CREATE & APPROVE SERVICE ORDERSCHEAT SHEET

This cheat sheet provides guidance on the creation of Service Orders which can be created with or without reference to a Notification. Service Orders are required to track labor, activities, and spare parts.

The process below describes equipment maintenance that assumes no cost recovery.

IW31 Create Service Order

Change NotificationIW52

Confirm Service Order41: single orders 44: multiple orders

IW41, 44

Change, Approve (Cost Recovery), Release Service Orders

IW32

Display Service OrderIW33

Display Work CenterIR03

Display Cost CenterKS03, KS13

Display Activity TypeKL03, KL13

SD.01 Notification User

SD.02 Notification Approver

SD.03 Services Delivery Planner

SD.04 Services Delivery Order Releaser

SD.10 Services Delivery Equipment Master Data Maintainer

SD.11 Services Delivery Equipment Master Data Maintainer - Local

SD.16

OR

Preventive Maintenance Planner

T- Codes SD Roles

There are 5 types of Maintenance/Service Orders in Service Delivery. However, for internal services, use ZM01. These Service Orders also record services provided to charge the internal recipients account assignment.

Process Steps:

01 Service OrdersCreate ZM

Create a Service Order Referencing a Notification

Create a Service Order without Referencing a Notification

Enter: T-code: IW52 > Notification Number

Click: SERV.order

Enter: Order Type ZM01; Business Area of Service

Requester; Main Work Center/Plant of Service Requester

1

Enter:T-code: IW31 > Order Type ZM01

Enter:Equipment number

OR:Business AreaPlanning Plant

Functional Location (optional)

1

These steps are only valid for Cost Recovery and if payments will be approved.

The Service Order must be released before any work can begin.

Approve Release

2

3

4

5

6

7

Enter: T-code: IW32 > Order Number

Cost & Location tabs:Review the costs coding block

Goto > Assignments > Funds Management Click:

the Change Status iconSelect:

3 APPR Order ApprovedClick:Save

Enter: T-code: IW32 > Order Number

Cost & Location tabs:Review the costs coding block

Goto > Assignments > Funds Management Click:

the Change Status iconSelect:

the Release IconClick:Save

HeaderData tab:

Damage tab (for Vehicles/Generators):

Operations tab:

Components tab:

Mandatory Fields

Optional Fields

Select: Goto > Assignment > Funds Management Enter the Fund (i.e. the mission paying)

Planner Group (i.e. entity planning the work) Main Work Center (i.e. unit doing the work)

Basic Start Date/Finish Date, Priority, Functional Location or Equipment #,

Malfunction Data: Malf. Start date/time

Fields: Work Center, Plant, Control Keys Operation short text, Number, Dur., C.Key, ActTyp, UN

Click the matchbox > UNVEHICLE or UNGENRT

Fields: Component, Reqmt Qty, Item Category, PLNT, OpAc

Partners tab:

Data:

Select 006 - Failure to start and enter the milage or hours. Select: Functional Role, Enter/Search for the

User ID or BP number.

Save and document the Service Order Number outside of Umoja!

8

Approve & Release Service Orders

i i

2

Use the Control Key field to distinguish thetwo Service Types:

To Assign Technicians to Activity Types:

Highlight an activity and click the Internal button. To initiate a search, use the Person No. field in the

UN Last Name - First Name tab, and click the matchcode.

SM00: Internal Services provided by the UN SM02: External Services provided outside the UN

Confirm Complete

1

Enter: T-code IW41 (single confirmation) or

IW44 (collective confirmation) > Order Number

Select: all relevant line items

Click: the Actual Data icon and the Enter

PM Order Confirmation: Actual Data screen appears

Enter: Actual Work, Remaining Work

Note: If all services are complete, click the Final

Confirmation and No Work Remains check-boxes

Click: the Next icon to repeat for each line

Click Save

Enter: T-code IW32 > Order Number

Click: the Complete icon

Enter: Reference Date & Time

Click: The Technically Complete check-box

and then Enter

For #’s 2 & 3, refer to Step 6: the Components tab

To view estimated costs, go to the Costs tab and click the Determine Cost button (the

calculator icon). The information is populated in the Rep. Plan/Act field.

Confirm & Complete Service Orders

3

Tips & Tricks

Need more help? Here’s the Umoja User Guide for

Service & Maintenance Order Management

Remember:Once a Service Order is confirmed, users

acknowledge that all work is finished. When a Service Order is completed, users can no

longer make edits to the transaction.

2

Enter SM02 Services values and click the External button. Enter Material Group,

Purchasing Group, Purchasing Organization 1000, and the Operational Quantity and

Price (i.e. Requisition Value).

3

4

Click the Gen. Data button at the bottom of the screen to view reservation details, i.e. Reservation Number, Requirement Date &

Time, Requirement Quantity and UoM, Committed Quantity (reserved qty),

Withdrawal Quantity (issued qty), and Movement Type.

Item Category (IC) - specifies whether items should come from stock, or if a new

Shopping Cart is required. Select:

Z - Stock Item Non Budget. Movement type is 261

L - Stock Item Budget Relevant. Movement type is ZO1

N - Non-Stock Item. *Contact your local Requisitioner to initiate a new Shopping Cart.

*Service Orders can be printed at any time throughout the process*

Enter: T-code: IW33 > Order NumberSelect: Order > Print [from the Top Menu]

Click: the Order button (Select Shop Papers appears) and the check OutputDevice buttonClick: The Print/Fax button

Print a Service Order