Saphelp crm50 en_43_ec101d15a0025ae10000000a1553f7_content

Enterprise Asset Management
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Created on October 29, 2015
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Table of content
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© 2014 SAP SE or an SAP affiliate company. All rights reserved.
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Table of content
1 Enterprise Asset Management
1.1 Investment Planning
1.2 Document Management
1.3 Project Planning with PS
1.4 Project Execution with PS
1.5 Negotiating Contracts
1.6 Processing Purchase Requisition in ERP
1.7 Processing Purchase Orders in ERP
1.8 Processing Sales Orders
1.9 Entering Services in ERP
1.10 Inbound Processing and Receipt Confirmation without WM
1.11 Verifying Logistics Invoices (Online/In Background)
1.12 Phase-In Equipment
1.13 Condition-Based Maintenance
1.14 Counter-Based Preventive Maintenance
1.15 Time-Based Preventive Maintenance
1.16 Emergency Maintenance
1.17 Corrective Maintenance
1.18 Breakdown Maintenance
1.19 Refurbishment Processing
1.20 Work Clearance Management
1.21 Maintenance Cost Budgeting
1.22 Shutdown Management
1.23 Dispatching / Scheduling
1.24 Change and Configuration Management
1.25 Physical Inventory on Storage-Bin Level
1.26 Inspection
1.27 Waste Management
1.28 Phase-Out Equipment
1.29 Asset Scrapping
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Enterprise Asset Management
Purpose
This business scenario helps companies manage physical assets – such as production plants, capital assets, vehicle fleets, and facilities complexes – over
the complete asset life cycle. In conjunction with powerful reporting and analysis tools, the SAP solution's 1 Enterprise Asset Management (EAM)
capabilities enable you to reduce operating costs, better manage capital expenditure, and improve asset utilization.
Prerequisites
Business Partners SAP Application Components Configuration
SAP SEM 3.0B
SAP ECC 5.0
SAP NetWeaver 04
SAP SRM 4.0
Use SAP Solution Manager.
Process
The business processes run as follows:
1. Investment Planning
2. Document Management
3. Project Planning with PS
4. Project Execution with PS
5. Negotiating Contracts
6. Processing Purchase Requisitions in ERP
7. Processing Purchase Orders in ERP
8. Processing Sales Orders
9. Entering Services in ERP
10. Inbound Processing and Receipt Confirmation without Warehouse Management
11. Verifying Logistics Invoices (Online/In Background)
12. Phase-In Equipment
13. Condition-Based Maintenance
14. Counter-Based Preventive Maintenance
15. Time-Based Preventive Maintenance
16. Emergency Maintenance
17. Corrective Maintenance
18. Breakdown Maintenance
19. Refurbishment Processing
20. Work Clearance Management
21. Maintenance Cost Budgeting
22. Shutdown Management
23. Dispatching/Scheduling
24. Change and Configuration Management
25. Physical Inventory on Storage-Bin Level
26. Inspection
27. Waste Management
28. Phase-Out Equipment
29. Asset Scrapping
Result
The Enterprise Asset Management scenario provides complete, end-to-end, integrated capabilities for your EAM business process. The scenario gives asset
owners and operators, asset service providers, and all parties involved in the asset service network an insight into asset performance and maintenance
issues. This awareness enables proactive response and rapid correction of concerns or problems.
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Investment Planning
Purpose
You can use this business process to define and model your strategic investment planning and to implement it throughout the company in the investment
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operational planning.
From the strategic investment planning point of view, the system offers the opportunity to define the scope of your investment strategy through strategic
investment positions. It also helps you to produce a financial analysis of investment opportunities to steer your investment policy and support you in the
decision making at company level. By integrating the effects on the contribution margin of an investment – through production capacity improvement for
example – this process gives you the return on investment view that helps you in the decision making. This strategic investment planning is the foundation for
the roll-out of the investment policy in your company.
From an operational point of view, the implementation of the investment strategy goes through the budgeting of investment position and the control of budget
distributed to investment measures. It also includes an extensive planning of the investment measures and positions. By integrating the different elements
that compose your investment structures, the process ensures the consistency of the values and allows a continuous adjustment between strategic and
operational planning.
Prerequisites
Business Partner SAP Application Component Configuration
ERP Use SAP Solution Manager.
SEM (optional) Use SAP Solution Manager.
Process Flow
1. Analyze investment opportunities
The opportunity analysis of an investment can be the first process step and supports you in the investment decision. This step reflects the impact of an
investment decision on your business environment and helps you to optimize your investment decision. This step is optional and is part of the SEM-BPS
content.
2. Elaborate Strategic 1.1 Investment Planning
This process step enables the construction of a strategic investment planning in the system. Also known as Corporate Investment Planning, this process
step describes the way a strategic planning can be broken down in the program structure to investment positions and transferred to operative planning in
ERP. This step is also part of the SEM-BPS functions and supports, through retraction capabilities, the planning in the ERP components at program
position level.
3. Structure the investment program
This process step aims at structuring your investment programs in the operational system. It allows a hierarchical presentation of a structured program.
You can freely define this structure following your organization and your requirements. By assigning investment measures to a program position, it is
possible to aggregate measures that plan values.
4. Elaborate Investment Program operational Planning
The operational planning of the investment program is a process step describing the distribution of a strategic planning into the investment program
structures and the preparation of an operational program planning. The planning can be done at program position level or directly at investment measure
level. In the second case a roll-up of the values bottom-up enables the aggregation of planning values at investment program level. In both cases the
availability of planning values at program position level then enables a simulation of depreciation based on these values.
5. Elaborate Investment Program Budgeting
Budgeting is the last step in the Investment Planning process. During this process, the rolled up plan values are corrected, if necessary, and then
distributed top-down in the form of the budget to program position. Once supplied to budget, these values represent a budget availability against which an
availability check can be done. Therefore they should be as accurate as possible. This process step is optional.
Result
Through this process you achieve a top-down or bottom-up budget elaboration for your strategic and operational investment planning. It allows you to
breakdown your investment strategy to operational level.
The following steps are the investment decision and execution described in the investment management process.
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1.2 Document Management
Purpose
The quality of documentation and availability of information is becoming increasingly important in all areas of a company. Document management in the SAP
system allows you to optimize processes for editing documents in the following ways:
· By linking document management to computerized development and production systems (for example, CAD systems), you ensure that the data you store
is consistent and free from redundancy. The workload for creating and updating documents is reduced considerably.
· In order to gain benefits for production from a large amount and range of data, you need to be able to exchange data quickly and securely. You can access
your data directly using versatile electronic search tools, or find documents using known parameters. You can also search for and display documents
(original application files) on the Internet/intranet.
By reducing access time and the workload involved in routine tasks, you can reduce your costs considerably.
· You can use document distribution to distribute documents that are managed in document management either manually or automatically, according to
company-specific processes. This ensures that the employees responsible or external partners can view or process up-to-the-minute document data.
· Stricter product liability laws mean that both the archiving of documents and digital signature are becoming increasingly important. The quality of a product
includes the production process and the whole organizational environment, as well as the product itself. A company that wishes to be certified for quality
management (ISO 9000 to 9006) can only meet strict quality requirements by using high-performance document management functions.
Document management with SAP fulfills these complex requirements not only by managing documents, but also by integrating company-wide processes. It
allows you to automate the entire life cycle of a document, from document creation to document archiving, from access to update. Each document can be
accessed immediately from any computer in the network.
Process Flow
The following business process runs in SAP ERP :
1. Create document
In document management, the term document is used as a synonym for a document info record with one or more attached original application files. The
document info record contains metadata. All the data that is required to edit and manage the original application file is saved as metadata, for example
administrative data about who created the document, processing statuses, and the storage location of original application files.
When you create a document, you assign it to a specific document type on the basis of its contents and the intended processing steps, for example a
design drawing or a template for a contract.
You can save time and effort when creating a document by reusing existing document data.
