Maintenance work order software integrated with SAP PM
Takes the work order off paper and spreadsheets: the technician creates, executes and confirms the work order on the phone, online or offline, with photo, checklist and time confirmed during the job, and the data goes up to SAP PM.
What maintenance work order software is
Maintenance work order software digitizes the work order cycle: creation, dispatch, field execution and logging. It takes the order off paper and spreadsheets and moves it to the technician's phone. In PM Run, each order mirrors the SAP PM order and the logging goes back to the ERP, online or offline.
Free templates for today's work order
If work orders still run on paper or spreadsheets, start here: ready-made templates to standardize the order and guides to keep the data clean.
When the paper work order stops working
A template solves standardization. These are the signs that the problem has become the path of the order back to SAP.
- Hours for each order are typed in at the end of the shiftTime confirmations reach SAP from memory, and MTTR and order cost reflect what someone remembered.
- The job photo stays on the technician's phoneThe evidence exists, but it is not on the order when the planning team or an auditor looks for it.
- The tracking spreadsheet has one tab per areaNobody knows for sure which order was closed in SAP and which was only marked as done.
- Without signal, the order goes back to paperIn areas with no coverage, the technician writes it down and someone retypes it later.
With PM Run, the order goes from the phone to SAP PM
The technician receives the order in the app, follows the checklist, attaches the photo and logs the hours during the job, even offline. On sync, everything goes to SAP PM, and the Integration Log shows the result of each submission.
What PM Run does with the work order
Order mirroring IW31
Create and view the order in the app mirroring the main fields of SAP's IW31 screen: general, operations and reservations.
Operational checklist
Each line of the operation's long text becomes an item with status done, not done or not started. Not done requires a justification.
Time confirmed during the job
Hour confirmation by operation, with automatic or manual logging, done during the execution itself.
Photo during execution
Attach a photo from the camera or the gallery. The image goes up to SAP on confirmation, together with the order.
Order and notification by QR Code
Read the equipment's QR Code to open, view or create an order and notification straight from the asset.
Material reservation
Reserve material inside the execution, pulling the equipment's bill of materials, with an approval status.
The work order in the technician's hands
This is how an order operation looks in the app during execution.
- Operations from the SAP orderEach operation shows its number, description and planned time.
- Operation checklistThe long text items become a list to tick off during the job.
- Execution timeThe timer runs while the technician works and can be paused.
- Material, measurement and sub-operationShortcuts to add items, material, measurements and sub-operations without leaving the order.
From opening the work order to recording it in SAP
- 1
Open or receive the order
Create the work order in the app, receive the one that came from SAP PM or open it by reading the equipment's QR Code.
- 2
Execute with checklist and photo
The technician follows the operation's checklist and attaches the evidence as a photo, online or offline.
- 3
Log the hours by operation
The logging is done at the moment of execution, automatic or manual, with no spreadsheet re-entry later.
- 4
Create the notification and reserve material
Create a maintenance notification, record cause and symptom and reserve material from the bill of materials, all from the same order.
- 5
Sync with SAP PM
On syncing, the order and the logging go up to SAP, validated as success or failure in the Integration Log.
Paper work orders vs. work orders in PM Run
| Work order stage | Paper and spreadsheet | With PM Run |
|---|---|---|
| Opening | Printed form or spreadsheet | In the app or by the equipment's QR Code |
| Field execution | Notes on paper | Digital checklist of the operation |
| Logging | Retyped at the end of the shift | During the job, by operation |
| Evidence | Photo loose on the phone | Photo attached to the order, goes up to SAP |
| Work without signal | Work stops or goes on scrap paper | Offline app with sync |
| Traceability | Depends on re-entry | Integrates into SAP PM, validated in the Integration Log |
Work order digitized end to end
At Rivelli, the team started receiving the order on the tablet and confirming it during the maintenance itself, with the work order digitized end to end.
50% reduction in time spent on manual tasks
Rivelli Alimentos
At Citrosuco, technicians started recording notes and photos directly on the work order from their phones, with automatic sync to SAP PM.
Order confirmation rate above 95%
Citrosuco
Frequently asked questions
What is maintenance work order software?
It is the system that digitizes and controls the maintenance work order: creation, dispatch, field execution and logging. It takes the work order off paper and spreadsheets and moves it to the technician's phone. In PM Run, the data goes to SAP PM.
Does PM Run work offline in the field?
Yes. The technician executes the order, fills in the checklist and attaches the photo without signal. When the phone regains connection, PM Run syncs the order and the logging with SAP PM. Offline work requires the data to be synced beforehand.
Does the PM Run work order integrate with SAP?
Yes. Each order mirrors the SAP PM order and the logging goes back to the ERP on each confirmation. The Integration Log marks each order, notification and measurement document as success or failure, so you know, item by item, that the data really reached SAP.
Is there a free maintenance work order template?
Yes. PM Run offers three free maintenance work order templates in Word, Excel and PDF. They help standardize the order while it still runs on paper or in spreadsheets.
When should you replace the work order spreadsheet with software?
When the problem is no longer the order format but its path to SAP: hours typed at the end of the shift, photos outside the order, tracking spread across tabs and retyping after work done without signal. At that point, software removes the retyping and takes the data straight to SAP PM.
Can you attach evidence to the work order?
Yes. The technician attaches a photo from the camera or the gallery during execution, and the file goes up to SAP together with the order confirmation. The app also opens the PDF generated by SAP so it can be read in the field. The attachment covers image and PDF, not video.
Is PM Run for work orders outside maintenance?
PM Run is specialized in industrial maintenance running on top of SAP PM. The work order reflects the SAP maintenance order, with equipment, operation, reservation and measurement point, and not a generic service work order.
Related content
Book a demo and see a work order move from paper to the technician's phone
We show the work order moving from paper to the phone, with time confirmed during the job and the data going to SAP PM.