Version: V3

FSM Purchasing Smartform Datum: 15.06.2022

Ersteller: COT

FSM Purchasing Smartform

Process overview ..................................................................................................................................... 2

How to find the purchasing smartform ................................................................................................... 3
1. Requested delivery date.................................................................................................................. 4
2. Ship only when complete ................................................................................................................ 5
3. Shipment method............................................................................................................................ 6
4. Part order reason ............................................................................................................................ 7
5. Ship-to ............................................................................................................................................. 8
5.1 Choose existing ship-to ................................................................................................................. 8
5.2 Other location................................................................................................................................ 9
6. Purchase material .......................................................................................................................... 10
6.1 Standard material ........................................................................................................................ 10
6.2 Purchase configuration item and standard material .................................................................. 11
6.3 Purchase configuration item only ............................................................................................... 12
7. Car stock overview ........................................................................................................................ 13

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

Process overview
The FSM Purchase Smartform gives technicians the possibility to easily order materials for service on
site or as a car stock replenishment. The fully integrated process in SAP ERP makes it possible for the
back office to control and monitor car stock replenishment efficiently.

The triggered POR’s out of the FSM Purchasing Smartform can be adjusted and processed individually
by the back office.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

How to find the purchasing smartform

The purchasing smartform is available in the activity of the internal service order. Tap on it to open
the smartform and start the purchasing process.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

1. Requested delivery date

With the “Requested delivery date” it is now possible to request a date when the material should be
on site. This date will be transferred to the header data in the SAP ERP purchase order. However,
there is no guarantee for delivery on this date; It is only a benchmark for the back office and depends
on the material availability. Tap on “next” to open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

2. Ship only when complete

The checkbox “Ship only when complete” gives the technician an opportunity to receive the entire
purchase order in a single delivery. If single items are not completely available, the entire purchase
order will be stored until all materials can be delivered at the same time.

This checkbox only exists on header level, both in the FSM Smartform and in the SAP ERP purchase
order. Therefore, this functionality is not available for single item purchase orders. When single items
need to be delivered partially, then it is necessary to create separate purchase smartforms. Tap on
“next” to open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

3. Shipment method
Here we have some selection variants available. These options allow the technician to specify the
urgency of the purchase order. If an express shipment method is chosen, then a “part order reason”
must be maintained. For standard deliveries there is no additional information necessary (see point
4). When nothing is selected in this field, the shipment method will be chosen automatically from the
ship-to master data. Tap on “next” to open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

4. Part order reason

See Point 2, „shipment method“. When an express shipment method is chosen, a “part order reason”
is mandatory. The service call, for which the material is needed, must be maintained in this field. This
service call number will be copied into the purchase order in SAP ERP.

Important! Please do not enter the activity code, the service call number from SAP should be used
instead.

In the Smartform, the service call number will be separated by commas ; these will not be
transferred to SAP ERP. Tap on “next” to open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

5. Ship-to
5.1 Choose existing ship-to
All ship-to addresses which are already maintained in SAP ERP are available in FSM and can be
chosen from the relevant selection option. The fields “unloading point” and “receiving point” are
used to add any additional information on the delivery note (this information is not related to the
ship-to).

When there is no ship-to chosen, the delivery will be sent to the technician’s default address
automatically. The fields “unloading point” and “receiving point” can be filled also. Tap on “next” to
open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

5.2 Other location

If the required ship-to is not available in SAP ERP yet (see point 5.1), the purchasing smartform
provides the opportunity to enter an “other location”. When this checkbox is activated, a new
chapter will open for maintenance of all mandatory address information. When the POR in SAP ERP is
processed afterwards, a pop-up will appear. The ship-to needs to be maintained by the back office
and can then be changed afterwards in purchase order. Once the ship-to is maintained, the data can
then be selected in the purchasing smartform (see Point 5.1). Tap on “next” to open the next page.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

6. Purchase material
6.1 Standard material
Materials can be selected via the material table. When tapping on the material field, the item and
stock overview opens. Select the magnifying glass to search for either a material number or
description(It is not important if the view “in stock” or “all” is active). Material number and quantity
are mandatory fields. Several item lines can be added via the “plus” symbol at the end of the
material table. Note: Please make sure that the material is maintained in SAP ERP. When a
purchasing smartform is closed, the data will be used to create one new purchase requisition in SAP
ERP. Tap on “finish” and then “submit” to close the smartform and synchronize.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

6.2 Purchase configuration item and standard material

In addition to the „standard material“ it is possible to order configuration items (SPS, panel… incl.
software) via a separate table. It is only possible to purchase one configuration item per purchase
smartorm. The quantity “1” is set automatically and cannot be changed. When this purchase
smartform is closed, two purchase requisitions will be created in SAP ERP automatically (due to
configuration items having a specific internal purchase process). Tap on “finish” and then “submit” to
close the smartform and synchronize.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

6.3 Purchase configuration item only

It is also possible to restrict purchase to only a single configuation item. To activate, tap the
checkbox “Purchase configuration item” and the checkbox “purchase configuration item only”. The
material table will be hidden and the query for the configuration item is activated. Tap on “finish” to
close the smartform. Tap on “finish” and then “submit” to close the smartform and synchronize.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

7. Car stock overview

With the new User permission, the view of “Items & Stock” will have a new look and function.

The current situation is that the Technician can only display his own Warehouse and assigned
Customer Warehouses. The quantity on the item overview refers only to warehouses the technicians
is currently assigned to. This view is also used for selecting Materials on the “Transfer” Smartform.

With the new Permission we provide the possibility to also display

the Car Stock of other Technicians within your Company. The
quantity of a material is now shown in the Overview as the sum of all
warehouses; please note this only applies to the “Items & Stock”
section (i.e. checking Materials and Transfer). When adding a
material to an activity, you can only choose from your own stock and
your assigned customer stock.

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 Version: V3
FSM Purchasing Smartform Datum: 15.06.2022
Ersteller: COT

General information:

For each closed purchasing smartform, one purchase order requisition will be created in SAP ERP
(excluding combined orders with configuration items; see 5.2). One purchase smartform can contain
several items. It is possible to go forwards and backwards the chapters within the purchasing
smartform. Once the smartform is closed it is not possible to change any data.

Service back office can adjust the purchase requisitions at any time but it is not possible to combine
them with other purchase requisitions. Deleting the entire purchase order is only possible to be done
via the back office. When a purchasing smartform is closed, a new smartform will be transferred to
the activity of the internal order (transferred automatically after synchronizing).

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