SAP Maintenance Order

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SAP Maintenance OrderThis tutorial is part of our SAP PM course and it talks about SAP maintenance order, its processing and required configuration. You will learn how to create SAP maintenance order, its processing cycle, different statuses and further processing to complete maintenance activities. Our explanation will be illustrated by examples for order processing, confirmation and closure.

SAP PM is divided in two areas:

  • Basic maintenance: equipment is structured and the repair is documented.
  • Preventive maintenance: automatic generation of planned orders due to maintenance plans.

This tutorial covers the handling of orders for basic maintenance. Only the steps below the line shown on the picture are covered.

Basic Maintenance Process Flow
Basic Maintenance Process Flow

SAP PM orders play a central role in maintenance processing. They are the cost collectors and the initiators to get work performed.

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SAP PM notification cannot collect cost, only information. If it is required to have detailed reporting on e.g. reason codes, we must have the notification to collect this kind of information. The notification can also be used as a request for maintenance before SAP maintenance order is created.

Since it’s optional to use the notification, creation of a maintenance notification is described in a separate tutorial and is not covered here.

SAP Maintenance Order Lifecycle

Through different steps in order processing the order will get different statuses. Each status represents a step in the orders lifecycle and different functions are related to the status.

In the diagram below, you will find steps from the basic maintenance process flow and the statuses related to the steps. On the right side you can see each function available with the status.

From the diagram, it can also be seen that you can’t reverse the statuses DLFL and REL (marked with red arrows in the below diagram). Status CLSD can only be reversed to status TECO.

SAP Maintenance Order Life Cycle
SAP Maintenance Order Life Cycle

SAP Maintenance Order (SAP PM Order)

Orders form an important part in SAP Plant Maintenance. Orders are cost collectors and you cannot do any maintenance without an order. Orders store the actual time spend on maintenance tasks, the consumption of spare parts, and if an outside vendor has done some repair, the invoice finds a place in the PM order too.

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You can supplement orders with notifications. However, it is not necessary to use notifications in order to use SAP PM orders.

SAP Maintenance Order Types Configuration

When you create an order it is very important that you choose the correct order type because almost all the reporting is done by order type. In reporting, you can compare costs for breakdown, planned repair and preventive maintenance only if you use the order types correctly. We do have some mandatory configuration for order types which is shown below.

Order Type

SPRO>>Plant Maintenance and Customer Service>>Maintenance and Service Processing>>Maintenance and Service orders>>Functions and Setting for Order type>>Configure order type

Maintenance Order Type Configuration
Maintenance Order Type Configuration

Order Number Range

We define number ranges for the order type in this step. There can be different ranges based on business reporting levels. Number range is a transportable object but it is recommended to do number range maintenance at the client level.

SPRO>>Plant Maintenance and Customer Service>>Maintenance and Service Processing>>Maintenance and Service orders>>Functions and Setting for Order type>>Configure number range

SAP Maintenance Order Number Range Configuration
SAP Maintenance Order Number Range Configuration

Assign Order Type to Maintenance Plant

We link the order type to a maintenance plant in this step of configuration.

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SPRO>>Plant Maintenance and Customer Service>>Maintenance and Service Processing>>Maintenance and Service orders>>Functions and Setting for Order type>>Assign order type to maintenance plant

Assignment of SAP Maintenance Order Type to Maintenance Plant
Assignment of SAP Maintenance Order Type to Maintenance Plant

Set Scheduling Parameter for Order Type

We need to define scheduling parameters for the order type in relation with a plant. We can set the following scheduling parameters for every maintenance plant:

  • Automatic scheduling
  • Display scheduling log automatically after scheduling
  • Maximum number of days for start in the past
  • Automatic adjustment of the start/finish dates
  • Shift order indicator
  • Scheduling to incorporate breaks (breaks at the work center are taken into account when scheduling is created)

SPRO>>Plant Maintenance and Customer Service>>Maintenance and Service Processing>>Maintenance and Service orders>>Scheduling>>Set Scheduling parameters

Scheduling Parameters of SAP Maintenance Order Type
Scheduling Parameters of SAP Maintenance Order Type

Operations with SAP Maintenance Order

Order creation is very quick and is easy to do. For most of the order types the order creation follows the same procedure except refurbishment process, which is not defined in this tutorial as it mainly deals with basic maintenance.

Create Order

Menu path Logistics >Plant Maintenance > Maintenance Processing > Order > Create (General)
Transaction code IW31 – Create (General)
Create SAP PM Order – Initial Screen
Create SAP PM Order – Initial Screen

On the initial screen of IW31 transaction do the following:

  1. Insert order type
  2. Choose a priority
  3. Insert the equipment or functional location

Next, click Enter button on the keyboard.

Create SAP PM Order - Header Data
Create SAP PM Order – Header Data

On the next screen, you should enter the following information:

  1. Enter a short description of the problem.
  2. Main work center defaulted from the equipment.
  3. Dates are calculated or can be defined.
  4. Functional location, defaulted from the equipment else functional location can be defined.
  5. Work center for operation. Defaulted – the same as main work center.
  6. Control key, defaulted from the work center.
  7. Activity type, defaulted from the work center.
  8. To put in process, click release the maintenance order.
  9. Please use long text if details need to be defined for maintenance planner/technician.
Create SAP PM Order - Operation Details
Create SAP PM Order – Operation Details

Operation tab contains details related to operations which will be performed during maintenance processing. Operation contains planned required time which will be the basis of planned cost calculation based on activity type and cost center defined in the work center. It is defaulted from equipment or functional location task list. It is also possible to adopt general task list in PM order.