You have the following options for creating a document:
¡ Create a new document
¡ Create a document by copying a source document (same document type)
¡ Create a new version by copying a source document (the source is the highest existing version)
¡ Create a new version by copying a source document (the source is the version being processed in the current session)
2. Store files
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You can save original application files with a processing status that needs to be saved for security reasons to a secure storage area. For example, the
content server on SAP Web Application Server is a secure storage area. The integrated Knowledge Provider (KPro) provides this service. Another
advantage is that several users with the correct authorization can access the files at the same time.
You have the following options for saving a document:
¡ Save manually with the Store in Secure Area function
¡ Save automatically by setting a specific status
This simplified save function is only possible if the document type supports saving of original application files with KPro.
3. Approve document
When you create a document, the document type controls the further processing steps. You can define the processes, especially the release process,
according to your individual requirements. For example, the steps for processing a design drawing are different to the steps for processing the template for
a contract.
For this reason, you define different statuses for each document type, and define how the statuses relate to each other by defining predecessor and
successor statuses (status network). If a status network exists for a document type, the system determines the statuses that can be entered in each
processing situation. Within this status network, you can also set the released status for the document. A document with this status is subject to special
checks – for example, it can no longer be changed.
4. Convert files
In the standard SAP system, you can use the conversion interface to convert the original application files of a document from one file format to another,
neutral file format. The conversion process can be controlled. For example, you can define in the SAP system which status triggers automatic conversion.
Alternatively, you can specify manual conversion. The conversion specification contains detailed instructions for the conversion. You create this in
Customizing for conversion. SAP utility programs take care of the data transfer to the converter.
The work of the user that starts the conversion is not affected by the conversion process. The conversion process is started as a background process,
and the user can also schedule the start of conversion for a time that suits him or her (for example, at night).
5. Use and view document
To enable employees to display your products company wide, the SAP Graphical User Interface (SAP GUI) includes a viewer. You can display original
application files with the related application in document management, the document structure, or, for example, the product structure browser. You can
also use the versatile search functions to search for documents quickly and precisely.
¡ You can display original application files in most popular 2D viewing formats and selected 3D viewing formats.
¡ There are different functions for navigation, such as rotate, zoom, center, measure, and compare. You can then add electronic comments and
drawings to the displayed objects by using the redlining functions.
6. Change document
You can change both the metadata of the document info record and the attached original application files if the status allows it.
¡ Changes to documents are not historical. This means that the status of the document before the change is lost. This is still the case if you enter a
change number in the document.
If you want to save the old status of the document, you must create a new version. Alternatively, you can save a change as a file change only,
thereby creating a content version rather than a new object.
¡ In Customizing, you can determine whether the system generates change documents for changes to documents. Change documents show you who
made a change to the document.
¡ If the document has reached a processing status that can no longer be changed, you can set a status whose status type does not allow changes (for
example, "lock" status or "original in processing"). In this situation, most fields cannot be changed.
SAP Business Workflow offers many functions for controlling the change processes for documents in distinct ways. Whenever you change a field in a
document, a workflow event is triggered when you save. In the workflow builder, you can define a receiver for this event and event-specific response
mechanisms. A workflow task groups together the defined sequence of processing steps. The workflow manager starts and monitors the process.
7. Distribute document
You can use document distribution to distribute documents that are managed in document management either manually or automatically. The distribution
processes ensure, for example, that you distribute the most current document data to internal employees or external team members, either simply as
information, or to be processed further.
With document distribution, you can execute the following subprocesses:
¡ Recipient management
You define who should receive the documents in the recipient list.
¡ Creation and processing of distribution orders
All the distribution steps are controlled by SAP Business Workflow. You distribute the documents by using a distribution order. You use the
distribution type to control how documents are distributed to the recipient.
¡ Monitoring of distribution orders
The distribution steps for sending a document to a recipient are recorded in the distribution log.
Result
You can integrate the documents that you create and process in document management in a wide range of business processes, including the following
example:
· If you process complex documents in your company, you save these documents in a document structure (like a "bill of material" for documents). All
documents and texts that belong together can be grouped logically and clearly in one document structure.
· If you work in cProjects , you can assign documents to various objects in project management, and save them in document management.
· If you work with SAP Easy Document Management, you use document management as the storage system for your documents and document structures.
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1.3 Project Planning with PS
Purpose
You can use this business process to plan and structure a project. Using project management methods gives you a better overview of the activities to be
carried out and the effect they have on the schedule. Moreover, project planning helps you to estimate the amount of work required to carry out the project.
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carried out and the effect they have on the schedule. Moreover, project planning helps you to estimate the amount of work required to carry out the project.
Prerequisites
A project can be initiated independently by the project lead. However, a number of business
processes exist that result in a project. Possible business processes that trigger a project are:
· Sales order (SD)
· Quotation (SD)
· Appropriation request (IM)
· Proposal (SAP xRPM)
Process Flow
The following business process runs in SAP ERP:
1. Create project from project template
For future projects with the same structure, you can rely on a standardized work breakdown structure (WBS) and use this as a template when creating
operational work breakdown structures or other standard work breakdown structures.
A standard work breakdown structure contains the individual structure elements (WBS elements) according to which the standard project is structured, as
well as universally applicable organization data.
You can link standard networks to standard work breakdown structures to create project templates for specifying the organization and activities in the
project.
2. Define project structure
You create both the work breakdown structure and the network and create links between the individual elements:
¡ The work breakdown structure is a model of the project that structures the targets to be met in the project as a hierarchy. This provides clarity in the
project and simplifies project coordination and execution. The work breakdown structure also contains the workload required by the project.
The work breakdown structure is the operational basis for the other planning steps in the project, for example:
§ Process flow planning
§ Cost planning
§ Time scheduling
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§ Capacity planning
§ Costing
§ Project accounting
You can structure the work breakdown structure according to different points of view:
§ By phases (logic-oriented or process-oriented)
§ By functions (function-oriented)
§ By objects (object-oriented)
¡ A network maps the process flow of a project or of an activity from the project. Graph theory methods display the different structure elements of a
project and how they are dependent on each other. Networks for a project can include activities.
In project execution, networks are the starting point for planning, analyzing, describing, controlling, and monitoring dates, costs, and resources or
documents and drawings. You can assign networks to a project or a sales document.
3. Set up project schedule
You use time scheduling to determine the duration of project phases and to determine important times, floats, and critical paths. You can enter dates for
both work breakdown structures and for individual networks. You can check and revise them in all phases of project processing.
You store the outline dates (start date and finish date) for your whole project in the project definition.
Once the WBS elements have been created, you can plan dates in the work breakdown structure. For rough planning, you can specify dates at WBS
element level and these are binding for further planning. You can use this rough planning as the starting point for more detailed planning at network level.
The different functions in time scheduling enable you, for example, to compare, reconcile, and project dates later on.
The dates in the network are determined by the system using time scheduling in the network. You can enter the dates of the activities and activity
elements in a table or change them in the graphs in the Gantt chart or project planning board. Network scheduling determines the earliest and latest start
and finish dates for executing activities in the network and calculates the capacity requirement and floats.
Project scheduling allows you to schedule the project with all assigned activities, the same as in WBS scheduling. You can also decide whether only
networks are to be scheduled or whether maintenance orders and service orders are to be scheduled too.
4. Create and assign documents (optional)
Complex projects require comprehensive documentation and technical documents to be available. For example, the project system uses the high-
performance ERP document management to enable you to access numerous project-related documents that were not created in the ERP system, for
example, CAD drawings, pixel graphics, contracts, and so on.
You can enter extensive texts for the project (PS texts) in the actual project system; you can also create specifications, descriptions of work packages,
protocols, and so on directly when processing the relevant activities and WBS elements.
5. Export project (optional)
During project planning, it may be necessary to export the project plan. Possible reasons for this are:
¡ You want to send the project to an external partner to discuss planning.
¡ You want to be able to process the project when traveling, without a connection to the company network.
You can export the project plan to Microsoft Project for this purpose. After processing, you can import the project plan back to the system and reconcile
it with the plan there.
6. Create initial project version (optional)
Once you have completed the planning, you create a snapshot to document the original planning status.
