_Vetasi Inventory Management v1

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MAXIMO v6 Training Handbook

MAXIMO V6 TRAINING

HANDBOOK

1/20/2009 Inventory Management using Maximo v6

Maximo can help you to manage your inventory by tracking materials needed for your

business functions such as operations, maintenance, and support. The various

applications within the Inventory module designed to maximize the availability of

items for upcoming work tasks and to reduce the outstanding inventory balances and

related carrying costs.




Table of Contents

CHAPTER 1: INVENTORY OVERVIEW .................................................................................................................... 3

Definitions ................................................................................................................................................................................................ 3

Inventory as part of the Maintenance Process ...................................................................................................................... 2

Tracking Material in Inventory...................................................................................................................................................... 3 Inventory in Relation to Other Applications........................................................................................................................... 5

Inventory and PM’s........................................................................................................................................................................... 5

Just in Time Inventory and Maximo ............................................................................................................................................ 6

Safety Stock........................................................................................................................................................................................... 7

Reorder Values.................................................................................................................................................................................... 7

CHAPTER 2: SETTING UP INVENTORIES AND ITEM ......................................................................................... 8

Store-room ............................................................................................................................................................................................... 8

Creating Store-room Record ........................................................................................................................................................ 8

Managing Storerooms ..................................................................................................................................................................... 9

Item Master ........................................................................................................................................................................................... 10 Creating an Item Record ............................................................................................................................................................. 10

Add/Modify Commodity Codes ............................................................................................................................................... 11

Modify Commodity Codes .......................................................................................................................................................... 13

Delete Commodity Codes ........................................................................................................................................................... 13

Add Items to Storerooms............................................................................................................................................................ 13

Add Vendors to Item ..................................................................................................................................................................... 15

CHAPTER 3: ISSUES AND TRANSFER .................................................................................................................. 17

Definitions ............................................................................................................................................................................................. 17

Issues and transfers Overview .................................................................................................................................................... 17

Best Practice Considerations ....................................................................................................................................................... 18

Issuing Reserved Items ................................................................................................................................................................... 18

Returning Items .................................................................................................................................................................................. 20

To return an item that was previously issued ................................................................................................................. 20

To return an item that was not previously issued ........................................................................................................ 22

Issuing an Unreserved Item ......................................................................................................................................................... 23

Transferring Items ............................................................................................................................................................................ 24

Transferring Items within a Site ............................................................................................................................................. 24

Transferring Items across Sites or Organizations ......................................................................................................... 24

Transfer Out an Item with a PO............................................................................................................................................... 24

Transfer Out an Item without a PO ....................................................................................................................................... 25 Transfer In an Item with a PO .................................................................................................................................................. 29

Transfer In an Item without a PO ........................................................................................................................................... 30

CHAPTER 4: STOCK CHECKING............................................................................................................................. 34

View Item Availability ..................................................................................................................................................................... 34

View Inventory Transaction......................................................................................................................................................... 35

Inventory Adjustment ..................................................................................................................................................................... 36

Reconcile Balances......................................................................................................................................................................... 36




Zero Year to Date Quantities..................................................................................................................................................... 37

Current Balance Adjustment .................................................................................................................................................... 37

Physical Count Adjustment ....................................................................................................................................................... 37

CHAPTER 5: RECEIVING GOODS AND SERVICES ............................................................................................. 39

Select PO for Receiving Materials .............................................................................................................................................. 39

Change Inspection Status............................................................................................................................................................... 42

CHAPTER 6: INVENTORY REORDERING ............................................................................................................ 45

Overview ................................................................................................................................................................................................ 45

Reorder Items ...................................................................................................................................................................................... 47

Reorder Items Detail..................................................................................................................................................................... 48

CHAPTER 7: ROTATING ITEMS ............................................................................................................................. 49

Registering a Rotating Item .......................................................................................................................................................... 49

Receiving Rotating Item ................................................................................................................................................................. 51

Issuing a Rotating Item ................................................................................................................................................................... 55




CHAPTER 1: INVENTORY OVERVIEW

Maximo can help you to manage your inventory by tracking materials needed for your business functionssuch as operations, maintenance, and support. The various applications within the Inventory module

designed to maximize the availability of items for upcoming work tasks and to reduce the outstanding

inventory balances and related carrying costs.

Definitions

The following table lists and defines some of the important inventory terms used in Maximo.

Term Definition

Assets In Maximo, can be either rotating or non-rotating.

Non-rotating assets do not move in and out of storerooms. A non-

rotating asset has a unique asset number but does not have an item

number because it is not tracked in inventory.

Direct Issue Items Items that exist as item masters either stocked or non-stocked, an

are flagged on the work order plans tab as Issue on Receipt or Direc

Issue, depending on the screen, or materials that are entered on th

plans work order plan that do not have item numbers.

Item Sets Allow multiple organizations within a company to view, insert, and

choose from a common set of items. An organization can be

associated with only one item set. However, multiple organizations

can use the same item set. Item sets are identified by a unique itemset identifier, with each item in the set having a unique item

number. When organizations are created, an item set is assigned to

that organization to use. When you create an item, by default the

item is cataloged into the item set associated with the organization

to which your default insert site belongs.

Items Records for items that are used by your organizations and can b

stocked in your company’s storerooms.

Term Definition

Kits Collections of items that are issued as a single unit.

Rotating Items Individual serialized assets that you define with a common item

number, such as pumps or laptops. You designate an item a

rotating because you want to know where that specific item exists a

all times. Rotating items are generally maintained, not consumed




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Rotating Tools Individual serialized assets, such as nail guns or backhoes, that ar

defined by a common tool number. You mark a tool as rotatin

because it shares the same properties as an asset and you want t

track each instance of that tool as an asset tomonitor maintenanc

costs, downtime, and so forth.

Tools Typically non-consumable items for which you charge an hourlrate for their use. Some examples of tools include air compressors

nail guns, calibration equipment, and heavy equipment such a

cranes and excavators. You catalog these tools in an Item Set, whic

can then be shared by the organizations using that Item Set.

The general categories of assets identified and supported in Maximo are as follows:

Labor includes the people who do the work, cause the work to be done, or support the work effort.

Assets include machinery, tools, and so forth.

Locations are the areas where assets are located. Items are the materials needed to accomplish work. Within the item asset group you can further

define subgroups:

o Spare parts are items that are purchased or manufactured to replace, maintain, or repair

assets or locations. When they break or wear out they are thrown away. Some examples are

filters, motors, valves, and gears.o Consumables or supplies are items that are typically purchased and used up during the

work or production process. Some examples are light bulbs, paper towels, and fuel.

o Repairable spares are items that are essentially spare parts but will be repaired and are

possibly interchangeable with other assets or locations. Examples include large motors,

pumps, and saw blades.

