Spare Parts Delivery Processing 

Purpose

This scenario describes the processing of spare parts deliveries that become necessary when services are being performed for customer devices.

You can use sales orders to enter a customer’s need for a spare part, which you can either create directly, or based on the service notification.

You use this sales or spare part order to represent the sale and delivery of required spare parts. The functions for shipping processing and transportation are also available with the spare part orders. In this way, the delivery with delivery notes is performed quickly and efficiently.

Prerequisites

You can use the integrated business functions of the following SAP application components within the scenario Spare Parts Delivery Processing:

SAP Component

Functions

Customer Service (CS)

Processing of service notification

Materials Management (MM)

Procurement of (non-)stock materials; Inventory Management and withdrawal of stock materials

Sales and Distribution (SD)

Sales, delivery, transportation, and billing of materials (spare parts)

Quality Management (QM)

Quality inspection (on goods issue of spare parts)

Financial Accounting (FI)

Ongoing, automatic account postings upon invoice creation

Controlling (CO)

Ongoing, automatic account postings upon invoice creation

Process Flow

Service Notification

The creation of the service notification is the central starting point for processing the problem. You can initiate all necessary processes for rectifying the problem from the service notification, also including a delivery of spare parts, that the customer installs independently.

If necessary, you can branch directly from the service notification to the spare part sales order. If you then return to the service notification and save it, the sales order is also saved.

The following work steps for service notification processing are identical to those of the scenario Repairs Processing at the Customer Site.

Spare Part Order

If you determine during notification creation, that a spare part simply has to be delivered and that a technician does not need to be dispatched, you immediately create a sales order (spare part order) from the service notification, on the basis of which further processing is then performed.

You use a sales order to define a one-off agreement to deliver products to a customer, and when doing so, the following central functions are available to you:

The spare parts are named in the sales order. The system supports you when determining the correct parts by making available the bills of material and the configuration data for the device.

Risk/Credit Management

In Credit Management, you can run static or dynamic checks on credit limits at different stages in sales order processing (for example, in the order, the delivery or at goods issue).
Risk Management provides additional procedures for guaranteeing against credit risk, such as documentary payments, payment cards or export credit insurance.

Quality Inspection for the Delivery

When you create a delivery note for the spare part that is to be delivered, the SAP System automatically creates an inspection lot and prepares the necessary shop papers for the quality inspection. The inspection lot can also be created manually.

If you have defined that the quality inspection can take place after the delivery, you can post the goods issue independently of the quality inspection.

If the inspection does not show any apparent defects, you record characteristic results for the inspection lot or partial lot.

You can document any defects that are found using defect data. If you want to manage the necessary corrections in the SAP System, you can create and process a quality notification in problem management.

You make a usage decision for the inspection lot.

You can now confirm costs that have arisen within the framework of results recording or when making the usage decision to the Production Planning department.

The system automatically creates a quality certificate.

If the quality inspection presents no technical findings, you can post the goods issue after making the usage decision.

Accompanying Process Flow for Spare Parts Delivery

Because the following process flow for spare parts delivery is identical, the detailed description of the steps listed below can be found in the scenario "Repairs Processing at the Customer Site " .