Result
The result of Project Planning is a project structure with dates, planned work, and responsibles. You can staff the project with suitable employees from your
enterprise in the Resource and Time Management with PS process. Furthermore, you can plan costs in the Project Accounting with PS process, to assess the
economic and financial consequences of the project.
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1.4 Project Execution with PS
Purpose
You can use this business process to carry out a planned project. You can monitor and control how the project is executed using a number of different
mechanisms. You use this business process for more complex projects that have a defined start date and finish date.
Using project management methods improves your overview of the activities to be carried out and the effect they have on the schedule. Moreover, Project
Execution helps you react quickly to any variances from the project plan.
Prerequisites
You have planned a project and created the project structure. You have carried out the resource planning process.
Process Flow
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1. Release project (SAP ECC)
When you release the project, all lower level elements of the project are also released and can then be processed.
2. Create and assign documents (optional) (SAP ECC)
Complex projects require comprehensive documentation and technical documents to be available. For example, the project system uses the high-
performance ERP document management to enable you to access numerous project-related documents that were not created in the ERP system, for
example, CAD drawings, pixel graphics, contracts, and so on.
You can enter extensive texts for the project (PS texts) in the actual project system; you can also create specifications, descriptions of work packages,
protocols, and so on directly when processing the relevant activities and WBS elements.
During project execution, project members assign new documents to the project elements. The assigned documents are processed during the course of
the project and can be made into versions. The project member creates a document info record in document management for each document, and
assigns the physical document to it. The document info record is assigned to one or more projects or other business objects as metainformation.
3. Create project notifications (optional) (SAP ECC)
In the project business, difficulties with the supplier, fluctuation in prices, and unforeseeable capacity shortfall can cause the project to vary from the
project plan. If this is the case, you can record the variances using a notification in the project ( claim ). Both internal and external persons can create this
notification. It serves as a basis for assessing the problem in the enterprise and can be passed on to the appropriate person responsible.
The project system supports Claim Management with the notification category Claim , in which you can enter the following points:
¡ Cause of the variance
¡ Responsible person or group
¡ Costs caused by the variance
¡ Actions and measures implemented because of the variance
4. Evaluate project status (SAP BW and SAP ECC)
Reports enable you to keep yourself informed about the status of the project at any time. For example, reports are available for the following project areas:
¡ Project costs, budgets, and payments
¡ Schedule and logistics of the project
¡ Progress of the project
The reports are not only used to keep the project lead informed, but also inform the project members and all others interested in the status of the project.
5. Simulate alternative processes in project (SAP ECC)
If complex changes need to be made at any time during the project, you can test these changes in a simulation version first, without changing the
operational project. If you are satisfied with the result of the simulation version, you can transfer the simulation to the current project.
6. Complete and close project (SAP ECC)
Once the last network activity and the last WBS element have been completed, the project is closed. Closing the project requires a certain amount of
work. Firstly, all outstanding confirmations must be in the project. Finally, you also have to close and settle the objects that were created in Accounting
using the Project Accounting with PS process.
Result
The closed project is still available for final examinations and evaluations and can, for example, be used to adapt the existing project templates with regards to
continuous improvements.
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1.5 Negotiating Contracts
Purpose
You use this business process to negotiate contracts in SAP Bidding Engine.
You can:
· Negotiate a new contract using a special transaction type in SAP Bidding Engine
· Renew an existing contract that has been released already. In this case it is triggered in the contract application of SAP Enterprise Buyer and moved to
SAP Bidding Engine
The vendor then submits new contract details or updates existing ones, such as target value or conditions. If the purchaser accepts the updated data from the
vendor, the data is transferred to the existing contract.
Process Flow
The following business process runs in SAP SRM Server:
1. Search for contracts using TREX
2. Negotiate contract
3. Renew contract
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Processing Purchase Requisition in ERP
Purpose
You can use this business process to process purchase requisitions in ERP. A purchase requisition is a demand that is released to the purchasing
department. The demand can be created as follows:
· Automatically, for example as result of a material requirement planning ( MRP ) run, or by assigning components or services to a maintenance or
production order
· Alternatively, the purchase requisition may be:
¡ Entered manually
¡ Transferred from another system, for example from a shopping cart that has been approved:
§ In an Enterprise Buyer ( EBP ) classic scenario
§ From Supply Network Planning ( SNP ) or Production Planning and Detailed Scheduling ( PP/DS ) of a Supply Chain Management ( SCM )
module
The accounting data is assigned and checked during processing of the purchase requisition. Sourcing, including initiating a r equest for quotation
( RFQ) process, can be executed based on a purchase requisition as well as assignment of documents.
It is possible to establish approval processes for purchase requisitions. For purchase requisitions with long life cycles, a change management differs between
several versions.
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Process Flow
The following business process runs in SAP R/3 Enterprise:
1. Create/process purchase requisitions
2. Release purchase requisitions
3. Assign source to purchase requisitions
4. Generate/manage versions of purchase requisitions
5. Monitor/view list display of purchase requisitions
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1.7 Processing Purchase Orders in ERP
Purpose
You can use this business process to process purchase orders. The purchase order processing is part of the (operational) procurement of materials and
services. Its primary purpose is to convert demands (purchase requisitions, shopping carts) to purchase orders (with or without reference to a contract) or
delivery schedules for a scheduling agreement and to monitor the fulfillment of these documents.
Typical process steps for converting a demand to a purchase order are:
1. Assign/Check a source of supply
The source of supply defines the supplier or another plant that will deliver the requested item. If a source of supply is unknown, search for a possible
source of supply, for example using a r equest for quotation (RFQ) with comparison of the incoming quotations. If multiple suppliers are assigned to the
procurement process, you can arrange quotas and administrate them using the source list. The conversion process can also be fully automated if you
have maintained all necessary master data.
2. Determine price and conditions
Negotiate with a supplier, if necessary.
3. Check description of the demand
Change description of the demand, if necessary, for example by creating attachments, adding long texts, drawings, and so forth.
4. Check account assignment data
5. Define incoterms and delivery instructions
6. Check release process for purchasing documents
7. Manage the versions of the purchasing documents
8. Monitor message output of the purchasing documents to the supplier
The required process steps for creating one concrete purchase order may vary, depending on the following factors:
· Category of the procured products:
¡ Products selected from a vendor’s catalog are clearly specified.
¡ Products procured once without material master are roughly defined. A description in long texts may be useful in this case.
Procuring office supplies requires different process steps than procuring direct materials or services, for example, services for valuation or inventory
management.
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· Process variants:
¡ A subcontracting process needs additional steps compared to a standard contract-based procurement process.
¡ When using scheduling agreements, converting demands into delivery schedules is typically executed in the planning department.
¡ For products without fix source of supply, converting demands into delivery schedules typically is done in the purchasing department, for example raw
materials procured on spot markets.
· Industry-specific variants
In retail companies, assortments are maintained and replenishment planning is typically integrated into Purchase Order processing. In automotive
companies, special message handling of delivery schedules for scheduling agreements is known.
Process Flow
1. Create/Process purchase orders
2. Release purchasing documents
3. Find a new source of supply
4. Compare quotations
5. Generate/manage versions of purchase orders
6. Monitor output of messages
7. Monitor/view list display of purchase orders
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1.8 Processing Sales Orders
Purpose
You can use this business process to perform principal steps of the procurement process in a supplier system such as SAP Supplier Self-Services using
sales orders. Sales orders are created automatically in the supplier system after purchase orders have been created in the procurement system and have been
sent to the supplier system. Your procurement system can be SAP Enterprise Buyer, SAP Materials Management, or a non-SAP procurement system,
depending on which business scenario you have implemented. With SAP Enterprise Buyer, you can receive purchase order responses via XML. This can be a
notification that the supplier accepts all purchase order items and can deliver them as ordered; or the supplier notifies of variances from the purchase order
because he can only partly confirm it.
