Transcript Document

School Transportation Maintenance
Training Manual
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Table of Contents
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•
SAP Basics
– Logging on to SAP
– Setting up Favorites
– Setting up Local Printers
– Part Numbers and Material Numbers
– View Material Data
– Setting a Variant
– Setting up Personal Lists
Work Orders
– Create/ Change Work Order (IW31/IW32)
– Confirm and Technically Complete Work Order (IW42)
– Cancel Time Confirmation (IW45)
– Inventory Issues (IW42)
– Change PM Order (IW32)
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Table of Contents (cont’d)
• Work Orders (cont’d)
– Refurbishment Work Orders (IW81/W42/MIGO)
– Non-Inventory Issues (ZFB61)
• Materials Management
– Create a Purchase Order (ME21N)
– Change a Purchase Order (ME22N)
– Goods Receipt (MIGO)
– Transfer from SLOC to SLOC (MB1B)
– Display Material Document (MB51)
– Stock Overview (MMBE)
– Material by Location (ZMB21)
– Equipment History for Repair Parts (ZMB36)
– Display Warehouse Stock (ZMB19)
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Table of Contents (cont’d)
• Fuel/Oil Management
– Issue Fuel (ZFE2)
– Receive Fuel Into Inventory (MIGO)
• Master Data
– Display Equipment Master (IE03)
– Create Measurement Documents (IK22)
– Display Material Master (MM03)
– Extend Material Master (ZMM01Z)
– Change Material Master (ZMM02Z)
• Bin Location
– Set Deletion Flag for Material Number by Plant (ZMM06)
– Display Equipment by Classification (CL30N)
– Order List Selection (IW40)
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Table of Contents (cont’d)
• Physical Inventory
• Reporting
– Print Historical (technically completed) Work Orders
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Logging on to SAP
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Double-click on the SAPlogon icon
on your desktop.
Client:
– 499 (Sandbox) – to be used to
play in the system before go
live.
– At ‘Go Live’ Client number will
be a default.
Enter your username and password.
– In Client 499
username/password to be
determined.
– At ‘Go Live’ an official
username and a temporary
password will be given to you
by the System Administrator.
Click on the green checkmark
or press Enter.
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Logging on to SAP (cont’d)
• Initial sign-on at ‘Go Live’ will
require you to set up a
password.
• Type a password in the “New
password” field.
• Repeat the password in the
“Repeat password” field.
• Click on “Transfer”.
• This is now your password
until you are requested to
change it again (30-45
days).
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Setting Up Favorites
Once you have logged on
successfully, you will be
taken to the SAP Easy
Access screen. This is
where you will start your
transactions.You can make
this easier by setting up
Favorites.
• Go to Extras>Settings
• In the Dialog box, select
– Display technical names
• Click on the green check
.
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Setting Up Favorites (cont’d)
• Right-click on the folder
labeled “Favorites”
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Setting up Favorites (cont’d)
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Select “Insert Transaction”. This
brings up the “Manual entry of a
transaction” dialog box. Enter a
transaction code in the “Transaction
code” field.
Click on the green check
or hit
Enter.
This enters the system-generated
name for the transaction.
You can change this by clicking on
the pencil
.
In the “Change a favorite” dialog,
enter a description you feel
comfortable with (school bus list).
Click on the green check
or hit
Enter.
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Setting up Favorites (cont’d)
Use this process to set up favorites for
your other transactions. For example:
– IW31 – Create Work Orders (EQRL)
– IW32 – Change Work Orders
– IW42 – Confirm Work Orders and
Charge Stock Materials
Once you have set these up, you can
double-click on the name to go directly
to the initial screen of that transaction.
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Setting up Local Printers
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On SAP Easy Access screen,
follow menu path
– System>User profile>Own
data
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This will open a new session of
SAP.
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Setting up Local Printers (cont’d)
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Select the Default tab.
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Under “Output Controller”, click
in the “Output Device” field.
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Click on the matchcode icon
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Setting up Local Printers (cont’d)
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In dialog box, enter
– LP01*
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Click on the green check
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Setting up Local Printers (cont’d)
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Doubleclick on LP01 as the
Output device.
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Setting up Local Printers (cont’d)
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Verify that “Output immediately”
is checked.
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Click on the Save
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icon.
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Parts Numbers and Material Numbers
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Inventory Number = Bus
number (6XXX-XXXX)
– Note: Inventory numbers
may be reused.
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Equipment Number = R/3
assigned number (6XXXXXXX)
– Note: Equipment numbers
may not be reused.
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Plant Number
– Derived from old shop
numbers
– i.e. 6010=6001; 6020=6002,
etc.
– Shop 6995 is Plant 6100
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Parts Numbers and Material Numbers (cont’d)
• Converting old DOT number format to new R/3 material number.
– Old number consisted of 2-digit class and 5-digit sequence
number
– New number consists of 3-digit class and 6-digit sequence
number
• Class Identifier
– Numeric classes: add a "1" to beginning of class- 150, 180,
181, etc.
– Alpha classes: add "A" at the end of class - ABA, FEA, FQA,
etc.
• Sequence Number
– Add a zero at the beginning of the number
• 011525, 025560, etc.
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Parts Numbers and Material Numbers (cont’d)
• Examples of complete numbers:
– 50-00250 becomes 150000250
– 80-25656 becomes 180025656
– AB-36563 becomes ABA036563
– FQ-95325 becomes FQA095325
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View Material Data
SAP Transaction Code: MB52
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Enter Plant Code
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Check “No zero stock lines”
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Click on the Execute
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icon.
