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Saturday, December 13, 2008

SAP Control the SAP PM Order Type

Suppose you want to control the PM order types PM02 (preventive maintenance) to come only from the Preventive maintenance plans.

Also, you would like to control the creation of this type of orders via the orders creation option (transaction IW31).

Well, you can create two order types for preventive maintenance.

The first is used for orders that will be performed by internal personnel.

The second is for orders that will be performed by outside contractors (external).

You can then configured them so that internal orders are automatically released when the maintenance plan is called.

The external orders are configured so that they are created but not released when the plan is called. The planner then makes arrangements for the work to be done then he releases the order.

Order types in PM

Where can I define functions and settings for each order type? or at least look at the notification type for each order type.

SPRO --> PM CS --> Maintenance and Service Processing --> Maintenance and Service notifications --> Notification Creation --> Notification Types --> Assign Notification types to Order types.

Tcode: OMI3

This transaction is not in the S000 menu. This is a customizing transaction .... in the IMG menu.

SAP Maintenance Notifications Order Link

Generally the links between Maintenance Notifications and Order are :-

Assigning a Notification to an Existing Order
You can specify the number of an existing maintenance order in the maintenance notification while you are processing it.

Assigning a Notification to an Order
You can process an existing maintenance order and specify in it the number of the maintenance order that should be assigned to it.

Assigning many Notifications to an Single Order
This occurs when a series of Equipment that are in a pipe line have to maintained. ex. Shut down maintenance typical of a Refinery or a power plant.

You can combine several maintenance notifications that refer to a particular object in a single maintenance order. This could be the case if, for example, several defects are to be repaired at the object on one maintenance date.

When planning concrete tasks in an order, you can make reference to several maintenance notifications or technical objects. For this purpose you can use object lists, which contain all relevant maintenance notifications and technical objects.

SAP Work Order Cost Control

I am trying to control costs on work orders that relate to a project that is approved for a set amount.
We havent implemented PS yet, so we are using PM06 work order types to segregate those project work
orders.

I am thinking to create a work order hiearchy that settles to an internal order. But, I am not sure exactly how internal orders work.

In each equipment master related to projects assign internal order number instead of cost center. In settlement profile give settlement receiver as order instead of cost center.

So whenever you will create order aginst that equipment system will create settlement rule for Internal order.

If don't want to maintain this way then at the time of creating order you have to modify the settlement rule
and assign receiver as ORD and provide internal order number.

SAP Impact on Business if PM Order Not Settled

What is the impact on business, if PM order is not settled. That is if settlement of the order is not done, what
is its impact on the business process.

Manoj

The cost will go to G/l account as soon as the goods movement is done or service entry sheet is accepted. Only thing is that the cost will not be reflected in the cost center.

Sharma Tarun

The work order is a PM cost object. It can hold costs. for example, when a time confirmation is done, and it is saved, the cost centre in the tech object is debited and the work order is credited with those costs.

What then should happen is settelment occurs and the work order is debited and the cost centre in the work order operation is credited

If settlement does not occur, those costs sit on the work order. The problem with this is that because the costs do not settle they are not transfered to the operation cost centre. In simple terms, this then means that the cost centre of the maintainers who did the work, does not get paid!

It also causes problems with reporting, and cost management from Controlling, and can significantly affect your maintenance budget (depending upon your business processes)

SAP In PM how to Return Material Backflushed

Blackflushing does not mean returning of material to stores.

With backflush infact the component allocated in BOM get consumed at the time of operation/order confirmation.

If you set the backflush then all materials allocated to the Work Order will get issued from stores automatically. So there is no need to do a separate MB1A or MIGO Goods Issue.

To return item to store you will have to do a reversal from WO back to stores using Movement Type 262.

I want to issue spares in advance to engineers without a service work order....Later on the spares will get consumed or will get returned. How do I do it...and what is the Movement type to be used for issuing and reversing........can any one help.

Still I have problem in back flushing. Suppose I made the indicator of backflush in creation of order, then I completed technically, then the actual cost of material not updating, (Note I have not posted the material in MB1A) what is the problem, pls tell me.

