Project – SUGAM(BSPTCL)

Breakdown Maintenance Process

(External Services)
End User Manual - Plant Maintenance

1.1 Breakdownmaintenance(External service)

Note: When any breakdown occurs in GSS, Internal manpower tries to resolve the problem.
If it is not resolved, Procure the external service (i.e.OEM Service engineer) to resolve the
problem.
1.3.1. Create PM Notification.

Logistics Plant Maintenance

SAP Menu MaintenanceProcessingNotification Create

Transaction code IW21

Step Action
(1) Enter T-code- IW21 and press Enter for creating Notification.

1.3.2. Create PM Notification: Initial Screen

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
Select the Z2 notification type.
(1)

1.3.3. Create PM Notification: Breakdown maintenance

Step Action
(1) Enter the short description for breakdown.
(2) Enter the Equipment number and scroll down.

1.3.4. Create PM Notification: Breakdown maintenance

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Enter the Responsible person phone number.
(2) Enter the person responsible for the GSS
(3) Enter the user details who reported the breakdown.

1.3.5. Create PM Notification: Breakdown maintenance

Step Action
(1) Click on the Shut Down Requirement data tab.
(2) Select the Breakdown checkbox.
(3) Enter the Required shutdown start date and time.
(4) Enter the Required shutdown end Date and time.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
Enter breakdown requited start date and time and check breakdown
(5)
indicator is selected or not, If not select breakdown indicator tab.
Set user Status as Request for approval- shutdown and put intimation mail to
(5)
Circle office and Protection wing.

1.3.6. Set User Status

Step Action
Select user Status as Request for approval- shutdown and put intimation
(1)
mail to Circle office and Protection wing and press Enter

1.3.7. Create PM Notification: Breakdown maintenance

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
Save the Notification .Mail will be trigger to LD cell, Circle office &
(1)
protection wing.

1.3.8. Create PM Notification: Initial Screen

Step Action

(1) .

SLDC Approval process

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.9. SAP workflow mail will be trigger to LD

Step Action
(1) Enter SBWP T-code & press icon

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.10. Select PM Notification

Step Action

(1) Double Click

Step Action
(1) Click ,If NRLDC code is required enter the code.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Approval mail will be trigger to GSS User id

Note: After getting approval from LD, create Breakdown maintenance order through
Breakdown Notification.
1.3.11. Change PM Notification: Initial Screen

Logistics Plant Maintenance MaintenanceProcessing

SAP Menu Notification Change

Transaction code IW22

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 Project – SUGAM(BSPTCL)
Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Enter IW22(T code)and press enter.

1.3.12. Change PM Notification: Initial Screen

1.3.13. Change PM Notification: Breakdown maintenance

Step Action
(1) Click on order icon to create breakdown maintenance order

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.14. Create Order

Step Action
(1) Click Continue .

1.3.15. Object Information

Step Action
(1) Click Continue .

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.16. Create Breakdown Maintenance order : Operation Overview

Step Action
(1) Select the operation Tab.
(2) Enter the task to be performed.
(3) Save the order.

1.3.17. Change the Breakdown Maintenance Order

Logistics Plant Maintenance Maintenance processing

SAP Menu Order Change
Transaction code IW32

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Enter IW32 and press enter

1.3.18. Change Order: Initial Screen

Step Action
(1) Enter Order number and press enter

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Note: If breakdown cannot resolved by the internal manpower. Procure external services, for
that change control key from PM01 to PM03 in Maintenance order.
1.3.19. Change Breakdown Maintenance order 200000302: Operation
Overview

Step Action
(1) Click on the Operations tab.
(2) To Perform external services change the control key PM01 to PM03.

1.3.20. Change Breakdown Maintenance order : External Processing

Operation

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Enter the unit of Measure.
(2) Enter the Purchasing group and Purchasing Organization details.
(3) Enter the Material group.
(4) Selecting the drop down option find vendor number
(5) Click on ok button.

