1-Damage 1

Enter Assembly text:- About fault occurred

Contd

Click on Causes tab

Press Enter

Enter Codegrp:- select by search; ex: PM1- cause 1

Press Enter

Enter Cause Text: Cause for the breakdown

Click on Activities tab
Enter Codegrp:- select by search; ex: PM1- Activity 1
Enter Activity text:- Action taken to restore fault

#
#

Enter Start date & Time ; End date & Time using search codes
Click Black & White flag icon

on toolbar; Status changes NOCO -NMCA

If Material or External Service is required , please Refer the Breakdown Maintenance order
procedure

EXERCISE : PM-12
Calibration Maintenance Notification
Calibration Process is used to gauge the accuracy of equipment. Calibration can be
done at the time of installation, at regular intervals , when measurement of equipment is
erratic ,when a malfunction is encountered or if demanded by statutory body.
Calibration may be done by Internal team or by External Agency, both the cases have been
demonstrated.
1
1.1

1.2

Calibration by Internal Team

Creation of Calibration Maintenance Plan
Enter /nIP41 in Transaction window
Select Mtce plan category as "NO PM Notification"
Enter "Calibration Plan for Testing equipment" in Mtce plan field
Enter cycle-1, unit-MON,cycle text-monthly basis
Enter equipment (below) eg "103000000896"
Select Notification type -B5
Click on Task list icon at the boottom, click "execute" icon- top left, select any relevant
task list or get the same created from Central MDM Team
Goto "Mtce Plan Schedulung Parameter-tab
Fill shift factor late-eg.100%, tolerance(+)-eg.10%, shift factor early-eg.100%,
tolerance(-)-eg.10%, call horrizon-eg.90%, schedule period-eg.1 YR
Goto "Mtce Plan Additional Data- tab
fill sort field as "SSA-.."
Give "Cycle start Date." as "NO" and continue & note the mtce plan number

Scheduling Mtce Plan & creation of B5 Notification & BM05 Mtce Order.
Enter /nIP10 in Transaction window
By default Mtce plan number appears; if not enter it
Click on Start button at top-left
Enter "start of cycle date" and save
After this system will generate the B5 type Notification, same may be searched from iw22
or iw28
From Notification create the Mtce order as is being done in Breakdonwn Mtce
Thereafter release the Mtce order and save it.Then see the inspection lot Number in Top
right hand using clicking this
Contd
Now Note down the inspection lot number.
Now Open New Transaction QE17 in T.Code, record equipment Results window will come,
thereafter write down Equipment number in the appropriate field
Then Press enter, and enter the inspected quantity as defined and value, press enter
New window will pop up having different valuation,

we may select any of these eg can be used

2
2.1

Now run the T.Code QA11, for record usage decision, enter the Inspection lot and press
enter
Now select the required UD code eg."Accepted" and press Save button.
Now Run the T.code QA13 for viewing of calibration result, then enter inspection lot and
press enter
Then Go to usage decision, print, Inspection print and finally click the execute button
After this go to iw32, then in order Menu, function, and then complete business.Also please
complete the B5 Notification.
Calibration by External Agency
Follow the same steps as has been done in previous case till creation of Mtce order.
Go to change mode in Mtce order using iw32, go to operation tab, then in external service
tab as is being done in Break down Mtce
System will generate the PR(Purchase Requisition, as being done in Break down) further
create the PO(Purchase order)
for taking Vendor service as per MM Manuals.
Thereafter take the service and confirm the Mtce order using iw41, as was done in Break
down.
For attaching the external agency report, go to the Mtce order in change Mode, and click
on the attachment button at top left corner
Then go to create, and then create attachment, thereafter attach the requireddocument.
Then go to iw32 and further go to order menu, then complete and then
complete(technically), then do the complete business, as done earlier.
Finally complete the Calibration Notification.

EXERCISE : PM-14
Corrective Maintenance
1

Creation of Measuring Point ( Such measuring points are already created and available in
the SAP system by MDM team , as this is one time activity. This step is for your information
only . )
Enter /nIK01 in Transaction window
Enter equipment No "103000000896"
Select Measuring point category as C
Fill measuring position- Switch room, Description - Temperature of switch room,
Characteristics- Temperature

Preass
enter

Preass

2
3

enter
Select code group - CBM
Enter target value - 20 (bottom)
Click on additional data button at top left
Entet upper and lower tolerable values , continue and save
Note the measuring point no
Similarly you can create another measuring point for voltage
Creation of Measuring Document : w.r.t. Measuring point
Enter /nIK11 in Transaction window
By default Measuring point appears; if not , provide the measuring point of the Equipment or FL.