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Process Flow
The following business process runs in SAP SRM Server:
1. Create sales order
2. Create and send purchase order response (SAP SUS)
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1.9 Entering Services in ERP
Purpose
You can use this business process to enter services in ERP. The services actually performed (work actually done) by a service provider are recorded in a
service entry sheet . You can enter both planned and unplanned services performed. As an alternative, Cross-Application Time Sheets (CATS) can be used
for time recording by internal or external staff. After the services have been recorded, one or more responsible persons must check that the work is
satisfactory and formally accept the service entry sheet. This acceptance constitutes the basis for invoice verification and triggers the update of accounting
information.
Process Flow
1. Process service entry sheets
2. Print and transmit service entry sheets
3. Release collective service entry sheets
4. Import CATS data
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Inbound Processing and Receipt Confirmation without WM
Purpose
Your can use this business process for your inbound processing and receipt confirmation. Whenever a company requires a product to be procured from an
external source of supply, whether for use in production (raw materials) or for direct consumption (C-materials), the product will be delivered according to the
official procurement document (a PO) agreed between two business partners. The arrival of the goods could be announced by a message of the supplier
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(ASN). It will be delivered in a certain quantity at a defined date and time at a defined company location. For the delivered product an inbound delivery is
selected and processed for putaway. Once the goods are taken into stock, a goods receipt must be posted.
The actual physical receipt of materials at the warehouse or the receiving locations can be controlled on different levels of detail. From controlling the process
on a document level only using purchase orders and stock transports orders to inbound deliveries and shipments even to the pallet and material level, the
receiving process is supported in different ways. Dependent on customer specific needs, it is optional to use inbound deliveries and advanced material flow
and process control capabilities. These options include yard management, warehouse management with task and resource management controlling the
process down to the pallet and package level using advanced strategies (see also Inbound Processing and Receipt Confirmation with WM).
Inbound processing and goods receipts are key steps in any procurement or replenishment process. It is not industry-specific, but common practice for any
company procuring products, whether for production of its own or direct consumption.
Inbound processing reflects the receipt of materials that are delivered to a receiving location. This receipt can be processed based on purchase orders, stock
transport orders, or even a returns order. It includes the notification of goods to be received, the putaway, goods receipt posting, and the proof-of-delivery
message to the supplier. By viewing the goods receipt from two perspectives, it is possible to follow the purchase order process and the physical material
movements separately.
The processes described are goods receipt against a purchase order (MIGO) without using Warehouse Management and inbound processing using the inbound
delivery, the ASN message and the POD of the customer.
The Goods Receipt Posting can be processed prior to or after putaway of the materials.
If Handling Unit Management is used for packing, you need to use in inbound delivery to pack against. An inbound delivery is also required if the warehouse is
implemented in a decentralized environment.
Process Flow
1. Receive advanced shipping notification (ASN) (SAP ECC)
The arrival of goods procured and received is announced by a message of the supplier to the goods recipient. This message is called Advanced Shipping
Notification (ASN) and it contains logistically relevant data, such as date and time of delivery, material, quantities, and packing information. The ASN is
typically sent by the shipper of the goods. This can be the supplier (external or internal) or a third-party logistics service provider (3PL). The message is
received by the ship-to-party and mapped into an inbound delivery in the SAP R/3 system.
Alternatively, an inbound delivery can be created by the receiving party to reflect the planning and coordination of the inbound delivery processing.
2. Create inbound delivery (SAP ECC) (optional)
When the actual shipment arrives, the inbound delivery is selected and processed for putaway. The putaway can be processed with or without Warehouse
Management (see process Inbound Processing and Receipt Confirmation with WM).
3. Post goods receipt (SAP ECC)
When a required product is delivered to a company from an external source of supply according to a purchase order, it must be integrated into the
company’s stock and a goods receipt must be posted.
With this process description, you can also execute a goods receipt with reference to a production order.
When a goods receipt is effected, the system supports:
¡ Message determination
Depending on the settings in Customizing, the system initiates the printing of a material document and labels, for example for pallets or packages.
¡ Missing parts check
For example, if a given product is identified as a missing part in production, the MRP controller is automatically informed by mail that a goods receipt
for this critical product has been posted.
¡ Purchase order history
The system updates the purchase order history, so that the purchasing department can monitor that the goods receipt to the PO has been posted and
may check delivery date, time, and quantity. This information may also be relevant for Vendor Evaluation.
¡ Final delivery indicator
If information about final delivery is desired, the system sets the final delivery indicator to inform the purchasing department that the last partial
delivery has been effected.
¡ Material valuation
A goods receipt posting triggers an update of stock balance and stock value. After a goods receipt, the system creates a material document serving
as proof of the goods movement and an accounting document to initiate the update of the relevant G/L accounts. From goods receipt you can display
the material document and from there the accounting document. When the product is valuated with moving average price, the material price is
updated according to the price in the most recent PO.
¡ SAP APO update
If you work with SAP APO, the new SAP R/3 stock balance data updates the SAP APO stocks, relevant for planning.
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¡ SAP BW update
If you work with SAP Business Warehouse, new SAP R/3 stock balance data updates user-defined figures in SAP BW, relevant for reporting.
Depending on special procurement processes (identified by specific PO item categories), the consequences of posting a goods receipt are the following:
¡ Consignment
The goods receipt is posted, but material valuation is not affected, because the supplier still is the material owner.
¡ Subcontracting
The goods receipt is posted and affects the withdrawal of material components from special stock, necessary for the subcontractor to assemble the
final product.
4. Send proof of delivery (POD) (SAP ECC)
To report the actual received quantities, times, and dates of delivery back to the supplier for invoicing, the message Proof-of-Delivery (POD) is sent.
5. Track and evaluate process with SCEM (optional) (SAP SCM)
Optionally, the Inbound Processing/Receipt Confirmation process can be monitored with the help of SAP EM. Since the visibility process Procurement
describes the procurement process for production materials, it spreads the Purchase Order Processing process as well as Inbound Processing and
Invoice Verification. A detailed description on the visibility steps as well as the configuration can be found in Procurement Visibility.
Procurement visibility covers
¡ Events from purchase requisition to payment, including order acknowledgement, shipping notifications, goods receipt, and invoice functions
¡ Triggering of follow-up activities
¡ Analyzing the business process in the SAP Business Information Warehouse (SAP BW)
The application process step relevant for this is: Monitor the fulfillment of purchase orders.
All relevant intermediate steps are reported by the buyer (or supplier) so that you get a complete picture of the application process:
¡ Order acknowledgement
¡ Advanced shipping notification
¡ Goods receipt
¡ ERS/invoice
¡ Payment
Furthermore, some unexpected events may be posted:
¡ Shipment delayed
¡ Quantity change
¡ Delivery quantity change
¡ Due date change
¡ Delivery date change
¡ Deletion indicator set
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Verifying Logistics Invoices (Online/In Background)
Purpose
You can use this business process to verify incoming invoices in terms of their content, prices, and arithmetic. When the invoice is posted, the invoice data is
saved in the system. The system updates the data saved in the invoice documents in Materials Management (MM) and Financial Accounting (FI). If you use
the prepayment functions, the first FI document is created when the invoice is saved in the system.
An invoice can be processed in Logistics invoice verification in online modus or in the background.
· Invoice Verification online
You enter the contained information of an invoice into the system, comparing the data (such as quantities and values) suggested by the system with
those in the invoice. You make necessary corrections and post the invoice.
· Document parking (online only)
You receive an invoice. You enter the data in the system and save the invoice. The system does not yet create an FI document. You can change the
parked document. When you have finished changing the document, you post the parked document.
· Invoice Verification in the background
You receive an invoice, enter the total amount of the invoice and match the invoice with another system document. The system then checks the invoice
in the background. If no errors occur, the system also saves the invoice in the background. If errors occur, the system saves the invoice and you process
it in a separate step.
You can post invoices with reference to purchase orders or to goods receipts. You can post invoices without reference to a purchase order as well.
· Invoices received via EDI or XML
You can process invoices via Electronic Data Interchange (EDI) or eXtensible Markup Language (XML). An invoice reaches you via EDI, and SAP R/3
Enterprise posts the invoice automatically.
