Maximo - User

Guide

Purchase Requisitions Application

You use the Purchase Requisitions application to create purchase requisitions for items, supplies, and
services. A purchase requisition (PR) is a written request issued internally to a purchasing department to
order items or services.
The Purchase Requisitions application contains the following tabs:
List: to search the database using any combination of available fields gives the list of open PRs in
MAXIMO.
PR: to enter, view, or modify purchase requisitions.
PR Lines: to enter, view, or modify line items for a purchase requisition. A line can be an item from
inventory, a material not from inventory, or a service.
Maximo allows you to create two types of PRs:

Line Type
Item

Required Fields

Item (BW Material Code)

Note: If an item is not associated with a unit price,
you must enter a Quantity, Unit Cost, and either a
Storeroom or Work Order, GL Debit Account.
If PR raised with work order then the item is directly
issue upon receiving in MAXIMO.(Inventory will not
be updated)

Service

Description

Quantity and Unit Cost, or Line Cost

Work Order, Location, Asset, or GL Debit

Account

To create a purchase requisition:

1.

In the Purchase Requisitions applications, on the Maximo toolbar, click New Purchase Requisition
.
Maximo creates a new purchase requisition. Enter a description in the PR Description field. To
enter or view additional information, click Long Description .

2. Fill in the remaining required fields.

2. Click the PR Lines tab.

2. Add lines to the PR. Click Save Purchase Requisition

Workflow of a PR
When you create a purchase requisition, the status of the PR is set to waiting for approval (WAPPR). You
can change the status of the PR by starting the workflow.pre-determined workflow matrix is set in PR
workflow.

To change the status of a PR:

In the Purchase Requisitions application, display the PR record you want to change the status of.

Start the workflow by clicking the Route workflow icon.

The PR will be send to respective superintendent MAXIMO inbox for review.

Superintendent will review the PR & send for OIMs final approval. (Superintendent also has the
authorization of cancelling the PR before sending to OIM)

You can view the history of these transactions by selecting View History from the Select Action
menu.

PR Statuses
A PR can have four possible statuses:
Waiting for Approval (WAPPR) is the status that a purchase requisition is assigned when it is created.
Some default fields are read-only.
Approved (APPR) status is available only if your business rules require approvals. The default Maximo
configuration does not require approvals for PRs and PR line items that your transfer to POs.
Closed (CLOSE) status indicates that all the PR's line items have been assigned to one or more
purchase orders. All fields are read only, and the record can no longer be modified.
If you try to close a PR and a line item has not yet been assigned, Maximo displays a message. Your
system administrator can set Maximo to automatically close PRs once you transfer all the line items to
POs, RFQs, or contracts.
Canceled (CAN) status is available if the current PR status is Approved (APPR) and if none of its line
items have been assigned to a purchase order. All fields are read only, and a record can no longer be
modified.

To search for a record in PR:

1.

Open the PR application in Maximo.

2.

From the List tab, click

3.

Click More Search Fields. Maximo displays the More Search Fields dialog box.

4.

Enter or select a value for the fields you want to use in the search.

Advanced Search. Maximo displays the Advanced Search menu.

Note: Fields on the More Search Fields dialog box that are represented by check boxes in the
application require you to enter a Y (selected check box) or N (cleared check box) value.
Tip: To narrow the number of search returns, enter values in multiple fields.
5. Click one of the following buttons:
Click Find to perform the search. Maximo displays the search results in the List tab table window.
Click Clear to clear all the fields in the More Search Fields dialog box with the exception of the
default Organization field or Site field value.
Click Cancel to return to the List tab without performing a search.

Purchase Orders Application

According to BW business flow POs are created in IFS & interfaced to MAXIMO automatically. A
purchase order (PO) is an authorized order from a purchasing department to an external vendor/supplier.
The Purchase Orders application contains the following tabs:
List: Search the database using any combination of available fields.
PO: to enter, view, or modify POs.
PO Lines: to enter, view, or modify line items on the PO. Also to view summary information from the
Material Receipts and Service Receipts tabs in the Receiving application .

