Reserved Material



Overview

Reserved Material allows you to apply additional controls to inventory used in activities and service calls. This is done to ensure material is available as needed and that service calls and activities can be scheduled and completed without additional delays.

The key components of the Reserved Material Process are:

Role Description
Enterprise Resource Planner (ERP) If appliable, the ERP is the system in which reserved materials are created and managed. This information is communicated along with the service call and acrivity information to the Planning & Dispatching module where it can be scheduled and released to a technician.
Planning & Dispatching When service calls and/or activities are communicated from an ERP system (example: SAP Business One), they can be viewed, planned and assigned to a technician. In addition, service calls and/or activities can also be created directly and assigned reserved materials.
Equipment Equipment is generally the focus of a service call or activity, and generally involves its repair, service, replacement, etc.
Material Material are the items or articles used in the activity or service call to repair, service, or replace equipment. In the Reserved Material process, these items are specified by quantity and warehouse and can be managed with or without batch and/or serial number.
Person The person is generally the employee/technician responsible for responding to the service call and completing the assigned activity. They will enter the relevant Reserved Material information, such as the quantity and warehouse location, whether the material is managed by batch or serial number, etc.

Reserved Material Lifecycle

Import Custom Rules
You must first import the reserved materials custom rules in order to be able to create reserved materials in SAP B1.
Enable DI_API
Next you will need to enable the DI_API for the UDT to ensure the table is visible.
Designate Reserve Material
Using the newly-imported custom rules, you will now be able to designate items in SAP B1 as reserved material.
Enable Permissions and Settings
After importing the custom rules in SAP B1 and creating Reserved Material, you can then update the permissions in the Admin application for the feature to operate. There, you will assign UPDATE and READ permissions to the Reserved Material business object.
Service Call Creation
After upading the permission settings, service calls with reserved material can originate in SAP B1 and be released as activities in Planning & Dispatching.
Service Call Checkout
When completing the checkout with the customer, the technician can then input how many of the Reserved Material item were used (example: 5/10).
Sync Data from Mobile
When this is synchronized with the cloud and the ERP in the backend, the reserverd material consumption information is also communicated. Any remaining material could then be used for another activity.

Setup in SAP B1

Import Reserve Material Custom Rules

Key to the Reserved Material process is the designation and management of these materials in SAP B1. This is accomplished by importing custom rules to enable:

  • The creation of a Reserved Materials tab in the SAP B1 interface.
  • The ability to right-click materials to add designate materials as reserve materials.

In order to import the custom rules, complete the following:

  1. From SAP B1, navigate to Customize > Import Rules.
  2. From Import Rules, select Upload File > UDT Handler > Import.
  3. Select the following “Reserved Material” custom rules file.
  4. When complete, you will then need to restart the computer.

When you restart the computer and restart SAP B1, a Reserved Material tab will now be present, and you will be able to right-click to add reserved materials.


Enable DI_API for new UDT

Next, you will need to enable the DI_API for the new UDT. This is accomplished as follows:

  1. As administrator edit the following file on SAP Server (Program Files or Program Files(x86):C:\Program Files (x86)\SAP\SAP BusinessOne\AddOns\COR\coresuite\COR_Customize_UDTHandler\XML\UDTExcludeList.txt
  2. Remove the line entry COR_CLOUD_* from this file. This ensures you will see the table in the UDT Handler.
  3. Search for the newly added UDT (COR_CLOUD_CSMRESMAT) in SAP under “Addons>Coresuite Customize> UDT Handler” and enable the checkbox ’Use DI API’ for it
  4. Restart SAP Client

Designate Reserved Material in SAP B1

After importing the custom rules, you will then be able to create reserved material in SAP B1 by completing the following:

  1. Right-click on the material record and select the Add Reserved Material option.
  2. Select the Quantity to be reserved.
  3. Select the Warehouse ID

Now, when service calls are created that include reserved materials, they can be viewed and managed from the Reserved Material tab.

Note: Reserved Material information can also be viewed from Planning & Dispatching in the Service Call Details section.

Setup in Field Service Management

Reserved Material Permissions

The following permissions must be enabled with rights to UPDATE and READ reserved material:

Permission Name Impacted Description
Reserved Material Activities of type “Assignment” Allow checkout with left-over reserved material. If you check this box, the user can do a checkout with left-over Reserved Material.
Stock Transfer Activities of type Assignment > Reserved Material In order to be able to use this, you must also have the permissions for Reserved Material.

Enable Reserved Material Permissions

  1. From the main page of the Coresystems store click on the “Cloud Users” link.
  2. Search for the cloud user for whom you would like to assign permissions to READ and UPDATE Reserved Material.
  3. Click on the user record.
  4. Click on the dropdown list corresponding to your company in the “Linked Permission Groups” section.
  5. Chose the permission group to which you want to assign the permissions on Reserved Material.