Did you confirm your maintenance order? Unless you confirm it (IW41) your actual cost will not be updated. Backflushing is a tool so that during confirmation you will not anymore input your
materials. System will confirm your consumption base on the order (IW31) you have created.

I believe T-Code IW41 is used to confirm the operation and not for materials. When backflush indicator is set in the order for the components reserved then MB1A need not be done and when we say determine cost thru the main menu, the material cost should appear.

Actually IW41 works like CO11 (PP module), when you tick the backflush indicator in the order creation the system will automatically copy those materials when you confirm it.

Try doing these steps:

1. Create order (IW31)
2. Assign a component to the order and tick the backflush field. (make sure that the component you assign has stock and valuated in the material master - check it thru MM03, accounting and costing fields)
3. Check availability of material and release
4. Goto IW41, enter hours and tick the material icon on the tool bar (you would notice that the materials that was backflush are already copied in the confirmation, try unticking the backflush icon in IW31 and you would notice that the component field will be empty because no material are backflushed)
5. Save
6. Check cost and it would reflect the material consumed. Actually you don't need to go to the component field for it to confirm your consumption. It will automatically post all materials backflushed upon saving your confirmation in IW41. In short you still need to confirm your order, thru IW41, for the materials to be consumed. MB1A are actually used for set-up where in the one issuing the material to the order are not the same person who is confirming the maintenance order.

I hope this clarifies everything.

Thank you so much. Yes it works......thanks a ton.
But I have a suggestion. I did whatever you said....but what I noticed was once I reserve a component in the order thru IW31 trasanction and release the order and go to main function and say determine cost, the materials cost is automatically copied into the order....Yes the material should exist in the material master.......

I feel in the same order when we want to calculate the labour charges involved in particular operations we need to go thru IW41 and confirm the operations so that we can get the labour charges for the personnal involved in that order.(this will be done by way of calculating the Activity types).

Your right material cost is automatically copied into the order thru IW31 but these costs are only planned cost. Meaning no accounting documents is being created and no materials being consume to the order only reservations.

If you want to have the actual cost reflected you have to go thru IW41 first.

SAP PM Change Maintenance Strategy in General Task List

I want to change Maintenance Strategy in General Task List within Tasklist Group. E.g. Tasklist "T3" - Counter 3 with Maintenance Strategy

"A" to "B". Tasklist "T3" has been used for several times in scheduling.

I try to use IA06, Goto T3 Header - and found Maintenance Strategy at Header was Gray. I don't find this documentation in SAP Help.
Is it possible change Maintenance Strategy in Tasklist after created?

To change the strategy of a task list which has already been used, we should check the following conditions.

1. The task list should be removed from all maintenance items.
2. Then maintenance package ticks in the task list has to be removed.
3. Then system allows you to change the strategy.
4. Then assign the new maintenance packages (Tick marks).
5. Now assign the task list back to maintenance items.

Trust this shall be useful to you.

Once the Task list has been created with one maintenance strategy it is not possible to change it to another strategy type. You can delete the strategy provided you have not used it in maintenance items. But in your case it is not possible.

You cannot change a strategy as you know, Copy the task list you want to change, then create the new strategy on your new task list.
Then create a new maintenance item and allocation of the task list with the correct maintenance strategy.
Then create a new maintenance plan and link maintenance item.

Maintenance strategies if I am not using any calender

While creation of maintenance strategies if I am not using any calender, then system will use which calender days shedule plans?

Is it 365 days working?

This depends on the Scheduling indicator you choose for the Plan!

If you select "Time", then, it will be based on 365 days an year.
If you select "Factory Calender", you need to specify the FC.

Maintenance strategy.Transaction code-ip11

I entered following parameters in the strategy.

Scheduling indicator -Time
Strategy unit -MON
Shift factor for late confirmtion -60 %
Tolerence for late confirmation -100%
Factory calender w8.

All above parameters are getting transpered to Strategy Maintenance Plan (Tran.code ip42) except factory calender.

Can any body tell me what will be the cause of problem.

Scheduling indicator = Time factory calendar does not matter
If you want factory calendar to work choose
scheduling indicator = time-factory calendar.