1.3.21. Change Breakdown Maintenance order: Operation Overview

Step Action
(1) Select the first operation
(2) Click tab to enter required external services for the operation.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.22. Change Breakdown Maintenance order : External Processing

Operation

Step Action
Maintain Service Details like Requisitionerservice no, quantity, price, cost
(1)
element etc.,

1.3.23. Change Breakdown Maintenance order : External Processing

Operation

Step Action
(1) Click on header data.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.24. Change Breakdown Maintenance order : Central

Header

Step Action
(1) Release the Maintenance Order.
(2) Save the MaintenanaceOrder.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.25. Go to order (IW32) to see the Purchase requisition number

Step Action
Go to Order- Operation-External-Act Data Copy purchase requisition
(1)
number generated in maintenance order.

1.3.26. Release Purchase Requisition

Note: In Maintenace order when control key was changed to PM03, Automatically PR will
be generated in maintenance order.To release the PR follow the steps

Logistics Material Master Purchasing Purchase

SAP Menu Requisition Release Individual Release

Transaction code ME54N

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
when we enter PM03 control key in order, Purchase requisition will be
generated automatically with reference to maintenance order. So, now we
(1)
need to release the Purchase requisition using ME54N( T CODE) and press
enter.

1.3.27. Release Purchase Req.

Step Action
(1) Click Other Purchase Requisition .

1.3.28. Select Document

Step Action
Using dropdown option find the Purchase Requisition number using
(1)
Maintenance order number or with tracking details of user.
Press Enter.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.29. Release Purchase Req.

Step Action
(1) Now the PR was released depend upon approval authority.
(2) Click .

Create Service purchase order with reference purchase requisition

1.3.30. Create Purchase Order

Logistics Material Master Purchasing Purchase

SAP Menu Order Create
Transaction code ME21N

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
After releasing the PR, Now we need to create the Purchase order with
(1)
reference to PR number.Enter the ME21N (T code) to create PO.

1.3.31. Create Purchase Order

Step Action
(1) Enter the PO- Service Proc document type.
(2) In Org. data enter the Purchasing details.
(3) Enter the Vendor details.

(4) Enter the PR number.

(5) Enter the validity start and end date.

(6) In delivery invoice tab enter the pay terms and Tax code details.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(7) After filling details click on check to find any errors in PO.
(8) Then save the PO.

1.3.32. Release Purchase Orders

Logistics Material Master Purchasing Purchase Order

SAP Menu Release Individual release

Transaction code ME29N

Step Action
After creation of PO.Now need to release the PO. So enter ME29N( T
(1)
code) to release the PO.

1.3.33. Release PO-Service proc

Step Action
(1) Click Other Purchase Order to select the required PO number.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.34. Select Document

Step Action
Using drop down option select the required PO number by using several
(1)
options(i.e. by order number or tracking details.)

1.3.35. Release PO-Service proc

Step Action
(1) Release the PO depend upon approval authority.
(2) After releasing the PO then save it.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.36. Change PM Notification

Logistics Plant Maintenance MaintenanceProcessing

SAP Menu Notification Change

Transaction code IW22

Step Action
(1) Enter the /NIW22( T code) and press enter.

1.3.37. Change PM Notification: Initial Screen

Step Action
(1) Enter the Breakdown notification number and press Enter.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.38. Change PM Notification: Breakdown maintenance

Step Action
(1) click on the Malfunction data tab.
(2) Enter the Actual Malfunction Start and end(Date and time).
Click on the user status and select the Intimation mail to LD check box .and
(3) it is used for intimating LD cell regarding actual Malfunction start and
end(date and time).
(4) Save the Notification.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

After execution of maintenance work by External service GSS user will

request for charging code :
1.3.39. Change PM Notification.

Logistics Plant Maintenance Maintenance Processing

SAP Menu Notification Change
Transaction code IW22

Step Action
(1) Now enter the /NIW22 and press enter.

