SAPFree worksheetPDF, Excel, Word exportSAP ECC / S/4HANAManufacturing

SAP PM Maintenance BOM and Spare Parts Cost Worksheet

A maintenance BOM links an asset to the parts that keep it running, so the planner picks components instead of typing part numbers on every order. This worksheet helps you build one and see what it costs to hold the spares.

Download:

Item	Material number	Description	Item category	Criticality	Qty installed	UoM	Unit cost	Min stock	Lead time (days)	Installed value	Min stock value
										$77	$77
										$62	$62
										$95	$189
										$45	$45
										$9	$0

Total installed value

$287

Total minimum stock value

$373

Average lead time (days)

Item category L means a stock item with a material master, N is a non-stock item entered as free text. Maintenance BOMs usually use BOM usage 4, plant maintenance. Verify item categories and BOM usage in your own configuration before loading.

Spares criticality review

Optional: we compare your BOM and minimum stock against order history and flag likely over and under stocking.

Optional. The tool and every export work without this. No spam.

How to use the worksheet

Start with the machine's OEM parts list and strip it down to what you actually replace. Give each part an item number, the material number if it exists, and decide whether it is a stock item or a non-stock item bought on demand. Record criticality, installed quantity, unit cost, a minimum stock and the supplier lead time. The sheet totals installed value and the money tied up in minimum stock, which is the figure finance will ask about.

Include only parts that are replaced, not every screw on the drawing
Mark a part A when its failure stops the line and the lead time is long
Keep descriptions identical to the material master

How it maps to SAP

In SAP the BOM is created with CS01 and assigned to a piece of equipment or a functional location. Components are then picked from the BOM into the component list of a maintenance order, and the reservation drives the goods issue, normally movement type 261 to the order. Spare parts normally use material type ERSA. The A, B and C ranking is not a SAP field but is often stored as ABC indicator or a classification characteristic so reports can filter by it.

Common mistakes

Copying the whole OEM list creates a BOM nobody trusts. Others set minimum stock for everything, tying up cash in parts that never fail. A third error is creating non-stock items for parts that are used repeatedly, which means no history and no purchasing agreement. Review the A-class parts first with a short criticality discussion, and compare the minimum stock value with your actual consumption history before approving.

Frequently Asked Questions

What BOM usage do maintenance BOMs use?

Most plants use BOM usage 4, plant maintenance, for equipment and functional location BOMs, though some use production BOM usage 1. It is a configuration choice, so confirm with your SAP team.

Stock item or non-stock item?

Use a stock item when the part has a material master and you want inventory control and history. Use a non-stock item for one-off parts bought only when the job needs them. Repeated use is the signal to create a material.

How do I decide minimum stock?

Base it on usage over the lead time plus a safety margin, and on the cost of downtime if it is missing. Critical, long-lead parts may justify holding one spare even if they rarely fail.

Can I upload this sheet to SAP?

Use it as source data for your own BOM upload, such as a LSMW or migration cockpit template. Column names here are generic, so map them to your upload format and test in a sandbox first.

If you want to check which BOM components were really consumed, Netray can read order history and component usage from SAP read-only and suggest which parts to add or remove.

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