Receiving Application
Material Coordinator uses the Receiving application to receive materials and services from purchase
orders. You can search for and receive existing PO line items from the Select Ordered Items and the
Select Ordered Services dialog boxes, accessible from the Material Receipts and Service Receipts tabs,
or manually enter received items on the Receipts tabs.
The Receiving application contains the following tabs:
List: to search for receipt records in Maximo. Use more fields for a specific search and fewer fields for a
general search.
Material Receipts: to add, view, or modify materials received on a PO.
Refers to data associated with items used for work order on site by your company's employees. When
inventory items are received against a purchase order, the quantities in Inventory are updated, and an
inventory transaction is generated.
You can also receive materials not tracked in Inventory, but which require a purchase order.
Service Receipts: to add, view, or modify services received on a PO.
refers to data associated with any service provided by a vendor or contractor, such as repairs to assets.
The service may be performed on or off site. You specify service purchases either in terms of a quantity
and a unit cost, or as a single lump sum amount. Whichever terms you use on the service PO must be the
same on the corresponding receipt transaction, which you record on the Service Receipts tab.

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Inventory Application
The Inventory application enables you to keep track of items in Stock and indicates when stock
falls below a specified reorder point so that you know when to reorder. You can track item balances, and
vendors who supply an item, down to the bin and lot level for each storeroom.
The Inventory application also allows you track the movement of items into and out of inventory with the
Issues and Transfers application, the Work Order Tracking application in the Work Order module, and the
Receiving application in the Purchasing module.
If an item is stored in more than one storeroom location you can select View Item Availability from the
Select Action menu to view balances for all storeroom locations on one screen.

To set up your inventory:

1.

Define your storerooms and define items you want stocked there using the Storerooms and Item
Master applications.

2.

Create a master list of items you want stocked in each storeroom using the Item Master
application.

The Inventory application contains the following tabs:

List: to search the database using any combination of available fields.
Inventory: to enter, view, or modify item balances, costs, balances, bins and lots, and to view storeroom
locations where the item is stocked.

Reorder Details: to enter, view, or modify reorder details, such as the reorder point, lead time, and issue
units of an item. In addition, you can enter or view information about one or more vendors for an item, as
well as information about multiple manufacturers or models for each vendor.
Rotating Assets: to identify and track rotating assets associated with a rotating item.
Where Used: to list all pieces of equipment on which an item is listed as a subassembly or spare part.

Issue Current Item

Use the Issue Current Item dialog box to issue the current item directly to a work order or GL account.

To issue current item:

1. From the List tab of the Inventory application, display the item you want to issue. The item record
opens in the Inventory tab.
2. From the Select Action menu, select Issue Current Item. The Issue Current Item dialog box
opens.
3. Enter a value for the bin from which you want to issue the item in the Bin field, or click Select
Value and select a bin.
4. Enter the number of items you want to issue in the Quantity field.
5. Default ISSUE will be there in Transaction Type field, or click Select Value

and select it.

6. Enter a values in the Work Order or click Detail Menu > Select Value to select the values.
After you make your selections, Maximo fills in the other fields with the appropriate values.
7. Enter a value in the Requisition field or click Select Value
8. Enter a value in the Storeroom field, or click Detail Menu
storeroom.

and select a material requisition.

> Select Value

to select a

9. Enter a value in the WO Task field to allocate the charge for the item to a specific task.

10. Enter a value for the Issue To field, or click Detail Menu
ID.

> Select Value

11. Enter a value for the GL Debit Account field, or click Select Value

to select a person

and select one.

12. Click OK. Maximo saves your changes.

Transfer Current Item

You can only transfer non-rotating items. To transfer rotating items, use the Issues and Transfers
application.
This application is use to Transfer items to another storeroom location or bin.

To transfer the current item to another storeroom or bin:

1. Open the List tab of the Inventory application.
2. Select the item you want to transfer.
3. From the Select Action menu, select Transfer Current Item. The Transfer Current Item dialog
box opens.
4. Enter a value in the To Storeroom field, or click Detail Menu
storeroom.

> Select Value

and select a

5. Enter the number of items you want to transfer in the Quantity field.
6. Enter a value in the GL Debit Account field, or click Select Value
Account.
7.

Choose OK. Maximo records the transaction.

and select a GL Debit /Credit

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Storerooms Application
You use the Storerooms application to add and maintain information about storeroom locations, as well as
view the items stocked within a storeroom.
Note: To add an item to a storeroom, use the Item Master application.
The Storerooms application contains the following tabs:
List: to search Maximo for storeroom records.
Storeroom: to add, view, or modify storeroom locations and provide GL account information.
Items: to view a read-only list of items associated with a storeroom.