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View Material Data (cont’d)
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Setting a Variant
Variants are used to display a list or report based on a previouslyestablished selection criteria or to create a new selection criteria
to be used repeatedly.
Sample here is a report showing the equipment in a particular Plant
Code.
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Setting a Variant
•
Enter transaction code IH08
– Display Equipment:
Equipment Selection
screen.
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Setting a Variant (cont’d)
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Scroll down screen to “Location
data” section.
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Enter Maintenance Plant code.
– Same as Shop code
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Setting a Variant (cont’d)
• Click on the Execute
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icon.
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Setting a Variant (cont’d)
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On “Display Equipment:
Equipment List” screen, click on
icon.
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Setting a Variant (cont’d)
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In dialog box, move the
following column names from
“Column set” side to the
“Columns” side. For example:
– Inventory Number
– Construction year
– License Number
Click on the Save
icon.
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Setting a Variant (cont’d)
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In dialog box, in “Save layout”
field enter a name for the
variant. Must begin with “/”.
In “Name” field put a more
descriptive definition of the
variant.
DO NOT Check the “Default
setting” box
Click on the green check .
Systems puts the following
message in the Status bar.
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Exporting Data to an Excel Spreadsheet
• System populates with the
additional information
requested.
• This can be exported to an
Excel document.
– Click on the spreadsheet
icon.
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Exporting Data to an Excel Spreadsheet
(cont’d)
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Accept the default on dialog
box.
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Click on the green check
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Exporting Data to an Excel Spreadsheet
(cont’d)
• Select “Table” on the next
dialog box.
– Click on the green check
• Select Microsoft Excel on the
next dialog box.
– Click on the green check
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Exporting Data to an Excel Spreadsheet
(cont’d)
Data will be
exported to a
Microsoft Excel
spreadsheet.
This can be sorted
and saved.
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Setting up Your Personal Lists
You can set up Personal Lists in
SAP to make finding your Storage
Location and Station Code easier.
Transaction ZFE2 is being used to
demonstrate setting up a personal
list.
• Click n the “Station” field and
select the matchcode icon. This
will give you all the entries.
•Click on the “inverted triangle”.
•This opens a dialog box.
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Setting up Your Personal Lists (cont’d)
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Enter 6* in the StationNumber field.
Click the green check
or hit
Enter.
This opens a dialog box showing
only the LEA Station Numbers.
Scroll down until you see the
number of your Station(s).
Click on that number and then on
the “Insert in Personal List”
Icon.
– The system moves to the next
name.
When you have added all the
numbers, click on “Keep”
icon.
Click on the green check
or
press Enter.
– If necessary, click on the “x” to
close the dialog box.
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Create a Work (Repair) Order
SAP Transaction Code: IW31
• One transaction (IW31) is used for all types of Work
Orders.
• The Work Order type is selected on the opening screen of
the create Work Order transaction.
• Selecting the Work Order type affects the choices
available on the following screens.
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Create Work (Repair) Orders (cont’d)
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Enter Transaction Code IW31 to
begin creating a Work Order or
select it from your favorites.
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Place the cursor in the Order
type field to display the
matchcode button. Click
to
display possible order types and
select DP01.
– This list can be made into a
personal list.
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Create DP01 Corrective Maintenance Work Order
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By referencing the
Vehicle Number (XXXXXXXX), SAP will
populate the Equipment
field with the equipment
Number.
Click the match-code
icon
in the Equipment
field
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Create DP01 Corrective Maintenance Work Order
(cont’d)
•
Click
to display search types.
• Select “Equipment by equipment list”.
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Create DP01 Corrective Maintenance Work Order
(cont’d)
• Enter Plant Number followed
by the Vehicle Number in the
Inventory Number field.
• Click on
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Create DP01 Corrective Maintenance Work Order
(cont’d)
• SAP returns to the
Create DPI Corrective Maintenance Order: Initial Screen
with the SAP Equipment Number.
Note:
This number is SAP
Master Data; as a result
SAP will transfer data
about this Equipment
into the Work Order.
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Create DP01 Corrective Maintenance Work Order
(cont’d)
•
Click
to verify the data and to go to the next screen.
1
2
3
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Create DP01Corrective Maintenance Work Order
(cont’d)
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System displays the following
message in the Status Bar.
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Create DP01 Corrective Maintenance Work Order
(cont’d)
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Click in the highlighted field
across from Order.
Enter the 4-digit Vehicle
Number (Inventory
Number) and a description
of the work to be done.
Enter “PMActType”code
Click on green checkmark
to populate the first
operation field.
Click on Save
icon and
record order number that
appears in Status Bar.
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Change DP01 Corrective Maintenance
Work Order
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From Main Menu, go to
Order>Change (IW32).
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Click on Header Data
button.
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Change DP01 Corrective Maintenance Work Order
(cont’d)
•
Enter
– Planner Group
• Temporary until default is
configured
– Person Responsible
• Click on Matchcode
• From drop-down, enter the first
letter of the last name followed
by “*”
• Click on green checkmark
and search for correct name
NOTE: Person Responsible is not
necessarily the person that will
perform the maintenance. In most
cases it will be a shop foreman or
supervisor in charge of assigning
the work.
• Click on “Damage” Tab and “Cause”
field
–
–
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Click on matchcode
From drop-down, select cause code
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Change DP01 Corrective Maintenance Work Order
(cont’d)
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Person reporting can be added,
if applicable.