SAP User Status Set Date in Maintenance order

Which table we can get the information about on which date a particular User status has been set in a maintenance order? We get that information in Order Log, but I want to know in which table that information is stored.

Table JEST gives the system /user status associated with an order, but it doesnot give any information about on which date a given status was set. I tried search infomation in table CDHDR/CDPOS but no success.

I found out the related table. Its JCDS.

I believe that’s user status of Equipment, not Maintenance order.

He is correct. JCDS is the change document or version history of JEST which is the primary status table.

Statuses are handled separately from the object in question since each object can have multiple statuses and since statuses can be applicable to more than one object type. That means that the status tables contain statuses for many different objects like equipment, work orders, functional locations, sales orders, etc.

The status tables are based on object numbers which are a concatenation of the object type and the table of that object. Order #816025 would be stored as "OR000000816025". Equipment 20701817 would be stored as "IE000000000020701817". Sales order item 10 of 5215 would be stored as "VB0000005215000010".

Here are some key status tables:
JEST - Object Status
JCDS - Change Documents for Statuses
JSTO - Status Object Information
JCDO - Change Documents for Status Objects
TJ02 - System Statuses
TJ03 - Object Types
TJ04 - Status Control for Object Type
TJ20 - Status Profiles
TJ30 - User Statuses

Just to add in your valuable info on table...
TJ02T - Text for system status
TJ30T - Text for user status.

Many "check" tables (like TJ02 and TJ03) also have text tables as you've mentioned. You can easily find a text table for another table by going to "goto --> Text table" (not to mention that they're usually suffixed with a "T" anyway).

SAP to best handle Repeat Maintenance Jobs

Has anyone got a good idea or method how to use SAP to best handle repeat maintenance jobs?

Actually, we are in the process of trying to sort out repetative jobs from thousands of notifications from last few years, which is by itself an arduous task. After that maybe we can think of a way how to handle the process to reduce these jobs to make the system more efficient. Anyone done something like this before in your Company?

By analysing all of your equipment's and having a clear mapping about the frequencies from your task-lists, makes the process relatively simple. You can then group the same type of frequencies into one Maint. Plan for example.

We operate a sleek mechanism to ensure all orders are produced only on the week they're due, using IP30 - deadline monitoring (RISHTA20) as a scheduled job.

We customised the "Sort Code" used in the Maint.Plan, in a way that reflects the frequencies as mention above. So the scheduled jobs are then created in exact accordance with those sort codes (i.e. frequencies). The maint. planner only has to assign which "sort code" for new plans and the scheduled job is doing the rest.

You should think only of a Notification as a polite request for a further action, like to create a maint. order etc. For example in our company, we don't generate any notifications, as we see them as additional handling for no great benefit. We always create orders direct from the scheduled job. These orders then go to the maint. supervisor's "..workflow..", and they then distribute the orders at their discretion However, if your organisation is huge with many divisions, then perhaps it makes sense to use notification, but only you can decided.

I always tell our project team's... Always do what's necessary and not always what is possible...

SAP Recording Measuring Docs. Against Work Orders

Has anyone recorded measuring documents (for an object/measuring point) against a work order. We can do it through notifications, but I was interested to see if someone has used work orders to capture measuring docs. if so then how did you do it. Measurement documents can be created during the order completion confirmation process (IW41/42). You don't need a notification.

You are right - we can recording measuring doc via IW42 - click in the Meaurement/counter readings button and the pop up windows appear.

You can also directly create measurement documents via your measurement points.
Identify your measurement points first and use IK11

Thanks Shirley, I forgot about the profile set up for completion confirmation config. You have to set the profile to show the meausring doc button. Thanks for the refresher, I had forgotten about it... :))

SAP Stop Complete Confirmation (IW41) before (IW32)

Any way we can stop the complete confirmation (IW41) being done with out doing (IW32)?

This will help you on your way forward:

In the SAP standard business model, if the user technically completes the works order, the following consequences occur:
1. Any reservations for which goods issues have physically been completed, but which have not applied in the SAP system, are deleted. There is then no way of recording the consumption of spares against the appropriate works order.
2. Any purchase requisitions that have not been converted into purchase orders are deleted.

