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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Purchase Requisition, RFQ,


Purchase Order and Invoice

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Purchase Requisitions

Introduction

This section takes you through creating Purchase Requisitions. You will
create a requisition with three line items; one for an inventory item, one for a
non-stocked item (materials) and finally one for a service.

EXERCISE 6.1 Create Purchase Requisition -1


Creating a PR
& Ordering
Items

Here you create the PR for an item which is non-rotating and do not requires
inspection.

Step
1

Action
From the Start Center, select Go To > Purchasing > Purchase
Requisitions.

Note: You can also click on New Requisition from


2

Click the Insert new PR button.

Result: Maximo creates a new requisition with a number


automatically populated.

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Tivoli Maximo Asset Management Functional workshop


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Exercise - 006

Enter the following description:


PR as PR-trng1
Description as Purchase requisition for training purpose 1
Fill up the other details.
e.g. Vendor as GST

Click on the PR Lines tab.

Click the New Row button.

Enter the following item created earlier:


FIL-100

In case FIL-100 is not appearing in selection, ensure that status of


this item is Active and you had the checkbox Roll Status to
Organization checked.
7

Enter the Quantity.


Quantity = 12

Enter the Charge To information: (pickone)

You can choose any one of below.


Storeroom
Work Order
Location
Asset
GL Debit Account
Choose Storeroom as CENTRAL for this exercise.

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Exercise - 006

Define the conversion factor value [e.g. 1.0]


Click Save.
Result: Your screen should look similar to this:

10

Enter Tax Code as MA

11

Click on Ship To and Bill To tab and fill up details.

12

Change the status to Approved

13

Click the Save Purchase Requisition icon

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.2 - Create Purchase Requisition -2


Creating a PR
& Ordering
Items

Here you create the PR for an item which requires inspection and item is a
rotating item.

Step
1

Action
From the Start Center, select Go To > Purchasing > Purchase
Requisitions.

Note: You can also click on New Requisition from


2

Click the Insert new PR button.

Result: Maximo creates a new requisition with a number


automatically populated.
3

Enter the following description:


PR-trng2
Fill up the other details such as Vendor, GST

Click on the PR Lines tab.

Click the New Row button.

Enter the following item created earlier:


VAL-500

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Tivoli Maximo Asset Management Functional workshop


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Exercise - 006

Enter the Quantity.


Quantity = 12

Enter the Charge To information: (pickone)

You can choose any one of below.


Storeroom
Work Order
Location
Asset
GL Debit Account
Choose Storeroom as CENTRAL for this exercise.

Define the conversion factor value [e.g. 1.0]


Click Save.
Result: Your screen should look similar to this:

10

Enter Tax Code as MA

11

Click on Ship To and Bill To tab and fill up details.

12

Change the status to Approved

13

Click the Save Purchase Requisition icon

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Purchase Order

Introduction

A purchase order (PO) is an authorized order from a purchasing agent or


Department to an internal supplier or external vendor.

EXERCISE 6.3
Creating a PO
& Ordering
Items

You can use the Purchase Orders application to create purchase orders,
either from purchase requisitions (PRs), requests for quotation (RFQs), or
from scratch.
Case -1 Purchase Order creation from Purchase Requisition Step
1

Action
From the Start Center, select Go To > Purchasing > Purchase
Requisitions.

Select the purchase requisition that you created in previous


exercise. E.g. [PR-TRNG1]

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Click on Select action and choose create PO

4.

System prompts to assign a PO number. You can make use of


Autonumber or assign a number as per the business process.

For this exercise, lets assign the PO number as PO-TRNG1 for


PR PR-TRNG1 and PO-TRNG2 for PR-TRNG2.

Once created POs from PRs, you would observe that PRs are
automatically in close status. Do you know WHY?
5.

Save the results

EXERCISE 6.4
Approve the
PO

APPROVE the Purchase Orders.


Approve both the POs that you have just created.
Step
1
2

Action
From the Start Center, select Go To > Purchasing > Purchase
Order.
Select both the POs [one by one] and Approve.
Click Change Status icon to approve the POs.
Assign storeroom = CENTRAL before approving PO-TRNG2
for VAL-500.

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.5 - RECEIVE ITEMs [Non Rotating]

Introduction

Both the Items listed on Purchase Orders will now be received.