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Change DP01 Corrective Maintenance Work Order
(cont’d)
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Click on “Operations”
tab to assign VMRS
code.
Highlight Operation row.
– Click on
“Enhancements”
tab.
Enter VMRS code here.
– Click on the
matchcode icon.
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Change DP01 Corrective Maintenance Work Order
(cont’d)
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Scroll down to the assembly
description appropriate for this
Work Order
– Use
to search by
text.
•
Double-clicking populates the
field.
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Change DP01 Corrective Maintenance Work Order
(cont’d)
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Click on the “Operations” tab.
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Add additional operations.
•
Follow same procedure for
VMRS assignment as before.
•
Click on the green arrow
return to the “Operations”
screen.
•
Click on “Put in Progress”
icon.
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Change DP01 Corrective Maintenance Work Order
(cont’d)
After clicking the
Put in Process icon
the following dialogbox appears:
• Select “W/o print”.
• Click
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Change DP01 Corrective Maintenance Work Order
(cont’d)
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Work Order changes are saved.
Note Work Order number.
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Confirm and Technically Complete Work Order
SAP Transaction Code: IW42
• Enter work order number. Click enter.
•System will populate data from the work Order
For each operation, enter
Personnel Number.
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Confirm and Technically Complete Work Order
(cont’d)
Enter for each operation:
Actual Work,
in hours
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Reason for Repair
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Confirm and Technically Complete Work Order
(cont’d)
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If no more time is to be charged,
click checkbox under “Final
confirmation”.
Optional – change Start/Finish
dates, if applicable.
Click on
button.
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Confirm and Technically Complete Work Order
(cont’d)
•
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Click “Meas points for object”
button.
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Confirm and Technically Complete Work Order
(cont’d)
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Enter odometer reading
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Click on green check
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button.
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Confirm and Technically Complete Work Order
(cont’d)
In the Goods Movements section, enter:
Unit of
Measure
(defaults)
Material Number
Quantity
Click on the green checkmark
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Plant and
Storage
Location
or hit Enter to verify data.
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Confirm and Technically Complete Work Order
(cont’d)
•
Click on “Tech completion”
button.
•
System verifies data entries and
places a green check next to the
“Tech completion” button.
•
Click on the Save
icon.
NOTE: To cancel a Technical
Completion: Go to IW32 menu:
Order/Functions/Complete/Cancel
tech.completion.
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Cancel Work Order Confirmation
SAP Transaction Code: IW45
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Use Transaction code IW45
– Select from favorites or SAP
menu tree
•
Enter the order number
•
Click on the green checkmark
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Cancel Work Order Confirmation (cont’d)
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Accept warning message.
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Cancel Work Order Confirmation (cont’d)
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Highlight the time confirmation
row you wish to cancel
– Click in the grey box next to
the line item.
•
Click on the “Actual Data”
icon.
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Cancel Work Order Confirmation (cont’d)
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On the “Cancel PM Order
Confirmation: Actual data”
screen, click on the Save
icon.
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Cancel Work Order Confirmation (cont’d)
•
On the ‘Change Order
confirmation text” screen, enter
a reason, if required.
•
Click on the green arrow
to
return to the “Cancel PM Order
Confirmation: Initial data”
screen
System displays a message in
the Status Bar.
On that screen, click on the
green checkmark
to go to
next confirmation, if applicable.
•
•
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DP02 Preventive Maintenance Work
Orders
Transaction Code IP24 will
report all the scheduled
maintenance orders created
based on the mileage and date
of the previous service.
•
Enter PM into the Maintenance
Plan Category field.
•
Scroll down to the Maintenance
Plant field.
Note:
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The Maintenance Plant
field is in the last set of
data search fields
displayed.
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DP02 Preventive Maintenance Work Order
(cont’d)
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Enter the plant number for your
location . This will limit the
report to just the open
scheduled maintenance orders
pertaining to your specific shop.
•
Click on the execute icon.
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DP02 Preventive Maintenance Work Order (cont’d)
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A list of all schedule maintenance orders will be displayed for the
plant number entered.
– Work Order number will be generated.
Click on the”Customizing” icon
– Select “Hardcopy” – this will print the list to your local printer.
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DP02 Preventive Maintenance Work Order
(cont’d)
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Enter IW32 to process a PM
order.
Enter Order Number.
Click on the green checkmark
or hit Enter.
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DP02 Preventive Maintenance Work Order
(cont’d)
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Click in the highlighted field
across from Order.
Enter the 4-digit DPI inventory
number and a description of the
work to be done.
Enter “PMActType” code
Click on “Damage” tab and enter
“Cause” code
Confirm that the “PlannerGrp”
field displays your shop number.
Correct if necessary.
Add additional operations, if
required.
– Appropriate operations will
be pulled in from PM Task
List (IA07)
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DP02 Preventive Maintenance Work Order
(cont’d)
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This transaction pulls in data
from the PM Task List.
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Enter DPIBUS in the group field
Click the “Operation” button.
•
The first page of the PM
operations is shown below.
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DP02 Preventive Maintenance Work Order
(cont’d)
• Click the “Put in Process”
icon.
• Choose “Print w/o online
window”.
• Click the green check
.
• Order will be saved with
changes and shop papers
will print.
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Confirm and Technically Complete
Preventive Maintenance Work Order
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Use transaction IW42
Enter Order number, if not
present
Click on green checkmark .
