guide to planning materials sap pm

SAP PM – Guide to Planning Materials

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Contents SAP PM – Guide to Planning Materials ....................................................................................................................... 1

Overview: ............................................................................................................................................................. 2

Guide to Planning Materials ......................................................................................................................................... 2

Ordering Materials – Using Match Code Search .................................................................................................. 2

Ordering Materials – Using a BOM...................................................................................................................... 6

Ordering Materials – Using Material Shopping Cart (MSC) ................................................................................ 7

Ordering Materials – Repairable Spares ............................................................................................................... 9

Ordering Materials – Exchange Components ..................................................................................................... 12

Ordering Materials – Remanufactured................................................................................................................ 13

Ordering Materials – Direct Purchase................................................................................................................. 15

Ordering Materials – Warranty Consideration ................................................................................................... 18


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Overview: The intent of this document is to outline the different scenarios where maintenance plans material or service resources from a Maintenance Work Order. Certain criteria such as a type of material or warranty considerations may determine how these materials are planned and reduce the confusion and rework during the integration between Maintenance and Supply Chain.

As all of the Planning for these resources are carried out from the Operations or Components Tab of the Work Order and basic training has been carried out this outline will assume the user can navigate to a work order and to the appropriate tab to reduce the amount of screenshots and focus on the specific process.

Guide to Planning Materials

Ordering Materials – Using Match Code Search Using the Match Code Search the user can select from a list of common searches. For Maintenance, a few of these searches are better than others.

The user should investigate each but this document will only focus on three different search options.

• Material by Old Material Number • Plant Material by Description • Search Help for Manufacturers Part number with AMPL


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Material by Old Material Number:

This search is helpful when the user knows the Old Ellipse Stock Code Number. You can simply enter the Old Stock Code Number in the Old Material Number Field and Press Enter. Note that this search is not Plant Specific so you will need to validate where the material is stored.


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Plant Material by Description:

This search is helpful when the user is not sure of the manufacture, part number, old stock code or any other relevant information that could help narrow the search. The search is carried out for the Plant and a single or multiple words. The key to searching by Description is the use of the Asterisk *. Additionally the user should avoid searching in a Plural form. For Example:

• Use *Filter*Air* • Don’t Use Air Filters

Choosing to search without * at either end will greatly reduce your chances of finding materials and removing the “S” from the end of the search and replacing with the * will find the text string regardless of whether it is included in the description or not.


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Note: If you don’t find what you were looking for try Reversing the Order of the Words in the Text.

Change *Filter*Air* to *Air*Filter* and try the search again.

Search Help for Manufacturers Part number with AMPL

This search is helpful when the user knows the Part Number or a Partial Part Number. The search is also specific to the Plant so the results are more specific. Note: Using a partial part number search with the * is beneficial as the user does not know which part number below was entered in the system:


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• 7Y 0725 • 7Y-0725 • 7Y0725

Searching 7Y* will return the best results regardless of the entry.

Note: All of the results begin with 7Y and all belong to Plant 1100.

Ordering Materials – Using a BOM From the Components screen click on the button at the bottom of the screen. The user will be taken to the Technical Object Structure Screen.


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Notes about selecting materials from this screen:

• Pink Colored Items are the Materials and are the only numbers that can be ordered. • The “Levels Above” Button is available for Drilling Upward in the Structure • Select the Material by Clicking Once on the Material to highlight it, or

o Hold the CTRL button on your keyboard while selecting multiple numbers, or o Hold the SHIFT button on your keyboard while selecting a Range of numbers

• Click the Green Check when you have selected all the materials you want • If an individual material is needed you can double click on the number

Ordering Materials – Using Material Shopping Cart (MSC) From the Components screen click on the button at the top of the screen. The user will be taken to the Prometheus Material Shopping Cart Screen. Note that the * IS NOT required in this search and the order of the words search doesn’t matter. This search feature will look for any combination of the words with in the materials short text as well as the long text.

To start the search, enter the description you want to search for and click enter or the Search Button.

Double Click on the Material you want and either perform another search, find another material with the same description or transfer the material numbers in the shopping cart to the work order. See below for additional notes on this search.


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Selected Items will start listing the lower left section of the shopping cart.

Scroll right in the Search list will show how many items are in stock, the moving average price and the material long text.


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Once you have selected all of the items you want click the button in the upper left section of the shopping cart and all the materials will be transferred to the work order.

