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External Refurbishment process for Repairable Spares with Serial number Integration


This document helps MM consultants to understand the way in which the external refurbishment process can be mapped with the Integration of Subcontracting Purchase Order, Split Valuation and Serial Number to handle the complete cycle of refurbishment and track the material in system with entire history of material movements for the particular serialized material

Refurbishment for Repairable Spares

The refurbishment of repairable spares is important for industries like process industries, mass production, etc. where the resources availability is of utmost importance & any downtime due to the equipment or system failure may run into huge losses. In such kind of industries, the key components of equipment / production system are maintained at high availability (often referred to spare parts) whereby upon failure of the equipment, the faulty spare part from this equipment can be replaced by a new / working spare part already in stock, so that the equipment can be started again.

Later, this faulty spare part can be refurbished again (by internal maintenance team or through an external refurbishment vendor) & can be re-used.

External Refurbishment for Repairable Spares

In the below scenario taken up ahead, we will go through the case, when the refurbishment has to be performed completely by an external vendor and the Inventory will be managed in the Spares Warehouse

Process Flow

The following graphic provides an overview of External Refurbishment for repairable spares taken for this illustration:


Referring the above flow process, whenever the Maintenance department comes across a breakdown, it identifies the spare part that has been damaged & it immediately replaces this faulty spare part with a new / usable spare part (in working condition), so that the system is restored.

This movement of Spare part between the internal maintenance / user department, External Supplier & External refurbishing contractor is highlighted by the terms – NEW, DEFECTIVE and REFURBISHED to indicate the condition under which the spare part moves from one area to another.

External Supplier supplies the spare part in the NEW state. When the spare parts renders useless & cannot function anymore, it is returned back to the Warehouse as a DEFECTIVE component. Later this DEFECTIVE spare part is send to external refurbishing contractor for repair & once completed, it is sent to the Warehouse as a REFURBISHED spare part. Meanwhile the Maintenance department is satisfied by the supply of another functional spare part from the Warehouse, so that there is no stoppage due to non-availability of spare item. Later for repairable spare item that cannot be further refurbished, it can be posted for scrapping.

In all these cycles, that happen on a particular spare part item, it is of vital importance to know at any time the number of refurbishments performed on a given individual spare part item, so as to enable to do proper planning of maintaining the adequate inventory in Warehouse for avoiding any resultant down times due to unavailability of a functional spare part at any given time.

The above cycle will be explained in the Demonstration section below, for the scenario considered in this illustration.

Business Scenario

In the scenario taken up for illustration here, the Repairable spare items are managed by the Spare Parts Warehouse.

Spare Parts Warehouse receives material at the time of initial procurement & then issues the material against the reservation to the Maintenance / user department. The Issued repairable spare part material is used in the Plant and when its usability ends, it is sent back to Warehouse for refurbishment by external vendor. The warehouse does a receipt of this part (return to warehouse) & then creates a requisition for its external refurbishment and replaces this part with another part of the same material from stock, if any, which can be used by Maintenance for the time being. After the refurbishment is completed, the refurbished material is received back in stock by Warehouse.

The usability of the Repairable spare part item needs to be bifurcated in system based on one of the 3 states of the material as shown below:

NEW (when the material is purchased from the vendor initially and is in unused state)

DEFECTIVE (when the material is returned to Warehouse by Maintenance/user dept., after its usability ends)

REFURBISHED (when the material is received from the external refurbishing vendor, after refurbishment)

Also, the value of material in a NEW state will be more as compared to one in REFURBISHED state or in DEFECTIVE state, which will have bare minimum value, which can be priced based on the business requirement

This bifurcation needs be reflected in the Stock of Spare Parts Warehouse along with the unique tracking / identification for the individual Repairable Spare part item of the same material


The given business scenario can be managed by using Subcontracting for external Refurbishment, combined with Split Valuation for the repairable spare parts & serialization for each part’s individual tracking

3 valuation types created under a new valuation category based on the Condition of the material, they are:

NEW (when the material is purchased from the vendor initially and is in unused state)

DEFECTIVE (when the material is returned to Warehouse by Maintenance/user dept., after its usability ends)

REFURBISHD (when the material is received from the external refurbishing vendor, after refurbishment)

For ease of accounting, it was decided that the DEFECTIVE material should always have a zero value (price control given as standard price), whereas REFURBISHD material will take the price of the Refurbishment and the components consumed in the refurbishment process, hence moving average price control assigned to other 2 valuation types

Further pre-requisites are explained below


  • A material master record must be created in the system for the repairable spare part
  • Split Valuation is activated bifurcation of repairable spare part based on its state / condition
  • Unique identification is only possible if the individual pieces of material have been serialized
  • You have installed DIMP 6.0, activated the business function Refurbishment and Subcontracting (LOG_EAM_ROTSUB), Refurbishment and Subcontracting 2 (LOG_EAM_ROTSUB_2) and Serial Numbers in Purchasing (LOG_MM_SERNO)

System Configuration Overview:

Configuration for Split Valuation

Below are some configuration settings required for using the Split Valuation for the Material based on its State / Condition viz. NEW, DEFECTIVE or REFURBISHED. The snap shots are self-explanatory.