Follow process for DP01 Work
Orders.
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DP04 Refurbishment Work Order
SAP Transaction Code: IW81
An item (core) to be refurbished
must first be received into
inventory at a nominal cost,
You may wait until such time
that the refurbish job is to be
done to do this receipt. Use the
routine for ME21N and MIGO to
receive the core into inventory.
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Enter Order Type DP04
•
Enter Material Number
•
Enter Planning Plant
– Always 6000
•
Click on the green checkmark
hit Enter to verify data entry.
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Refurbishment Work Order (cont’d)
• Enter Work to be done in “Order text” field
• Enter PlannerGrp
– From drop-down, select Plant
Code
• Enter Mn.wk.ctr.
– From drop-down, select
Techwork 6000
• Enter number of person responsible
for completing the order
• PMActType should be default
• Target qty
– Enter quantity to be refurbished
• In Refurbishment main section,
enter plant code and storage
location in From and To areas
– Same for both
• Click on green checkmark or hit
Enter to verify data
– System populates the “First
operation” section
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Refurbishment Work Order (cont’d)
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Click on “Operations” tab
– Highlight operation 0010
•
Click on “Enhancement” tab.
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Refurbishment Work Order (cont’d)
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Enter VMRS Code
– Use matchcode icon to
search for appropriate code.
•
Click on green arrow
to
return to “Operations” tab
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Refurbishment Work Order (cont’d)
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•
Click on “Put-in Process”
icon.
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Select “W/o print” from dialog
box.
•
Click on green check
– Order is saved.
•
Record the Order Number.
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Confirm and Technically Complete
Refurbishment Work Orders
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•
Use transaction IW42
Enter Order Number if not
present
• Click on green checkmark.
• Follow process for DP01 Work
Orders.
NOTE: In the Goods Movement
section, the core part must be
charged along with items used
for the rebuild.
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Charge Non-Inventory Parts to
Refurbishment Work Order
•
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Use the process for ZFB61 to
charge non-inventory material to
the work order.
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Receipt of Refurbished Part Into Inventory
SAP Transaction Code: MIGO
• Enter description of the rebuild job in the text field.
Select Goods receipt
Select Order
Enter Work
Order number
•Click on the Execute
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Movement
Type is 101
icon.
82
Receipt of Refurbished Part Into Inventory
(cont’d)
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•
Material information is
populated from the work order.
•
Click the Item-Ok box in the
detail section of the screen.
•
Click the Check
verify entries
•
Click the Save (Post)
button.
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Other Work Order Information Screens
IW38 – Change List Edit Work Orders
If you do not know a particular
order number to display, use
IW38 to list all orders in your
plant. You may limit the list to a
particular order type or some
other parameter. Suggested
columns to include in a variant
are:
– Order number
– Order type
– Order text (vehicle number
should be present)
– Start date
– Finish date
– Order status
– Actual Costs
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Other Work Order Information Screens
(cont’d)
IW47 – Display Confirmations
•
Use this transaction to display
time that has been charged to
work orders. You may limit the
list to a particular vehicle of
personnel number. The
suggested columns to include in
a variant are:
–
–
–
–
–
–
–
–
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Order number
Operation number
Confirmation number
Actual work (hours)
Start date
Finish date
Personnel number
Personnel name
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Other Work Order Information Screens
(cont’d)
IW49 – Display Order Operations
Use this transaction to display
operations on work orders. BE
SURE TO LIMIT YOUR
SELECTION TO YOUR PLANT.
If not, your computer will clock
out and you will have to click the
Cancel Transaction selection.
After plant, you would typically
limit the list to a particular
vehicle. The suggested
columns to include in a variant
are:
–
–
–
–
–
–
–
–
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Order number
Operation number
Equipment description
Operation text
Start date
Finish date
Actual work (hours)
Confirmation
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Non-Inventory Issues and External Services
(Sublets)
SAP Transaction code: ZFB61
ONE TIME SETUP
•
•
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Click on Company Code
button.
In the dialog box
– enter 7800
•
Click the green check
dialog box.
•
Click on Editing Options
button
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Non-Inventory Issues and External Services
(Sublets) (cont’d)
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•
Under ‘Doc. Type option, select
“Document type ready for input”
from the drop-down menu.
•
Click on green arrow
return to initial screen.
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Non-Inventory Issues and External Services
(Sublets) (cont’d)
•
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Arrange columns in
recommended order/
Click on “Table setting” icon
•
Enter username as name of
variant.
•
Click on the “Create” button
•
Click on the “Save” button to
save the settings.
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Non-Inventory Issues and External Services
(Sublets) (cont’d)
•
•
•
•
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•
•
7/17/2015
Select Document type “Equip.
local purchase”
Enter vendor number.
– In training system use 1303;
in Production you will use
23
Enter date of invoice
Enter reference
– Use number from invoice or
work order number
Enter amount of invoice
Enter text (optional)
Enter date of receipt of invoice
Click on green checkmark to
verify data.
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91
Non-Inventory Issues and External Services
(Sublets) (cont’d)
Enter 52331003**
(Repair/Replacement
of parts or 52333002
(External Services)
Enter unit
price or
cost of
service
Enter
7800000000
Enter Work
Order Number
**Use
52331002 for
Training
Manufacturer’s number
and description
•Important to enter correct
description and manufacturer or
vendor part no. or description of the
external services.
