Create maintenance customer order type

Use this procedure to create different maintenance customer order types. You must define order types before you create new maintenance agreements and maintenance customer orders.

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.

Table ACUOTY, containing information on order types, is updated.

Before you start

You must meet the starting conditions listed in Defining Order Types for Maintenance Customer Orders.

Follow these steps

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

  2. Select opening panel A 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 'Maintenance Customer Orders. Open Line' (COS101/A), specify an order type ID.
  2. Select an order category.

    The 'Order cat' defines the purpose of the MCO. The value set here regulates what fields are displayed and editable at maintenance customer order entry.

    These are the valid alternatives:

    • 05-'Forecast order'
    • 10-'Quotation'
    • 20-'Normal order'
    • 25-'Periodic invoicing'
    • 30-'Manufacture warranty order'
    • 40-'Claim order'
    • 45-'OEM claim order'
    • 50-'Adjustment order'
    • 60-'Miscellaneous order'
    • 70-'Sales'
    • 80-'Loan (out) order'
    • 85-'Exchange out order'
    • 90-'Service price list calculation'

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

    Where order category 50 is selected, the 'Orig inv ref' field is displayed on the G panel. The purpose of this field is to specify whether the field is visible or editable in 'Maintenance Customer Orders. Open' (COS100) when creating the MCO for adjustment. The 'Invoice year' field is also displayed on (COS100/G), and you can browse both fields to display 'Maint Invoice. Display' (COS350), where you can select the invoice for adjustment.

  3. Select next manual function.

    This function indicates the automation level of processing maintenance customer orders and the related work request and work order. This function also specifies the next manual action that you must take after you create a maintenance customer order.

  4. Select option 1='Create' to display 'Maintenance Customer Orders. Open Line' (COS101/E).
  5. On (COS010/E), specify a name and a description for the maintenance customer order type.
  6. On (COS010/E), specify the default panel sequence header used in (COS100) at creation of the maintenance customer order, and the default panel sequence lines used in (COS101) at creation of MCO lines.

  7. Specify whether auto order numbering is applied and which order number series is used.

  8. Specify whether the customer order message is displayed during order entry on (COS100/A) and 'Maint CO. Quick Entry' (COS130) by activating 'CO message'.

Parameters for invoicing

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

  2. Specify whether to use advance invoicing and specify the advance invoice number series.

  3. Specify whether partial invoicing is 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 are created when running 'Maint Invoice. Print' (COS180). Instead, the accounting strings generate records in 'Project Budget from MCO. Display' (COS475) that you can use for updating the project budget in 'Project. Open' (POS100) or financial budget in 'Budget. Open' (BUS100).

Search sequence location address

The 'S seq loc addr' field on (COS010/E) defines the search sequence for the location address when creating maintenance customer orders.

Functionality for the field is activated when a valid search sequence is specified.

You can add the available alternatives in any order:

  1. 'Equipment/Serialized Item. Open' (MMS240)
  2. 'Equipment Address. Open' (MOS272)
  3. 'Customer. Connect Addresses' (OIS002), using the default delivery address number in 'Customer. Open' (CRS610)
  4. 'Customer. Open' (CRS610)
  5. 'Internal Address. Open' (CRS235), using the address connected to the warehouse of the WO header

The search sequence is only used for field services. The field service is determined by the work order category on the work order type (category 70 or 71). The work order type is retrieved from 'Service. Open' (MOS300) but can be overridden by the order type WO in 'Maint CO Type. Open' (COS010).

A manually specified address during MCO creation always overrules the search sequence in (COS010).

Block move of transactions

Select the 'Block mv trans' check box to prevent transactions in 'Maint CO. Check Preliminary Invoice Spec' (COS170) from being moved to another maintenance customer order line or maintenance customer order. This restriction applies once any of the associated work orders have reached status 90 or higher (closed).

Attribute managed

The 'Attr managed' field on (COS010/E) indicates how an attribute managed product is controlled in terms of displaying 'Attribute Value. Connect to' (ATS101) at the point of order line entry.