  • Configuration:


  • Activation of Split Valuation:



  • Defining Valuation types:






  • Defining Valuation Category:




  • Assigning Types to Category:



  • Assigning Category to Organization unit:



Configuration for Serialization

We will use the existing standard Serial number profile without any changes




Configuration for Subcontracting

No Specific configuration required for Subcontracting, as we will be using the standard subcontracting process without delivery

Configuration for Material Provision Indicators

Material Provision Indicators for Rework “S” will be used in the components for the scenario illustrated, based on the Subcontracting Type selected in the purchase requisition



Demonstration for the Approach:

Material Master Extension for Valuation Types 

The material master of the Repairable spare part needs to be extended to the new valuation types created viz. NEW, DEFECTIVE and REFURBISHED.

  • Serial number assignment needs to be done in the Material (Test material created for Demo)


  • Valuation Category “M” entered in the Test Material


  • Extending the Test Material to all the 3 valuation types, one by one


  • Material extended to NEW valuation type


  • Similarly extend the Test Material to other valuation types, one by one


  • Material extended to DEFECTIVE valuation type


  • Material extended to REFURBISHED valuation type



Now the further illustration below will show the scenario with all the business transactions:

Upon return of DEFECTIVE material in Spare Parts Warehouse from User department, PR will be created by Warehouse for External Refurbishment in this scenario taken up for Demo

{Alternatively there is also possibility in system to get the Subcontracting PR – for external refurbishment – created from the order directly. As the subcontracting purchase order item has an account assignment to the refurbishment order (account assignment F in the standard system) an additional posting might be necessary to update the stock, depending on the special stock assignment of the purchase order. The additional posting can be performed using business add-in (BAdI) BADI_DIAD_GOODMVT_1, for which a default implementation is provided by SAP}

  • Step 1: Receipt of Defective Material through MIGO


  • Stock overview – visibility of the material with its state – DEFECTIVE (better visibility)


  • Serial number can be displayed for this material


  • Serial number history gets updated for this material



  • Step 2: Create Purchase Requisition for Subcontracting for the requirement of the REFURBISHED material & selecting the Item Category as “L”


  • Select the Subcontracting Type as “1” – Reburbishment with unchanged material number, as in this case, we are requistioning to get the same DEFECTIVE material returned back after refurbishment in REFURBISHED state from the Vendor with the same Serial number



  • Due to the Subcontracting Type “1” – The component list automatically gets updated with the same material number for this rework scenario & the Material Provision indicator “S” is updated. We need to specify the Valuation type of this issuing component as DEFECTIVE & save the purchase requisition




  • Step 3: Next Purchase order is created referencing the purchase requisition


  • All the key subcontracting values like subcontracting type & the components would be adopted in the Purchase order from the purchase requisition. Purchase order can be then saved & released subsequent to addition of other Purchasing terms and conditions based on the contractual agreement with Vendor



  • Step 4: Once the PO is released to the Vendor, Warehouse can issue the components through MIGO – Transfer Posting with reference to the Purchase Order; Alternatively the Transaction – ADSUBCON can also be used instead


  • The Serial number of the DEFECTIVE component needs to be entered in this transfer, Warehouse can also use the search facility, if required & then post the document


  • The Stock Overview can be checked to see the impact of this issue


  • The Serial number can be checked


  • The Serial number history can be viewed to see the updates



  • Step 5: Once the refurbishment is completed by the Subcontracting Vendor, the REFURBISHED material will be received by Warehouse, for which they can perform Goods Receipt with reference to the Purchase Order


  • At Goods Receipt for this Subcontracting Purchase Order, the REFURBISHED material will be received using movement type 101 & DEFECTIVE material will be consumed through movement type 543 from the Vendor stock


  • Since the Subcontracting type selected was having Material Provision Indicator “S”, the same Serial number will be proposed by system for the receiving & issuing line item. Check the item data of Receiving REFURBISHED material & its Serial number



  • Check the item data of Issued DEFECTIVE material & its Serial number, which cannot be changed



  • Check the Accounting document after posting the Goods Receipt, whereby the DEFECTIVE components price & external Refurbishment value is loaded on to the REFURBISHED component cost, as per the material master’s accounting data maintained


