Create Maintenance Customer Order Type

This document explains how to create different maintenance customer order types. Order types must be defined before new maintenance agreements and maintenance customer orders can be created.

Outcome

A maintenance customer order type is created. The order type contains information that controls, for example, maintenance customer order costing, invoicing, credit warnings, contribution margins, object delivery terms and the automation level of maintenance customer order.

File (ACUOTY), containing information on order types, is updated.

Before you start

The starting conditions listed in Defining Order Types for Maintenance Customer Orders must be met.

Follow these steps

  1. Start 'Maint CO Type. Open' (COS010).

  2. Select opening panel 'A-Entry’ and specify the panel sequence. This instruction uses panel sequence EFG.

Follow these steps to specify basic data for the maintenance CO type

  1. On (COS101/A), specify an order type ID.

  2. Select an 'order category'.

    The 'order category' defines the purpose of the MCO. The value set here regulates what fields are displayed and editable at maintenance customer order entry. The valid alternatives are:

    05='Forecast order', 10='Quotation', 20='Normal order', 30='Manufacture warranty order', 40='Claim order', 50='Adjustment order', 60='Miscellaneous order', 70='Sales', 80='Loan (out) order', 85='Exchange out order'.

    When order category 10='Quotation' is used, the quotations are created with quotation number '0'.

    Where order category 50 is selected, field 'orig inv ref' is displayed on the G panel. The purpose of this field is to specify whether the field should be visible or editable in (COS100) when creating the MCO for adjustment. The 'Invoice year' field is also be displayed on (COS100/G) and it is possible to browse both fields to display (COS350), where the invoice can be selected for adjustment.

  3. Select 'next manual function'.

    This indicates the automation level of processing maintenance customer orders and the related work request and work order. This also represents the next manual action to be taken after creating a maintenance customer order.

  4. Select option 1='Create' to display (COS101/E).

  5. On (COS010/E), specify a name and a description for the work order type.

  6. On (COS010/E), specify the default 'panel sequence header' used in 'Maintenance Customer Orders. Open' (COS100) at creation of the maintenance customer order and the default 'panel sequence lines' used in 'Maintenance Customer Orders. Open Line' (COS101) at creation of MCO lines.

  7. Specify if auto order numbering should be applied and the order number series to be used.

Parameters for invoicing

  1. On (COS010/E), specify if invoicing of maintenance customer orders should be permitted and the invoice number series to be used. Selecting the 'Inv permitted' check box displays two additional check boxes.

  2. Specify whether advance invoicing is to be used along with the advance invoice number series.

  3. Specify whether partial invoicing should be permitted.

  4. For MCO type with order category '10-quote', the parameter 'Budget integration' is available. If 'Budget integration' is selected, no accounting and no real MCO invoice is created when running 'Maint Invoice. Print' (COS180). Instead the accounting strings generates records in 'Project Budget from MCO. Display' (COS475) that can be used for updating the project budget in 'Project. Open' (POS100) or financial budget in 'Budget. Open' (BUS100).

Accounting parameters

On (COS010/G), select the settings for the cost accounting flow. Costs can be managed in one of these ways:

Contribution ratio

Specify a maintenance customer order line 'Contribution ratio' (optional). The contribution ratio is the margin that must be met for a maintenance customer order line. If the margin is not met the line is highlighted in 'Maint CO. Display Totals' (COS110).

Limit different items on order line

Select whether maintenance objects (products), other than those specified on the order header, can be specified. If not enabled, it is only possible to add MCO lines against the same maintenance object as specified on the maintenance customer order header.

Statistics parameters

  1. Specify whether it should be possible to enter lost sales orders. If lost sales is enabled a lost sales reason code can be entered when deleting a maintenance customer order line.

  2. Specify if sales statistics should be automatically updated.

  3. Select a trade statistics business type.

Component availability check at order entry

On (COS010/F) set 'Availability Check' to 1-'Yes' to enable automatic component availability check in 'Maint CO. Quick Entry' (COS130) at order entry.

The component availability check calculates and proposes start date and finish dates based on the lead time of the selected service and the availability of the material connected to the service operation. An ATP check can only be performed for items that are calculated with regard to ATP, defined in the CTP policy of the item/warehouse in (MMS002).

Distribution Order Processing integration

On (COS010/F), select whether DOP integration should be activated, that is, whether delivery should be possible on order line. By enabling DOP integration 'Maint CO. Report Component Receipt' (COS300) and 'Maint CO. Report Component Delivery' (COS320) can be utilized.