Enter measuring reading - 23

Enter Valuation code- either CM01 or CM02, continue and save
Similarly enter 3 to 4 readings of temperature
Viewing Measuring Document
Enter /nIK17 in Transaction window
Enter Measuring point appears and click Execute at top-left
Select the reading column & see the graphic view/bar representation

EXERCISE : PM-15
AMC requirement gathering:
AMC is awarded to Vendors for a group of Equipments. The process of
AMC requirement gathering will involve communicating the list of
Equipments as well as the list of Services to the procurement department.
The list of services will be in the form of Service PR. This PR will be
generated from a maintenance order of type BM07 and in this order; the
list of equipments will be maintained as Object List.
On finalization of Vendor and awarding of AMC, the AMC P.O. Number as
well as the AMC start date and end date will be updated in the Equipment
Master.
Steps of AMC Requirement gathering process:
1. Create Maintenance Order IW31 ( BM07)
This order contains
Functional location ( SSA ) ,
Maintenance Workcentre ,
Services required ( For AMC ),
List of equipments for which AMC is required ( Object TAB ),
There should be separate order for

1. different type of equipments and

2. RURAL OR URBAN
2. Purchase Requisition ( PR ) will be generated after Release of this
Maintenance Order.
3. Service PR generated and available in SAP Inbox of the person
releasing the Maintenance Order.Purchase requisition is initiated,
Released or Forwarded and Finally Released as per workflow.
4. All SSAs will communicate their PRs through SAP Mail for sending to
Their Circle for further compilation. All SSA PRs will be compiled (manual
in Excel) at Circle Level.
5. At circle level one Final Single PR will be created- ( Consolidate Item &
their Qty. of all PRs from different SSA are noted and entered manually in
Purchase Requisition with the help of copy and paste functionality.)
This Circle PR will be Released/Approved as per SAP WORKFLOW.
6. All Circles will communicate their PRs through SAP Mail for sending to
Corporate office for further compilation. All these PRs will be compiled
(manual in Excel) at Corporate Level in the same way as at the circle level ,
and one single PR is created at corporate level taking in account all
services & their quantities as per requirement of SSA / Circle.

( This PR will not be used to create Contract as this has no relevance to PR

released by SSAs / Circles. Corporate PR will serve to compile the requirement.

7. Again this Corporate PR will be released & approved as per workflow .

8. Rate contract will be created at corporate level ( without any reference of
PR ), using data ( Services & Quantity ) of corporate PR only. ( ME31K )
9. APO ( Contract ) is released & approved as per workflow at corporate
level.
10. This APO will be conveyed to all the concerned circles .

11. Now different PRs ( purchase requisition sent by SSA to circle ) will be
assigned to the APO ( Created by Corporate Contract) by circle.( ME56 )
12.Circle office will create different Purchase Order ( PO ) for different SSA
with reference to their PR. These POs are release / approved as per
workflow. ( ME21N)
This PO will take the Rate/ Price from APO ( Contract created at corporate
level ) and Quantity of services from PRs of respective SSAs.
13. This PO will be updated to equipment master by circle office.
( ZAMC_UPDATE).
14. In Case of ARC gathering & it's updation , SSA will create their purchase
requisition ( PR ) and communicate to Circle office. See above step no. 3 to 11
15. The ARC ( Contract ) will be updated to equipment master through T - Code (
ZARC_UPDATE).
Select the ms excel file as per format
(Starting from third row in the format
Equipment No. ARC_APO no. Start Date End Date - )

EXERCISE : PM-16
AMC Tracking of Card / CPE:
( one T-code ZCC and radio buttons)
2. Maintain Manufacturer, Type and the ( capacity for cards only ) .
4. Data of OLD cards & CPE are to be uploaded after approval of service PO at SSA
/Circle
5. Final plant and storage location of materials are maintained by the SLOC where the
materials finally received for consumption.
- for cards / component through EDIT transaction
- for CPE through maintain final storage location transaction.
6. Report based on different parameters for tracking AMC/Warranty of Card & CPE are
available using radio button.

EXERCISE : PM-17
PM REPORTS & T- Codes

Standard Work list for

Notification with
1
customized selection
options

PM

IW29

Standard Work list for

Maintenance Order with
2
customized selection
options

PM

IW39

Standard Order and

Operation List with
3
customized selection
options

PM

IW49

Select Notification Status

Enter Notification Type
Enter Notification no.
Enter Functional Location
Enter Equipment no.
Enter Maintenance Plant
Select Order Status
Enter Order Type
Enter Order no.
Enter Functional Location
Enter Equipment no.
Enter Maintenance Plant
Enter Order no.
Enter Functional Location
Enter Equipment no.
Enter Control Key
Enter Material used
Enter Work Centre
Enter Material Document no.
Enter Posting Date
Enter Document Date

Standard Goods Movement

4 display with customized
PM
selection options

Standard Material where

5 used list with customized
selection options

PM

IW3M

IW13

Enter Material No.