7/17/2015
Enter Quantity and
Unit of Measure
School Transportation Maintenance
Enter VMRS Part
Number – see next
Page on process to
find number.
92
Non-Inventory Issues and External Services
(Sublets) (cont’d)
To search for VMRS number:
• Click on matchcode icon. In the
Restrict value range, select to
search by “Material by material
group” criteria.
• Enter “M*” in the “Material” field –
may need to restrict search further.
• Click on the green check
or hit
Enter.
•
•
7/17/2015
Scroll through information to locate
the correct material or use the
binoculars to locate by text.
Double-click to populate the
material field.
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93
Non-Inventory Issues and External Services
(Sublets) (cont’d)
• Click the green checkmark
or hit enter to verify entries
•System will put a green
check in the status
column and display a
dummy vendor address
tag
• Click on
invoice
icon to post
• System will display a
document number in the
Status Bar.
7/17/2015
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94
Work Order Process
• Preventive Maintenance work orders generated by the
system must be reviewed.
– Review the Work Orders to: verify what maintenance
needs to be performed; the time it will take for the
procedure; and who (which person) is responsible for
performing the work.
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95
Work Order Process (cont’d)
• Record and post actual hours worked and materials
used.
• Enter odometer readings.
• Perform Technical Completion when all work is finished
and parts are charged.
• Work Orders can be partially confirmed at the end of
each day until the order is complete.
• If the Work Order is not technically completed, it can be
cancelled.
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96
Purchase Orders
• SAP is a very integrated system.
• DOT is using SAP for purchasing,contracts, time sheets, etc. in
addition to fleet maintenance.
• Current system does not integrate with purchasing.
– Many LEAs tie in with the LEA AS-400 to initiate purchases.
• LEA use of SAP does not integrate with purchasing.
• SAP still expects a purchase order number.
– “Dummy” purchase orders will be created
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Create Purchase Orders
SAP Transaction Code: ME21N
This button should
read “Document
overview on”. If it
reads “Document
overview off”, click
on the button to change
7/17/2015
Select “Dummy purchase
Ord” from drop-down menu
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Click on
“Personal setting”
button.
98
Create Purchase Orders (cont’d)
•
On Dialog box, Default values tab,
select from drop-down menus:
– Document type - Dummy
– Purchasing org – DOT
– Purch group – A99 (unassigned)
– CompanyCode – NCDPI (7800)
•
•
Click on the Save
icon.
This saves the settings and avoids
entering the data each time a
purchase order is created.
Use the Table Setting icon to
arrange columns in the
recommended order.
•
7/17/2015
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99
Create Purchase Orders (cont’d)
•
7/17/2015
Enter Vendor Number
– In training Sandbox enter
1303
– In Production enter 23
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100
Create Purchase Orders (cont’d)
Enter Material
Number
7/17/2015
Enter Quantity
and Unit of
Measure
Enter Net Price
of Material.
School Transportation Maintenance
Enter Plant
And Storage
Location
101
Create Purchase Orders (cont’d)
7/17/2015
•
Click on the “Check”
icon.
– System displays any
messages associated with
the Purchase order.
•
Click on the green
or hit Enter.
•
Click on the Save
icon.
– System displays Purchase
Order Number in the Status
Bar.
– If messages were displayed,
this dialog box will appear.
Click on “Save” button.
School Transportation Maintenance
checkmark
102
Change Purchase Orders
SAP Transaction Code: ME22N
7/17/2015
•
A Purchase Order can be
changed to
– Correct erroneous data
– Enter/correct price
•
Enter transaction code
– System will display last
purchase order.
– Make necessary changes
•
Click on Save
changes.
School Transportation Maintenance
icon to save
103
Change Purchase Orders (cont’d)
7/17/2015
•
To select another Purchase
Order, follow menu path:
– Purchase order – Other
purch. Order
•
In dialog box, enter required
Purchase Order number.
– Or locate using matchcode
button.
•
Click on “Other document”
button.
– This displays the purchase
order.
•
Make changes and save.
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Receiving Materials Into Inventory
SAP Transaction Code: MIGO
Select Goods
Receipt
Select Purchase
Order
Type in
Purchase Order
Number*
System should
Default to
Movement Type 101
Click the green checkmark or hit Enter.
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Receiving Materials Into Warehouse
(cont’d)
•
•
•
•
• .
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System populates
the fields with
information from the
Purchase Order.
Click on the ‘Detail”
icon to close the
detail area of the
document.
Review information
under the general
tabs and each line.
Click in the “Item
OK” box for each
line.
106
Receiving Materials Into Warehouse
(cont’d)
• Click on the Save (Post)
icon to post and save the document.
• System puts a message in the Status Bar
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.
107
Stock Transfer from Storage Location to
Storage Location
SAP Transaction Code: MB1B
Use this transaction to
transfer material to a
service truck.
•
•
•
7/17/2015
Originating Plant
Enter Movement Type 311
Enter Plant and Storage
Location
Click the green checkmark or hit
Enter.
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Stock Transfer From SLOC to SLOC (cont’d)
7/17/2015
•
Enter the Receiving Storage
Location (service truck SLOC).
•
Enter Material number, quantity
of material and unit of measure.
•
Click on
document.
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to post the
109
Display Material Document
SAP Transaction Code: MB51
Use this transaction to verify material
movement.
•Enter material number
•Enter Plant and/or Storage Location
•Click on
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System displays:
•Receipts in Green
•Issues in Pink
Execute button.
