Selling Spare Parts Included in or Priced by a Maintenance Agreement

Outcome

The spare part is delivered, an invoice is created and sales statistics are updated.

If the spare part is priced by a maintenance agreement, the sales statistics are updated for each piece of equipment and maintenance agreement.

A maintenance agreement entitlement check at sales order entry enables spare parts to be processed through customer order entry and to be priced according to a maintenance agreement.

With the updated sales statistics for spare parts, you can follow up on the spare part sales in connection with equipment or maintenance agreement.

You can monitor and follow up transactions on the equipment level in the M3 Equipment Profitability application.

The following tables are updated:

• OOHEAD and OOLINE - Sales order header and order line.
• CAABAL table - Updated with financial transactions when the general ledger is updated. The CAABAL table is read by the M3 Equipment Profitability application.
• OSASTD - Updated with the customer order statistics at order registration.
• OSBSTD - Updated with the customer order statistics at invoicing.

Before you start

• The spare part sale fields 'Product', 'Serial Number' and 'Maintenance agreement' must have been made available for entry according to settings in 'CO Type. Update Field Selection' (OIS014).

• Spare part sales pop-up window: The pop-up window is either displayed automatically by setting the 'Entitlement check' on the customer order type to 3 (Active, pop-up) or by using function key F23 in 'Customer Order. Open Lines' (OIS101).
• Customer order line: How the 'Product', 'Serial number' and 'Maintenance agreement' fields are displayed on the B panel (the 'Input alt pnl B' field must be set to 8 in the settings in OIS101) according to the settings on the field selection in 'CO Type. Update Field Selection' (OIS014/K).

• On the detail panel in (OIS101/G) the fields 'Product', 'Serial Number' and 'Maintenance agreement' are displayed according to the settings on the field selection in 'CO Type. Update Field Selection' (OIS014/K).
• Maintenance agreement entitlement settings on the customer order type must be defined in 'CO Type. Open' (OIS010):

• 'Entitlement check' must be set to 2 (Active) or 3 (Active, pop-up) on the F panel. When you activate the entitlement check, a check verifies that both the 'Product' and the 'Serial Number' fields on the customer order line are filled in when you sell a spare part.
• The price origin sequence must include price origin M (maintenance agreement) on the I panel.

• A maintenance agreement must be created in 'Maint Agrmnt. Open' (COS410).
• Pricing of the spare part items in 'Maint Agrmnt.Open' (COS410/G).
• Definition of equipment that the maintenance agreement is valid for in 'Maint Agrmt. Connect Model Individual' (COS413/B). The program is accessed using related option 25 in (COS410).
• Definition of included/excluded items in 'Agreement Contents' (COS421/B), to be given sales price zero. Can be specified by item number, item types, item group, and product groups. The program is accessed using related option 13 from COS410.

Description

1. Enter the Item to Be Sold as Spare Part

   When you create a customer order in 'Customer Order. Open' (OIS100), enter the item to be sold as a spare part in the 'Item' field on the order line.

   To perform a maintenance agreement entitlement check via equipment, continue with the next step. To perform an entitlement check against a specific maintenance agreement, go to Enter the Maintenance Agreement for Which the Item Is Priced.

2. Enter the Equipment for Which the Item Is a Spare Part

   You can enter the equipment for which the item is a spare part in two ways:

   • In the 'Product' and 'Serial number' fields on the customer order line in 'Customer Order. Open Line' (OIS101)
   • In the spare part sale pop-up window by using F23=Spare part sale in (OIS101).

   In the spare parts sale window, the 'Req/Site number' can be used to retrieve the product and serial number. The equipment is used for the maintenance agreement entitlement check to see whether the equipment is connected to a maintenance agreement. The validation is made against the settings in 'Maint Agrmt. Connect Model Individual' (COS413/B). Go to Check Maintenance Agreement Entitlement Automatically.

3. Enter the Maintenance Agreement for Which the Item Is Priced

   Enter the maintenance agreement for which the item is priced/included in the 'Maintenance agreement' field. The maintenance agreement entitlement check is made for the stated maintenance agreement.

4. Check Maintenance Agreement Entitlement Automatically

   The maintenance agreement entitlement check is processed when the customer order line is confirmed. The maintenance agreement entitlement check means that a sales price search is performed, including a check for a maintenance agreement. The sales price is retrieved according to the price origin settings on the customer order type in 'CO Type. Open' (OIS010).

   The outcome of the maintenance agreement entitlement check can be one of the following scenarios:

   • Entitled by Maintenance Agreement

     The spare part is covered by a maintenance agreement period, therefore defined as included in 'Agreement Contents' (COS421/B), which you access using related option 25=Content per agreement from 'Maint Agrmnt. Open' (COS410). The sales price is set to 0 (zero) and the price origin is set to M (Maintenance agreement). The maintenance agreement ID is saved on the customer order line. The equipment (if entered on the CO line in Enter the Equipment for Which the Item Is a Spare Part) for which an entitlement check is made and the maintenance agreements ID are displayed on the G panel in (OIS101). To proceed go to Invoice the Customer Order.

   • Priced via Maintenance Agreement

     The spare part is priced via a maintenance agreement. For all spare part sales where a maintenance agreement check is made and the item is not included (therefore not entitled for sales price zero), a price check is always made against the material price method in (COS410/G). If the item is priced via the maintenance agreement, the sales price is set according to the maintenance agreement. The price origin is set to M (maintenance agreement), and the material price method is set according to the maintenance agreement.

5. Deliver

   The customer order is delivery reported in 'Picking List. Report' (MWS420) and the spare parts are thereby dispatched from the warehouse.

6. Invoice the Customer Order

   The customer order is invoiced in 'CO Invoice. Print' (OIS180). The maintenance agreement information is printed on the invoice as well as on the quotation and the order confirmation documents. The maintenance agreement information includes the maintenance agreement ID and description.

7. Update Sales Statistics per Equipment and Maintenance Agreement

   The sales statistics are updated. The equipment and maintenance agreement connected to the spare part sales are updated in the statistics and can also be used as a key object. This allows you to obtain statistics for each piece of equipment or maintenance agreement.