Enter Plant
Enter Storage Location
Enter Movement Type
Select Order Status
Enter Material
Enter Order no.
Enter Order Type
Enter Functional Location
Enter Equipment no.
Enter Notification no.
Enter Main Work Centre
Enter Date
33

User guide of PM processes

Standard Costing
Summary / Analysis for
6 Maintenance Orders with PM
customized selection
options
Standard MTTR and MTBF
for equipments with
7
PM
customized selection
options

Standard Location
8 Analysis with customized
selection options

Standard Planner Group

9 Analysis with customized
selection options

PM

MCI8

Enter Equipment no. /

MCJB/M
Enter Functional Location
CJC

MCI3

PM

MCI4

Standard Damage Analysis

10 with customized selection PM
options

MCI5

Standard Breakdown
11 Analysis with customized
selection options

MCI7

PM

Enter Order Type:

Enter PM Activity Type:
Enter Functional Location
Enter Equipment no.

Enter Maintenance Plant

Enter Plant Section
Enter Location
Enter Planner Group
Enter Functional Location
Enter Equipment no.
Enter Planning plant
Enter Planner group
Enter Maintenance plant
Enter Plant section
Enter Location
Enter Functional location
Enter Equipment
Enter Assembly
Enter Notification type
Enter Functional location
Enter Equipment
Enter Code group: damage
Enter Damage
Enter CdGrp: damage cause
Enter Cause of damage
Enter Code group: activity
Enter Activity code
Enter Object class
Enter Functional location
Enter Equipment

34

User guide of PM processes

Standard List/Trend of
Measurement documents
12
PM
with customized selection
options

Standard List of Technical

13 objects with customized
PM
selection options

Standard list of
Notification Report with
14
customized selection
options

IK17

IH08

PM

IW28

Standard Work Center list

15 with customized selection PM
options

CR05

Enter Measuring point

Enter Equipment
Enter Functional location
Enter Date
Enter MeasTime
Enter Measurement document
Enter Text
Enter Source document
Enter Catalog type
Enter Code group
Enter Valuation code
Enter Reversal indicator

Enter Reading taken by

Enter Created on
Enter Created by
Enter Changed on
Enter Changed by
Enter Equipment
Enter Equipment description
Enter Material
Enter Serial number
Enter Period
Enter Partner
Enter Selection Profile
Enter Class Type
Enter Class
Select Notification Status
Enter Notification Type: B7
Enter Notification no.
Enter Functional Location
Enter Equipment no.
Enter Maintenance Plant
Enter Plant
Enter Work Centre
Enter Work Centre Category
Enter Storage Loc. Storage
Resource
35

User guide of PM processes

Standard Report on
created Equipment with
16
customized selection
options

Standard Report on user

status e. i. Phased out /
17 Scrapped equipment with
customized selection
options

PM

PM

IH08

IH08

Enter Equipment
Enter Equipment description
Enter Material
Enter Serial number
Enter Period
Enter Partner
Enter Selection Profile

Enter Class Type

Enter Class
Enter Equipment
Enter Equipment description
Enter Material
Enter Serial number
Enter Period
Enter Partner
Enter Selection Profile

Enter Status included

Enter Status excluded
Customized REPORTS

1 Fault Docket Report

Estimated Maintenance
Report

PM

PM

ZPM01

ZPM02

Enter Notification no.

Enter Planning plant
Enter Functional Location
Enter Equipment
Enter Vendor Name
Enter Created on Date
Enter Notification Number
Enter Maintenance Planning Plant
Enter Planner Group
Enter User Status
Enter Functional Location
Enter Equipment
Enter Vendor Name
Enter Notifying Date
36

User guide of PM processes

AMC/ Warranty Dates

3
Report

PM

Shutdown Request
Deviation Report

PM

5 G1 Notification Report

PM

6 Asset Equipment Mapping FICO

7 List of Plant Sections

PM

8 List of Locations

PM

List of Maintenance
Planner Groups

PM

Enter Maintenance Planning Plant

ZPM03
Enter Functional Location
Enter Equipment
Enter Notification no.
Enter Maintenance Planning Plant
Enter Planner Group
ZPM04
Enter Functional Location
Enter Equipment
Enter Created Date
Enter Required Start Date
Enter Notification no.
Enter Functional Location affected
ZPM05
Enter Equipment Affected
Enter Date
Enter Company Code
Enter Asset Class
Enter Business Area
ZFI085
Enter Asset Number
Enter Asset Sub Number
Enter Created On
ZPMORG Enter Plant
1
Enter Plant section
ZPMORG Enter Plant
2
Enter Location
Enter Maint. Planning Plant
ZPMORG
3
Enter Planner Group
37