The system does not provide any warning that these deletions have taken place. Furthermore, since the system permits simultaneous completion of multiple works orders (via IW38) there is a tendency to blindly close these works orders without adequate reviewing.

Because of these issues, I suggest the following method:

Block technical completion where there is any work planned and this has not been progressed to a point of final confirmation completeness; this process can be further enhanced by checking that key details on the related Breakdown/Unplanned Notification are complete.

This can be achieved by user exit "exit_saplcoih_004" when trying to do the TECO via IW38, which broadly proceeds as follows.
1. Evaluate the works order plan against actual confirmations, and determine if the activity is complete in quantity or by explicit completed flag.
2. Check the required fields on the breakdown/unplanned or call-out/after hours notification.
3. Confirm that no part of the tests in 1 and 2 failed. Where the works order and notification have failed, a report can then be generated explicitly defining all activity and information that must be completed in order to achieve technical completion.
4. If the user is allowed to override this block block, and elects to do so, then the order is closed according to the SAP standard method. This method clears open reservations and any purchase requisitions which have not been converted to purchase orders. I suggest a separate authorisation for the override so that you can still achieve control via segregation of duties.

The following Business rules need to be met for successful technical completion and should to be coded into the user-exit via your ABAP developers:

For the Works order:
- Internal operations: All final confirmations are required, or, if the operation is not to be completed then it is to be deleted.
- External operations and spares procurement: All purchase requisitions must be turned into purchase orders, which must be goods receipted. Alternatively, if the external spare or item of labour is no longer required then the PR, together with any follow on PO must be deleted.
- Internal spares: All reservations must either have the final goods issue completed or those items not required for the completion of the works order must be deleted.

For the Notification:
- Only applies to breakdown/unplanned and call-out/after hours notifications.
- Check that each of these fields is complete: the Breakdown flag, malfunction start and end date and time. For related Catalogs details for the Notification (if you are using them):
- For notification item number 0010: Check that the following fields have been completed: object part, failure code or text.
- For each of the notification causes: Check for a cause that is not deleted. Check that the code or text field is complete.
- For each of the notification activities. Check that each activity is complete.

To help your developers, the following tables will need to be accessed while processing the user-exit:

AFKO PP order header
T430 Operation/Activity control key
AFKO PP order header
AFVC Operation within an order
AFRU Operation confirmations
VIAUFKS PM Order Selection View
MSEG Document Segment: Material
RESB Reservations
AFVV Operation times.
AUFM Material movements for order.
EBAN Requisition items
EBKN Requisition items Account Assi
EKPO Purchase order
EKBE Purchase order history
EKKN Purchase order Account assign
JEST Object status
QMMA Quality notification activities
QMEL Quality notification
QMFE Quality notification items
QMUR Quality notification causes
QMIH Quality message maintenance data excerpt
IFLOT Functional Location
EQKT Equipment short texts

SAP Difference Between TECO & Business Completion

TECO, mean from PM point of view the order is closed. You cannot change anything , say time or dates in the order. But you can book a invoice say, the order contains a externally procured items.. So you might have done a GR and your PM order work is over.. you can do a Tech and still you can do a MIRO( ie invoice posting )

But if you do a Business Closing , you will not be able to do a MIRO..

Business closing means all the costs are posted and you dont expect any more cost posting. This business closing is a requirment of CO. If you don't do business closing and leave the order at TECH , the cost will recide in the order itself. As per the settlement rule , the cost should get transfer to the cost centre you have defined. But in TECH stage the cost is still in Order. Once you do a KO88 and then a business closing, the cost get transferred to a cost centre..

You need to make sure that all financial postings hav ben completed before doing a business completion.

You can use transaction CO99 to Business Complete your orders. Using this transaction allows you to select the number of days an order has been TECO'd before you business complete it. E.g if you are confident that all financial postings will be complete within 60 days, you cal select 60 days as the retention period. This means that orders have to be TECO'd for a period of 60 days before the system will select them for completion.