  • After the Goods Receipt is posted, check the Stock Overview, whereby the DEFECTIVE component is now converted into REFURBISHED material, which is under quality inspection stock type, based on the material master quality data maintained


  • The Serial number can be checked


  • The Serial number history can be viewed to see the updates


  • Complete history of all the movements happended for this material has been updated


  • Step 6: After the quality Inspection lot has been cleared, the material can be Issued against reservation to Maintenance / User department


  • Step 7: Return to Warehouse from Maintenance / User department – after the issued material’s usability ends – so that it can again be checked & send for External Refurbishment (This needs to be done in 2 steps)

Firstly, after the Material arrives in SPARE PARTS WAREHOUSE, it is checked & the same needs to be transferred to the Valuation Type DEFECTIVE, before the Material is taken back in Warehouse. This can be done via the Transaction IQ02 (Optionally, the Maintenance / User department can also perform this transfer before sending the Material to Warehouse, depending on the business requirement)

  • Step 7a: Currently we can see that the Serial number is having the Master batch as REFURBISHED, based on the last movement done at the time of Goods Issue (The Stock Batch is empty, as this Serial number is issued & is not in Warehouse)


  • This Master batch needs to be modified to DEFECTIVE, before it can be taken back in Warehouse


  • Step 7b: Now the stock can be taken and posted as a Return to Warehouse item using MIGO via Movement Type 262 & can be posted after entering the Serial number details


  • After the Goods Issue is posted, check the Stock Overview, whereby the DEFECTIVE component is now in Warehouse Stock


  • The Serial number can be checked


  • The Serial number history can be viewed to see the updates


  • Complete history of all the movements happended for this material has been updated


  • After Stock is returned back, now the above Refurbishment cycle can be repeated, again until the Repairable Spare can be refurbished. All the material movements along with complete history will be updated for this Repairable Spare item until its life span ends. At the end of its life Span, this component can be sent to Scrap yard for Scrapping


Hope the above illustrated process will be helpful for mapping the External Refurbishment process for Repairable Spares with Serial number Integration

Related Content

References have been taken from below sources

Reference 1

Reference 2

Reference 3

Reference 4

Reference 5

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    • Hi Dëv Päträ,

      Thanks for your nice comments 🙂

      In this document, I just went by the flow as per the prerequisites given by me, so that I cover all the steps required by a person in need to reproduce this scenario for their use

      I will definitely keep your suggestion in mind from next time onward

  • Hi,

    Good document and great effort. I think we can go for a refurbishment order, through which system can generate a PR. Thus, there will be complete integration between PM and MM. But instead of inventorizing, the cost will be booked against order, which you can settle subsequently.

    Also, you could have mentioned the accounting entries during receipt of refurbished material. Anyway good job. Keep sharing.



    • Hi Sudeep A,

      Thanks for your nice feedback 🙂
      You are absolutely correct, as through the another route, the subcontracting PR for refurbishment can also be directly created from the Maintenance Order, whereby the REFURBISHED material will directly be consumed on performing the Goods Receipt. Then if required, the business add-in (BAdI) BADI_DIAD_GOODMVT_1 can be used to post it back to stock.

      I will try to check out this scenario also & will update the goods receipt accounting document created in this case of direct consumption

      The existing accounting entries shown above are only for this particular scenario, whereby the receipt is directly posted to stock

      Thanks a lot again

  • Dear Zafar,

    Awesome work man, i got my solution after reading this, as i have same scenario on new project, it will help me a lot.

    Best Regards

    Mohsin Abbasi

  • Dear Zafar,

    Nice document made by one.

    I just want to ask one thing that I am trying to activate 2 Business functions.



    but I am unable to find both of these in sfw5.

    DIMP 6.0 is also installed (EHP 7.0 with current patch level).

    I would appreciate if you could guide us how to activate both of these Business function.


    Sarang Shinde.

  • Great  work  Zafar.  It's a very nice document which describes an end to end external refurbishment process. Earlier I was facing difficulty in understanding external refurbishment, but after going through this document I am very much clear & I am able to do it on my own.

    Excellent document. Once again great work.



  • Hi Zafar,

    Awesome document. I have one question though. I am trying to implement this solution at my organization but we are not using serialized materials as of yet. When I do the GR, the MAP is the refurbished material is getting updated with the current Refurbishment MAP + PO Price. It's not updating as you have shown which is Defective material price + PO price.

    Can you kindly advise on why this is so? I do have split valuation set up and we have different prices set up for the Defective and Refurbished materials.




  • Great job Zafar, We wanted to implement exactly same functionality but we couldn't implement DIMP so couldn't utilize the full functionality. But I am sure this will help lot's of people. Regards, Mithun.