Inventory as part of the Maintenance Process

Inventory is one of the central modules in Maximo. It functions in a dynamic relationship with Work

Orders, Preventive Maintenance, Purchase Orders, Assets, Tools, and Companies applications. These other

applications affect the quantity of items in inventory and identify where those items are needed or located,

as well as who sells them to your company




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The Maximo Inventory module has two primary goals:

• To maximize the availability of items for upcoming work tasks

• To reduce the outstanding inventory balances and related carrying costs

Tracking Material in Inventory

The Inventory module in Maximo tracks materials needed for your business functions such as operations,

maintenance and support. You use the various applications within the Inventory module to model your

storeroom configuration and track all transactions that affect the state of your storerooms.

When users plan work or request materials, it has a direct effect on the applications within Inventory.Planned materials on a work order are reserved in inventory when the work order is approved. Material

balances are decreased when materials are issued to a work order




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As balances decrease in Maximo storerooms, we need a way to replenish these balances. The Maximo

Inventory applications work in conjunction with the Purchasing applications to provide a way to track

requests for purchases and receipts of materials.

Inventory personnel perform a reorder function in the Inventory application to evaluate stock and createPRs for parts that need to be ordered.

Purchasing personnel process PRs to ensure that all parts are ordered from vendors on purchase orders

(POs).

When vendors ship materials, inventory personnel receive them into the storerooms, which increases

balances and satisfies the requirements of the PO.

The Inventory Module consists of the following applications:

Application Function

Inventory Used to enter, view or modify item balances, costs, bins and lots, and to view storeroom

locations where the item is stocked.

Issue and

Transfer

Used to perform three functions: issues, returns, and transfers. You can also used to

return an item or tool to a storeroom within a site.

Item Master Used to define items that will be stocked in your storerooms.

Condition

Codes

Used to build the master list of condition codes for a particular item set and to manage

your inventory by allowing you to track the balance and value for each item.

Storeroom Used to add and maintain information about storeroom location and to view the items

stocked in a storeroom.

Tools Used to issue, receive, transfer tools from storeroom, manage information about the

tools used to perform work and catalog it in an item set.

Stocked Tools Used to manage existing tools in storerooms.

At Item Master application you can also categorize items to a catalog in an item set which can be shared by

the organizations using that item set, define alternate items that can be used in their place, define vendors

that carry an item, attach documents outside of Maximo that relate to an item.

Inventory application enables you to keep track of items 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. And also allows you to 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.




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Stocked Tools application only used to manage the existing tools. If you want to add new tool records you

must use the Tools application.

Inventory in Relation to Other Applications

Inventory and PM’s

The Inventory module and the PMs module have the following important relationships:

PMs will often be associated to Job Plans so that, when the PM generates

a work order, the Job Plan is attached to the work order. Job Plans that contain materials lists

become part of the work order planned materials. During the PM work order generation process,

Maximo checks the due date of the PM, including additional lead time, and generates a work order

in the WAPPR status. The process then adds the Job Plan to the work order and changes the statusof the work order to WSCH, at which time Maximo creates a reservation for any planned materials.

When a user runs the reorder process in the Inventory application, this reservation of items affects

whether the items are reordered. This reservation is maintained until either the materials are

issued or the work order is closed or canceled




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Inventory and Work Orders

The Inventory module and the Work Orders module have the following important relationships:

Before anyone can reference a stocked or nonstocked item on a work order, the item must exist ininventory.

When a user includes an item on a work order, Maximo decreases the inventory balance for that item.

When a user requests direct issue items on a work order, Maximo does not automatically issue areorder for these items. You must consider direct-issue items in the inventory reordering process.

When a user approves a work order, Maximo reserves the items it needs in inventory. When a userruns the reorder process in the Inventory module, this reservation of items affects whether the

items are reordered. This reserve is maintained until the work order is closed or canceled.

You can issue items directly to a work order from the Issues and Transfers application or from the

Inventory application.

Inventory and Purchasing

The Inventory and Purchasing modules have the following important relationships:

You can produce a PR or a PO by reordering items from the Inventory application.

Maximo updates inventory balances as you receive items on a PO, provided the order is not an issue

on receipt order.

Maximo automatically charges issue on receipt items to the appropriate work order, asset, location,

or GL account.

The Companies application in the Purchasing module holds the “Who do I buy it from?” informationfor inventoried items.

Inventory and Assets

The Inventory and Assets modules have the following important relationships:

You can establish and create rotating item/asset records by linking an existing item record to an

asset record.

The Where Used tab in Inventory tracks items according to which pieces of equipment are usingthem

Just in Time Inventory and Maximo

Because the industry average cost to maintain inventory is 20 percent of the total inventory cost, many

companies are moving to a just-in-time system to increase the availability of parts needed for upcoming

work and to minimize the inventory levels and associated carrying costs. Maximo can accommodate a just-

in-time system and help reduce costs by allowing you to set mportant reorder properties that enable

Maximo to replenish items as economically as possible.




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You can use Maximo for several important components of a just-in-time system:

To identify and use reliable vendors

To set inventory stocking levels

To assign lead times, reorder points (ROP), and economic order quantities (EOQ) for items

Safety Stock

Most companies maintain some level of safety stock for an emergency, particularly for parts required by

critical processes, such as production spares and safety items or hard-to-acquire materials and tools. After

you have considered your historical use of specific items, determine the projected use, considering

equipment age and condition, lead time to acquisition, distance, and cost of emergency delivery. To help

you do this, Maximo includes year- to-date issue information and ABC analysis functionality.

Reorder Values

Maximo enables you to set important reorder values so that you can tailor the reorder routine to best meet

your needs. Values to consider include the reorder point, economic order quantity, safety stock, lead time,order and issue units.




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CHAPTER 2: SETTING UP INVENTORIES AND ITEM

Store-roomThe storeroom application allows you to create an electronic replica of the physical area where materials

and spare parts are kept. General ledger accounting information, as well as addresses for shipping and

receiving, is established and maintained here.

You can use the Storeroom application to design the default storeroom for a site. But Maximo will select

the first storeroom that you create in a site as the default storeroom for that site. Because a default

storeroom exists for each site, you do not have to specify a storeroom on preventative maintenance (PM)

records or job plans unless you want to use a different storeroom.

