Fleet Management – Detail SAP Configuration Steps along with Rationale

Fleet management is very popular in Industry’s where lot of vehicles are used, it is used to track the vehicle usage, fuel consumption etc.

I am trying to explain the detail steps used in Fleet management configuration along with some rationale, I hope the reader can follow these detail steps to understand and configure SAP Fleet Management.

Step 1

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects-General Data-Set View Profiles for Technical Objects

The following configuration allows to create individual screens for technical objects, We can assign a view profile to each equipment category or functional location category, and each fleet object type.

Step 2

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Equipment- Maintain Equipment Category

Equipment category allows the higher end grouping of equipment’s of same characteristics like Machines, Fleet, PRTs, Customer equipment

Step 3

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Equipment- Equipment Categories – Define Number Ranges

Step 4 

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- General Data –  Define Types of Technical Objects

The types of technical objects are also used as a grouping instrument in fleet management.

Step 5

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Assign View Profile and Equipment Categories to Fleet Object Types

Technical object type is further grouping of technical objects based on their use. For Example Technical object of category M – Machines can be further divided into technical object types like Pumps, Motors. Technical Objects of category V – Fleet can be further grouped into technical object types cars, trucks, excavator, forklifts

Step 6

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Define Consumable Types

We define the fuel types for the fleet objects. Each fleet object can be assigned four consumable types. Fluid types are used to default materials in the fuel entry transaction Feet object.

Step 7

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Define Usage Types for Fleet Objects

The usage type is freely definable and intended as a criterion for usage-related categorization.

Step 8 

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Define Engine Types for Fleet Objects

We can define different engine types for fleet objects, The engine type can be defined freely. It is intended as a criterion for usage-related categorization.

Step 9 

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Make Settings for Units of Measurement for Monitoring of Consumption

Step 10

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Define Special Measurement Positions for Fleet Objects

Step 11

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Settings for Fleet Management – Define Calculation Method for Fleet Consumption Values

We can assign any number of measuring points (counters) to a fleet object. To calculate the consumption, you must define here which fleet object counter is used for calculating the consumption. You enter this counter in the column ‘Fuel’

Step 12

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update – Define Tolerance Check for Usage Control

Step 13

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Create Gas Station

A Gas station is a Place where expendable materials for vehicles (for example, fuel, motor oil) are stored and removed, Gas stations are created so that the system can post the material documents for the expendable materials when there is a material withdrawal.

Step 14

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Assign Auxiliary Materials and Consumables

We assign the available auxiliary- and expendable materials to  gas station where we also define which material is assigned by the system and if the consumption of material is recorded for a vehicle.

Note that the indicator default is set for the material

Step 15

SAP Customizing->Plant Maintenance and Customer Service->Master Data in Plant Maintenance and Customer Service -Technical Objects- Consumption-Relevant Counter Reading Update- Define Key and Cost Object for Updating Material Documents

The above are complete configuration steps along with rationale to configure SAP Fleet Management . Master data for technical objects and measuring points ( counters) are additionally created as per the customer requirement ( example is Distance unit ( kms/miles), Fuel Consumption unit ( liters/Gallons) , Time ( Hours/Days))