- SAP Managed Tags
Service with Advanced Execution is a new service business process in SAP S/4HANA Cloud Private Edition. This is based on the integration of Service with Maintenance Management.
The concept of Execution Status in Service with Advanced Execution is introduced in the following blog:
Execution Status in Service with Advanced Execution
Within Service with Advanced Execution, there are various process flows depending on the business scenario. These process flows are distinguished based on two aspects:
- How the process starts, and which is the first transaction.
- What is the trigger for the creation of the maintenance order and eventually the start of planning.
Process Flow 3:
This blog showcases the process flow wherein the initial transaction is the service order quotation, and the maintenance order is created from the execution order item in the service order quotation for the purpose of initial planning and cost estimation.
For example, let us assume that a particular customer equipment has suffered an extensive damage due to an industrial accident. Hence the customer is requesting for repair of this equipment and asking for a quote. The Service Manager has agreed with the customer to perform fixed price billing. However, there is no price master in this case and detailed investigation may be required to come up with a competitive quote.
In such scenarios, the service manager will request for an initial planning to come up with a rough estimate on the cost of repair. For services that demand detailed planning, a billable maintenance order is created for each item in the service quotation. The maintenance planner then performs a detailed investigation of the labor and parts required, thus arriving at a cost estimation. Once this planning data is incorporated in the service order quotation, the service manager can add an appropriate margin and provide a quote to the customer based on this detailed planning.
Creation of Service Order Quotation
A service order quotation can be created using the ‘Create Service Quotation’ App.
The following details could be filled while creating a service order quotation document:
- Sold-to-Party
- Organizational data such as Sales Organization and optionally Service Organization
- Parties involved such as Service Employee Group and Employee Responsible
- Execution Order Item with Planning Plant, Work Center, DIP Profile and Billing Relevance
- Reference Objects
After entering all the details, save the service order quotation document. The service order quotation gets created with an execution order item with lifecycle status as ‘Open’. The lifecycle status of the execution order item can be changed to ‘In Process’ to begin with the planning phase.
In the Items assignment block, filter the items to display only the execution order items and the Send to Planning column will be displayed. To create the billable maintenance order, the Send to Planning checkbox can be selected for the execution order items which require detailed planning. The billable maintenance order is created in ‘CRTD’ (Created) status along with ‘ORAR’ (Order Approval Required) status. The execution status on the execution order item is set as ‘Execution Planning’ as soon as the maintenance order is created.
The document flow between the service order quotation and maintenance order can be viewed in Transaction History assignment block.
The details of the maintenance order connected to the execution order item can be viewed in the Maintenance Order assignment block in the item details page.
Status lifecycle in Service with Advanced Execution
Current state of an execution order item
The state diagram illustrates the status lifecycle of one execution order item along with its corresponding maintenance order in this process flow. Each block below represents a state displaying 3 different status values. The lifecycle and execution status of an execution order item along with the status of the corresponding maintenance order.
Note: The execution order item in service order quotation can’t be released or sent to customer when the execution status is ‘Execution Planning’.
Planning Completed in Maintenance Order
When the planning is completed in the maintenance order by the Maintenance Planner, the action Planning Completed is performed on the maintenance order which in turn sets the ‘ORAI’ (Order Approval in Process) status on the maintenance order. As a result, the execution status of the execution order item is set to ‘Planning Completed’.
Once the planning is completed, the cost estimates are transferred to a price condition in the service order quotation. This can be used to negotiate and finalize the service price within the service order quotation along with an appropriate margin. The finalized quotation can then be sent to the customer for approval, or, if needed, an additional planning cycle can be initiated to refine the details further.
Replanning of Execution Order Item
At this stage, the customer may request adjustments to the planning data or the terms of the quotation. In such cases, the status of the execution order item can be reset to 'In Process'. This enables another cycle of planning, including Send to Planning, Planning Completed, and Send to Customer. With this, the Send to Planning function can be used again. If the Send to Planning is selected again, the previously created billable maintenance order becomes editable, and its status changes to ‘ORRJ’ (Order Rejected). At this stage, the maintenance order cannot be released, and the service order quotation cannot be sent to the customer as the execution status of execution order item is ‘Execution Planning’.
Once the necessary adjustments are made, the maintenance order can be set again to Planning Completed and status is set to ‘ORAI’ (Order Approval in Process), the execution status of the execution order item is set to ‘Planning Completed’.
This process of planning adjustments and corrections can be repeated multiple cycles as needed, until the planning data meets the service requirements and customer satisfaction.
Send to Customer
When the service order quotation is sent to customer, the execution order item status is updated to ‘Released’.
Accept and creation of Follow-up Service Order
When the customer accepts the service order quotation, its status is updated to Completed, and the maintenance order status changes to ‘ORAP’ (Order Approved). A follow-up service order is automatically created, carrying over the reference to the existing maintenance order in the execution order item to retain the planning data.
With the maintenance order in ‘ORAP’ (Order Approved) status, the execution of the service can be started after release of the maintenance order.
Further, the regular flow and options of the service order processing follows.
Summary
The distinct feature in this process flow is the creation of maintenance order from the execution order item in a service order quotation. This helps the customer to get the cost and time estimates from the detailed planning done in the maintenance order. As we proceed with the execution of the job, the lifecycle and execution status of execution order item are in continuous alignment with the status of maintenance order at every step.
Further references
To know more about the execution order item and its attributes, please refer following blog:
Deep Dive: Execution Order Item and Billable Maintenance Order
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