Creating Store-room Record

Follow these steps to create a storeroom record:

Step Action

1 Open the Storeroom application and click the New Storeroom icon .

2 Enter a location name in the Location field.

ie. Enter ‘WHXX’ in the Location field.

3 Enter a description in the Description field. To enter additional information, click Long

Description icon .

ie. Enter ‘Warehouse XX’ in the Description field.

4 Enter values for the GL Control Account by click Select Value icon to select an option

and return a value.

Result: The GL Control Account field is populated with your choice.

Note: You can use the same way to input Cost Adjustment Account field, Receipt

Variance Accounts field, Purchase Variance Accounts field, Shrinkage Account field,

Invoice Variance Account field, Currency Variance Account field, and Tool Control

Account field.

5 Specify lead time weight percentage in the Recent Lead Time Weight in field.




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ie. Enter ‘10’ in the Recent Lead Time Weight in field.

6 Specify labor in charge for shipping in Ship to Labor field by clicking icon to select an

option and return a value.

7

Enter address code in Ship to Address field by clicking icon to select an option and

return a value.

8 Specify labor in charge for receive bills in Bill to Labor field by clicking icon to select

an option and return a value.

9 Enter address code in Bill to Address field by clicking icon to select an option and

return a value.

10

Checked the Default Storeroom? check box if you want the new storeroom become the

default storeroom for the site.

ie.

11 Checked the Use in PO/PR? check box if you want to use the new storeroom as a vendor

in internal purchase requisitions and purchase orders.

ie.

Result: Your result should look similar to this:

12 Save the record by clicking icon .

Managing Storerooms




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You can modify all of the fields except for Location fields and Site fields.

DELETING A STOREROOM

You can delete a Storeroom record using the Delete Storeroom action available from the Select Action

menu or by clicking icon . A Storeroom may not be deleted if items are stocked in it.

Item Master

Item Master application is used to define items that will be stocked in your Storerooms. You group these

items in an item set which can then be shared by the organizations using that item set.

When you create an item record, you define the main attributes of the item such as commodity codes, order

and issue units, along with any alternate items that you can use in its place and a list of the condition codes

you want applied to the item.

The Item Master application has the following tabs:

- List: to search the database using any combination of available fields.

- Item: to enter, view, or modify items, and specify alternate items.

- Storerooms: to view a read-only list of information about storerooms that stocked the item.

- Vendors: to enter or view information on one or more vendors for an item, as well as associated

information such as manufacturer, model, and catalog number.

- Specifications: to enter, view, and modify specification templates containing detailed information

specific to a type of inventory item.

- Item Assembly Structure: to enter, view, and modify an IAS.

Creating an Item Record

Follow these steps to create an item record:

Step Action

1 Open the Item Master application and click the New Item icon .

2 Enter an item number in the Item field, description in the Description field, order unit in the

Order Unit field, and Issue Unit in Issue Unit field.

ie. Enter ‘TRCONDSR’ in the Item field, ‘Trane 20 Ton Condenser’ in the Description field,

‘BOTTLE’ in the Order Unit field, and ‘BOTTLE’ in the Issue Unit field.

3 Checked the Condition Enabled? check box to define the item set level. Checked the Inspection

on Receipt? check box to hold items being received out of inventory until the purchase order

receipt has been approved. Checked the Add as Spare Part? check box to use the item as an

additional spare parts.




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4 Save the record.

Add/Modify Commodity Codes

A commodity group is a classification that will be used by purchasing managers, as opposed to the

Classification that is used by maintenance managers.

There are two levels of commodities:

The commodity group, which is a broad classification of an item.

The commodity code, which is a second level of classification defined with the commodity group.

By allowing you to associate an item to a commodity group and commodity code you are able to analyzespending by transaction or by vendor based on the commodity group and code.

Follow these steps to add commodity code:

Step Action

1 In the Item Master application, select Add/Modify Commodity Codes from the Select Action

menu.




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2 Click New Row button under the Commodity Group section.

Result: The Details section open.

3 Enter ‘CONDSR XX ’ to Commodity Group field and ‘Condensers’ to Description field.

4 Click New Row button in the Commodity Codes section and enter ‘EVAP XX ’ to Commodity

Code field.

Enter ‘Evaporative Condensers’ to Description field.5 Click OK

Result: the commodity groups and codes are saved to the database.

6 You can now enter the commodity group and code in the item that you just created.

Enter ‘CONDSR XX ’ in the Commodity Group field.

Enter ‘EVAP XX ’ in the Commodity Code field.


7 Save the record.




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Modify Commodity Codes

To modify commodities:

1. In the Add/Modify Commodity Codes dialog box, do one of the following:

To modify commodity groups, click the View Details icon for the commodity group you

want modified. The Row Details open.

To modify commodity codes, click the View Details icon for the commodity group whose

codes you want modified. The Commodity codes for that group appear in the Commodity

Codes for Commodity Group table window.

2. Make the required modifications in the fields.

3. Click OK .

Delete Commodity Codes

Commodity groups and codes may not be deleted if they are already used on existing item or

vendor records. Commodity groups may not be deleted until all the codes for that group have been

deleted.

To delete commodities:

1. In the Add/Modify Commodity Codes dialog box, click the Mark Row for Delete button on

the commodity group or code row you want to delete.

2. Click OK .

Add Items to Storerooms

When you add an item to a storeroom, the inventory control, shrinkage cost, and inventory cost adjustment

accounts are defaulted from the storeroom record. In the inventory application, you can display these fields

and edit them on the inventory record so that you can make the accounts item/location-specific.

Follow these steps to add items to storeroom:




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Step Action

1 Display the item that you want to add to a storeroom by select Item Master application and

choose the item.

ie. Select item ‘1010’ from the List tab.

2

Click the Storerooms tab and Maximo will display the storerooms that stock the item if any.

3 Select Add Items to Storeroom from the Select Action menu.

4 Enter ‘WH XX ’ to Storeroom field or select it from the Select Value menu.

ie. Enter ‘WH2’ to Storeroom field.

5 Click OK.

Result: Maximo copies the storeroom location to the next Add Items to Storeroom dialog box.

Note: If appropriate, you can enter a default bin, standard cost, order unit, and issue unit for the

item by clicking on the View Details icon.

6 Enter value in the Current Balance field.

7 Click OK and The Add Item to Storeroom dialog box closes and Maximo adds the item to the

storeroom. Maximo displays the storeroom in the list on the Storerooms tab.