Step
1

Action
From the Start Center, select Go To > Purchasing > Receiving.

Retrieve the first Purchase Order PO-TRNG1

The purchase order is displayed on material receipt tab and


RECEIPT status field shows value as NONE.

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Exercise - 006

Click Select Ordered Items

Select the POLINE ITEM checkbox and click OK.


RECEIPT status would change from None to Complete.
You can also view the current balance of this item in storeroom
using View Item Availability
5

Save the record.

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Exercise - 006

EXERCISE 6.6 - RECEIVE the ITEMs [rotating item and inspection


required]

Introduction

Both the Items listed on Purchase Orders will now be received.

Step
1

Action
From the Start Center, select Go To > Purchasing > Receiving.

Retrieve the first Purchase Order PO-TRNG2

The purchase order is displayed on material receipt tab and


RECEIPT status field shows value as NONE.

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Exercise - 006

Click Select Ordered Items

NOTE: This PO is ordered for ITEM VAL-500, which is a


rotating item and requires inspection.

Observe that the inspection status of this item shows as


WINSP
5

Save the record.

From the Selection Action Menu, select Change Inspection


Status. It gives option to accept or reject.

Lets consider that all 12 line items are in good condition and
passes the inspection

The Inspection Status now changes to WASSET Waiting for


asset creation.

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.7 Asset Number assignment -

Introduction

To assign the asset number for the item procured through PO PO-TRNG2,
follow the steps below.

Step
1

Action
From the Start Center, select Go To > Purchasing > Receiving.

Retrieve the Purchase Order PO-TRNG2.

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Click Select Action > Receive Rotating Items. The receive


rotating items window opens, showing all 12 ordered valves.

Click Autonumber. The assets are automatically numbered.

You can input serial # details over here. At this point, you can also
make use of barcode reader [integration would be required] and
read the serial number using the handheld device.

Click the Item Assembly Structure icon, you would see that both
the child item of VAL-500 are there and you can apply that as
well.
6

Note the Asset numbers range -----------------------------

Save the record

View the inventory balance for both the items FIL-100 and VAL500 using INVENTORY application.

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Exercise - 006

EXERCISE 6.8 Create an invoice for the ITEM received -

Introduction

In this exercise you will reconcile the vendors invoice using the invoice tab.

Step
1

Action
From the Start Center, select Go To > Purchasing > INVOICES.

Click on the New Invoice Icon

Enter the following values


Field

Values

Description

Invoice for FIL-100

Vendor Invoice

28.35

PO

PO-TRNG1

Click the Save Invoice icon. The invoice status is ENTERED

Click the invoice lines tab

Click Copy PO Lines

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Select All PO Lines Check Box

Click OK to copy the matching line from the PO to the Invoice


Lines tab

Click the Save Invoice Icon

10.

Repeat steps 1to 9 for the other PO > POTRNG2.

Enter the following values for 2nd Invoice


Field

Values

Description

VAL-500

Vendor Invoice

47.38

PO

PO-TRNG2

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.9 Approve the Invoice for both the ITEMS


Step

Action
Change status of both the invoices to Approve.

Clear the Close PO field in the dialog box and click OK.

Invoice status is now APPR. Make sure the invoice quantity


matches the quantity received.

Click the INVOICE tab. In the cost pane, system has automatically
calculated the values for the pretax total, total tax, and invoice
total fields.

Change the status to PAID status and click OK. The transaction
date is added to the Paid Date field and the status is changed to
PAID

Repeat steps 1 to 3 for other invoice as well.

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.10 Create a REQUEST for QUOTATION for ITEM

Introduction

To create RFQ for ITEM VAL-100 and FIL-500 follow the steps below.

Step
1

Action
From the Start Center, select Go To > Purchasing > Request for
Quotations

Click the NEW RFQ icon.


Note down the RFQ number here
Note: Status of this new RFQ is INPRG

Type description as Filter and Valve Enquiry

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Tivoli Maximo Asset Management Functional workshop


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Exercise - 006

Enter the following dates

FIELD

VALUE

Required Date

3 weeks from todays date

This date indicates, bywhen


this item is required
Reply Date

2 weeks from todays date

This date indicates the date by


which vendor should reply
Printed Date

Todays date

Date on which the RFQ was


sent to Vendor for quotation
Close Date

3 weeks from todays date

Date when no further


quotation are accepted from
vendors

Click the SAVE RFQ icon

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.11 Add RFQ Lines and Vendor

Introduction

To add RFQ lines and vendors, follow the steps below.

