SAP PM Spare Parts Kitting and Reservation Worksheet
Most delays on maintenance jobs come from a part that nobody confirmed. This worksheet lets the planner and storeroom see, before the job, which components are covered and which need a purchase.
| Order | Material | Description | Required qty | Unrestricted stock | Unit cost | Kit status | Needed by | Shortfall | Cost to buy | Coverage | |
|---|---|---|---|---|---|---|---|---|---|---|---|
0 | $0 | 100% | |||||||||
1 | $62 | 0% | |||||||||
1 | $47 | 75% | |||||||||
1 | $215 | 0% | |||||||||
0 | $0 | 100% |
Copy lines from the order component list or from a reservation report, and update stock before each kit review. Stock should be unrestricted-use stock for the issuing storage location, minus other reservations if you want true availability.
Daily shortage list
Optional: we outline a read-only report that lists upcoming order components that stock cannot cover.
Optional. The tool and every export work without this. No spam.
How to use the worksheet
List every component line from the released orders you plan to execute in the next one or two weeks. Enter the required quantity from the order and the current unrestricted stock for the storage location. The sheet works out the shortfall, the cost to buy and the coverage per line. Sort by needed-by date and chase the shortfalls first. Update the kit status as parts are picked and staged, and export to Excel to share with purchasing.
- Check stock after other reservations, not just the physical count
- Include the supplier lead time in your conversation with buyers
- Stage the kit in a labelled bin per order
How SAP reservations behave
When a component is added to a maintenance order, SAP creates a reservation, and the order release triggers an availability check depending on configuration. Goods are issued to the order, normally by movement type 261, and the cost lands on the order. A non-stock item creates a purchase requisition rather than a reservation. The reservation and the stock figure change daily, so this sheet is a working snapshot, not a record.
Common mistakes
Planners often check availability once at order creation and never again. Others read total stock when most of it is reserved for other jobs, or ignore stock held in a different storage location. A third issue is parts issued directly without an order reference, which breaks cost history. Re-run this check after each release, and agree who owns the shortage list daily during busy periods.
Frequently Asked Questions
What movement type issues parts to a maintenance order?
Movement type 261 is the standard goods issue to an order, and 262 reverses it. Plants may use their own movement types for specific cases, so check your configuration.
How is a non-stock item handled?
A non-stock component on an order triggers a purchase requisition, not a stock reservation. The buyer sources it and goods are received directly against the order, so there is nothing in stock to count.
Where do I get the stock figures?
Use a stock overview such as MMBE, or an availability report by storage location. Subtract other reservations if you need what is truly free.
What does coverage mean?
It is the share of the required quantity that stock can cover, capped at 100 percent. A line at 50 percent has half the parts needed, and the job should not start without a plan for the rest.
Netray can build a read-only agent that reads reservations and stock from SAP and prepares this shortage list every morning for the planner to review.
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