User guide of PM processes

T - Codes and Z- Codes in PM Module

11

T - Codes
Creation of Notification
Change Notification
Display Notification
Notification List Editing - Change
Notification List Editing - Display
Notification List Editing - Display Multi Level
Create Plant Maintenance Order
Change Plant Maintenance Order
Display Plant Maintenance Order
Maintenance Order List Editing - Change
Maintenance Order List Editing - Display

12

Time Confirmation - Indvidual Entry

13

Display Equipment Task List

Display Functional Location Task List
Display Work Centre
Settle Order (Single)
Create Single Cycle Plan (R4 onwards)
Change Equipment
Create Equipment
Display Equipment
Equipment List Editing - Change
Equipment List Editing - Display
Display Catalog
Create Service Entry Sheet
Display Material
Display Material BOM
Display Functional Location Structure

1
2
3
4
5
6
7
8
9
10

14
15
16
18
19
20
21
22
23
24
25
26
27
28
29

Display of Material document for GR (Goods Receive)

30

Cancellation of Material document for GR (Goods Receive)

31

Creation of Material document for GI (Goods Issue)

32

Creation of Material document for GI (Return Delivery)

33

Creation of Material document for GR (Transfer posting)

34

Change Maintenance Plan

Display Maintenance Plan
Schedule Maintenance Plan
Deadline Monitoring
Change Maintenance Strategy
Display Maintenance Strategy
Maintenance Scheduling Overview Graphic
Maintenance Scheduling Overview List
Create Strategy Maintenance Plan (from R4 onwards)
Change Functional Location
Create Functional Location
Display Functional Location

35
36
37
38
39
39 a
40
41
42
43
44

User guide of PM processes

IW21
IW22
IW23
IW28
IW29
IW30
IW31
IW32
IW33
IW38
IW39
IW41
IA03
IA13
IR03
KO88
IP41
IE02
IE01
IE03
IE05
IE08
QS42
ML81
MM03
CS03
IH01
MIGO (Display)
MIGO (Cancellation)
MIGO (Goods Issue)
MIGO (Return Delivery)
MIGO(Transfer posting)
IP02
IP03
IP10
IP30
IP11
IP12
IP19
IP24
IP42
IL02
IL01
IL03

45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64

Functional Location List Editing - Change

Functional Location List Editing - Display
Create Functional LocationTask Lists
Change Functional Location Task List
Change Functional Location
Create General Task List
Change General Task List
Create Equpment Task List
Change Equipment Task List
Display Equipment
Create Work Centre
Change Work Centre
Create Measurement Documents
Change Measurement Documents
Display Measurement Documents
Create Measurment Point
Change Measurement Point
Display Measurement Point
Measurement Point List Editing - Change
Measurement Point List Editing - Display

IL05
IL06
IA11
IA12
IL02
IA05
IA06
IA01
IA02
IE03
IR01
IR02
IK11
IK12
IK13
IK01
IK02
Ik03
IK08
Ik07

T - Codes and Z- Codes in MM Module

T - Codes
1

Creation of PR (Purchase Requisition)

Change of PR

Display of PR

Approval of PR

Creation of APO (Advance Purchase Order)

Change of APO

Display of APO

Approval of APO

Creation of P.O.(Purchase order

10

Change of P.O

11

Display of P.O

12

Approval of P.O

13

Creation of RFQ (Request for Quotation)

14

Change of RFQ

15

Display of RFQ

16

Approval of RFQ

18

Creation of SES

19

Change SES

20

Display SES

21

Approval of SES

User guide of PM processes

ME51N
ME52N
ME53N
ME54N
ME31K
ME32K
ME33K
ME35K
ME21N
ME22N
ME23N
ME29N
ME41N
ME42N
ME43N
ME45N
ML81N
ML81N
ML81N
ML81N

22

Create Inbound Delivery document

23

Change Inbound Delivery document

24

Display Inbound Delivery document

25

Create Outbound Delivery Document

26

Post Goods Issue

27

Create Excise Invoice

28

Creation of Material document for GR (Goods Receive)

29

Display of Material document for GR (Goods Receive)

30

Cancellation of Material document for GR (Goods Receive)

31

Creation of Material document for GI (Goods Issue)

32

Creation of Material document for GI (Return Delivery)

33

Creation of Material document for GR (Transfer posting)

34

Create Physical Inventory document

35

Change Physical Inventory document

36

Display Physical Inventory document

37

Creation of Reservation

38

Change Reservation

39

Display Reservation

39 a

Approval of Reservation

40

Creation of Vendor Code

41

Change of Vendor code

42

Display of Vendor code

43

Creation of Service Code

44

Change of Service code

45

Display of Service code

46

Creation of Material Code

47

Change of material code

48

Display of Material code

List Display-Reservations

List Display-PR

List Display-PO (Vendor wise)

List Display-PO(Material wise)

List Display-PO(PO number wise)