Step
1

Action
Click the RFQ Lines tab

Click New Row

Enter the following details


FIELD

VALUES

Item

FIL-100

Quantity

Order Unit

EACH

Conversion Factor

Storeroom

CENTRAL

Keep the inspection required checkbox marked/checked for


both the line items

FIELD

VALUES

Item

VAL-500

Quantity

Order Unit

EACH

Conversion Factor

Storeroom

CENTRAL

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Click on Vendors tab

Click New Row

Type GST in the vendor field

Type IPS as a second vendor

Change the status to Sent to the Vendor

Click the Save RFQ icon

10

After you receive the quotations from these 2 vendors, you can
enter them on the quotations tab to have a complete record of the
quotations. Once entered quotations, you can compare them and
award the lines based on the comparison.

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Exercise - 006

EXERCISE 6.12 Add Vendor responses to the RFQ

Introduction

To add vendors response, follow the steps below.


Step
1

Action
Pick UP the same RFQ that you have created in previous exercise.
Click the Quotation tab

Select GST by highlighting the row.

Click Select RFQ Lines in the quotations for vendor pane

Click on the checkbox at the beginning of the line item to select it

Click OK

Click the view details icon at the beginning of the line

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Exercise - 006

Enter the following details.

FOR Line ITEM FIL-100


FIELD

VALUES

Order Unit

EACH

Unit Cost

6.5

Tax Code

MA

Quote Start Date

Todays date

Quote End Date

1 week from today

FOR Line ITEM VAL-500


FIELD

VALUES

Order Unit

EACH

Unit Cost

8.5

Tax Code

MA

Quote Start Date

Todays date

Quote End Date

1 week from today

SAVE the Record.

SAVE the Record

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

Now select IPS by highlighting the row.

Click Select RFQ Lines in the quotations for vendor pane.

10

Click on the checkbox at the beginning of the line item to select it

11

Click OK

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Tivoli Maximo Asset Management Functional workshop


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Exercise - 006

Click the view details icon at the beginning of the line


FOR Line ITEM FIL-100
FIELD

VALUES

Order Unit

EACH

Unit Cost

6.6

Tax Code

MA

Quote Start Date

Todays date

Quote End Date

1 week from today

FOR Line ITEM VAL-500


FIELD

VALUES

Order Unit

EACH

Unit Cost

8.4

Tax Code

MA

Quote Start Date

Todays date

Quote End Date

1 week from today

13

Click the Save RFQ icon

14

To compare costs for these 2 items, click the ITEM sub-tab.


You can award both line items to a single vendor or individual
line items to different vendors.
In this scenario, we have got best rate for FIL-100 from vendor
GST and best rate for VAL-500 from vendor IPS.

15

So lets award quotation lines. Lets award VAL-500 to vendor


IPS and FIL-100 to vendor GST.

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Exercise - 006

16

Select the awarded checkbox for the line item in the Quotation
for Vendor pane

17

Click on Save RFQ icon.

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Tivoli Maximo Asset Management Functional workshop

Exercise - 006

EXERCISE 6.13 Create a Purchase Order from the RFQ

Introduction

To add vendors response, follow the steps below.


Step
1

Action
Select the same RFQ created in previous exercise.

Click the vendor subtab, and Select GST by highlighting the


row.

Click Create PO

Click Autonumber. The PO record is generated with an


automatically assigned number.
Record your PO number here .

Click OK.

Repeat the steps 2-5 for other vendor IPS

Now go to purchase order application and approve both the POs

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Tivoli Maximo Asset Management Functional workshop


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Exercise - 006

Receive both the items now.


Note: This time for both the ITEMs FIL-100, and VAL-500 we
had INSPECTION Required checkbox selected, so, both the items
would follow inspection required route.
Once done the inspection, the non rotating items will be received
directly into the storeroom, whereas the rotating item would be
required for asset number codification.

If this exercise is NOT clear to you, lets discuss it in the class.

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