Where order line delivery is not permitted, the delivery is performed for the equipment stated in the MCO header.

Connected order types

  1. On (COS010/F), specify a work order type (optional). If a work order type is specified it overrides the work order type of the selected service definition at MCO line entry. If no work order type is specified the standard order type from the service definition is used on the work request and work order.

  2. Specify a loan or exchange order type (optional).

  3. Specify a sales order type (optional).

  4. Specify a return order type (optional).

  5. Specify a project order type (optional).

Supplier rebate agreement check

On (COS010/F), select whether to enable the supplier rebate agreement check. Material invoice specification lines are verified against records in 'Supplier Rebate on Sales. Open Agreement' (OIS018).

Shared order text

On (COS010/F), select whether to enable sharing of text between the MCO line (COS101/T), work request (MOS170/T) and work order (MOS100/T). Sharing order text means that text updated on, for example, the MCO line updates text on the work request and work order.

Auto create claim

On (COS010/F), select whether a claim should be auto-created for warranty work orders. A claim is auto-created when the maintenance customer order is approved for invoicing if the warranty claim field on (COS101/E) is 1, 2, or 0.

Auto approval of MCO line

  1. On (COS010/F), select whether maintenance customer order lines should be automatically approved when a work order is closed.

    Enabling auto approval of MCO lines automatically sets the MCO line to status 50-'Approved for invoicing' when the work order is closed. Maintenance customer order under warranty is not auto approved.

  2. Optionally, define approval limits and the approval currency under which MCO lines is automatically approved for invoicing. Maintenance customer orders lines with total amount over the defined approval limit is not automatically approved for invoicing.

Auto reset MCO line warranty claim indicator

  1. On (COS010/F), select whether the warranty indicator flag (ACWA) on (COS101/E) should be automatically set to '0' if there are warranty transactions on the MCO line. A customer order line with warranty transactions has warranty indicator (ACWA) set to '9' on (COS101/E) and this must be manually set to '0' before an MCO line can be approved for invoicing. The warranty indicator automatically sets the flag to '0' if there are warranty transactions, thereby eliminating the manual step of setting the flag to '0'.

  2. Optionally, define approval limits and the approval currency under which the warranty flag should be automatically reset.

    Maintenance customer order lines with invoice amounts over the defined approval limit does not reset the warranty indicator flag automatically.

Settings for printing fixed text

On (COS010/G), select whether fixed texts should be printed on external documents for customer, documents, or items.

Field selection for maintenance customer orders

On (COS010/G), select which key fields should be open or closed during maintenance customer order entry.

Credit check parameters

  1. On (COS010/G), select whether credit check should be made in the pre-selection panel during service order entry.

  2. Select whether a credit limit check should be made when creating or changing MCO lines.

  3. Select whether a credit limit check should be made when a work request is released.

  4. Specify a percentage of credit check amount (optional). The field indicates the percentage of the credit limit amount that triggers a credit warning message.

  5. Select whether the maintenance customer order line value should be included in the order value without risk, when credit limit '3' on (CRS610/J) is controlled.

  6. Select whether credit limit check should be performed continuously. If the credit limit is exceeded at any point during maintenance customer order processing a message is sent to the MCO responsible and credit department reference that is specified on (CRS610/K).

Customer’s order number

Specify how the customer’s order number should be specified on MCOs.

*M = The customer’s order number must be specified, regardless of what is specified on the customer record in ‘Customer. Open’ (CRS610/F).

*CUS = Whether the customer’s order number should be specified is determined by what is specified on the customer record in (CRS610/F).

Xxx = Any order number can be specified. The number specified here is defaulted to the MCO.

Blank = No proposal is displayed.

'*M' and '*CUS' cause a hard stop during order entry and require that the customer’s order number is specified.

'Blank' considers the setting on the customer record in (CRS610/F). If the customer’s order number is mandatory on the customer, and the order type is set to 'blank', the customer’s order number must be specified before the order or order line can be approved for invoicing.

Note: It is also possible to specify the format that should be used for order numbers. This is done by setting a formatting rule for the customer’s order number. Formatting rules are defined in 'Field Formatting Rules. Open' (CMS086), which is reached using related option 30='Formatting rule' from the customer record. In this case you set the formatting rule for '&CUOR'.
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