The Purchasing module is utilized primarily by Buyers, Inventory Managers, Clerical Personnel, Maintenance Managers, Supervisors, etc. to create, edit, and generate purchase orders. The following are terms utilized throughout this module and chapter:

• Blanket PO: A purchase order that is typically set up for many purchases that has a valid date range, may have one lump sum dollar value, or may cover specific quantities of specific line items.

• Standard PO: A purchase order that is typically set up for one-time purchases.

• Requisition: A formal request for approval to purchase a part during the normal purchasing process.

• Release PO: A purchase against a Blanket PO and must fall within the constraints of the blanket (ex. cannot exceed blanket dollar value, or order parts not defined on blanket).

• Line Item: An item (part, labor, or misc. cost) that is being purchased on a purchase order.

• Request: A part that a user has requested to be ordered outside the normal purchasing process.

Note: It is important to note that parts ordered via Purchasing are handled separately from parts that are ordered via Inventory Adjustments. You should not do both, as this would cause duplicate transactions. And you should never order using one method and receive the inventory through another. For example if you order ten parts by creating a purchase order in the Purchasing module, then you must receive the parts to that same purchase order. You can't enter a Receipt Adjustment for those ten parts because it would cause iMaint to still see ten on the purchase order and calculate them as an On Order quantity. Even though the Receipt Adjustment has a place to enter a purchase order number, it is just a free text field and not tied to the iMaint Purchasing module.

Purchase Order IDs

Purchase Order ID's are generated automatically using the combination of a Purchase Order Prefix, if used, and the Purchase Order Number. The Purchase Order Prefix, if used, is stored on the Site form and is alpha numeric. If the Purchase Order is created manually the user can specify their own Prefix. The default Prefix will come from the Site form. The Purchase Order Number will automatically be assigned to each new Purchase Order by adding 1 to the value in the Last Purchase Order Number on the Site form. The Last Purchase Order Number, a numeric only field, will be the starting point for iMaint to generate the next available Order Number. Together, separated by a dash, they make up the Purchase Order ID. Once the Purchase Order is Saved you can not change the Prefix, Order Number or the Purchase Order ID.

Example of a Purchase Order ID Breakdown

• YR2008 = Prefix (Optional)

• 1020 = Number

• YR2008-1020 = Purchase Order ID

When using the Find Purchase Order ID box and the Search window, the system will look for the order using the Purchase Order ID only. Using these two look up options be aware the Purchase Order ID consists of both the Prefix, if used, and the Number. Your results may contain more than one order if you only key in part of the Purchase Order ID.

For example, if you enter YR2008 in the Find ID field, you will receive all orders with this prefix. However if you key in YR2008-1020, your single order would be found.

Another example, if you use the Search window, you can change the field to "Search On" to Purchase Order Prefix. Here if you enter YR2008, all the orders with this prefix will display. You can also change the field to "Search On" to Purchase Order Number and simply key in 1020 to find your order.

If you use the 'Contains" check box, please, note that some Purchase Order Numbers may contain the same numbers or letters within the Prefix. Make sure you are aware of which field your search used to bring back results.

You may use all three Purchase Order Prefix, Purchase Order Number and Purchase Order ID in the Filter window, as well.

Possible Purchase Order ID

Using the Last Purchase Order ID field on the Site form, iMaint will display the next possible Purchase Order ID. It is possible 2 users are creating orders at the same time, therefore, this is a possible ID. It might be assigned to another user before you take the option to save.

Click here to move to the Purchase Order form.

Purchasing and Multi-Currency

The iMaint base currency is stored on the Site form, on the System tab. All iMaint currency will be stored and displayed in the base currency. However, iMaint does offer users the ability to work with multiple currencies. Set up all currency records under Additional Information using the Currency form. Here you can enter and manage the different currencies and their exchange rates. (Exchange rates are not automatically updated by iMaint.)

The Supplier and Vendor records can have a currency that is different from the base currency. The currency used on the Supplier/Vendor records will default to the Supplier tab of the Purchase Order and can not be changed. You may change the currency on each Supplier/Vendor record but not from the Purchase Order. Make sure you have the most up to date and current exchange rates entered on the Currency Master form, since this will also default down through the Supplier/Vendor records and down to the Purchase Requests and Orders.

If a PO is created from a Blanket PO, the Release must take the Currency of the Blanket.

When a Vendor is added to a Requisition, the Vendor's currency is used.

Exchange Rates for Multiple Currencies

If the PO currency is something other than the base currency, an Exchange Rate will need to be calculated and defined on the Purchase Order. In other words, the Exchange Rate will be required on the PO if the Vendor/Supplier uses a currency other than what is set on the Site form. The exchange rate may default on the Purchase Order, based on the Date Ordered, if a valid rate is found listed on the Currency record. The Exchange Rate can be stored and maintained on the Currency form. It will then default to the Vendor/Supplier records, and from there default onto the PO Proof based on the Date Ordered.

During PO Generation the Exchange Rate will be used based on the date entered or the most recent past date posted in the Exchange Rate table. If the system can not find a date within the Exchange Rate table the PO will not be created by the PO Generation process.

Base and Foreign Conversions

To convert the base currency in to foreign currency the system will take the base cost and multiply it by the exchange rate.

• Base to Foreign = Base Cost X Exchange Rate

To convert the foreign currency back to base currency the system will divide the base cost by they exchange rate.

• Foreign to Base = Base Cost / Exchange Rate

Note for Adjusting Orders/Receipts: If you receive a PO with the wrong cost due to an invalid exchange rate, perform a negative transaction (order or receipt) with the wrong exchange rate. Correct the exchange rate and then perform the transaction once again. For example, if the exchange rate has changed since you ordered the part, and someone received the purchase order line item with the old rate. Perform a negative receipt, with the old rate. Correct the rate and receive the part once again.

Approval Limits

The user's approval limit is stored on their security profile in the iMaint System Admin application. The Security Administrator will have the authority to set and change this dollar value. If you have issues with approving Purchase Orders, have this value checked and make sure it is set at a reasonable value. If the approval limit is zero, the user will not be able to change the status of the purchase order to approved.

When adding a line to a purchase order, and the line item cost exceeds the approval limit, the system will add the line but the Purchase Order status will be set to a status within the Not Approved category. In return an e-mail will be sent to the appropriate Purchase Authorizer.

Deleting a Purchase Order

Purchase Orders cannot be deleted. However they can be cancelled. User Defined Fields, Attachments, and Comments can be deleted from a purchase order, as long as it is not marked as a read only PO.

An order line item can be deleted as long as the specific line item has not been received. Note that if an ordered line item is deleted, the system will write the negative cost transaction record. For parts, the system will decrement the part quantity in the 'on order' field. Receipt line items can not be deleted.

If a Purchase Order has been created by mistake, set the status to Canceled.

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