Purchasing

The MaintScape purchasing optional module can create Purchase Requisitions, Purchase Orders, or both. Purchase Requisitions are internal documents listing items that should be purchased. Purchase Orders are external ordering documents that are sent to vendors.

You can use MaintScape Purchase Requisitions to communicate your needs to your purchasing department. Your purchasing department can then place orders using either MaintScape's purchase order functionality or using your existing corporate purchasing software.

If you prefer, you can eliminate the purchase requisition step by creating purchase orders directly.

If you are requisitioning or ordering parts, you would start off by running MaintScape's "parts reorder query". This is easily accessed from the Today's Status window (parts category). MaintScape determines which parts need re-ordering by comparing available inventory quantity to minimum stocking levels.

You can easily create MaintScape purchase requisitions or purchase orders from the parts re-order list. You can also add items from the re-order list to existing MaintScape purchase requisitions or purchase orders if you prefer.

As shown in the diagram, MaintScape purchase requisitions, purchase orders and receipts can be linked. The linkages are called "matchings". For example, if you generate a PO item from a MaintScape PR item (i.e. order from a PR), MaintScape creates a matching between the two. Similarly, if you receive from either a PR item or a PO item (i.e. receive from a PR or PO), MaintScape creates a matching from the item to the receipt.

For consistency, all receipts (and returns) in MaintScape are represented by part inventory transaction records of type "receipt" (or "return"), even if the received item is not an inventory controlled part.

Matchings are usually simple. For example, 5 units ordered on a PO fully match to 5 units received. More complex matching scenarios reflect MaintScape's flexibility. For example:

• 5 units ordered on a PO can match to 2 units received. The PO item is therefore only partially received.
• 5 units on a PO can match to 5 units received, 2 units returned, and a subsequent 2 units received. The PO item is fully received.
• 8 units received can match to separate items on two separate POs. I.e. Two orders were received in one shipment.
• 6 units on a PR can match to 4 units on a PO and 2 units received. I.e. Of the 6 units requisitioned, 4 were ordered via a PO, and 2 were received directly - perhaps by an employee picking the items up at a store. The PR item is said to be fully matched.