These are the available alternatives:

  • 0-'As set on the item master in 'Item. Open' (MMS001)'
  • 1-'Yes, the attribute panel is always displayed automatically'
  • 3-'Yes, the attribute panel is only displayed when an attribute value is incorrect'
  • 4-'No'

When alternative 4 is used, no attributes are written to the MOATTR table for the order line and related option 39='Attribute value' is invalid.

Business chain check

The 'Bus chain chk' field indicates if a business chain is checked during a maintenance customer order entry.

When entering an MCO or split payer record with this setting activated on the order type, there is a check for valid business chains. If one valid business chain is found, it is saved on the MCO header or split payer record and displayed on (COS100/F) or 'Maint CO. Connect Payers' (COS117/E).

If several valid business chains are found, a message is displayed during entry, to select one business chain in 'Business Chain. Connect Customer' (OIS039).

If the MCO or split payer record is created in the background and more than one valid business chain exists, application message 759 is sent to the order responsible. You can then add the business chain manually by pressing F16 on (COS100/F) or (COS117/E). If only one business chain is valid, the business chain is saved when the record is created.

If a type 2 material line is created for the invoice specification, the business chain is used if a controlling object &CHAIN is set up to retrieve sales price, mark up, or discounts.

Accounting parameters

On (COS010/G), select the settings for the cost accounting flow.

You can manage costs in one of these ways:

  • Transferred from WIP to cost of goods sold directly at maintenance customer order invoicing
  • Transferred to a separate account at work order closure and to cost of goods sold at maintenance customer order invoicing
  • Become cost of goods sold directly (only valid if work order is not used)

Contribution ratio

Specify the 'Contr ratio' field, which is optional, for a maintenance customer order line. This field indicates the contribution margin 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 you can specify maintenance objects or products, other than those on the order header. If this is not activated, you can only add MCO lines against the same maintenance object as specified on the maintenance customer order header.

Payment term included

For periodic invoicing, select whether to include the number of days from 'Agreement Site. Open' (COS403). If blank, the value from 'Maint Agrmnt. Open' (COS410) is used. If no value is set on the agreement in (COS410), the payment term on the same agreement is used. If the agreement payment term is blank, the agreement payer’s payment terms in (CRS610) are used.

Statistics parameters

  1. Specify whether you can specify lost sales orders. If lost sales is enabled, you can specify a lost sales reason code when you delete a maintenance customer order line.

  2. Specify whether sales statistics are updated automatically.

  3. Select a trade statistics business type.

  4. Select a trade statistics labor code. This setting is prioritized over the labor code set in (CRS610/G).

Component availability check at order entry

On (COS010/F), set the 'Avail check' field 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 'Item. Connect Warehouse' (MMS002).

Distribution Order Processing integration

On (COS010/F), select whether to activate the 'DOP integration' field, which determines whether delivery is allowed on an order line. When 'DOP integration' is activated, you can use 'Maint CO. Report Component Receipt' (COS300) and 'Maint CO. Report Component Delivery' (COS320).

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

Exclude quotation orders from MRP

On (COS010/F), select whether to exclude quotation orders from MRP calculation. If you select the check box, material requirements are ignored for material lines on work orders and work requests. Quotation orders are orders connected to a maintenance customer order with service price method 9.

When the quotation is accepted, the MRP calculation is started for these orders.

Connected order types

These settings are optional:

  1. On (COS010/F), specify a work order type. 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.
  3. Specify a sales order type.
  4. Specify a return order type.
  5. Specify a project order type .

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 on (COS101/T), work request on 'Work Request. Open' (MOS170/T), and work order on 'Work Order. Open' (MOS100/T). Sharing order text means that text updated on, for example, the MCO line updates text on the work request and work order.

Automatically create claim

On (COS010/F), select whether a claim is automatically created for warranty work orders. A claim is automatically created when the maintenance customer order is approved for invoicing if the 'Warranty claim' field on (COS101/E) is set to 1, 2, or 0.

Automatic approval of MCO line

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

    Enabling automatic 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 automatically approved.

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

Automatically reset MCO line warranty claim indicator

  1. On (COS010/F), select whether the warranty indicator flag (ACWA) on (COS101/E) is automatically set to 0 if warranty transactions exist on the MCO line. A customer order line with warranty transactions has the warranty indicator (ACWA) set to 9 on (COS101/E), and this value must be manually set to 0 before the 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 in which the warranty flag is automatically reset.