Issues and Transfers Application

You use the Issues and Transfers application to perform three functions: issues, returns, and transfers .

Issuing and Returning Items

You can issue items directly to a work order or against a general ledger account .

You can also use the Issues and Transfers application to return an item.
You can also issue or return an item from the Inventory application using the Issue Current Item action.

Transferring Items
You can use the Issues and Transfers application to transfer items from one storeroom to another. When
you transfer items from one storeroom to another Maximo adjusts balances accordingly.
You can also transfer an item from the Inventory application using the Transfer Current Item action

Application Tabs
The Issues and Transfers application contains the following tabs:
List: to search Maximo for storeroom records.
Issue: to issue items or tools directly to a work order, asset, or location, or against a general ledger
account. Also used for returning items to a storeroom.
Transfer Out: to transfer items or tools out of your storeroom to another storeroom, courier, or labor
location.
Transfer In: to transfer items or tools from another storeroom, courier, or labor location into your
storeroom. You can also transfer in misplaced items or tools to a storeroom

Work Order Tracking Application

You use the Work Order Tracking application to plan, review, and approve work orders for assets and
locations. When you create a work order in Maximo, you initiate the maintenance process and create a
historical record of work being performed. You can create work orders in several Maximo applications.
See Creating Work Orders for more information.
The Work Order Tracking application contains the following tabs:
List: to search Maximo for work orders.
Work Order: to create, view, and modify work orders; view PM and scheduling information; see which job
plan and safety plan are applied; view the originating work order for a follow-up work order; identify the
failure hierarchy for the asset or location.
Plans: to enter, view, and modify job tasks and labor, material, services, and tool requirements for the
work plan.
Related Records: to view, add and delete related work orders and tickets; to view follow-up records for
the current record.
Actuals: to enter, view and modify actual work order start and finish times, labor hours and costs,
material quantities, locations, costs, and tool quantities, hours and costs.
Safety Plan: to enter, view, and modify safety information on the work order.
Failure Reporting: to report asset and location failures to help identify breakdown patterns or trends.
Log: to view and create work log and communication entries about the current record
.

Job Plans Application

You use the Job Plans application to create, modify, or delete job plan records. A job plan is a detailed
description of work to be performed for a work order. You can copy job plans to PM records, routes, and
directly to work orders. After a job plan becomes a work plan on a work order, you can modify the work
plan without affecting the job plan.
Job plans generally contain tasks (procedures), along with lists of estimated labor, labor hours, materials,
services, and tools required for the work. To ensure that work on an asset is performed in a safe manner,
you can add work assets and associate safety plans that can be used when work is performed.
You can specify which organizations or organizations and sites can use the information on the plan and/or
its tasks. If you do not specify this information, the job plan can be used in any site of any organization.
Note: You also can create a job plan from a work plan that you use frequently. You might need security
authorization to create a job plan from a work plan. For more information, see the Work Order
Tracking Help.
The Job Plans application contains the following tabs:
List: to use any combination of fields to find records that match the data in those fields. Use more fields
for a specific search and fewer fields for a general search.
Job Plan: to create, modify, or delete a job plan record, specify the job plan tasks, and specify labor,
materials, services, and tools.
Work Assets: to add work assets and their corresponding safety plans to a job plan .

Preventive Maintenance Application

You use the Preventive Maintenance application to create, modify, and view preventive maintenance
plans for work assets and locations. PM records are templates for work orders.
On a PM record, you schedule job plans to be performed for preventive maintenance work. Maximo then
generates work orders from the PM.
You can also group PMs into hierarchies that model your asset hierarchies and generate sequenced work
order hierarchies.
The Preventive Maintenance application contains the following tabs:
List: to search for PM records in Maximo. Use more fields for a specific search and fewer fields for a
general search.
PM: to create PM records and associate them with assets, locations, routes, or GL accounts. Specify the
work to be performed.
Frequency: to enter, view, or modify scheduling criteria for the generation of work orders.
Seasonal Dates: to specify a PM's active days, months, or seasons
Job Plan Sequence: to add, view, modify, and sequence a progression of job plans for PM work.
PM Hierarchy: to build PM hierarchies to generate scheduled work order hierarchies.

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