1.3.40. Change PM Notification: Initial Screen

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.41. Change PM Notification: Breakdown maintenance

Step Action
(1) Click on user status and requesting the LD for charging code. LD
(2) Click .

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.42. Set User Status

Step Action
(1) Select the RECD status.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.43. Workflow will be trigger to LD cell

Step Action

(1) Enter if NRLDC charging code in field or click on

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Charging code will be automatic generated in Notification

Step Action
(1) Automatic Charging code generated .

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Charging code issue by LD mail will be trigger to GSS user id

GSS user will do following steps

Note:Complete(Technically) means closing the Breakdown Maintenance order from
Technical side.
1.3.44. CompleteBreakdown Maintenance order

Logistics Plant Maintenance Maintenance

SAP Menu ProcessingOrderChange
Transaction code IW32

Note: If the material-equipment is issued from ACO or Projects settlement will be done by
finance department. Gss user will click on order user status as “INTF”intimation mail to
respective AO.

Step Action
(1) After getting charging code from LD. Enter IW32(T code) to do TECO.

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.45. Change Breakdown Maintenance order : Central Header

Step Action
(1) Click Complete (technically) .

1.3.46. Complete

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Breakdown Maintenance Process
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End User Manual - Plant Maintenance

Step Action
(1) Enter the Malfunction End date and time.
(2) Enter the reference time for completion of Order.
(3) Click Continue .

1.3.47. Create service entry sheet.

Note: Service entry sheet is used to enter the services done by external source. It is used as
reference document by accounting wing to clear the payment to vendor.

Logistics Material Master Service entry sheet

SAP Menu Maintain
Transaction code ML81N

Step Action
Enter/NML81N to create service entry sheet.
(1) Service entry sheet is used to enter the services that are performed by service
engineer with reference to PO.

1.3.48. Create Service Entry Sheet

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Click Other Purchase Order .

1.3.49. Select Purchase Order/Entry Sheet

Step Action
(1) Select the dropdown option and find the PO Number and press enter.
(2) Click Continue .

1.3.50. Service Entry Against Purchase Order

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
(1) Click Create Entry Sheet .

1.3.51. Create Entry Sheet

Step Action
(1) Select the line and the select the service sel. button.
click on the service sel. separate screen appears in that select the adopt
(2)
details option with reference to PO.

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Breakdown Maintenance Process
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End User Manual - Plant Maintenance

1.3.52. Create Entry Sheet

Step Action
(1) Click icon

1.3.53. Select Service Details

Step Action

(1) Select service & Click

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.54. Create Entry Sheet

Step Action
(1) Click Release , select release codes FA sequentially.

1.3.55. Create Entry Sheet

Step Action
(1) Click .

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

1.3.56. Display Entry Sheet

Step Action
(1) .

1.3.57. Actual Settlement: Order

Note:Settlement is used to settle the cost from maintenance Order to Respective Cost center

Logistics Plant Maintenance Maintenance processing

SAP Menu Completion Individual Processing Settle
Transaction code KO88

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
After order was technically completed, now settle the order (Enter KO88 for
(1)
order settlement).

1.3.58. Actual Settlement: Order

Step Action
(1) Enter the settlement Period.
(2) Enter the Posting Period.
(3) Enter the fiscal year
(4) Run the settlement in Test run and check the settlement.
(5) Execute the settlement.

1.3.59. Actual Settlement: Order

Step Action

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Breakdown Maintenance Process
(External Services)
End User Manual - Plant Maintenance

Step Action
After completing test run check the details if Details are correct the Unselect
(1)
the test run.
(2) Execute the settlement.

1.3.60. Close the Breakdown Maintenance order

Logistics Plant Maintenance Maintenance processing

SAP Menu Order Change

Transaction code IW32

Step Action
(1) After settlement completed, then go to order for complete business

1.3.61. Close Breakdown Maintenance order : Central Header

Step Action
(1) Click Complete (business) .

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