VL31N
VL32N
VL33N
VL10B
VL02N
J1IJ
MIGO (Good Receive)
MIGO (Display)
MIGO (Cancellation)
MIGO (Goods Issue)
MIGO (Return Delivery)
MIGO(Transfer posting)
MI01
MI02
MI03
MB21
MB22
MB23
ZMM_RES
MK01
MK02
MK03
AC01
AC02
AC03
MM01
MM02
MM03

Reports/Lists

List Display-APO (Vendor wise)

9

List Display-APO(Material wise)

10

List Display-APO (Agreement number wise)

12

List Material document

13

Stock Report

14

Depot Stock Report

1
2
3
4
5
6
7

Change Table ZMM_APDTLs

MM: Material Update
Start MM Workflows
Material Create BDC
Output: Contracts not released
T Code for SD044
T.Code for Form NRGP on Mat Issue

MB25
ME5A
ME2L
ME2M
ME2N
ME3L
ME3M
ME3N
MB51
MMBE/MB52
J1IDEPOTSTOCK1

Zee codes

User guide of PM processes

ZMM_APDTL_CHG
ZMM_MM02_BD
ZMM_WORKFLOW
ZMM01
ZMMF_APO
ZMMF_DEPOT
ZMMF_NRGP

8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49

Print Price Comparison Report

Tcode for PO Amend
Purchase Requisition Output
Display Quotation
transaction code for resv slip
Purchase Return Excise Invoice
Returnable Gate PAss Generation
Ultimate consignee details
Report For Annual Planning
Purchase Order Amendment
PO Tolerance
Purchase Requisition Release
Create Returnable Gate Pass
Returnable Gate Pass change
Returnable Gate Pass display
RGP Return - Create
RGP Return - Change
RGP Return - Display
MM045 SCREEN
Tcode for maintenance(MM033)
PO Supplmnt for Consignee Wise DeL
Vendor Classification Maintenance
Vendor Class and Value Maintenance
Spool To PDF Download
Annual Planning Report
Annual Planning Report For Pr
Tcode for Material details report
QA Approved Qty ( To Be Delivered )
Release Status Report
RGP REPORT
ZMMR_ROL
T-code for srialized mat. movmnt rep
Tcode for inventory report (MM033)
Transaction for MM025
Transaction code for PO Supplement
Stock Overview Report
Vendor Classification for Civil
Vendor Master Records
Initiate Amendment
Maintain Storage Table
Maintain History Table for Goods R/I
LD For Delay In Supply Of Materials

User guide of PM processes

ZMMF_PC
ZMMF_POAMEND
ZMMF_PR
ZMMF_QUOTATION
ZMMF_RES
ZMMF_REXINV
ZMMF_RGP
ZMMF_SPO
ZMMP_AP
ZMMP_POAMEND
ZMMP_POTOL
ZMMP_REL
ZMMP_RGP01
ZMMP_RGP02
ZMMP_RGP03
ZMMP_RGPRET01
ZMMP_RGPRET02
ZMMP_RGPRET03
ZMMP_SFGS
ZMMP_SMO01
ZMMP_SPO
ZMMP_VC01
ZMMP_VCL01
ZMMPDF
ZMMR_APR
ZMMR_ARR
ZMMR_MTXT
ZMMR_QA
ZMMR_REL
ZMMR_RGP
ZMMR_ROL
ZMMR_SFGS
ZMMR_SMO
ZMMR_SMSTOCK
ZMMR_SPO
ZMMR_STOCK
ZMMR_VC
ZMMR_VM
ZMMP_INI_AMEND
ZZMM_MARD
ZZMM_MSEG
ZMMP_LD

POC

ROP Phase -I

KTK
Gujrat /
Andhra /
Punjab

MH

ALTTC

WTP

STR

WTR

BBNW

NATFM

Telecom
Store Kolkata

Telecom
Factory

BSNL CO

ROP Phase -II

Functional
Location
Level 1 Level 2 Level 3 Level 4 Level 5 Level 6 Level 7
Structure
FL Structure

Teritorial Circles
( AP/PB/Guj/MP/
TN/ )

Company
Code
( XXXX )

Teritorial Circle
Offices

Company
Code
( XXXX )

Maintenance
Regeion
( WTR / )

Company
Code
( XXXX )

GM Area
( Region )
XXXX

DGM Area
Sub region
(X)

Division
( XX )

Sub Division
( XXX )

Telecom Store

Company
Code
( XXXX )

Plant
( XXXX )

Bldg/ EXCh/
Location
(X)

FLR code
( XX )

Type of
Unit/ Section Equipment (
( XXX )
XXX )

xxxx-xxxx-x-xx-xxx-xxx

NATFM

Company
Code
( XXXX )

Plant
( XXXX )

Bldg/ EXCh/
Location
(X)