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Add Vendors to Item

You can assign vendors to an item record to manage a list of vendors that supply the item. You create

vendors in the Companies application, and Maximo stores them at the organization level.

Follow these steps to associate/add vendor to item:

Step Action

1 Display the item record to which you want to associate a vendor

ie. Select item ‘ XXXX ’ from the List tab.

2 Click the Vendors tab and Maximo will display the vendors that stock the item if any.

In this case, no vendors have been

identified.

3 In the Vendors table window, click New Row and the row details section opens.

4 In the Vendor field, click on the Detail Menu button and select ‘SCHNEIDER’.

Result: Maximo returns the vendor’s name, description, and currency.




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5 In the Promised Lead Time (Days) field you must enter value to signify the number of days it

takes the vendor to supply the item.

6 You can fill in the other information you need and click save icon.




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CHAPTER 3: ISSUES AND TRANSFER

Maximo provides two ways to issue and transfer items from within the Inventory module:

the Issues and Transfers application

the Inventory application

In this Document the focus will be on using the Issues and Transfers application to issue and return items

and to transfer items into and out of storerooms. We will first issue items using the Issue tab and then

transfer items using the Transfer In and Transfer Out tabs.

Definitions

The issue of an item is its removal from a storeroom location to a work order, location, asset, or GLaccount. The balance in the issuing storeroom is affected.

The transferring in of an item is its entrance to a storeroom location from another storeroomlocation or from within the same storeroom between bins. Balances for the item in both storerooms

and bins are affected.

The transferring out of an item is its removal from a storeroom location for the purpose of

entering another storeroom location or from within the same storeroom between bins. Balances forthe item in both storerooms and bins are affected.

Issues and transfers Overview

The Issues and Transfers application is used to issue or transfer items from existing locations or

storerooms. You can issue directly to a work order, location, or asset against a general ledger account code,either within a site or across sites within an organization. You can also issue items across sites as long as

they belong to the same item set. In addition, you can transfer stock from one storeroom location to

another, either within a site, across sites within an organization, or across organizations. Balances are

adjusted accordingly. You also can trace the transfer of stock from one storeroom to another by

transferring to and from “transit” locations (for example, COURIER or L ABOR). When you issue a condition-

enabled item, you must select a condition code for it.

There are four tabs in the Issues and Transfers application: List, Issue,

Transfer Out , and Transfer In.

Use this tab… To…

List Search the database using any combination of available fields.

Issue Issue items directly to a work order, asset, or location, or against

a general ledger account. Also, use for returning items to a

storeroom that have previously been issued out.




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Transfer Out Transfer items out of a storeroom to another storeroom, courier,

or labor location. The Select PO Items button calls up Internal POs

created by all sites/organizations.

Transfer In Transfer items in from another storeroom to a storeroom, courier,

or labor location. Transfer In cannot be used for cross-

organization

transfers. This is because it is against generally accepted accountin

principles (GAAP) for an organization to write a financial posting i

another organization. However, Transfer In

can be used for cross-site transfers.

Best Practice Considerations

Consider the following points when setting up your business processes for issuing items:

Are the items in your storerooms assigned a stock code?

Is each item assigned to a bin or shelf number?

Does the bin (or item) have a method of identifying item specific information?

Does each item have an assigned barcode?

Does your storeroom clerk first check the Maximo balance before “issuing out the item”? (The itemmight have a negative balance—even though there are a number of items in the bin, they might be

reserved.) Maximo will tell you if there is a negative balance at the time the transaction is made.

However, if you want, after entering the item number into the row, you can use the Detail menu andselect View Item Availability to determine which bins contain the item and how many each bin

should contain.

Issuing Reserved Items

Follow these steps to issuing a reserved item:

Step Action

1 From the Inventory module, open the Issues and Transfers application.

2 Search for and select storeroom from the List tab.

ie. Select ‘WH’ storeroom.

Result: Your screen should look similar to this:

http://maximo62:9999/maximohelp/en/mergedProjects/inventor/searchtab.htm







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3 Click Select Reserved Items button.

Result: The Select Reserved Items page display with a Filter.

4 Select the items corresponding to your work order to copy these items to the Issue tab

by clicking in the Select Row check box for each item.

ie. Select item ‘1003’ and item ‘1020’

5 Click OK .

Result: The items populate rows on the Issue tab.

Note: Clicking on the View Details button expands the view and allows you to view the item

availability, bin, and current balance information prior to saving.




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Result: The issue is recorded in the database. Your display removes the issued items because the

default specifies that no past issues be displayed.

7 To make sure that these items were issued to your work order, open the Quick Reporting

application from the Work Orders module, then search for and select your work order.

Click on the Materials subtab and the issued parts display in the Materials subtab.

8 Close the Quick Reporting application.

Returning Items

You can return an item in one of two ways:

Return an item that was previously issued

Return an item that has not been issued (in other words, does not have a previous issue

transaction)

To return an item that was previously issued

Step Action









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3 Click Select Items for Return button.

4 Select the items you want to return by clicking in the Select Row check box for each item.

ie. Select item ‘1003’

5 Click OK .

Result: The items populate rows on the Issue tab.

Note: Clicking on the View Details button expands the view and allows you to view the item

availability, bin, and current balance information prior to saving.

6 To change the quantity you want to return, click icon and enter the return amount in the

Quantity field.

ie. Enter ‘1’ in the Quantity field

Note: You must enter a return quantity that is equal to or less than the quantity originally issued.




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To return an item that was not previously issuedIf you cannot find a prior issue transaction for an item, you can return it by creating an issue

transaction of type RETURN. If the item you are returning is condition-enabled, you must specify

its current condition by assigning a condition code.

Step Action




3 On the Issue tab, click New Row.


4 In the Item field, enter a value or click icon to select a value and retrieve an item.

ie. Enter ‘1013’ in the Item field.

5 In the Quantity field, specify how many of the item you want to return.








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ie. Enter ‘1’ in the Quantity field.

6 In the Transaction Type field, click icon and select RETURN.

7 If appropriate, change the default site in the To Site field.

8 Fill in additional fields as needed.



Issuing an Unreserved Item

In addition to issuing those items already reserved in inventory for work orders, inventory personnel also

routinely issue items that have not been reserved by an approved work order.