  1. Click on “Update”.

Reserved Material Settings

ReservedMaterialPreShippingEnabled

Attention: The ReservedMaterialPreShippingEnabled is only available for Android, and can only be used when operating Field Service Management with the SAP-ECC Connector.

The ReservedMaterialPreShippingEnabled setting is used for “advance shipment” scenarios, such as when an assignment requires spare parts that are sold to the customer prior to an assignment. Pre-shipment reserved materials are “out of the stock” when sold and sent to a customer.

The following setting impacts how the application handles reserved quantity that is available vs. reserved quantity that has been ordered:

Setting Value Description  
CoreSystems. ReservedMaterial PreShippingEnabled      
  TRUE To calculate the remaining quantity for reserved material against the “new” shipped quantity instead of the existing “reserved” quantity. If the shipped quantity is less than the reserved quantity an alert icon is shown on the mobile apps on the home screen and the assignment detail screen. Option to alert the technican if the reserved materials that was planned to be pre-shipped as advanced shipment for a service call has not yet been sent to site.
  FALSE Setting is not defined to calculate the remaining quantity for reserved material against the existing “reserved” quantity. This helps to warn the technician to reschedule the site visit instead of unnecessary traveling and time inefficiencies.  

Coresystems.Mobile.ReservedMaterialMultiSelection

The Coresystems.Mobile.ReservedMaterialMultiSelection setting is used to enable the management of reserved materials by batch and serial number.

Setting Value Description
Coresystems.Mobile.ReservedMaterialMultiSelection    
  TRUE The latter is required if a company is having items that are managed by batches or serial numbers, as currently the new design is not compatible with those use-cases.
  FALSE Default. The manage by serial number and/or batch functionality will NOT be displayed in the appliation.




User Flow

Planning & Dispatching

Service calls with reserved material will originate in SAP B1 and be released in Planning & Dispatching.

Viewing Reserved Material Details

The reserved material details can be viewed by completing the following:

  1. From the Service Call list, right-click the service call with reserved material you would like to view and select the Show Details option.
  2. In the Reserved Material section, you will be able to view all reserved material information related to the service call and activity.




Releasing Assignment with Reserved Material

To release an activity with reserved material, complete the following:





After a service call with reserved material has been created in SAP B1, it will then be communicated to Coresytems using the SAP B1 Cloud Connector. From there, the assignment can be released by completing the following:

  1. From the Planning & Dispatching screen, select the service call with the reserved material you would like to release.
  2. Drag and drop the service call from the Service Call List to the Planning Board.
  3. After finding the optimal response time and personnel, select the Release Assignment option from the top row (assignments can also be released by right-clicking the assignment record).
  4. The technician will then receive an alert with the assignment details.

Mobile Application

Reserved Material can then be viewed and managed from the mobile application by completing the following:

  1. Synchronize data to the mobile application.
  2. You will now be able to see Reserved Material in in the assignment.

  3. When picking up location, warehouse location will update from physical address to technician automobile.

  4. Later, when you complete the checklist and checkout, you will be prompted to enter the quantity of reserved material used (enabled by the Reserved Material permission).
  5. Now, when you Synchronize data from the mobile application, the remaining reserved quantity could then be reserved for another activity.

Configure Warehouse to Belong to Technician

Sometimes it makes sense to restrict the item overview to the items a technician/user has in his/her own warehouse (example: the technician vehicle). To enable this feature, an additional UDF needs to be created inside SAP Business One.

First, a new UDF has to be created for the warehouse. This UDF is called COR_CLOUD_OWNER.



After you’ve created the UDF, you can find the internal number of users which you want to assign the warehouse from the OUSR table:



In our example, we’ve picked the user ‘alex’ with the number 18. This is the number we need to put into the UDF we’ve created as seen in the screenshot below:



To finalize the change, the permission of the engineer/user have to be changed accordingly:



After these steps have been performed and the user has synchronized their mobile device, the item view will be restricted accordingly.


Mobile Usage

Manage by Batch/Serial Number

When the Coresystems.Mobile.ReservedMaterialMultiSelection has been enabled, mobile users can manage reserved materials by batch or serial number.

Note: Batch and serial numbered-managed items are marked either in an ERP system (SAP Business One) or in the Items tab of the Master Data Management application.



Users can then add batch or serial number-managed reserved materials to service calls or activities, take to own stock, and then use as necessary:



Reserved material actions such as taking to own stock and using can also consist of both batch-managed and serial number-managed items:




Reserved Material Actions

When managing reserved materials from the mobilapplication, the following options are displayed when the ⋮ menu is clicked:



Action Description
Use By selecting the use option, the selected materials will be added to the activity.
Take to Stock By selecting the Take to Stock option, will be transfered to the warehouse selected in the next screen (example: the technician vehicle).
Report Missing By selecting the Report Missing option, a field in the cloud is updated with the item and item quantity information. This information can then be included in a report or email via business rule.
Deselect All By selecting the Deselect All option, all reserved materials will be deselected.