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PM Order Handling
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Course Objective

¾Understand the concepts of

9General Maintenance

9Refurbishment Orders

9Order confirmation
™Above tasks are divided in to two parts
as Part 1 to Part 3
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Objectives – General maintenance
Understand
¾ Steps in maintenance processing and concept
of maintenance order or different types and
purpose.
¾ Planning of maintenance activities in the
maintenance order.
¾ Integration with other SAP modules (i.e. material
procurement).
¾ Equip to perform transactions to
9 create,
9 Change
9 plan and complete maintenance orders.
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General maintenance – Course title
PM Order Over View

Order Processing

Additional Functions

Processes in Maintenance
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Maintenance Processes
¾ Following seven maintenance
processes are standard SAP
supported PM process.
9 Corrective Maintenance
9 Breakdown Maintenance
9 Preventive Maintenance
9 Turnaround Maintenance
9 Project Maintenance
9 Refurbishment
Maintenance
9 Special Event Maintenance
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Maintenance Order

9 A maintenance order is a
tool to plan and manage
the execution of
maintenance work in SAP.

9 Entire data related to a

maintenance process order
is maintained in the PM
order.
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Maintenance Order Structure
Contains :
Order
Header Order type, dates, plant, reference object and Priority

Object Equipment (assembly), functional locations,

List maintenance notifications

Work center, control key, description

Operation standard time, activity type

Material list For example: Material, quantity, storage location

Production resources/tools

Settlement
Rule

Costs
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Maintenance Order Types
There can be different order types according to the
business requirements.
SAP standard PM order types are:
¾ PM01 – Corrective maintenance
¾ PM02 – Breakdown maintenance
¾ PM03 – Preventative maintenance
¾ PM04 – Refurbishment maintenance
¾ PM05 – Project related maintenance
¾ PM06 – Turnaround maintenance

¾ PM07 – Special Event maintenance

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General maintenance – Course title
PM Order Over View

Order Processing

Additional Functions

Processes in Maintenance
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Maintenance Order Creation
¾ The following are the essential to
create maintenance order:

9 Description of the work required

9 Reference object (functional
location or equipment)
9 Maintenance Activity Type
9 Basic dates
9 Priority

¾ If the order is created from a

notification many information from
notification is copied.
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Use of Maintenance Activity
¾ Ability to group maintenance
orders performing similar type
of work
¾ Used as selection criteria in
reporting
¾ Limited by order type
9 Example of Activity:
-
9 Repair
9 Rework
9 Replace
-
9 Overhaul
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Order Basic Dates
¾ Indicates the time limits for
the work is to be completed
including:
9 start date and time
9 finish date and time

¾ Used to schedule the order.

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Maintenance Order Operations
¾ The operations detail the activities to be
performed within the order.
¾ The order can contain multiple operations.
¾ There are two types of operations:
9 Internal Processing Operations
9 Operations that are performed
internally.

9 External Processing Operations

9 Operations that are performed
externally.

¾ Right control key to be maintained to indicate

internal / External operation.
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Internal Processing Operations
¾ To create an internal processing operation
the following information is required:
9 Work center
9 Control key
9 Operation description
9 Work effort
9 Number of people
9 Duration
¾ An operation can only have one work
center assigned.

¾ Additional work centers can be assigned

through additional operations.
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Maintenance Task Lists
¾ Used to plan maintenance order.

¾ Commonly task list used for

9 Functional location
9 Equipment
9 General

¾ The task list is selected from within the

maintenance order.

¾ Contains operations that defines the requirements

to perform a particular activity:
9 Labor
9 Components
9 Production Resource & Tools
9 Relationships
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External Processing Operation
¾ Two ways of planning maintenance
activities for external processing are:

9 Agreement between company and

vendor through Service master
records. It contain a description for
an agreed unit of work between the
two parties.

9 Contract (Lump sum) to perform

defined work.

¾ Purchasing information will be defaulted

through during the creation of external
services
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Component Overview
¾ Components required to complete the
operation are planned against the
operation in the order.
¾ Two types of components are:
9 Stock
9 Material master record exists and
quantity kept in warehouse
9 Non stock
9 Material master record exists but not
kept in warehouse
9 Purchased each time there is a
requirement
9 If a Material Master does not exist,
then one must be created before
procurement can commence.
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Production Resource & Tools
¾ Production Resource Tool is
planned against the operation
if it is required.