To issue items from the Issues and Transfers application, you must specify a storeroom and be authorized

to issue items from that storeroom. If you issue items across sites within an organization, you must also

have access to both sites. To issue an unreserved item, you must specify one of the following items:

Work order

Location

Assets

Labor record

GL account (if Maximo is set up to use GL accounting, then all transactions require both a debit and

a credit GL account)




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Transferring Items

In this section we will learn how to use Maximo to transfer items out of and into a storeroom using the

Transfer Out and Transfer In tabs. We will first learn how to transfer items within the same site and

organization. Then we will discuss how to transfer items across sites and organizations.

The Transfer Out tab and the Transfer In tab create the same record —one that has a “from” and a “to”

location (including bins). Use each tab when it is most convenient. For example, if you are the manager of

the Garage storeroom, it is probably more convenient to transfer items in from a variety of locations. If you

are the manager of the Central storeroom, it is probably more convenient to transfer many items out in a

single session.

In many cases you should use the Transfer Out and Transfer In tabs to best handle the complete scenario of

transferring an item. Consider a transfer between two storerooms 300 miles apart. In this case, a transfer

between these two storerooms is not instantaneous and involves shipping time. For this reason a user

generally creates a “transfer out” record consisting of a From Location of Storeroom A an d a To Location of

a Courier (for example, FedEx). At the point when the courier reaches Storeroom B, the user can perform a

Transfer In with a From Location of the Courier and a To Location of Storeroom B. This same scenario can

be repeated with a Labor location instead of a Courier location.

Transferring Items within a Site

If you are transferring within a site, you can transfer an item or tool to one of three types of locations in the

To Location field:

a courier location. You use a courier location when an internal courier is used as an intermediary

in the transfer of an item or tool within a site. In this case, Maximo adjusts only the supplying

storeroom's balance.

a labor location. You use a labor location when you want to transfer an item or tool to a person. In

this case, Maximo adjusts only the supplying storeroom's balance.

a storeroom location. You use a storeroom location when you want to transfer items or tools

directly from one storeroom to another local storeroom. In this case, Maximo adjusts the balances

for both the supplying and receiving storerooms.

Transferring Items across Sites or Organizations

If you are transferring items across sites or organizations, you can specify a courier for transporting theitems or tools in the Courier field. Both organizations must use the same item set . In this case, Maximo

adjusts only the supplying storeroom's balance.

Transfer Out an Item with a PO

Follow these steps to transfer items out that are listed on a purchase order:

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Step Action




3 On the Transfer Out tab, click Select PO Items button.


4 Use the Filter area to narrow the list of items that you want to display in the table, and then

click icon or press Enter.

5 Select the items you want, and click OK . The Select PO Items dialog box closes.

Note: When transferring items listed on a purchase order, Maximo assumes you are doing a

direct transfer within a site and automatically defaults the To Location and To Site fields.

6 Click icon to view details and complete additional fields:

a. When transferring items across organizations, you must use a courier. In the Courier

field, enter a value or click icon to select a value and retrieve a courier. Maximo clears the To

Location field.

b. If appropriate, edit the number of items to transfer in the Quantity field.

c. If appropriate, edit the To Bin value.

d. If appropriate, fill in the Issue To field. For example, if you are transferring an item from

one storeroom to another and physically give the item to someone to carry it between the two.

You can add that person's name (person ID) to this field.

e. Fill in remaining fields as needed.

7

Save transaction by clicking icon.

Transfer Out an Item without a PO

You use the Transfer Out tab of the Issues and Transfers application to transfer items or tools without a

purchase order (PO) within a site or across sites within an organization. To transfer items out across




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organizations you must have a PO. To transfer items out from one site to another site within the same

organization, you must be authorized to access both sites and the supplying and receiving storerooms.

When you directly transfer items within a site, Maximo adjusts the balance in both the supplying and

receiving storerooms. If you transfer items out across sites within one organization, Maximo only adjusts

the balance of the supplying storeroom.

Follow these steps to transfer a single item:

Step Action




3 On the Transfer Out tab, click New Row.


4 In the Line Type field, select whether you are transferring out an ITEM or TOOL.








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ie. Enter ‘ITEM’ in the Line Type field.

5 In the Item field, click icon to select a value and retrieve an item. The item (or tool) you chose

must be available in the storeroom you selected.

ie. Select item ‘1003’ in the Item field.

6 Click icon to view details on a row to add information or edit any fields:

a. Choose one of the following options:

If you are transferring items directly within a site, enter a location in the To

Location field or click icon to select a value and retrieve a location.

If you are transferring items to a different site within an organization, change the

value in the To Site field and then enter a location in the To Location field or

click icon to select a value and retrieve a location.

b.

Add or edit the number of items to transfer in the Quantity field.

ie. Enter ‘5’ in the Quantity field.

7 If the Conversion Factor field is empty, enter the conversion ratio for this transaction. For

example, if the storeroom you are transferring from is measured in boxes, and your receiving

storeroom is each, then your conversion ratio is between box and each. If you have a box of 12,

the conversion value is 12. You can change the default conversion, if needed.






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9 Save transaction by clicking icon.

Follow these steps to transfer multiple items by selecting from a list:

1. From the List tab of the Issues and Transfer application, select the storeroom from where you

want to transfer the item(s).

2. On the Transfer Out tab, click Select Items for Transfer. The Select Items for Transfer dialog box

opens.

3. Select the items you want to transfer out of the storeroom.

4. Click OK . The Select Items for Transfer dialog box closes, and Maximo displays the items on the

Transfer Out tab.

5. Click icon to view details on a row to add information or edit any fields:

a. Choose from one of the following options:

If you are transferring items directly within a site, enter a location in the To Location field

or click icon to select a value and retrieve a location.

If you are transferring items to a different site within an organization, change the value in

the To Site field and then enter a location in the To Location field or click icon to select a

value and retrieve a location.

b. Add or edit the number of items to transfer in the Quantity field.




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c. If appropriate, fill in the Issue To field. For example, if you are transferring an item from one

storeroom to another and physically give the item to someone to carry it between the two. You can add that

person's name (person ID) to this field.

d. Fill in additional fields as needed.

5.

Save Transaction by clicking icon.

Follow these steps to transfer multiple spare parts for an asset:

1. From the List tab of the Issues and Transfer application, select the storeroom from where you

want to transfer the item(s).

2. On the Transfer Out tab, click Select Asset Spare Parts. The Select Asset Spare Parts dialog box

opens.

3.

Enter an asset or click icon to select a value and retrieve an asset.

4. Select the items you want to transfer out of the storeroom.

5. Click OK . The Select Asset Spare Parts dialog box closes, and Maximo displays the items on the

Transfer Out tab.


a. Choose one of the following options:

If you are transferring items directly within a site, enter a location in the To Location field

or click icon to select a value and retrieve a location.