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

Automatically calculate work order prices

Select the 'Auto clc WO prc' check box to calculate projected work order prices automatically during work order creation. If the function is selected, you can view work order prices in 'Work Order. Open Line' (MOS101) with view 19.

Unit price for MCO

Select the 'Unit price MCO' check box to use the unit price instead of the line amount in (COS170). You can change the unit price, for example, for spare parts, rather than changing the total line amount.

WO line text to Invoice spec line

On (COS010/F), select the check box to transfer work request or work order line text to the invoice specification line when creating a quotation. The text is printed on the quotation document if the 'Prt trns ln txt' field is checked on 'Maint Invoice. Open Specification Layout' (COS450/E).

Settings for price date

On (COS010/F), select how an automatic price is assigned for a miscellaneous cost defined as an item.

These are the valid options:

  • 0-'Current date is the UTC date'
  • 1-'Transaction date is the date when the miscellaneous transaction is performed'
  • 2-'Order date is retrieved from the MCO order line'

Settings for printing fixed text

On (COS010/G), select whether fixed texts are printed on external documents for customer, documents, and items.

Field selection for maintenance customer orders

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

Credit check parameters

  1. On (COS010/G), select whether the credit check is performed in the preselection panel during service order entry.

  2. Select whether a credit limit check is performed when you create or change MCO lines.

  3. Select whether any credit-related MCO stop is ignored during a picking list printout. With this option, you can complete work that is already in progress, even if the order has a credit stop.

  4. Select whether a credit limit check is performed when a work request is released.

  5. Optionally, specify a percentage of credit check amount. The field indicates the percentage of the credit limit amount that triggers a credit warning message.

  6. Select whether the maintenance customer order line value is included in the order value without risk when 'Credit limit 3' on (CRS610/J) is controlled.

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

    These are the valid options:

    • 0-'No credit check'
    • 1-'Check continuously and issue warning to credit department'
    • 2-'As 1, but with on-screen warnings when the credit limit is passed and a user changes the work order'
    • 3-'As 2, but with stop messages that prevents the user from adding costs to the work order'

    Credit checks are not performed for work orders in status 10.

Customer’s order number

Specify how the customer's order number is specified on MCOs.

  • *M = Specify the customer's order number, regardless of what is specified on the customer record on (CRS610/F).
  • *CUS = Whether the customer’s order number is specified is determined by what is specified on the customer record on (CRS610/F).
  • Xxx = Specify any order number. The number specified becomes the default for 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 option considers the setting on the customer record on (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: You can specify the format used for order numbers by setting a formatting rule for the customer's order number. Formatting rules are defined in 'Field Formatting Rules. Open' (CMS086), which you can access using related option 30='Formatting rule' from the customer record. In this case, you must set the formatting rule for &CUOR.

Delivery terms and method

Specify the delivery terms and delivery method proposed for orders that use the MCO type.

These are the valid options for delivery terms:

  • *CUS = Proposed delivery terms are retrieved from the customer record.
  • *ADR = Proposed delivery terms are retrieved from the address specified on the order header, or retrieved automatically if a location address is mandatory. If none of the above is available, the terms are retrieved according to *CUS.
  • Xxx = Specify any terms. Maximum 3 positions.
  • Blank = *CUS is used.

If *CUS or Blank is specified, the terms are retrieved from the MCO agreement. If not, the terms specified on the customer are used.

If *ADR is specified, the terms are retrieved from the location address primarily, then from the delivery address.

These are the valid options for delivery method:

  • *CUS = Proposed delivery method is retrieved from the customer record.
  • *ADR = Proposed delivery method is retrieved from the address specified on the order header, or retrieved automatically if a location address is mandatory. If none of the above is available, the method is retrieved according to *CUS.
  • Xxx = Specify any delivery method. Maximum 3 positions.
  • Blank = *CUS is used.

If *CUS or Blank is specified, the delivery method is retrieved from the MCO agreement. If not, the method specified on the customer is used.

If *ADR is specified, the method is retrieved from the location address primarily, then from the delivery address.

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