FLR code
( XX )

Type of
Unit/ Section Equipment (
( XXX )
XXX )

xxxx-xxxx-x-xx-xxx-xxx

Plant
( XXXX )

BBNW UNITS
(X)

Bldg/FLR/
EXCh/
Location
(XX )

Plant
( XXXX )

Building
(X)

Broadband
Network Circle
BSNL Corporate
office

Company
Code
( XXXX )
Company
Code
( XXXX )

SSA/Plant
( xxxx)

SDCA
( XXXX )

EXCH/BLDG Plant Section

( XXXX )
( XXX )

xxxx-xxxx-xxxx-xxxX-xxx

Building
Code(AB) & Unit/Section
Plant Code Floor Code(
code
Plant Section
( xxxx)
CD)- ( XXXX)
( XXXX)
( XXX )

xxxx-xxxx-xxxx-xxxX-xxx
STATION /
Functional
Unit ( XXX )

Type of
Unit/ Section Equipment (
( XXX )
XXX )
Type of
Floor code Unit/ Section Equipment (
( XX )
( XXX )
XXX )

User guide of PM processes

Plant
Section
( XXX ) xxxx-xxxx-x-xx-xxx-xxx-xxx

xxxx-xxxx-x-xx-xxx-xxx
xxxx-xxxx-x-xx-xxx-xxx

BACK

Equipment Maintenance
JTO/SDE Work Centre
DE/DGM Planner

AMC / Warranty is

Call Vendor by Vendor

docket details in
notification
SET status
" VEND"

available
A

Breakdown Mtce. Processs B2

Notification IW21/IW22/IW28
ASGD/RAGD/ACKD/Put In
process

Preventive Maintenance B1
Process --Single Cycle Plan
Scheduling
Stategy plan
Dead line monitoring

ARC ( APO Available)

B

Create Maintenance
Order with PM03
control key and
reference Available
APO , Maintain
"Agreement " in
M.O. and many
more related
parameters.

PO will be created w.r.t.

PR , data will populated
from APO ,and issued to
vendor(This PO is to be

After release of
Maintenance order PR is gererated and is
available in SAP inbox
of person releasing
the M.O. This PR is
to be INITIATED &
APPROVED as per MM
Workflow.

For Inspection JOB

notification Maintain CODING
OBJECT PART CODE
DAMAGE CODE

Need Based Requirement (

For Material only )

another notification will be

crated w.r.t. Inspection
notification

Need base service

requirement
(EXTERNAL)

Set Material planning in

M.O. and Service planning
PM03 control key, set
material group, purchasing
group in External service
selection

Corrective
maintenance Process

If material is not in his

store, then STOCK transfer
from Main store- ( By
creating the seperate
Reservation in Main store Mvt. type -913, transfer
posting of stock from main
store by MIGO Mvt type915, Place in local soragae
by MIGO against material
doc (Mvt type-915)). After
this , previous step will be
followed to issue material
against MO

Measuring points /
document :-readings taken
on Equipment- tested and
filled in measuring
document
T code:
IK11

Material will be drawn from

his own Storage location --Reservation number will
effective after release of
order)SDE level- MIGO/IW32

Create Purchase Order and

Release as per workflow.
ME21N/ME22N/ME29N

After release of Maintenance

order - PR is gererated and is
available in SAP inbox of
person responsible . This PR
is to be INITIATED &
APPROVED as per MM
Workflow.

OK

take
decision on
valuation
code

Maintenance order will be

Confirmed -IW41 and
Closed after TECOIW32/KO88

Complete the
Notification after
Confirmation
CNFR/NOCO
Set various
parameters like
Malfunction End
date/time,Catalog
e data etc.

Post Down Payment, and

Call Vendor through Vendor
docket Details

Quotations/Tendering process
will follow.

NOT OK

Maintenance Order is to be create

as per material/service
requirement.
IF ARC case then refer ARC
IF AMC is available - call vendor.
or USe Need based order
requirement.

Notification Raised on that

equipment , and assign to
person responsible

Ok, THEN Record the

document for observation

Report Fault ( G1)

Create notification with

maintaining Affected
Equipment/FL and partners
data. Send to Person
responsible G1

Change the notification-ACKD by Person responsible

of Affecting Eqpt. and--NOPR staus changed G1

Creation of Notification for

Affecting Eqpt. --which is
actually faulty-- B4/B2/B3---

Change G1 notification by
Entering Actual Affecting
Eqpt. Notification Number

- CASE
- Notification Type

User guide of PM processes

Fill Service Entry Sheet

W.r.t. PO
( as per
Storage locatiions ,
Confirm/Accept/
Penalty Deductions as per
PO number centralized
or decentralised)

Technically Complete the

Maintenance Order
(
TECO-by T-Code : IW32 )

ME21N/ME22N/
ME29N

Maintenance Order will be

created for Material
requirement

Complete the Notification

after Confirmation
CNFR/NOCO
Set various parameters
satisfactory/Not
satisfactory, Malfunction
End time,Cataloge data etc.