¾ The relevant usage and PRT

control key is maintained for
each PRT assignment (in
operation).
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Schedule Maintenance Order
¾ Scheduling of the maintenance
order is to determine the dates
when the operations are to be
performed.
¾ Performed once the order is
planned.
¾ Uses the basic start date of the
order and determines the basic
finish date.
¾ Material availability check can be
performed before or after
scheduling of the order.
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General maintenance – Course title
PM Order Over View

Order Processing

Additional Functions

Processes in Maintenance
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PM Order Permits
¾ Each order will be created with an
initial permit.
¾ The initial permit is used as a
reminder that physical permits
must be obtained prior to work
beginning.
¾ This permit must be issued prior to
the order being released.
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Release of PM Order
¾ After the order has been planned and
scheduled, the order may be released.
¾ Releasing the order enables the
following:
9 Posting of time against that work
order
9 Posting of materials withdrawal
against that work order
9 Processing of Purchase
Requisitions and creation of
Purchase Orders
9 Printing of PM Work Orders
¾ The system status REL for released is
set.
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General maintenance – Course title
PM Order Over View

Order Processing

Additional Functions

Processes in
Maintenance
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PM Order Confirmation
¾ Process of recording the actual
hours spent on performing
work against a maintenance
order.

¾ Confirmation can be done only

after release of PM order.

¾ Labor cost and material used

costs are recorded through
confirmation.
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Requisition Processing
¾ Non-stock Materials or
External Services are planned
in a Maintenance Order

¾ When Releasing the

Maintenance Order, the
system automatically creates a
Purchase Requisition.

¾ The user can keep track of the

status of the PR and PO from
the Maintenance Order
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PM Order Completion
¾ A maintenance order is technically
completed after:
9 All work has been completed
9 Completion confirmations
have been entered

¾ Order will be changed to display

only and no further changes to the
order can be made.

¾ It is possible to reverse technical

completion of an order.
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Order Settlement
¾ The order is used to collect actual cost of
performing the maintenance activities.

¾ Cost are calculated against the

maintenance order when:
9 Time confirmations are entered
9 Goods movements are performed
9 Goods receipts are entered
9 Service entry sheets are maintained and
accepted

¾ The settlement rule is used to identify where

the actual costs will be passed onto.
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Settlement Rule
¾ Actual cost can be settled to the
following objects:
9 Cost Center (maintenance for
technical object)
9 WBS Element (project related
maintenance)
9 Maintenance Order (sub
orders)
¾ The settlement rule can be
automatically generated from the
reference object.
¾ The settlement rule may need to
be changed.
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Order Business Complete
Following are the Final steps in PM order completion.

¾ Can be performed only after order is:

9 Technically completed
9 Settlement has been performed

¾ Orders will be completed after stipulated periods

(e.g. 4 months) after they have been technically
completed.

¾ This allows time for invoices to be processed and

further settlements to occur.
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Warranty Claims
¾ Warranties can be assigned to
individual technical objects.

¾ Upon creation of a maintenance

notification or order a warranty
information message is displayed.

¾ If maintenance is performed on a
technical object whilst covered by
a warranty the following steps
need to occur:
9 Change maintenance activity
type
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Transaction code tips
IW32 –Maintain components
Maintain PRT
Schedule Maintenance Order
Release Maintenance Order
Display purchase requisition
Maintain settlement Rule

IW28 – Create Warranty Claim Maintenance

Order
IW38 – Change Maintenance Orders with List Editing
IW49 – Display Operations with List Editing
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Part 2 – Refurbishment Order

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Module Objectives Refurbishment
Understand
¾ Corrective cycle of the refurbishment process.
¾ Process steps within refurbishment processing.
¾ concepts of refurbishment order.
¾ Integration of the refurbishment process with
other modules.
¾ Perform transactions in SAP to
9 Create
9 Change
9 Plan and complete refurbishment orders.
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Refurbishment – Course title
Replacement Cycle

Refurbishment Cycle
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Refurbishment Process
Refurbishment is the process of repairing the
item and fixing it back to its position for
successful performance.
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Equipment Records

¾ When removing the equipment,

its record need to be updated:

9 Dismantle equipment from

functional location

9 Remove ‘Tag Number’ from

Equipment record
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Refurbishment – Course title
Replacement Cycle

Refurbishment Cycle
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Refurbishment Maintenance Order
¾ Refurbishment is the repair of an item to its “as
new” condition.