· Prepayment (only relevant for background processing)
If you decide to prepay invoices for special vendors and company codes, the process is slightly different. You receive an invoice (as a hardcopy, via EDI,
or via XML) that is verified in the background. As soon as the invoice is saved, an FI document is created. This posts an open item in the vendor
account. The posting is not dependent on matching or verifying the invoice. Verification can be carried out at a later date. If errors occur, you might have
to delete the invoice and create a credit memo.
Process Flow
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The following business process runs in SAP ECC :
1. Park invoice (online only)
2. Create or process invoices online or in background
3. Release invoice
4. System triggers prepayment in background (in the background only)
5. Cancel invoice
6. Transmit invoice
7. View list display of invoices
8. Perform revaluation
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1.12 Phase-In Equipment
Purpose
You can use this business process to maintain all of the master data required to perform effective maintenance on a piece of equipment. This data includes
the equipment master record, maintenance plan, measuring point, task list, bill of material (BOM), and so on.
Process Flow
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1. Create equipment
A piece of equipment is an individual, physical object that is maintained as an autonomous unit. It can be installed in a technical asset or an asset
component.
You create a master record for each piece of equipment in the Plant Maintenance (PM) component. This is where you define and manage the piece of
equipment. If required, you can also create a maintenance history for each piece of equipment.
2. Create/add documents
In create or change mode, choose Goto ® Documents. You can:
¡ Link master records of technical objects with documents
¡ Display linked documents from the master record of the technical object
3. Create measurement point(s)/counters
In the SAP system, a measurement point is the physical or logical place at which a condition is described. For each measurement point, you require a
predefined characteristic, where you can maintain units or value restrictions.
4. Create task list
There are three types of task lists:
¡ Equipment task list
¡ Task list for functional location
¡ General maintenance task list
You enter the work to be planned in the task lists, which are then used as templates for the maintenance order.
5. Create maintenance plan
The maintenance plan that you use depends on the type of maintenance planning that you want to implement in your company:
¡ Single-cycle plan or strategy plan (time-based or performance-based)
If you want to use time- or performance-based (counter-based) maintenance planning, you can work with both single-cycle plans and strategy plans.
¡ Multiple counter plan
If you want to combine maintenance cycles that have different dimensions (for example, time and distance), you can use multiple counter plans.
¡ Maintenance plan for service procurement in purchasing
6. Create BOM
The bill of material (BOM) category is determined by the type of master record to which you assign the BOM. The BOM categories used in the Plant
Maintenance (PM) component are as follows:
¡ Material BOM
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¡ Equipment BOM
¡ BOM for functional locations
7. Create partners
In this case, partner (business partner) refers to internal organizational units, for example, logistics and sales departments. A partner can be a natural or a
legal person. You can use partners in processing for Customer Service (CS) and Plant Maintenance (PM).
8. Create classification information
If you manage a large number of objects, you have to be able to classify these objects in a logical way according to different focal points. You can then
easily locate your objects and group them together for evaluations.
9. Create fleet information (if required)
In addition to the normal parts of the equipment record, you can also enter additional fleet-specific data in the standard system, such as engine
information (engine type and performance, revolutions per minute, cylinder capacity, and so on) and fuel and lubricant data.
10. Create warranty
A warranty defines the scope of the services provided by a company in the event of damages to, or problems with, technical objects. From a system-
user’s point of view, this component enables you to cover the following warranties:
¡ Warrantee (inbound) (for example, manufacturer warranty and vendor warranty)
¡ Warrantor (outbound) (for example, customer warranty)
11. Create permit
You can create permits using one of the following categories:
¡ Work permits
¡ Safety permits
In your company, and even at one particular site, you may require very different individual permits. You create these in Customizing for Plant
Maintenance under Permits , assigning each individual permit to a permit category when you do this.
12. Create serial number information
If you want to keep a piece of equipment in stock as a serialized material, in addition to managing it as an autonomous and individual object, you must
give the piece of equipment a serial number. This comprises:
¡ A unique combination of material and serial number
¡ Stock information
¡ Storage information
Using this data, you describe the piece of equipment as a single piece of a particular material.
13. Install in functional location or equipment
If you have structured your technical system hierarchically using functional locations, you have also thereby defined where a piece of equipment can be
installed. In the course of its life span, a piece of equipment can be installed in different functional locations. Alternatively, there may be periods of time
when it is not installed or in storage.
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1.13 Condition-Based Maintenance
Purpose
Condition-based maintenance refers to the creation and processing of tasks that derive from the condition of a certain asset. The tasks can be inspections and
maintenance, but can also be repair work for restoring the target condition of an asset.
Every technical asset has a certain service life. If the service life is exhausted or if the asset is no longer in good enough condition to perform its service to
the required quality, then the service life must be restored through maintenance or repair work. These maintenance tasks are generated and performed based
on a certain asset condition.
You can use this business process to guarantee the following activities.
· You can make the productive operation of assets and the recording of the actual condition of assets as smooth as possible.
· You can automatically trigger the necessary tasks at the right time and make the necessary resources available before the service life of the asset is
exhausted.
· You can increase the safety and availability of assets and reduce their operating costs.
Prerequisites
A prerequisite of condition-based maintenance is that the critical asset conditions that make certain maintenance tasks necessary are known. There must also
be a connection between asset condition and the necessary tasks.
The assets’ conditions must be measured automatically or manually and entered and copied to the SAP system. The service entry is subject to the definition
and assignment of counters or measuring points to technical assets. One or more counters or measuring points can be assigned to an asset.
The system has open interfaces for recording and transferring the data. As a rule, the threshold values, the crossing of which leads to maintenance tasks, are
not defined in the SAP system.
Process Flow
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1. Process measurement document
The measurement values and counter readings to be monitored of an asset, that were recorded by an external process control system, can be analyzed
within the PM-PCS (PCS = process control system) and transferred automatically to SAP ERP.
2. Create / process notification
In the external interface it is possible to automatically generate malfunction reports that describe the error and allow follow-up measures to be determined,
in SAP ERP when the threshold values have been exceeded.
3. Perform follow-up action
The type of malfunction that occurs determines what action is taken. If the maintenance worker does not need an order to process the task, he or she
prints the notification papers and performs the task.
If it’s a cost-relevant or planning-relevant activity, then the maintenance worker creates a maintenance order from the maintenance notification.
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Counter-Based Preventive Maintenance
Purpose
Preventive maintenance refers to all the measures for determining the actual condition (inspection) and for maintaining the target condition (maintenance) of
assets.
Every technical asset has a certain service life. If the service life is exhausted, then maintenance measures must be taken to renew it. As a rule, these
measures are carried out periodically.
In counter-based preventive maintenance, the tasks are planned and performed based on the service characteristics for technical assets.
You can use this business process to guarantee the following activities:
· You can automatically generate the necessary tasks at the right time and make the necessary resources available before the service life of the asset is
exhausted.
Prerequisites
A prerequisite of preventive maintenance is that the regular tasks and their performance-based timing are known.
The service performance of the individual assets must be measured automatically or manually, and entered and copied to the SAP system. The service entry
is subject to the definition and assignment of counters or measuring points to technical assets. One or more counters or measuring points can be assigned to
an asset. You can define more than one trigger or interval.
The system has open interfaces for recording and transferring the data.
Process Flow
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1. Perform maintenance plan costing
To plan the costs for preventive maintenance for a particular period, you can cost maintenance plans.
To document how the machines should run correctly and to use the system to trigger the maintenance tasks at the right time, enter the relevant
measurement values and counter readings into the system regularly.
If you are using an external process control system to monitor and enter the counter readings, then the counter readings can be automatically transferred
to the SAP system via the PM-PDC interface.
3. Schedule and monitor maintenance plans
A background program, which runs at the regular intervals you specified, calculates the maintenance schedules and generates the maintenance call
objects (notifications, orders, or service entry sheets) on schedule.
When maintenance tasks are due and a corresponding maintenance plan category exists, the background program generates a maintenance notification in
the system.
5. Generate worklist for notifications
The responsible maintenance planner selects the notifications received and then decides how to proceed for each notification.