Batch completion PM orders is done with transaction CO99.
As a consequence, orders are completed if:
- Not yet administrative completed
- Technical completed longer than “a number of days” ago
- No open liabilities (open purchase orders – not yet invoiced purchase orders)

In our company we do Order closing in the following way:

1. IW41 - Complete confirmation
2. IW32 - Technical completion & Business completion
3. KO88 - Cost Settlement

SAP Settlement Rule In Maintenance Order

In Maintenance Order, in settlement rule screen, there comes two lines with same cost center that it picks from Equipment Master. In one, it is FULL and other Periodic. What does it means or if there is any discrepancy?

If work is compleated 100% in one instant we will do the settlement rule in full, other wise if work is compleated half we will go for PER and remaining activity may be settelment rule other PER.

Maintenance Order settlement rule having 2 lines that is Per & Ful. Peroidic Settlement- in this settlement rule system settle whatever cost occurs upto today & suppose in future if you want to charge some more cost on the same Maint. Order then system will accept it. And when ful or Final settlement runs the rest of the cost will settle to the cost receiver.

But if you run final settlement then in future you will not able to chargeany cost to the same maint. order.

Does this means everytime when we are completing the Order we have deleted one of these two lines.

You need not to delete any line whether this is PER or FUL.

Its depends upon the settlement job which is done manually or schedule batch job. Suppose you has created schedule batch job for PER and FUL both. And the schedule frequency of PER is weekly and schedule frequency of FUL is monthly.

Just think that you have created one planned maint order on 2nd of December. And this job will start on 12th of December to 13th December and you have mentioned spares, internal manpower & contract in the maint order.

Now stores deliver the required spares on 10th of December and its cost is 10 lacks. Your internal manpower cost is 10,000/= INR and it is booked through IW41 on 13th of December. External / contractor cost is nearly 1 lacks and for this S. E. Sheet created on 20th December and accepted on 23rd of December.

Suppose the PER settlement job runs on 8th of December. So next PER settlement job will run on 16th December. This settlement job will settle the spares & internal manpower cost to cost receiver. Now next PER settlement job will run on 24th December. But this job never settle the remaining cost of the maint order because the PER settlement already finished.

So the remaining cost of the maint order will settle when FUL settlement job will start. When FUL settlement jobs runs system checks all the Maint. Order which is created in this month and carry any cost which is not settled then this cost will settle through FUL settlement.

SAP Integration Between PM, QM and PP

What is the integration between PM and QM in SAP?

There are many interwoven activities.

Let us consider one practical issue of Spare Parts purchase.

We prefer to inspect incoming material for compliance of our requirement.

1.While creation of material master, tick the 'Post to insp. stock' box in the Purchasing Tab.

2. If we do not want a task list / Result recording oriented inspection, in Quality tab, choose appropriate selections,

3.When that Spare is received, it will go to Quality Stock.

4. Maint. person can check it and transfer the stock to "Unrestricted Stock" through MB1B via 261 movement, giving a reason as Accepted after Inspection or Rejected.

5. Above procedure is a practical example of PM QM integration.

Tips by : Jamez Prabahran

Real SAP PM Ticket Raise :

When I schedule an equipment for preventive maintenance for a particular day say after 3-months, for that particular day, PP people will also schedule for their production, which should not happen. In equipment master data, if I put the PP work centre, it should solve the problem but I do not how is it going to solve? Another problem is PP people wants to create work centre as group of equipment but I will schedule only one equipment for preventive maintenance. So, if I put the group of equipment as work centre but I will schedule only for one equipment and when PP people will schedule for their production, machine availability of all the machines will be shown as zero?

In the equipment Master, under the location tab, mention the PP work center, and in the task list under the Header give the system condition "0" ie M/C not in operation, before doing this in the custimosation under Maintenace and service order---general data---- "Create System Conditions or Operating Conditions" check the box for PM reservation.so when ever a maintenance order is raised against that equipment, it will block the prod.

One doubt still remains that if PP people takes work centre as group of machine (say there are 4 lathe machines, now they want to take work centre as lathe for the whole group). So, if I enter this work centre in the location tab pages of the equipment master (in one lathe machine), whenever maintenace order is raised for only one lathe, will it block the production for the whole 4 nos of lathe machines or only for one lathe machine.