Post Down
Payment, and Call
Vendor through
Vendor docket
Details

INITIATED &
APPROVED as per MM
Workflow )

Creation of Contract by
Service Master record ,
MSS etc by
AC03/ML10/ME31K

General Maintenance B3

Confirmation of
Maintenance order -IW41

Use / Create Maintenance

Order, if Material is required
IW22/IW32/MB52/MIGO

Status of G1 notification -CNFR / NOCO of Affected

eqpt.--by initiator

Cost Settlement of
Maintenance order by
TCode : KO88 or KO8G
(
This settlement can be done
before TECO status of M.O.)

make full payment to Vendor as per

PO , and Bill raised Penalty deduction
will be issued to vendor / Invoice
verification processMIRO/FB03

Business Completion
( CLOSURE of the
M.O.)

ANNEXTURE - I
Temporary Advance Request Process
1) Create temporary advance request through T-code ZFI069_2_1
2) Click on Create. Employee Number (vendor code), Company Code, Business Area
will come by default.
3) In the Expenses Tab , select the Reason code for applying the advance and enter
the amount. Enter the Text in the comments box.
4) Click Save. Amendments can also be made by Change tab before submitting it for
approval.
5) Submit for approval after checking. On Submission , below message will come

Workflow for Approving Temporary Advance Request

i)
ii)
iii)
iv)
v)

First level of Approval ( SDE )

Second Level of Approval ( DE )
Third level of Approval (DGM)
Fourth level of Approval IFA
Final Level of Approval ( GM )
Temporary Advance Settlement Process

1) Use T-code ZFI069_2_2, for settlement of temporary advance.

2) Give the advance request number and Click on Create
3) Create advance settlement screen will appear4) In the

Tab , the approved amount against different expense heads

will come by default . Entries in the Settled amount and Number of Bills will filled
based on entries against the expense bill will be entered in the
part.

Pre requisite:
Maintenance Order is to be created and released in PRD for the
concerned Maintenance by the concerned person.
1 Create, Assign & Acknowledge the Notification using steps 1 to 3 of EXERCISE
PM-3.1 ( Breakdown Notification )
2 Creating & Approving Order

a) Enter /niw22 in Transaction window

b) By default Notification No. appears; if not enter it

- Press Enter
c) Click on Create order icon ; Create order window pops up; click to continue
d) Ignore any message about date and continue
e) Object information window pops up; click to continue
f) Click Operations tab; Set Control KEY PM01

g) With Description ( Operation text with Temporary advance )

enter (number of units reqd ) 1; duration :- 1; Work gets calculated -> Press
Enter
h) Save and Note down maintenance Order Number.

Release Order : Enter /niw32 in Transaction window

By default Maintenance Order No. appears; if not enter it
Click Green Flag icon for Release.
1) For linking maintenance order with the concerned maintenance expenditure
done through temp advance:- during the temporary advance settlement, the
below steps are to be followed in the
part:
1. under CO Object column, select Order Number
2. Under Co account column, fill in PM order number.
( By selecting "Order Number" in Co Object column, cost will be traced through
the Maintenance Order for Equipment. Finally it is settled at COST CENTRE that is
defined in the Maintenance Order. cost can be seen under COST" TAB in the
Maintenance Order. )
2) Select appropriate Reason Code. Based on the selected Reason code , the GL
account selection will be available in the GL account column .
3) Enter other details like vendor name, bill date, bill no., etc.
4) The total amount of the expenses cannot exceed the total advance approved
amount . In case total bill amount is more system gives the error message at
time of saving the settlement.
5) Entry in every column is mandatory for every bill entry. Once all details are
entered , user can Save the request .
6) In case of refund of any amount, the same has to be submitted at the Cash
section which in return will provide the document no., the no. needs to be
entered in the refund tab.
7) For Submitting the settlement to claim officer and for approval , go to change
option and click on

. No change can be done after

settlement is submitted for approval.

8) The status of the same can be viewed under History tab.

Work flow for Temporary Advance Settlement

Once the temporary Settlement is submitted to claim officer , then same will be
pending at claim officer for acknowledgement. All the employees in particular SSA
will be attached to particular claim officer and all the settlement submitted by
those employees will be pending at that claim officer only . Now user has to take
printout and attach all the hard copies of the expense bills and submit same to
claim officer
Claim officer will login to his system and go to Tcode ZFI069_3_1.
The claim officer first has to acknowledge the receipt of document and afterwards submit
for further approval, if he found it correct.

i.
ii.
iii.
iv.
v.