If you are transferring items to a different site within an organization, change the value in

the To Site field and then enter a location in the To Location field or click icon to select a

value and retrieve a location.

b. Add or edit the number of items to transfer in the Quantity field.

c. If appropriate, fill in the Issue To field. For example, if you are transferring an item from one

storeroom to another and physically give the item to someone to carry it between the two. You can add that

person's name (person ID) to this field.

d. Fill in additional fields as needed.

7. Save Transaction by clicking icon.

Transfer In an Item with a PO

Follow these steps to transfer items in that are listed on a purchase order:




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Step Action




3 On the Transfer In tab, choose one of the following options:

To view a list of all items awaiting a direct transfer to this storeroom, click Select PO

Items.

To view a list of all items that are with a courier and are awaiting transfer to this

storeroom, click Select PO Items in Transit .

4 Use the Filter area to narrow the list of items that you want to display in the table, and then

click icon or press Enter.

5

Select the items you want to transfer in, and click OK.

Note: When transferring items listed on a purchase order, Maximo defaults the From Location

and From Site fields.

6 Click icon to view details and complete additional fields:

a. If appropriate, edit the number of items to transfer in the Quantity field.

b. If appropriate, edit the To Bin value.

c. Fill in remaining fields as needed.


Transfer In an Item without a PO

Follow these steps to transfer a single item:

Step Action


2

Search for and select storeroom from the List tab.


3 On the Transfer Out tab, click New Row.













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4 In the Line Type field, select whether you are transferring an ITEM or TOOL.

ie. Enter ‘TOOL’ in the Line Type field.

5 In the From Location field, enter the storeroom that is supplying the item (or tool).

ie. Enter ‘WH’ in the From Location field.

6 In the Item field, click icon to select a value and retrieve an item. The item you chose must be

available in the storeroom you selected.

ie. Enter ‘1030’ in the Item field.

7 Click icon to view details on a row to add information or edit any fields:

Add or edit the number of items to transfer in the Quantity field.

If the Conversion Factor field is empty, enter the conversion ratio for this transaction.

For example, if the storeroom you are transferring from is measured in boxes, and your

receiving storeroom is each, then your conversion ratio is between box and each. If you

have a box of 12, the conversion value is 12. You can change the default conversion, if

needed.



Follow these steps to transfer multiple items by selecting from a list:




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1. From the List tab of the Issues and Transfer application, select the storeroom into which you want

to transfer the item(s).

2. On the Transfer In tab, click Select Items for Transfer.

3. Select the items you want to transfer into the storeroom.

4. Click OK . The Select Items for Transfer dialog box closes, and Maximo displays the items on the

Transfer In tab.


a. Add or edit the number of items to transfer in the Quantity field.

b. If the Conversion Factor field is empty, enter the conversion ratio for this transaction. For

example, if the storeroom you are transferring from is measured in boxes, and your receiving storeroom is

each, then your conversion ratio is between box and each. If you have a box of 12, the conversion value is

12. You can change the default conversion, if needed.


d. If appropriate, fill in the Issue To field.

e. Fill in additional fields as needed.

6. Save Transaction by clicking icon.

Follow these steps to transfer multiple spare parts for an asset:

1.

From the List tab of the Issues and Transfer application, select the storeroom into which you want to transfer the item(s).

2. On the Transfer In tab, click Select Asset Spare Parts.

3. Enter an asset or click icon to select a value and retrieve one. Maximo lists the spare parts

associated with the asset.

4. Select the items you want to transfer into the storeroom.

5. Click OK . The Select Asset Spare Parts dialog box closes, and Maximo displays the items on the

Transfer In tab.

6.

Click icon to view details on a row to add information or edit any fields:

a. Add or edit the number of items to transfer in the Quantity field.

b. If the Conversion Factor field is empty, enter the conversion ratio for this transaction. For

example, if the storeroom you are transferring from is measured in boxes, and your receiving storeroom is




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each, then your conversion ratio is between box and each. If you have a box of 12, the conversion value is

12. You can change the default conversion, if needed.


d. If appropriate, fill in the Issue To field.

e. Fill in additional fields as needed.

Save Transaction by clicking icon.




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CHAPTER 4: STOCK CHECKING

View Item Availability

You can use the View Item Availability dialog box to view all of the storerooms that stock a particular

item. This page contains the following tabs:

All Locations: Use to view the total balances in any storeroom that has an item.

All Lots: Use to view the total balances for each lot location that has the item.

Purchasing: Use to view the quantity of items on order from all outstanding approved and

unapproved purchase requisitions (PRs) referenced in the purchase orders as well as approved and

unapproved purchase orders (POs).

Alternates: Use to view the balance of alternate items associated with an item.

Reservations: Use to view the quantity of the item that has been reserved.

Follow these steps to view item availability:

Step Action

1 From the List tab of the Inventory application, select the item. The item record opens on the

Inventory tab.

ie. Select ‘1020’ from the List tab.

2 In the Item field, click icon and select View Item Availability or from Select Action menu

click View Item Availability.









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3 On the View Item Availability dialog box, click a tab to display the information you want to view.

4

Click OK to exit the page.

View Inventory Transaction

Inventory transactions are generated when you make changes in the balance or cost of the inventory.

You can use the View Inventory Transactions dialog box to view the inventory transactions related to the

current inventory record. This dialog box has the following sub tabs:

Receipts and Transfers: to view material receipts type inventory transactions.

Issues and Returns: to view material usage type inventory transactions.

Adjustments: to view adjustment type inventory transactions.

Follow these steps to view inventory transactions:

Step Action

1 From the List tab of the Inventory application, select the item.


2 From Select Action menu click View Inventory Transaction.









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3 Click a sub tab, based on the transaction type you want to view. For example, if you want to view

material usage type transactions, click the Issues and Returns sub tab.

4 Click OK to close the View Inventory Transaction dialog box.

Inventory Adjustment

Inventory Adjustment action has six sub-actions: Reconcile Balances, Zero Year to Date Quantities,

Current Balance, Physical Count, Standard Cost, and Average Cost.

Reconcile BalancesYou can use the Reconcile Balances dialog box in the Inventory application to adjust the current balance

based on a physical count. This transaction is for the selected item in a selected storeroom only (by default,

the storeroom named in the Inventory tab).

To reconcile balances:

1. From the List tab of the Inventory application, display the item on which you want to reconcile

balances.