Create PM Order - Components Details
Create PM Order – Components Details

Components tab contains spare part information which will be required during maintenance processing. On release of the order, spare parts can be consumed against reservation in planned way. Consumption of spare part will update actual cost in the maintenance order.

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The order can be saved now for further processing.

SAP Maintenance Order Saved
SAP Maintenance Order Saved

Change Order

Menu path Logistics > Plant Maintenance > Maintenance Processing > Order > Change
Transaction code IW32 – Change
Change SAP Maintenance Order – Initial Screen
Change SAP Maintenance Order – Initial Screen

This transaction is used if any changes related to operations (addition or deletion), more or less spare parts are required during processing, shop floor paper prints are required.

Change mode can also be used to release order if it is not done during the initial creation. It is updated with the status REL.

Released Maintenance Order
Released Maintenance Order

Shop floor papers are printed on order release.

Maintenance Order Printing
Maintenance Order Printing
Maintenance Order Printing – Select Shop Papers
Maintenance Order Printing – Select Shop Papers

Make Extra Order Prints

Menu path Logistics > Plant Maintenance > Maintenance Processing > Order > Print
Transaction code IW3D – Print
Print/Reprint of Maintenance Order
Print/Reprint of Maintenance Order

On the initial screen of IW3D transaction enter the order number and click Enter button on the keyboard.

Print/Reprint of Maintenance Order
Print/Reprint of Maintenance Order

Select whether you want to print to the printer defined for the work center or a printer you choose yourself. If the order contains different work centers, there will be a print for each work center on separate printers. Click on to execute the printing.

Display Order

Menu path Logistics, >Plant Maintenance, > Maintenance Processing, > Order, > Display
Transaction code IW33 – Display
Display SAP Maintenance Order
Display SAP Maintenance Order

On the initial screen of IW33 transaction enter the order number and click Enter button on the keyboard.

Display Maintenance Order - Header Data
Display Maintenance Order – Header Data

All header data is displayed and you can navigate through to display different data on different tabs.

Next, click on Costs tab.

Display Maintenance Order - Costs
Display Maintenance Order – Costs

Planned costs consist of planned activity cost, spare parts cost as planned along with other miscellaneous overhead costs. If activity confirmation and spare part consumption has been taken place, then actual consumption value will also be reflected.

There are different other navigation options to get details of different cost center details.

Completion Confirmation

Confirmation on an order has to be made for each operation, which means each work center. As soon as an order has been released and the work has begun, the employees involved can enter completion conformation in the system.

It can be either a partial or a final confirmation:

  • Partial – some work has been done, but there are still work left.
  • Final – all work is finished.
Menu path Logistics, >Plant Maintenance, >Maintenance Processing, >Completion Confirmation, >Entry, >Individual time confirmation
Transaction code IW41
SAP PM Order Confirmation - Initial Screen
SAP PM Order Confirmation – Initial Screen

On the initial screen of IW41 transaction, enter the order number and press Enter on the keyboard.

SAP PM Order Confirmation - Operation Selection
SAP PM Order Confirmation – Operation Selection

On the next screen, select the operation for which confirmation will be done and click on Actual Data button.

SAP PM Order Confirmation – Actual Data
SAP PM Order Confirmation – Actual Data

Here, actual work along with work start and work finish details are provided. If last confirmation is being made for this operation, then it is recommended to check Final Confirmation checkbox.

It is also possible to link the order confirmation with an employee personal number (from SAP HR module). If there are any deviation from planned values, then a reason code should be selected.

SAP PM Order Confirmation - Reason for Variance
SAP PM Order Confirmation – Reason for Variance

Also, insert a confirmation text to describe in very short terms what have been done. Next, click on Goods Movements tab if spare parts are backflushed (goods issue along with confirmation).

SAP PM Order Confirmation - Goods Movements
SAP PM Order Confirmation – Goods Movements

Now, we can save the document and it will do the operation confirmation along with goods issue if any.

SAP PM Order Confirmation - Success with Goods Movement
SAP PM Order Confirmation – Success with Goods Movement

It will change the order status to PCNF, and if the final confirmation is done, then the status will be CNF.

SAP PM Order - Status with Confirmation
SAP PM Order – Status with Confirmation

Did you like this tutorial? Have any questions or comments? We would love to hear your feedback in the comments section below. It’d be a big help for us, and hopefully it’s something we can address for you in improvement of our free SAP PM tutorials.

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Go to next lesson: SAP Corrective Maintenance Process

Go to previous lesson: SAP Breakdown Maintenance Process

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6 thoughts on “SAP Maintenance Order”

  1. helpfull to understand the complete work flow
    one question I have? is an report available to see all orders was TECO for one day?
    and also an report which show me the Action log from an order?

    1. There is no standard report available for action log of PM orders however if you want to know how many orders have status TECO for a period of time then T/code IW38 can be used. Status TECO needs to be put in field “Status inclusive”

  2. How to assign different the schedule Start Date and Basic Start date in custom FM of PM_ORDER_EXTERN_SCHED_DEFAULT

  3. Is there any T code to get the List of Tasklist’s , Activity type i.e man power utilisation , Component’s , spares &PRT along with notification date in single report

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