6. Print notifications
If the maintenance worker does not need an order to process the task, he or she prints the notification papers. He or she then performs the task.
7. Create / process order
The background program generates a maintenance order in the system when one is due and if there is a corresponding maintenance plan category for it.
Alternatively, you can manually generate a maintenance order for further processing from the maintenance notification that was generated by the
background program.
Generally, if corresponding maintenance plan categories exist, the system offers you the option, as an alternative to steps 3 and 6, to have the
background program generate a service entry sheet. You can use this to trigger and document maintenance by external firms.
8. Plan and schedule order
The maintenance planner assigns the tasks required to the responsible maintenance areas. The planner plans the anticipated work times, the spare parts
and production resources and tools required, the involvement of external companies, and the anticipated work completion in the maintenance order.
9. Perform work clearance management
If work clearance management is active, you release the order before it is actually carried out.
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10. Put order in process and print or download to mobile device
The maintenance planner releases the order for processing and prints the shop papers for the worker. If Mobile Asset Management is in use, the
maintenance worker downloads the orders to mobile devices.
11. Post material movements
If spare parts are needed for the maintenance work, you get the necessary parts from storage. The stock manager posts the withdrawal with reference to
the maintenance order. If spare parts for the order were ordered from external companies, then the goods receipt is posted with reference to the purchase
order for the order.
12. Post external services
If an external service provider has provided services for the order, you record their services with reference to the maintenance order.
13. Confirm time
After completing his or her tasks, the maintenance technician confirms his or her time with reference to the maintenance order.
14. Enter technical data
The maintenance technician records the technical details of the defect that he or she repaired, such as the damage code or the cause of the defect. He or
she also enters the current measurement values and counter readings for the assets concerned.
15. Modify technical object structure
If the maintenance technician must replace assemblies in an asset, he or she then updates the functional location structure.
16. Upload data from mobile device
If Mobile Asset Management is used, you upload the up-to-date data from the mobile device to SAP ERP .
17. Settle and complete order
The maintenance planner technically completes the maintenance order. The order settlement, which can be made manual or automatic, distributes the
costs that accrued for the order to the defined settlement receiver. Then you can do a business completion of the order.
18. Archive maintenance documents
You can remove maintenance orders and notifications that are no longer needed in the system and archive them.
19. Perform evaluations in plant maintenance information system (PMIS)
You can analyze the recorded data in the plant maintenance and information system, for reporting and planning purposes.
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1.15 Time-Based Preventive Maintenance
Purpose
Preventive maintenance refers to all the tasks for determining the actual condition (inspection) and maintaining the target condition (maintenance) of assets.
Every technical asset has a certain service life. If the service life is exhausted, then maintenance measures must be taken to renew it. As a rule, these
measures are carried out periodically.
In time-based preventive maintenance, the maintenance tasks are planned and performed depending on the time-dependent intervals determined.
You can use this business process to guarantee the following activities:
· You can automatically generate the necessary tasks at the right time and make the necessary resources available before the service life of the asset is
exhausted.
Prerequisites
A prerequisite of preventive maintenance is that the regular tasks and their time-based or performance-based timing are known.
The service performance of the individual assets must be measured automatically or manually, and entered and copied to the SAP system.
The system has open interfaces for recording and transferring the data.
Process Flow
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1. Perform maintenance plan costing
To plan the costs from preventive maintenance for a particular period, you can cost maintenance plans.
2. Schedule and monitor maintenance plans
The background program generates a maintenance notification in the system when one is due and if there is a corresponding maintenance plan category
for it.
The responsible maintenance planner selects the notifications received and then decides how to proceed for each notification.
The background program generates a maintenance order in the system when one is due and if there is a corresponding maintenance plan category for it.
Alternatively, you can manually generate a maintenance order for further processing from the maintenance notification that was generated by the
background program.
Generally, if corresponding maintenance plan categories exist, the system offers you the option, as an alternative to steps 3 and 6, to have the
background program generate a service entry sheet. You can use this to trigger and document maintenance by external firms.
The maintenance planner assigns the work required to the responsible maintenance areas, and schedules the anticipated work times, the spare parts and
production resources and tools required, the involvement of external firms, and the anticipated completion of the work in the maintenance order.
If work clearance management is active, you release the order before it is actually carried out.
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If spare parts are needed for the maintenance work, you get the necessary parts from storage. The stock manager posts the withdrawal with reference to
the maintenance order. If spare parts for the order were ordered from external companies, then the goods receipt is posted with reference to the purchase
order for the order.
12. Confirm time
If Mobile Asset Management is in use, you upload the up-to-date data from the mobile device to SAP ERP .
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1.16 Emergency Maintenance
Purpose
You can use this process to enter and document maintenance tasks that had to be performed urgently without advance planning after the event. All the
resources used, costs, and technical details of the maintenance task are determined and entered centrally and can then be evaluated.
This process is typically relevant for an asset breakdown. The maintenance technician is called out to the broken-down asset and can only enter his or her
work in the system after the event.
You cannot create the follow-up order with a single transaction.
Process Flow
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After the event, you create a maintenance order – sometimes in combination with a maintenance notification – and release it.
If you used spare parts for the tasks, which you couldn’t get via warehouse management because you had no order number, enter these parts after the
event as unplanned withdrawals with reference to the order in the system. You have the option of posting the goods withdrawal together with the time
confirmation for an operation.
If spare parts for the order were ordered from external companies, then the goods receipt is posted with reference to the purchase order for the order.
4. Confirm time
The maintenance technician records the technical details of the defect that he or she repaired, such as the damage code or the cause of the defect, in the
maintenance notification that was generated together with the order. He or she also enters the current measurement values and counter readings for the
assets concerned.
If the maintenance technician had to replace assemblies in an asset, he or she then updates the functional location structure.
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1.17 Corrective Maintenance
Purpose
You can use this business process to plan, perform, and document all the necessary maintenance tasks that crop up outside of regular maintenance. All the
resources used, costs, and technical details of the maintenance task are recorded centrally and can be evaluated.
Usually this process is relevant if a major technical asset exhibits a defect and its repair must be planned. Diverse employees can report the defect to the
responsible maintenance planner, who then plans and initiates how the defect will be processed further.
Process Flow
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The following business process runs in SAP ECC:
An asset exhibits a defect, so an employee creates a maintenance notification.
2. Generate worklist for notifications.
The responsible maintenance planners selects the notifications received and then decides how to proceed for each notification.
If it’s a cost-relevant or planning-relevant activity, then the maintenance technician creates a maintenance order from the maintenance notification.
The maintenance planner assigns the work required to the responsible maintenance areas, and schedules the anticipated work times, the spare parts and
production resources and tools required, the involvement of external firms, and the anticipated completion of the work in the maintenance order.
If work clearance management is switched on, the order is then released before it is actually carried out.
If the maintenance worker needs spare parts for the repairs, he or she gets the necessary parts from the stock. The stock manager posts the withdrawal
with reference to the maintenance order. If spare parts for the maintenance order were ordered from external companies, then post the goods receipt with
reference to the purchase order for the order.
If an external service provider has provided services for the order, the external workers record their activities with reference to the maintenance order.
10. Confirm time
After ending the repairs, the maintenance worker confirms his or her time with reference to the order.
The maintenance worker records the technical details of the defect that he or she repaired, such as the damage code or the cause of the defect.
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If you must replace assemblies in an asset, update the functional location structure.
If Mobile Asset Management is in use, the maintenance worker uploads the up-to-date data from his or her mobile device to SAP ERP .
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1.18 Breakdown Maintenance
Purpose
You can use this business process to report, perform, and document maintenance tasks that arise suddenly. All the resources used, costs, and technical
details of the maintenance task are recorded centrally and can then be evaluated.
Usually this process is relevant if a technical asset exhibits a defect, for example, if a pump is leaking or a printer is not printing properly. Diverse employees
can create a maintenance notification to report the defect. The responsible maintenance technician receives these notifications in his or her worklist and
makes the necessary repairs.