2. Click the Inventory tab. The Inventory tab opens focused on the item displayed.

3.

From the Select Action menu, select Inventory Adjustments Reconcile Balances. TheReconcile Balances dialog box opens.

4. Click Select Value to select the Control GL Account and Shrinkage GL Account .

5. Click OK . Maximo generates a reconcile adjustment transaction for the adjustment. The Quantity

field in the transaction record reflects the change to the current balance after Maximo makes the

adjustment.




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Note: Maximo includes issues, returns, transfers, and receipts after the physical count to calculate the new

balance.

Zero Year to Date Quantities

You can use the Zero Year to Date Quantities dialog box to "zero out" the year to date fields in the

Inventory application. Typically, you would use this option just once a year.

To zero year to date quantities:

1. Display the record whose year to date quantities you want to reset.

2. From the Select Action menu, select Zero Year to Date Quantities. The Zero Year to Date

Quantities dialog box opens.

3. Click OK. Maximo moves all Year to Date quantities back one year and changes the current Year to

Date Quantity to zero.

Current Balance Adjustment

Use the Current Balance Adjustment dialog box in the Inventory application to adjust the current

balance of a stocked item, which is a running total of how many instances of that item are in a storeroom.

For each bin in this storeroom, you can enter a new current balance, and specify the control and shrinkage

account numbers associated with this adjustment.

You cannot adjust a rotating tool's current balance. The Current Balance field on the Inventory tab is

read-only. If the current balance is not accurate, you must use the Current Balance Adjustment dialog box

to update it.

To adjust the current balance of an item:

1.

From the List tab of the Inventory application, display the item for which you want to adjust thecurrent balance.

2. From the Select Action menu, select Inventory Adjustments > Current Balance. The Current

Balance Adjustment dialog box opens, with the Item Number and Item Description fields

populated.

3. In the New Balance field, enter a new balance value for each bin that you want to adjust.

4. Click OK . The Current Balance Adjustment dialog box closes, and Maximo saves the new balance for

each bin.

Physical Count Adjustment The physical count is typically a number you adjust at predefined intervals, such as monthly, quarterly, or

annually. For each storeroom that carries an item, you can view the bin number, lot number, and the

physical count that Maximo is currently reporting. After you have performed an inventory count, you can

adjust the physical count for any storeroom and enter the count date. You can then reconcile the balance to

the current count.








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To adjust the physical count of an item:

1. From the List tab of the Inventory application, display the item for which you want adjust the

physical count.

2. From the Select Action menu, select Inventory Adjustments Physical Count . The Physical

Count Adjustment dialog box opens.

3. In the Physical Count Date field, enter the date on which the physical count was taken or click

Select Date and Time to retrieve the date.

Note: If you use the Physical Count Date field in the header section, Maximo changes the date for all

rows in the table window. If you do not want to adjust the count date for all rows, edit the Count Date field

for each row you want to change.

4. Click Refresh to update the count dates in the table window.

5. For each bin you want to adjust, enter a new physical count value in the New Count field.

Click OK . The Physical Count Adjustment dialog box closes, and Maximo saves the new physical count

information for each storeroom.







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CHAPTER 5: RECEIVING GOODS AND SERVICES

Services are rendered and materials are received using the Receiving application. If applicable, inspections are

performed and, if necessary, returns are made. Ordered items are moved to storerooms, work locations, recipients,and so forth.

A receipt is a type of transaction in Maximo that indicates that a vendor has delivered materials or performed a

service. A receipt transaction affects more than one application in Maximo.

For example, a standard receipt of material for a storeroom affects the PO that called for the order of the material

in the Purchase Orders application, and the item balances in the Inventory Control application.

In Maximo there are two kinds of receipts:

Material receipts refer to data associated with items used for work done on site by your company’s

employees; for example, quantities and lot numbers. When inventory items are received against a PO, the

quantities in inventory are updated, and an inventory transaction is generated.

Service receipts refer to data associated with any service provided by a vendor or contractor, such as asset

repairs. The service can be performed on site or off site. You specify service purchases in terms of a

quantity and a unit cost, or as a single lump-sum amount.

Use 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 pages, accessible from the Material Receipts and Service Receipts tabs, or you can manually enter

received items on the Receipts tabs.

Select PO for Receiving Materials

Follow these steps to select ordered items:

Step Action

1 In the Receiving application, on the List tab, select the PO for which you want to receive

material.

Note: The PO must have a status of Approved or In Progress to create receipts.

2 On the Material Receipts tab, click Select Ordered Items.




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3 Click the check box for each line you want to receive, or click the check box in the table

header to select all of the items.

4 Click OK .

Result: The selected line items are copied to the Material Receipts tab.5 In the Material Receipts table window, make any changes (quantity, etc.) necessary to

the line item.

Caution: Once you save the receipt, the fields on the Material Receipts tab become read-

only.

Note: If you are receiving a line item that is not a rotating item, but is damaged, you need

to receive the full shipment amount and then return the rejected quantity via the Select

Items for Return dialog box.

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6 Click Save Receipt .

Follow these steps to select ordered services:

Step Action

1 In the Receiving application, on the List tab, select the PO for which you want to receive

material.

Note: The PO must have a status of Approved or In Progress to create receipts.

2 On the Material Receipts tab, click the Service Receipts tab.

3 Click Select Ordered Services button.

4 Click the check box for each line you want to receive, or click the check box in the table

header to select all of the items.




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5 Click OK .

Result: The selected line items are copied to the Service Receipts tab.

6 In the Service Receipts table window, make any changes (quantity, etc.) necessary to the

line item.

Caution: Once you save the receipt, the fields on the Service Receipts tab become read-only.


Change Inspection Status

When an inspection is required upon receipt of an item or service, the following statuses describe where in

the inspection process the line item is. You can change an item's inspection status via the Change

Inspection Status dialog box.

Waiting for Inspection (WINSP) status indicates that the line item is in the process of being

received, but has not yet been entered into inventory. The line item is currently being held in a

holding location, where it will stay until an inspection is completed.




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Waiting for Serialization (WASSET) status indicates that the line item is a rotating item that is

awaiting serialization (waiting to have an asset number assigned to it). If the line item requires

inspection, the inspection has already taken place if its status is WASSET.

Complete (COMP) status indicates that the line item has been received, and if necessary, inspected

and/or serialized.

To change inspection status:

Step Action

1 In the Receiving application, display the PO for which you want to create receipts.

2 Add the appropriate receipt line items on the Material Receipts and Service Receipts

tabs.

