5

Completion

In this stage you will enter the times that were required for processing the order
and then store the technical information, such as the causes of damage, or
activities. After you enter this information, settle the order, which must still be
technically and commercially completed.
5.1 Confirmations

You perform time confirmations at the operation level in SAP EAM.

Simplifying Confirmation
If you find it too laborious or time-consuming to confirm each operation
individually, create a final completion confirmation operation in the order. You
assign a control key only to this operation via the function CONFIRMATION
PROVIDED; you assign a control key to all others that contain either the function
CONFIRMATION NOT POSSIBLE or the function CONFIRMATION POSSIBLE, BUT NOT
NECESSARY.

To ensure that you can enter time confirmations, you must fulfill two prerequisites:
Release the orders to be confirmed.
In Customizing, use the function DEFINE CONTROL PARAMETERS FOR
CONFIRMATIONS to define how to perform the time confirmations for each plant
and order type. There, for example, you define whether default values
should appear or whether deviations should be allowed.

Take Care with “Clear Open Reservs”

Do not set the two indicators FINAL CONFIRMATION and CLEAR OPEN RESERVS. at
the same time because, when you perform a final confirmation, the CLEAR
OPEN RESERVS. option deletes the reservations that are not yet issued. The
FINAL CONFIRMATION option automatically performs a final confirmation on the
operation for a time confirmation that is greater than the planned time. If you
do not now enter the material withdrawal promptly, but you do enter the
confirmation without delay, the open reservations are deleted, even though
they are issued.

Different transactions are available for entering the actual times.

You use the individual time confirmation (Transaction IW41; Figure 55) to enter
exactly one completion confirmation for an operation. If you want to enter other
completion confirmations for the same operation or a different operation of the
same order, you start this transaction several times in succession.
From the individual time confirmation, you can skip to entering other data (for
example, goods issue, or measurement documents).
You can use the collective time confirmation (see Figure 56) to confirm times for
several operations and orders. The collective time confirmation is available with a
preceding selection option (Transaction IW48) or without a preceding selection
option (Transaction IW44).

Figure 55 Single Entry

Figure 56 Collective Time Confirmation

Cross Application Time Sheet (CATS) is an application you can use to enter
several person-related actual times. This application is available not only in Plant
Maintenance, but also in other application areas, such as Human Resources or
Production.
As a prerequisite for using this function, you must define data entry profiles, which
you set via the Customizing function SET UP DATA ENTRY PROFILES. In the data entry
profiles, you define whether the actual times recorded need to be released and
permitted separately, for how many periods the times can be recorded
simultaneously, or whether, as in our case (see Figure 57), totals rows should be
displayed for each operation and day.
The CATS process consists of the following steps:
1. Time data recording in the data entry sheet (Transaction CAT2)
2. Release of time data (optional, Transaction CAT2, depends on the data
entry profile)
3. Approval of time data (optional, Transaction CATS_APPR_LITE, depends
on the data entry profile)
4. Transfer of CATS data to the target application and, therefore, in our case,
to plant maintenance (Transaction CAT9)

Figure 57 Cross-Application Time Sheet (CATS)

You use overall completion confirmation (Transaction IW42) to enter not only
times for several operations of an order, but also goods issue, counter readings,
causes of damage, measurement readings, and notification items (see Figure 58).

Figure 58 Overall Completion Confirmation

As a prerequisite for performing the overall completion confirmation, you must

define data entry profiles using the Customizing Function SET SCREEN TEMPLATES
FOR THE COMPLETION CONFIRMATION and assign a data entry profile (Transaction
IW42, function EXTRAS • SETTINGS).
 Advantage of Overall Completion Confirmation
A particular advantage, compared to the other confirmation procedures, that
has emerged in practice for the overall completion confirmation (Transaction
IW42) is that, in addition to entering the actual data, you can also technically
complete the order at the same time.
The recording of notification items and causes of damage was already the
transition from the pure time confirmation to the technical completion confirmation.
5.2 Completions

You perform technical completion confirmations at the notification level and enter
information such as the damage code, cause of damage, downtimes, actions,
tasks, or system availability.
Figure 59 displays an overview of the options you can use to record a technical
completion confirmation.