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Display Stock Overview
SAP Transaction Code: MMBE
Use this transaction to display the
amount of a material in your
Plant and storage location or
range of plants.
• Enter Material Number
• Enter Plant and Storage
Location
• Click on the Execute
7/17/2015
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icon.
111
Display Stock Overview (cont’d)
Shows the amount of antifreeze in stock.
7/17/2015
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112
View Material by Location
SAP Transaction Code: ZMB21; Similar to Legacy IVLD
7/17/2015
•
Enter transaction code ZMB21
•
Enter Plant range
– 6001 to 6100
•
Enter Storage Location range
•
Enter Material Number
•
Click on Execute
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icon.
113
View Material by Location (cont’d)
Results of generating the Inventory Report.
7/17/2015
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114
Equipment History for Repair Parts
SAP Transaction Code: ZMB36; Similar to Legacy EQRH
7/17/2015
•
Enter transaction code ZMB36
•
Enter Equipment Number
•
Enter date range
•
Click on Execute
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icon.
115
Equipment History for Repair Parts
(cont’d)
Results of generating
Report.
7/17/2015
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116
IVBA – Inventory Report
SAP Transaction Code: ZMB19
This report replaces the IVBA report
from the Legacy system. Shows the
inventory of material at each Plant.
7/17/2015
•
•
•
Enter Plant Code(s)
Enter Storage Location Code(s)
Material Group
•
•
Months can be changed
Sort Order can be changed
•
Click on Execute
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icon.
117
IVBA –Inventory Report (cont’d)
Copy of Report
7/17/2015
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118
IVBA – Inventory Report (cont’d)
7/17/2015
•
Click on “Change Layout”
•
In dialog box, move “Manufacturer
part no.” from “Column set” site to
“Columns” side.
– Click on phrase, click on
arrowhead
•
Click the green check
School Transportation Maintenance
icon.
.
119
IVBA – Inventory Report (cont’d)
Shows Manufacturer part
number added to Inventory
Report.
7/17/2015
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120
IVBA – Inventory Report (cont’d)
7/17/2015
•
Review a line item by clicking in the
box to the left of the line.
•
Click on the Detail
•
Information on the line item opens in
a dialog box.
•
Click on the green check
close the dialog box.
School Transportation Maintenance
icon
to
121
Issue Fuel
SAP Transaction Code: ZFE2
Use this process to enter data
from the fuel logs.
Enter date of issue
Enter station 5 digit code
(same as old system)
Enter total quantity of
fuel issued for the date
Enter total quantity of oil
issued for the date. Enter
0 if no oil is issued.
Click the green checkmark
or hit Enter.
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122
Issue Fuel (cont’d)
Enter Inventory
Number
7/17/2015
Enter Meter
(Odometer) reading
Enter 04 for 15W40
Enter fuel type (D
or U) and amount
Enter quarts
of oil
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123
Issue Fuel (cont’d)
7/17/2015
•
Click on green checkmark
or
press Enter to check entries.
•
Click on Execute
complete process.
•
System shows dialog box
acknowledging successful
completion of the transaction
and places measurement
document number in status bar.
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to
124
Fuel Receipt
SAP Transaction Code: MIGO
Use this transaction to record
the receipt of bulk shipments
of fuel.
•Across the top, screen must
read:
– Goods Receipt
– Others
– 971 Fuel Entry SHP/DPI
7/17/2015
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125
Fuel Receipt (cont’d)
• Accept Change to Default
Values screen by clicking on
green checkmark.
7/17/2015
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126
Fuel Receipt (cont’d)
•
•
7/17/2015
Input data in the Detail (bottom) part
of the screen. If this area is not
visible, click on
icon.
Click on the Material tab.
•
Enter the material number.
– 159000055 for gasoline
– 159000054 for diesel
•
Click on the Qty tab,
•
Enter the total quantity and the total
dollar amount of the shipment.
Must have exact dollar amount from
vendor
– Price adjustment is not
possible.
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127
Fuel Receipt (cont’d)
•
•
•
•
7/17/2015
Click on the “Where” tab.
Enter Plant information and
Storage Location
Click the green checkmark
or hit Enter.
– System puts a checkmark in
the Item OK box.
Click on the “Next item” icon
if you need to enter another line
(for example, if you are also
receiving oil).
– Repeat process by entering
data under the Material and
Qty tabs
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128
Fuel Receipt (cont’d)
7/17/2015
•
If entries are correct, the system will
populate the columns in the top part
of the screen and put a checkmark
in the “OK” column.
•
Click on the Save button
and save the transaction.
•
System displays the following
message in the Status bar.
School Transportation Maintenance
to post
129
Display Equipment Master
SAP Transaction Code: IE03
•
•
•
7/17/2015
Use this transaction to review data
on the vehicle.
Master data is set up by Equipment
number.Most of the time,only the
vehicle’s Inventory number is
known. Therefore, you need to
search for the Equipment Number.
Click on matchcode icon.
– Select search “Equipment by
equipment list”.
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130
Display Equipment Master
•
Enter Inventory Number.
•
Click on Execute
•
System puts corresponding
Equipment Number in Equipment
field on “Display Equipment: Initial
screen”.
Click on the green checkmark
or hit Enter.
System displays the Equipment
Master Record.
•
•
7/17/2015
(cont’d)
School Transportation Maintenance
.
131
Display Equipment Master
•
•
•
•
•
•
7/17/2015
(cont’d)
Header displays Equipment Number
and description.