Since the order is raised against only one equipment, the work center for that particular equipment will be blocked.

Tips by : Giri

The linking is like this (my understanding)

PP work center is recorded in the PM equip master and PM order is created/rel for that particular PM equip.

a. If 4 m/cs together are defined as one PP work center and each of these 4 m/cs are individually defined as PM equipment and this PP w/c is recorded in each of the 4 PM equip master then a PM order for any or all of these PM equip will affect the PP w/c

b. If 4 m/cs have one to one relation as PP w/c and PM equip and have been respectively entered in the each equip master then whenever a PM order is created for a particualr equip only that particualr PP w/c will get affected.

Define the relation between the PP w/c and the PM equip based on how it is required for the business.

Tips by : Hari

How to configure the integration of PP and PM, where it is being done in SPRO, what are the pre-requisite and what are the steps.

By Bala:

In SPRO - Under Maintenanace and Service order ---> general data ----> "Create System Conditions or Operating Conditions" --> check the box for PM Reservation.

In the equipment Master,

Under the Location tab, mention the PP work center and

In the Order Header data,

Give the system condition as "0" ie M/C not in operation.

PM Integration With Other Modules

MM-PM Integration

Tell me the integration of MM-PM , and generallyin what type of scenarios, and in which industries .

The integration aspects of MM-PM are:
1) for non stock materials requirement, purchase requsition can be created from the plant maintenance order. PR is converted to the Purchase order. when ever goods receipt is done , the cost is directly booked to the plant maintenace order.
2) for stock materials requirement,,reservation can be created from the plant maintenance order and the material can be issued to the order against the reservation.
3) Like materials , for services also PRs can be created from the plant maintenace order.

Another integration is BOM - Bill Of Material.
With Equipment BOM, you can create a list of material through which equipment is created or in othre words you can mention the spares that you may require during the maintenance of the equipment.

FICO-MM-PM Integration

Explain the integration points between PM and MM/FICO during the PM configuration.

Below are some integration aspects:

Integration with MM:
1.Material master record for Batch Managed material as Equipment
2.Reservations and Goods Issue for Maintenance Order
3.Material valuation class/types for refurbishment materials as equipment
4.Triggering PR from Maintenance Order

Integration with FICO:
1.Asset/Sub-Asset numbering in Equipment Master Data
2.Activity based costing for Operations performed through Maintenance Order
3.Settlement of accrued costs in Maintenance Order to G/L Account,Cost Center, Asset etc.,

PM Control Maintenance Budget

The way to control maintenance budget in PM.

by : Santosh Satapathy

Maintenance budget

1) Hi, I just see some desperate attempt to know about maintenace budget and control but I hope can clear you all. Budget and control of order can be done to all the order type of sap pm orders functional background

As we know when creating equipment in maintenance master data we are using two work centeres one is location work center and the other one is responsibile work center. The location work center describes the line or area or section of production the equipment belongs and in the order the work center we maintain it maintains the cost per activity we define.
Suppose our maintenance team goes and do some work, say for two hours, so for this activity type what is defined in the controlling will be debited from the production line or section or area as it is maintained in pp. Of cousre when we settle the order and at the same time from the budget that much of fund deducted

Integration Part
a) actually this is done by co people
b) go to trans koab
c) tick the commit management in control indicators
maintain co-partner as semi active
you can maintain other things as maintaenance status and settlement profile
d) you should maintain object class as overhead costs orif you have service module you can do profitably analysis
e) you must maintain collective order without automatic goods movement
f) you can maintain status profile as your wish
g) for residence time i amintaied one month

2) then you have to maintain budget profile
for maintaining budget profile you have to goto trs ok0b
crate a budhet profile these are co people job

3) go to oioa here you assign budget profile to order type

4) in mantain budget profile
time frame -past means how many years past you can plan here start year is the referenace point
same with future
you must tick total values
annual values
exchange rate should be m-standard translation at average rate
activation type should be 1-automaticactivated when budget allocation done
budgeting currency-i choose controlling currency

5) then go to ko22 and assign the budget profile to order or group of order

This is the way I maintain budget for pm orders.