Process Flow
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An asset exhibits a defect, so an employee creates a maintenance notification.
If the solution database is in use, it can search for possible solutions for the damages described.
The responsible maintenance technician selects his or her worklist and then decides how to proceed for each notification.
If the maintenance worker does not need an order to process the task, he or she prints the notification papers and performs the task.
If it’s a cost-relevant or planning-relevant activity, then the maintenance technician creates a maintenance order from the maintenance notification.
If work clearance management is switched on, the order is then released before it is actually carried out.
The maintenance planner releases the order for processing and prints the shop papers. If Mobile Asset Management is used, the maintenance technician
downloads the orders onto his or her mobile device.
If the maintenance technician needs spare parts for the repairs, he or she gets the necessary parts from the stock. The stock manager posts the
withdrawal with reference to the maintenance order. If spare parts for the order were ordered from external companies, then the goods receipt is posted
with reference to the purchase order for the order.
9. Confirm time
After completing his or her tasks, the maintenance technician confirms his or her time with reference to the order. If you are working with mobile devices,
you can use the PM-PDC interface to automatically transfer the data entered to the system.
If you are using a process control system, you can also use the PM-PDC interface to transfer this data automatically into the system.
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If Mobile Asset Management is active, the maintenance technician uploads the up-to-date data from his or her mobile device to SAP ERP .
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1.19 Refurbishment Processing
Purpose
You can use this business process for refurbishing equipment. The process is seamlessly integrated with the maintenance cycle. Technical assets (serialized
equipment) are linked to the material master and can be managed in condition-based stocks. Refurbishment activity of any kind affects the overall stock value
of the material (equipment).
During the refurbishment process, equipment is maintained by a team of maintenance planners, maintenance technicians, and storepersons. After a
maintenance technician has determined and replaced the defective equipment, the maintenance planner posts the defective item to stock. The maintenance
planner can specify the decrease in value by setting a specific valuation type for the item. After several defective items have been posted, the maintenance
planner creates and releases a refurbishment order for the given items. These will be withdrawn from stock and refurbished by the maintenance technician.
After finishing the repairs, the technician can make the confirmations for the order (labor and materials). Subsequently, the maintenance planner completes the
order by posting a goods receipt to stock using a higher valuation type. The stock value changes dynamically according to the condition of the items, with the
price of a refurbished item covering all internal and external material and labor costs spent on refurbishing.
Process Flow
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1. Create and process refurbishment order
3. Put order in process and print
6. Post goods receipt for refurbished parts
7. Confirm time
11. Perform evaluations in Plant Maintenance Information System (PMIS)
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1.20 Work Clearance Management
Purpose
You can use this business process to enforce all safety measures that must be enforced before inspections, repairs, or preventive maintenance work are
performed. Industrial health and safety measures can include fire protection, radiation protection, directives for using hazardous substances, or lockout/tagout.
In the case of lockout/tagout, technical objects are isolated electrically or mechanically from other parts of the technical system, while work or special tests
are performed.
Process Flow
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1. Create malfunction report notification
2. Create order directly from notification
3. Create work clearance application (WCA) from work order
4. Create operational work clearance document (WCD)
5. Approve lockout/tagout
6. Perform labor release on work order
7. Temporary release of technical objects for testing
8. Close work clearance application (WCA)
9. Perform untagging and close work clearance document (WCD)
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1.21 Maintenance Cost Budgeting
Purpose
You can use this business process to create a budget for maintenance activities related to technical assets, that is, functional locations and/or equipment.
The budget can be either zero-based or history-based.
· A zero-based budget is created from simulated costing data residing in the underlying SAP ECC system and typically includes maintenance plans and
task lists.
· A history-based budget is created on the basis of actual costing data from maintenance orders from previous years.
Maintenance cost budgeting is a tool that helps reduce the workload typically involved in the budgeting process and allows for a standardized company-wide
budgeting method.
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Process Flow
1. Verify ERP master data (SAP ECC)
2. Extract cost simulation data from ERP (SAP NetWeaver)
3. Create and assign top-level budget (SAP NetWeaver)
4. Create maintenance budget (SAP NetWeaver)
5. Approve budget (SAP NetWeaver)
6. Retract budget data to ERP (SAP ECC)
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1.22 Shutdown Management
Purpose
You can use this business process to manage a shutdown (or outage) of a plant or a facility. The process involves scheduling all of the work in a critical time
window, and completing the required work on time and within the budget assigned to the shutdown. The key to the success of the process is to have a close
relationship between the actual work being performed and the overall schedule and budget.
Prerequisites
This process assumes that work orders have already been planned and any required links or relationships between the work orders have been established. A
planned order should already have all the required instructions and parts required to complete the order.
Process Flow
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1. Create shutdown revision
2. Assign orders to revision
3. Create project
4. Update project with activities and relationships
5. Assign orders to activities
6. Add additional link to details on orders
7. Maintain project budget
8. Perform project cost planning
9. Perform project scheduling
10. Schedule orders from project planning
11. Review activity operation float
12. Perform material availability check from order
13. Perform capacity evaluations
14. Perform capacity leveling
15. Review project information (activity overview, Gantt chart, budget)
16. Release project
17. Release orders
18. Establish baseline
19. Manage work
20. Adjust schedule
21. Review floats, versions, capacities
22. Complete work
23. Perform analysis
Result
Properly executed, a large project will run on time and within the planned budget.
!--a11y-->
1.23 Dispatching / Scheduling
Purpose
You can use this business process to schedule work orders and operations that have already been planned. Planned orders already contain the operations and
their durations, and assigned material or components. In its simplest terms, maintenance scheduling matches the availability of maintenance labor and
material resources to the request for these from work orders. A scheduler then has to select this list of work orders and operations in order to schedule them
for the correct time period. Work orders can be scheduled at several levels, often as a multi-step process with increasing levels of detail.
Prerequisites
The work orders have already been planned and any required links or association between the work orders has been established. A planned order should
already have all the required instructions and parts required to complete the order.
Process Flow
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1. Review list of planned orders
2. Move orders to weekly dates of revisions
3. Review capacity levels at weekly level
4. Move and assign work to appropriate week
5. Add additional links or modify orders
6. Prepare and print list of orders
7. Dispatch to work center
8. Dispatch to individual person
Result
Work is properly planned and scheduled for the team or the individual. Work orders (paper or electronic) not only have detailed steps but are scheduled to be
carried out when capacity is available.
!--a11y-->
Change and Configuration Management
Purpose
You can use change and configuration management first of all to create a change notification, which may, for example, report or query a design fault. After
careful checking, the employees responsible can convert this notification to a change request, and approve a change if appropriate. If a change is actually
made, you can plan and control the change process for all affected change objects (for example, material, bill of material, and document).
This change is then applied in production, and the product configuration is adjusted accordingly. Change management covers the entire organization, meeting
the different requirements that users have of the software system.
Process Flow
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The following business process runs in SAP ERP:
1. Create change notification
The change notification is the preliminary step for a change request. You can use this notification to report faults (for example, design faults) or to ask
whether specific changes to products are possible.
This function can be used by persons who work in the SAP system itself only occasionally, if at all. This includes both employees from various
departments (sales, service, purchasing, and so on) and business partners (customers, development partners, vendors, and so on) who have access to
the company's intranet.
2. Process change notification
The change notification is automatically directed to a central location, where it is processed by a person who is responsible for this.
¡ This person checks whether the proposed changes are appropriate and feasible, and whether change requests with similar contents already exist.
¡ According to the facts described, the processor rejects the query, forwards the query, creates a change request, or assigns the change notification to
an existing change request.
¡ The person who created a change notification as an internal service request can follow the status of the notification on the intranet.
3. Create engineering change request (or change master record)
Once the processor has approved the query, the processor performs one or more of the following activities:
¡ Create change notification (as a subsequent notification)
¡ Assign engineering change request
¡ Create engineering change request
Engineering change request
By using a change master record (engineering change request or engineering change order), you can control the procedure for changes in more detail. An
engineering change request (ECR) is a change master record that you create with reference to a change type (for example, design fault).