Ordering Materials – Repairable Spares Repairable Spares are materials that can be repaired either internally or externally and placed back into inventory in the Repaired Valuation or “Batch”. Repairable Spares have three different Valuations for the same component:

• NEW – Used to identify inventory for items that are new and have not been repaired and available for consumption

• REP – Used to identify inventory for items that have been repaired and are available for consumption • DAM – Used to identify inventory for items that have been used and need to be repaired. These items are

only available for consumption by a PM03 Refurbishment Order for internal Repair or must be repaired externally.

The process begins with the user entering the stock code and quantity and clicking enter.

The user receives a message that they must enter a valuation type in the Batch Field. Click Enter to confirm.


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The user receives a message to complete all required fields. Click enter

Using the Store Location match code search, select the Store location. In this case MAIN where inventory is available.

Use the Match Code Search for Batch. The system should automatically search for Batches for Plant Material and default the Material Number and Plant Number. Click Enter.


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Select NEW or REP and Click Enter

Once the user returns to the Component Detail Screen Click Enter.


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Once the Repair has been made the damaged item must be returned back to inventory. Create a second line with the same information as the first Component except change the Batch to DAM and use a Quantity of -1. Click enter to continue.

The screen will update. Save the Order and return the material to the warehouse.

Ordering Materials – Exchange Components Exchange Components are similar to Repairable Spares however inventory is not managed by Newmont. Instead, an agreement is set with the supplier to Exchange the Damaged material for a New or Rebuilt material. Because these materials are not held in inventory and a Requisition and PO is required the Item Category must be changed to N to generate a Purchase Requisition.

Enter the stock code, required quantity, item category N, Store Location and Batch value “EXCH”.

The user is then prompted to complete the Requisition Screen. Ensure the Purchasing Group, Purchasing Org, Goods Recipient, Requisitioner and Unloading Point has been filled out and click enter.

Leave the Part number field blank. You will receive a warning, just click enter.


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The user is then returned to the Components screen to finish planning the order.

Ordering Materials – Remanufactured Remanufactured materials are similar to Repairable Components except the Manufacturer manages the repairable items and certifies that it is returned in Like New condition. Often these materials are returned with a new serial number. There is also a core charge associated with Reman Components. Similar to the Valuation categories of a repairable component, Reman Items have two that must be ordered together on the same work order.

The process begins with the user entering the stock code and quantity and clicking enter.

The user receives a message asking the user to enter a valuation for the material. Click enter.

User receives a message to fill in all required fields. Click enter.


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Enter the Store Location from the Match Code Search. In the Match Code search for Batch, select the REMAN item and click enter on the Component Detail Screen.

The user is returned to the main components screen.

Enter a second line for the same Component, quantity, store location and enter “COR” in the Batch Field. Click Enter.

This process allows the warehouse to identify where the Core is coming from and enables them to apply the credit back to the originating work order once the vendor receives a good core back. Save the work order.


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Ordering Materials – Direct Purchase When materials are required that are not managed using a Stock Code a Direct Purchase Requisition can be created to start the purchasing process.

The user starts the process by entering a description, Requirement Quantity, Unit of Measure and Item Category N. Press Enter.

You may receive a warning message, just click enter to continue.

Populate the Requisition Fields:

• Price – Estimated Cost of the Part (Authorization is based on this value) • Material Group (A Cost Grouping on the Work Order for Reporting Purposes) • Purchasing Group (Buyer Responsible for Procuring the Materials) • Purchasing Org (Organization the Buyer Belongs to) • Goods Recipient (Who should receive the Materials) • Requsitioner (Who is creating the Purchase Requisition) • Vendor Material / Part Number (Part Number – Note: This field will validate against the material master. If

a Stock Code is found the PR will e cancelled and the system will return the stock code in the Component Field. If a match is not found the PR will be generated)

• G/L Account (Specifies the Account in the General Ledger) • Vendor (The Desired Vendor you want the materials to come from) • Unloading Point (Where you want the parts delivered)


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To find the G/L Code use the Match Code Search. Use the Cost Element in Chart of Accounts Search help. Use 1000 for Nevada and click enter.

Select the G/L Code and click Enter.


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To Search for a Vendor use the Match Code Search. Enter a Partial name with * on either side and your Company Code. Click Enter.

Find the vendor, select and click enter.


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GL to Cost Element Mapping:

Note that Some G/L Codes are Mapped to Cost Elements but Not All. If a Combination has been selected different to the Mapped combination then you will receive a prompt. Select Yes to continue.

Ordering Materials – Warranty Consideration If the user believes that the work order is subject to Warranty set the User Status on the Work Order to WREQ and Notify Supply Chain that the Materials are Subject to Warranty. Credits, whether partial or full will be applied directly to the Work Order through the Supply Chain Processes. The User Status on the Work Order should also be updated stating whether the warranty was accepted or denied.


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guide to planning materials sap pm

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