Figure 59 Technical Completion Confirmation

Specifically, this means the following:

If the order already contains a notification—for example, because it

emerged from this notification—you can go directly from the order
(Transaction IW32, button) to the notification and
enter the information there.
When you use the overall completion confirmation (Transaction IW42), you
can use or define a corresponding data entry profile there to enter
notification data there.
You can also enter the information directly in the notification (Transaction
IW22).
If the order does not yet have a notification, you can create a new
notification from the order, either at the header level using the
button or for each entry in the object list using the
button.

When you have processed the order, you technically complete it. This results in
the following consequences:
The status of the order is set to TECO (technically completed).
 Purchase requisitions that were not yet converted into purchase orders get
the deletion indicator.
You can still process purchase orders and enter goods receipts or invoice
receipts.
You can still enter time confirmations.
Reservations that have not been issued are deleted.
Open capacity loads are reduced, or capacities are released.

Completing Order and Notification Together

You can also complete the notifications when you technically complete the
order. If you do not do this, you will have to complete the notifications
separately.

There are several options you can use to technically complete orders:

When you use the overall completion confirmation (Transaction IW42), you
can technically complete the order and time confirmation at the same time
from there using the button.
Otherwise, you can technically complete an individual order (Transaction
IW32) using the button.
You can also technically complete several orders simultaneously from the
list processing (Transaction IW38) by selecting the orders and then
choosing ORDER • COMPLETION • COMPLETE TECHNICALLY or by using the
button.

Simplifying Technical Completion

If you find the dialog box for the technical completion a nuisance because
you want to complete the order anyway without having to enter more data,
you can suppress this as follows: within the order, choose EXTRAS • SETTINGS
• DEFAULT VALUES to call the CONTROL tab, and then activate the NO DIALOG
COMPL. option.
If you complete an order by mistake, you can also cancel the technical
completion: within the order, call Transaction IW32—the function ORDER •
FUNCTIONS • COMPLETE • CANCEL TECHNICAL COMPLETION, in this case.
The order is, thus, set to the exact status it had before the technical completion:

Deletion indicators in the purchase requisition are canceled.

Capacity loads are increased again.
 Reservations become active again.
The order has RELEASED status.

If you also complete notification(s) when you technically complete the order, these
remain unaffected by the cancellation of the order completion. Although the
notifications remain completed, you can set them separately to the IN PROCESS
status again.
If the order is technically completed and all associated cost postings are entered
in the order, you can also perform a business completion of the order.
As with the technical completion, business completion takes place when you set a
status to CLSD (“closed”). When you perform the business completion, no further
costs can be posted to the order.
The following prerequisites must be met so that a business completion of an order
can occur:

The order must be technically completed (TECO status).

The order is settled and has the actual cost balance 0.
The order no longer has an open purchase order.
No further costs are otherwise expected to be posted to the order.

To perform the business completion, you have the following options:

Complete an individual order within order processing (Transaction IW32)

using the button.
Perform completions of several orders simultaneously from the list
processing (Transaction IW38) by selecting the orders and choosing ORDER
• COMPLETE • COMPLETE BUSINESS FUNCTION.
If you inadvertently perform a business completion for an order or need to enter a
subsequent debit (for example, an invoice), you can also cancel the business
completion. Within the order, call Transaction IW32—the function ORDER •
FUNCTIONS • COMPLETE • CANCEL BUSINESS COMPLETION, in this case. You can, thus,
post to the order again and enter the subsequent debit.
The document flow is an important tool that users like to use. The document flow
shows you all documents that were created during notification and order
processing (see Figure 60):
Notifications
 Purchase requisitions
Purchase orders
Material withdrawals
Confirmations
Goods receipts
Invoice receipts

You can call the document flow at any time via the button. You can also use
the field selection to define which fields you would like to display for which
documents.

To display a document in detail, select the document number and choose

the button.
To be able to use this enhanced document flow, Enhancement Package 6
and the activation of the business function are required.
If you do not fulfill these prerequisites, the simplified document flow is
available, without invoice receipts or field selection.

Figure 60 Document Flow

Another function that users really like to use is the action log. You can use the
action log to display all changes (see Figure 61) that you have made to the
following objects:

Order header
Statuses
Operations
Materials
Production resources/tools
You define the objects for which you want to generate change documents using
the Customizing function DEFINE CHANGE DOCUMENTS, COLLECTIVE PURCHASE
REQUISITIONS MRP RELEVANCE. You call the action log via the menu within the order
(EXTRAS • DOCUMENTS FOR ORDER • ACTION LOG).

Figure 61 Action Log