You can collect a wide range of information in a change master record:
¡ Data that is descriptive in character (for example, reason for change)
¡ Data with control functions (for example, validity data and indicators for object types)
¡ Data that the system updates automatically (for example, the administrative data)
The essential data of a change master record is grouped as follows:
¡ Change header (description, validity data, and status information)
¡ Indicators for object types (for example, bills of material, task lists, documents)
¡ Object overviews for the different object types
¡ Detail screens for individual objects (object management records)
Object management record
An object management record controls the change to a specific change object. There is no limit to the number of objects that can be processed with a
change number.
The object management record offers the following functions for the change object:
¡ Special documentation
¡ Object-specific valid-from date (alternative date)
¡ Object-specific status profile (user status)
¡ Revision level for materials and documents
4. Process and release engineering change
In the engineering change request, you must check all the change objects that are entered and decide whether the change is necessary and can be made.
If at least one change object is to be changed, you must convert the engineering change request to an engineering change order. You support various
system statuses and user statuses that can be set for the different phases of the processing and checking procedure for the engineering change request.
For an engineering change request, you process all of the data that is in a simple change master record. You also maintain additional data.
The following fields are not in a simple change master record:
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¡ Change type
¡ System status
¡ User status
¡ Valid-from date
You only have to enter this date if you want to convert the request to an engineering change order.
5. Process order changes
Order Change Management (OCM) controls engineering change management for production orders. It enables you to include in the change process any
existing procurement elements (production orders, planned orders, and purchase orders) that are also affected by the change. In this process step, you
can adapt production orders to the changed product structure, even if work has already started.
¡ The starting point of the change process is a change to a sales order or to master data that makes it necessary to change production orders.
¡ The system generates initiating object records on the basis of these changes, which refer directly to the sales orders changes or master data
changes.
¡ The system determines the affected procurement elements, and generates a procurement element change record for each procurement element.
¡ Using the procurement element change records as a basis, the employees can change the production orders in a controlled manner.
¡ The change to the production order completes the change process.
6. Manage product configuration
Products and projects go though various life-cycle phases, such as engineering, sales, production, and maintenance. In each life-cycle phase, a product
has different configurations.
¡ A configuration comprises a range of different objects that describe the object in the current life-cycle phase. These can include documents, materials,
bills of material (BOMs), and other objects. The configuration of these objects changes over the course of time, and tends to be different from one
life-cycle phase to another.
¡ With configuration management, you identify the objects that describe a product in a specific life-cycle phase, and collect them in a metaobject – a
configuration folder.
¡ By using different configuration folders in different life-cycle phases, you manage the configurations of products and projects across different life-cycle
phases.
!--a11y-->
Physical Inventory on Storage-Bin Level
Purpose
You can use this business process to manage your physical inventory if you have stock or special stocks in your warehouse.
There are several kinds of physical inventory that can be managed. For example:
● Periodic inventory
● Continuous inventory
● Cycle counting
● Inventory sampling
However, the way you take the inventory remains the same, whichever method of physical inventory you choose. Alternatives that can help you manage your
inventory balances are Zero Stock Check and Continuous Inventory Based on Stock Placement . For more information, see the SAP Library under SAP R/3
Enterprise ® SAP Retail ® Merchandise Logistics ® Logistics Execution ® Physical Inventory ® Physical Inventory Methods as well as
mySAP ERP ® Logistics ® Logistics Execution (LE) ® Warehouse Management System (WMS) ® Inventory ® Annual Inventory ® Zero
Stock Check .
For legal reasons, balance sheet purposes, or for internal controlling, physical inventory can be conducted annually or be ongoing. The process of taking a
physical inventory involves planning, execution, and review.
Process Flow
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This business process runs in SAP R/3 Enterprise:
1. Create inventory planning
In the inventory planning phase of physical inventory, you plan which material needs to be counted on which dates. The objective might be to count every
material in the warehouse on a periodic basis or to count every bin location within a given time period.
In the execution phase, warehouse workers count, weigh, and measure materials. These counts are then compared to the system balance and become
the basis for review.
In the review period, balances are verified and checked and sometimes materials are recounted. When the final counts are accepted, the inventory
balances are updated.
We support multiple methods of physical inventory including:
○ Continuous inventory during stock placement
○ Zero stock check
○ Annual inventory
○ Inventory sampling
○ Cycle counting
Dynamic cycle counting using radio-frequency (RF) devices is also supported. In this method, the bins are not necessarily blocked. Thus a bin can be
counted even if there is an open activity against it. For more information about dynamic cycle counting, see the SAP Library under SAP R/3 Enterprise
® Logistics ® Logistics Execution (LE) ® Warehouse Management System (WMS) ® Mobile Data Entry (LE-MOB) ® RF-Supported
Warehouse Processes ® Inventory Counting ® Dynamic Cycle Counting (LE-WM-DCC) .
In the planning phase of the physical inventory process, you must choose the materials that need to be counted. This can be done manually, or
automatically, depending on the Customizing settings. A physical inventory document is then created containing the list of materials relevant for counting.
Once the document is activated, it is ready for printing or input from an RF device. The inventory document might be prepared, printed, and handed to a
warehouse worker. If the worker is using an RF device, the user can enter the counts directly on the handheld. Whether the document is printed or viewed
on the RF device, the process for counting the materials remains the same.
2. Count, weigh, measure, estimate
If a printed document is used, the worker counts the materials and enters the count on the document for data entry at a later time. If an RF device is
used, the worker scans or enters the quantity directly on the device.
3. Analyze
Use the physical inventory standard analysis to find differences before a physical inventory is posted. Then take the appropriate action, such as initiating
a recount.
4. Initiate recount (if necessary)
If differences have been determined in the analysis, a recount may be initiated. A differences report can be run to analyze these differences.
When the counts have all been entered for an inventory document, you need to determine whether differences exist. If so, the warehouse supervisor might
arrange for the worker to recount certain materials. In that case, a recount document is generated and either reprinted or reassigned to the RF user and the
count is repeated. You can repeat this as often as necessary until the difference is found or can be accepted.
5. Clear differences in quantities and values
Clearing differences means you are ready to accept the counts from the inventory process. This can be done automatically in the background based on
your Customizing settings. You must clear differences first in Warehouse Management, then in Inventory Management.
○ When you clear differences in Warehouse Management, you are unblocking the bin and updating the bin quantity. Any difference in the count quantity
and the system quantity is at this point written to a differences account (normally storage type 999, but this can be configured).
○ When you clear differences in Inventory Management, you are ready to create inventory adjustments and accept the fiscal gain or loss in any
difference that has been reported.
When the differences are cleared in Inventory Management, the process is complete. Clearing differences in Inventory Management creates an
accounting document in the financial system that references the physical inventory document. The physical inventory document is also kept in the
document control of the warehouse.
!--a11y-->
1.26 Inspection
Purpose
All tasks for determining the actual condition of a technical asset are inspections. As a rule, inspections are performed as a bundle of tasks, that is employees
measure the actual condition of several assets in the form of inspection circuits. During these inspection circuits, they record the actual conditions and initiate
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measure the actual condition of several assets in the form of inspection circuits. During these inspection circuits, they record the actual conditions and initiate
follow-up measures, if necessary. The follow-up measures could be maintenance tasks or repairs.
You can use this business process to guarantee the following activities.
· You can identify weak spots before they appear and reduce consequential damages.
· This allows you to initiate the right tasks at the right time, thus keeping the work required to a minimum.
Prerequisites
A prerequisite of this business process is that the assets to be inspected and the inspection measures and the corresponding target conditions are known.
Inspections can also be performed through remote monitoring of assets. The system has open interfaces for recording and transferring the data.
Procedure
1. Create inspection plan
Within master data creation, you create a maintenance plan, which generates a maintenance order of a service entry sheet for the inspection in the
system according to the intervals that you specified.
2. Schedule and monitor maintenance plan
The background program generates a maintenance notification in the system when one is due and if there is a corresponding maintenance plan category
for it.
4. Generate worklist for notifications.
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