¾ Created to perform refurbishment of repairable

items that are kept as a stock item in the
warehouse.

¾ PM Order for refurbishment can be created

without a notification.

¾ The maintenance planner creates and monitor the

creation of Refurbishment maintenance process.
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Refurbishment Order ..cont
¾ Different Order type used for
‘Refurbishment order’.
¾ If the material is handled in serial
number, the serial number is also
entered.
¾ The refurbishment order will follow
the same order life cycle as an
ordinary order.
¾ Different resources can be used
for refurbishment order:
9 Internal or External
9 Materials
9 Production Resource Tool
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Refurbishment Order Process
¾ The Refurbishment Order is Technically
Completed after the entire process is
completed.

¾ Update the Equipment Master record

¾ The System Status will be ESTO (in the

warehouse) on the Equipment record
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Transaction code tips

IE02 – Maintain Equipment for refurbishment

IH08 – Display Equipment using List Editing

IW81 Create Refurbishment Order

IW32 Technical Completion of Refurbishment Order

IE02 Maintain Equipment Master User Status
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Part 3 – PM Order confirmation

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Order confirmation – Course title
Confirmation

Measurement Document

Service Entry Sheet

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Order confirmation

A time confirmation is the recording of actual

hours spent during maintenance activities
performance against a maintenance order
operation
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Type of Order confirmation

¾There are two types of confirmation

¾Individual confirmation
9PM order will be confirmed one by one

¾Collective confirmation
9Multiple PM orders will be confirmed
collectively
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Confirmation over view
¾Used to record the actual hours of both
labor and operation spent for a PM order.

¾PM Order must be released before

confirmation.

¾This is the process of capturing the cost

of maintenance activities.
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Collective Confirmation
¾Used to record the actual hours of both
labor and operation spent for many PM
order at a time.

¾PM Orders must be released before

confirmation.

¾This is the process of capturing the cost

of maintenance activities.

¾This will help to process the confirmation

quickly.
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Cancel Confirmation
¾Confirmation performed on a PM order
can only be cancelled.

¾No Change of confirmation is possible.

¾Any wrong confirmation has to be

cancelled and reconfirmed again.

¾Reason for canceling confirmation has to

be entered wile canceling the confirmation.
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Transaction code tips

IW41 – Enter PM Individual Time

Confirmation
IW47 – Display Time Confirmation List
IW48 – Collective Time Confirmation with
Selection List
IW45 – Cancel confirmation
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Measurement Document
¾ To record the reading at measuring
point or at counter, measuring
document is created.

¾ Shop-floor paper from PM order can

be used to record the readings.

¾ Measurement document contains

9 Measuring point number
9 Reading date & time
9 Reading and Text
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Measuring Point

¾ Measuring points and counters are

created for technical objects for the
purpose of recording a specific status
for the object.

¾ It is possible to have more than one

measuring point for a technical object.
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Order confirmation – Course title
Confirmation

Measurement Document

Service Entry Sheet

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Service Entry sheet
¾ A Service entry sheet is created to confirm the
receipt of a service that has been provided by an
external vendor.
¾ It is created at the time of making PO against PM
order

¾ When accepting the services, cost will be posted to

PM order
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Service Entry sheet - Process
¾ A Service entry sheet is required for
maintenance operation which are performed
externally.

¾ On releasing PM order, Purchase Request is

created for services.

¾ PR details are copied into the Purchase order

at the time of crating PO with respect to PR.

¾ Multiple service entry sheet can be created

for a PO.

¾ Service entry has to be accepted for the cost

to flow into the PM order.
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Transaction code tips

IK11 Create Measurement Document

IK14 Create Measurement Document for Object
IK34 Create Measurement Document with Entry List
IK31 Create Entry List

ML81N Create Service Entry Sheet

ML81N Release Service Entry Sheet
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Summary

¾Understood the concepts of

9General Maintenance

9Refurbishment Orders

9PM Order Confirmation