The “General” tab displays the
Inventory Number, model year and
warranty dates.
The “Location” tab displays the
Room, which represents LEA billing
code.
The “Organization” tab displays the
Standing Fuel Order number.
The “Fleet Info” tab displays VIN,
License Plate number and current
odometer reading.
The “Fleet Usage” tab displays
information about usage of the
vehicle, engine data and fuel and
lubricants.
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132
Display Equipment Master (cont’d)
•
Conversion chart to information
displayed by clicking on blue
“Status” icon.
STATUS CODE CONVERSION
CD/STATUS-CO
0-SP
0-SP
0-XX
2-00
2-CX
2-NP
2-RR
2-blank CO
3-blank CO
4-SA
4-SP
4-XX
6-SP
A-SP
L-LO
L-SP
S-SP
Z-SP
7/17/2015
STATUS
Spare service vehicle
Bus not on replacement
Parked bus
Active vehicle on replace.
Active vehicle on replace (CO)
County
Active: recommended replace.
County
Wrecked vehicle
For-sale vehicle
Inactive vehicle (no PM)
Bus turned in for credit
Dispose
Available for transfer
Loaner bus (CO to be ordered)
Loaner bus (until credit avail.)
Spare vehicle
Cannabalized vehicle
E0
E0
ES
E2
E2
E2
E2
E2
E3
E4
E1
E0
E6
E0
E2
E2
ES
EZ
STATUS
EXT.
SSV
NRB
PKB
ARP
ACO
CTY
ARR
CTY
CRE
TRN
LCO
LCR
SPB
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133
Create Measurement Documents
SAP Transaction Code: IK22
•
•
•
7/17/2015
Measurement documents are
created as a part of time
confirmation (IW42) and
automatically when fuel is issued
(ZFE2). Use this transaction to
manually update the measuring
points of the vehicle.
– Odometer
– Fuel Tank
– Oil Meter
If the driver of the vehicle purchases
fuel, the odometer and the fuel tank
must be updated.
If the driver of the vehicle purchases
oil, the odometer and the oil meter
must be updated.
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134
Create Measurement Documents (cont’d)
• Enter Equipment number of
vehicle, if known
– If not known, click in the
Equipment field to
display the matchcode
icon.
7/17/2015
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135
Create Measurement Documents (cont’d)
7/17/2015
•
If you get this “Restrict Value
Range” dialog box, click on
“New Search”
icon.
•
Select “For Equipment” from
drop-down.
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136
Create Measurement Documents (cont’d)
7/17/2015
•
Enter Vehicle Number in the
“Inventory Number” field.
•
Click on Execute
School Transportation Maintenance
icon.
137
Create Measurement Documents (cont’d)
•
•
7/17/2015
System will populate
“Equipment” field with
appropriate SAP-generated
equipment number.
After the system enters the
Equipment number in the field,
click on the green checkmark
or click on
icon or
hit Enter.
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138
Create Measurement Documents (cont’d)
•
7/17/2015
Click on
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139
Create Measurement Documents (cont’d)
•
Enter the quantity of fuel in the
middle of the field - after the “+”
sign in the
“CounterRdgDifference” field.
•
Enter the new odometer reading
in the middle of the field – after
the “+” sign in the Rdg/CtrRdg”
field.
Enter the quantity of oil in the
middle of the field – after the “+”
sign in the
“CounterRdgDifference” field.
Click on the green checkmark
or hit Enter.
•
•
7/17/2015
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140
Create Measurement Documents
(cont’d)
7/17/2015
•
System calculates the new
Counter Readings for the
vehicle.
•
Click on the Save
•
System displays message in the
Status bar.
School Transportation Maintenance
icon.
141
Display Material Master
SAP Transaction Code: MM03
• Use this transaction to
view the master data on
a material.
• Enter material number.
• Click on Select view(s)
button.
7/17/2015
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142
Display Material Master (cont’d)
• Commonly selected views
are:
– Basic Data 1
– Basic Data 2
– Purchasing
– Accounting 1
– Costing 2
– Plant data/stor. 1
– Plant Stock
• Click on Organization levels.
7/17/2015
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143
Display Material Master (cont’d)
7/17/2015
•
Put in your Plant code.
•
Click on Default Values to save
this data.
•
Click on green check
School Transportation Maintenance
.
144
Display Material Master (cont’d)
•
•
•
•
•
•
7/17/2015
The Basic data 1 screen shows
the old material number.
The Accounting 1 screen shows
the Moving Price of the material.
The Purchasing Screen shows
the Manufacturer's Part
Number.
The Plant data/stor.1 screen
shows the Bin number.
The Plant stock screen shows
the stock on hand.
The Costing 2 screen shows
the price.
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145
Extend Material Master
SAP Transaction Code: ZMM01Z
• Enter material number to be
extended.
• Accept the next two default
fields
– Industry sector
– Material type
• Enter material number to be
copied.
• Click on the green
checkmark or hit Enter.
7/17/2015
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146
Extend Material Master (cont’d)
•
Select screens to be
reviewed/updated:
– Basic Data 1
– General Plant Data/Storage 1
– Accounting 1
• Check for moving price
•
7/17/2015
Click on “Organizational level”
button.
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147
Extend Material Master (cont’d)
7/17/2015
•
Enter the Plant and Storage
location to which the material is
being extended.
•
Click on the green check
hit Enter.
•
System displays the following
message in the Status Bar.