First level of Approval ( SDE )

Second Level of Approval ( DE / AGM)
Third level of Approval (DGM)
Forth level of Approval IFA
Final Level of Approval ( GM )

FAQ:
A) I have a cable fault and about 10 vouchers to claim in temporary advance account.

Whether I have to create 10 maintenance orders?

Ans.: NO. Any number of vouchers can be claimed in temporary advance against a single MO of
that cable.
B) I have a total number of 10 vouchers to claim in temporary advance account. Due to
amount exhausted in current advance, I am able to claim only 4 bills in current
advance. Can I claim remaining bills in next advance without creating an additional
MO?
Ans.: Yes. No need to create additional Maintenance Order. One MO can be linked to any
number of temporary advance accounts.
C) I have created a MO and linked to temporary advance account also. When I have to
set the status of Maintenance Order to TECO?
Ans.: MO created for the purpose of linking expenditure should not be set to the status
TECO, unless, Temporary advance settlement is FINAL APPROVED by the
concerned competent authority. You can always check/track the status by using T-code:
ZFI069_2_2 in display mode by going to History tab.
D) I have already set the status of Maintenance Order to TECO and my temporary

advance account is still not yet approved by the competent authority. What shall I
do?
Ans.: You can cancel the Technical completion by following procedure.
Go to IW32 and Click on Order>Functions>Complete>Cancel Technical completion.
By doing the above, order status will be reverted to REL state.

ANNEXTURE II A
Invoice verification against purchase order / SES MIRO

Invoice verification against purchase order is covered in this step, the verification
process is based on purchase order and vendors invoice is accepted in the system.
This step of process covers all procurement made against purchase order whether such
procurement for goods, service & Capital goods.
Acceptance of invoice creating the liability for vendor to be paid in the books of
accounts.

Input - Required Fields

Invoice Date.
Posting Date
Amount.
Calculate Tax.
Purchase Oder No.
1.1.

Field Value / Comments

Vendors Invoice Date
Enter the Invoice posting date
Enter Invoice Amount
System automatically calculate the amount of Tax on
the basis of condition type
Enter the purchase order no.

Invoice Verification against Purchase Order

Via Transaction Code

MIRO

Enter the Input Data Company Code in the mentioned field.

Click on the Enter
button to confirm your entries and continue.
Enter the Input Data in the mentioned field with the help of below mentioned table
Field Name
Invoice Date.
Posting Date
Amount
Calculate Tax
Tax Code

Description
Enter Vendors Invoice date
Enter the Invoice posting date
Enter the Invoice Amount
To calculate the amount of Tax on the basis of condition
type
Select the condition code from drop down option

Purchase order No

Enter the created purchase order no.

You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button
. For
Example: PO NO. 4200000482.
Click on the Enter
Click Simulate Button

button to confirm your entries and continue.

.

To post the vendor invoice, click Post Button

The message bar displays Document no. 5105600233 created.

1.2

ANNEXTURE II B
Display Invoice Document.: Transaction Code- MIR4

Enter the Input Data:

- The Invoice document No created in MIRO
- Enter the fiscal year
Click on the Enter

button to confirm your entries and continue.

Then click on
generated at the time of MIRO

button to display accounting document no. which is

Double Click on the Accounting Document to display FI Document.

Click on the Exit button
Screen.

1.3

or press Shift+F3 to return to the SAP Easy Access

Enter MIRO Subsequent Credit.

A vendor made a mistake regarding the quantity to be invoiced and you asked for a credit memo for
material as well as service. Now you received a credit memo and you need to post it.
Via Menus

Logistics Materials Management Logistics

Invoice Verification Document Entry MIRO Enter Invoice

Via Transaction Code

MIRO

Then Click on the

memo.

Button, select the credit

You need to enter a purchase order that corresponds with this invoice. Click Purchase
order/scheduling agreement Button
. For Example:
PO NO. 4200000482.
Click on the Enter

button to confirm your entries and continue.

Enter the Input Data in the mentioned field with the help of below mentioned table
Field Name
Invoice Date.
Posting Date
Amount
Calculate Tax
Enter the Amount in
Line Item

Description
Enter Vendors Invoice date
Enter the Invoice posting date
Enter the Invoice Amount
To calculate the amount of Tax on the basis of condition type
The Amount of Subsequent Credit to Vendor

Click on the Enter

button to confirm your entries and continue.

Click Simulate Button

To post the vendor Subsequent Credit, click Post Button

The message bar displays Document no. XXXXXXXXXXX created.

1.4

Enter
-

Cancel Invoice Document: Transaction Code- MR8M

the Input Data:

The Invoice document No created in MIRO
Enter the fiscal year
Enter the Reason for Reversal

Click on the

button to display the document.

Click the Invoice Document option in the menu bar & select the Reverse option.
Then System reverse the Document
Message bar display message