School Transportation Maintenance
or
148
Extend Material Master (cont’d)
•
•
•
•
7/17/2015
Review the Plant data/ stor. 1
data
– Plant code to which material
is being extended.
• Plant can enter storage
bin data
Review any further information
Click on the Save
icon.
System displays a message in
the Status Bar.
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149
Change Material Master
SAP Transaction Code: ZMM02Z
Use this transaction to
change the bin location of a
material.
7/17/2015
•
Enter material number.
•
Click on “Select view(s)” icon.
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150
Change Material Master (cont’d)
•
Select “General Plant
Data/Storage 1”.
– Click in the gray box
•
7/17/2015
Click on “Organizational levels”
icon.
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151
Change Material Master (cont’d)
7/17/2015
•
Enter Plant and Storage
Location.
– This can be set as a default
by clicking on the “Default
values” icon.
•
Click the green check or hit
Enter.
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152
Change Material Master (cont’d)
•
Enter the new bin location in the
“Storage bin” field.
– Found on the Plant
data/stor. 1 tab
•
Click on
icon to save
change.
System displays a message in
the Status bar that material has
been changed.
•
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153
Set Deletion Flag for Material
SAP Transaction Code: ZMM06
7/17/2015
•
Enter transaction code ZMM06.
•
Enter material number
•
Enter Plant Code
•
Enter Storage Location Code
•
Click the green checkmark
hit Enter.
School Transportation Maintenance
or
154
Set Deletion Flag for Material (cont’d)
7/17/2015
•
Click in checkbox to the left of
the plant and storage location to
flag material for deletion.
•
Click on the Save
•
System displays message in the
Status Bar
– “Deletion flags changed”
School Transportation Maintenance
icon.
155
Find Objects by Classification
SAP Transaction Code: CL30N
7/17/2015
•
Use this transaction to display
public schools’ specific
equipment information. This is
helpful in finding information
that is not easily located
elsewhere.
•
•
Use transaction code CL30N.
Select the matchcode icon to find
the class.
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156
Find Objects by Classification (cont’d)
•
•
•
•
•
7/17/2015
DPI (Public Schools) uses 4digit Class codes beginning with
6. On “Find via class number”
tab enter 6* in the Class field.
Click on the green check
or
hit Enter.
Click on the
icon to add
these numbers to your personal
list. (See “Setting up Personal
Lists”)
System populates the Class
field with the number
– Automatically enters the
Class type code.
Click on the green checkmark
or hit Enter.
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157
Find Objects by Classification (cont’d)
7/17/2015
•
Enter the information you know.
For example:
– Make(Manufacturer) (follow
with an asterisk *)
•
Click on
button.
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158
Find Objects by Classification (cont’d)
•
•
•
7/17/2015
Information based on the search
criteria is displayed.
You can add to this display.
Click on
Change Layout
icon to add additional
information.
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159
Find Objects by Classification (cont’d)
•
•
•
7/17/2015
Add additional criteria from the
“Column set” side to the
“Columns” side by highlighting
the Column Name and clicking
on the arrow. Examples:
– Inventory Number
– Body Serial Number
– Engine Serial Number
Arrange columns by using the
up/down arrows above
“Columns”.
Click on the green check
hit Enter.
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or
160
Find Objects by Classification (cont’d)
7/17/2015
•
Additional information requested
is added to the report.
•
The default setting can be
changed so that this information
is always shown.
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161
Find Objects by Classification (cont’d)
• Click on the Change Layout
icon
again (right side of
the icon).
• Select “Save layout”.
• System puts a message in
the Status Bar.
– This will be the default
layout. Future searches
will be shown in this
layout.
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162
Find Objects by Classification (cont’d)
•
7/17/2015
This information can be printed
or exported to a spreadsheet.
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163
Work Performed Per Equipment
SAP Transaction Code: IW40
•
Use this transaction to review
the maintenance work on a
particular vehicle. Suggested
field to display:
– Order: Order number, order text
and status.
– Functional location: Func
Location code
– Cost: Value category,
description and total cost
– Operation: Operation number,
operation text, start date and
finish date
– Confirmation: Hours and
personnel number
– Goods Movement: Material
number, material description,
quantity, cost and movement
type.
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164
Work Performed Per Equipment (cont’d)
Order No. and Status
Vehicle No.,
Make, Status,
Model,Year,
Description
Person responsible
Created by
Operations, Start/Finish dates,
Confirmation, Hours,
Personnel No.
Material No.
Quantity
Description
Price
Movement Type
Costs
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165
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166
Glossary
SAP Terminology
Definition and Legacy System
Equivalent
Company Code
A financial entity within NCDOT. DPI
company code is 7800
Cost Center
A financial account. DPI Cost Center is
7800000000.
Plant
District or Shop Number (60XX) where X
is first two digits of garage number
Storage Location
Shop or Service Truck, where inventory
is assigned
Inventory Number
Vehicle PIN – XXXX-YYYY
(XXXX=Plant) (YYYY=Vehicle Number)
Equipment Number
An SAP-generated number used to track
equipment.
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167
Glossary
SAP Terminology
Definition and Legacy System
Equivalent
Goods Issue
The issuing of fuel or oil (FISB)
Goods Receipt
The receipt of fuel or oil (IVMR)
Movement Type
A three-digit number used to determine
material movement.
Material Document
A document generated during material
movement. (SDCF)
Measuring Points
The odometer, fuel tank and oil meter of
a vehicle.
Classification
A grouping of vehicles or materials.
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