3 From the Select Action menu, select Change Inspection Status.

4 In the Change Inspection Status dialog box, on the Material Receipts and Service Receipts

subtabs, select the check box for each material/service receipt you want to approve, or click

the check box in the table header to select all of the receipts.

5 If you want to reject items, enter a number in the Reject Quantity field and, optionally,

provide a reason in the Reject Code field to represent, for example, damaged goods.

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Note: The Reject Code is available only for material receipts.

6 Click OK .

If the receipt line is for a service or an item that does not require serialization, the status is

COMP (Complete). If the receipt line is for a rotating item, the status will be WASSET

(Waiting for Serialization).

Maximo automatically creates a return transaction for any items that were rejected.





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CHAPTER 6: INVENTORY REORDERING

OverviewMaximo allows you to track item balances in the Inventory module. When balances for items fall below

acceptable levels, those items need to be reordered.

Maximo also allows you to include non-stocked items from work order reservations and other materials

and services requested via the Desktop Requisitions application, in the inventory reorder process.

The Reorder Details tab in the Inventory application displays the information defining when and how

Maximo should reorder items, such as the reorder point, lead time, and issue units of an item. When the

Quantity Available on the Inventory tab is less than or equal to the Reorder Point, Maximo will reorder the

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.

Follow these steps to input details at Reorder Details tab:

Step Action

1 From the List tab of the Inventory application, select the item.


2 Click Reorder Details tab.


3 Enter a reorder point value in the Reorder Point field.

ie. Enter ‘100’ in the Reorder Point field.

4 Specify lead times in the Lead Times (Days) field.








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ie. Enter ‘30’ in the Lead Times (Days) field.

5 Enter a value in the Safety Stock, Economic Order Quantity, Order Unit fields.

ie. Enter ‘1000’ in the Safety Stock field

Enter ‘95’ in the Economic Order Quantity field

Enter ‘BOX’ in the Order Unit field



From Reorder Details tab you can also input primary vendor, manufacturer name, last price and last order

date for this item.




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Reorder Items

You can use the Reorder Items dialog box to reorder stocked items, direct issue items and services, or

both. You can reorder a single item, a list of selected items from the same storeroom, or all of the items in a

storeroom.

For Reorder Items, you can do it for a single item only, for several selected items, even for all items in astoreroom.

Follow these steps to reorder items:

Step Action

1 From the List tab of the Inventory application, select the item or items you want to

reorder.

To open the Select Row check boxes, select the Select Records check box. To select

items, select the Select Row check box. You can select more than one item. To cancel a

selection, clear the check box. To select all items in the result set, select the Select All

check box next to the Item column header.

2 Click the Inventory tab. The Inventory tab opens with the item or items displayed.

3 From the Select Action menu, select Reorder Reorder Items. The Reorder Items

dialog box opens.


4 You can enter the number of days in the Additional Lead Time (Days) field.

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5 You can select the Consider Contracts When Creating PRs/POs? and Ignore Reorder

Point? check boxes.

Consider Contracts When Creating PR/POs indicates that Maximo looks at existing

contracts associated with this item or items to obtain pricing and contract details when

creating PR/POs. Ignore Reorder Point? indicates to always order a quantity of one of

the EOQ (Economic Order Quantity) for each item being ordered.

6 You can select the Run in Background Mode? check box. Checking this box indicates

you want this reorder process to run in the background.

7 In the E-mail Address Notification field, you can enter the email address of the person

who receives the reorder notification.

8 Click either of the two:

Run Reorder: to initiate the reorder process.

Preview: to view the Reorder Items Detail dialog box.

Reorder Items Detail

The Reorder Items Detail dialog box can used to view order details for the items you are reordering. You

can edit order amounts from this window. You can also run a report or reorder items from this window.

To view order details for items you are reordering:

1. From the Select Action menu, choose either Reorder Reorder Items or Reorder Reorder

Direct Issue Itms/Svcs. Depending upon your selection, the Reorder Details or the Reorder Direct

Issue Items and Services dialog box opens.

2. Make sure the Run in Background Mode? check box is unchecked in the dialog box.

3. Click Preview. The Reorder Items Detail dialog box opens.

4. View or edit quantities for the items you are reordering.

5. Click either of the two:

Run Reorder: to initiate the reorder process.

Reorder Report : to generate a report listing the reordered items and quantities

ordered.




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CHAPTER 7: ROTATING ITEMS

A rotating item is an individual serialized asset that you define with a common item number, such as a

pump or laptop. You designate an item as rotating because it shares properties of both items and assets. A

rotating item can have inventory value and issue cost , like an item. However, a rotating item cannot be

consumed, rather, it is maintained like an asset . For example, you have ten drilling bits of the same model

that share the same attributes, and they all have the common item number 560139 for 6 inches bits

manufactured by Baker Hughes EHO Limited. However, since these drilling bits are expensive, you want to

be able to track each as an individual asset, so you flag the items as rotating when you create them.

After creating an item and adding it to a storeroom, you can either use the Assets application to create the

asset records for an item you want to track, or create a purchase order for the rotating item and serialize it

when you receive it. When you have associated an asset to a rotating item, Maximo can display and track

balances for this item. Maximo tracks a rotating item both by its item number in Inventory records and by

its unique asset number in Assets records.

Note: An item cannot be both a spare part and a rotating item, because rotating items are generally

maintained not consumed (or just used once). For example, you can keep gaskets available as spare

parts for use on multiple pieces of equipment, but you cannot classify the gaskets themselves as

rotating items because they are used once and then thrown away.

Registering a Rotating Item

You use the Item Master application to add an item record. An item record identifies the item, and lets you

associate information with an item. To create an item record, you can follow previous exercise in Chapter

2.

Step Action

1 Open the Item Master application and click the New Item icon .

Create an item with this specification:

Item Number : BITS001

Description : Bit, Size 6", GARDNER, type MX-DS55DH2DX

Commodity Group : Bits and Core (31231900)

Commodity Code : BITS6

Rotating? : [ checked ]

Vendor : HELWIGManufacturer : GARDNER

Order Unit : EACH

Promise Lead Time : 60 days

Hints : Use Vendors tab to register vendor and manufacturer




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2 Make sure the “Rotating ?” check -box is selected.

3 Save the record

4 Now, register the item in a store-room. In our exercise, we use CENTRAL storeroom

From Select Action menu, select Add Items To Storeroom menu

This action will bring up a dialog :

Enter CENTRAL and press OK

5

To register the item into store-room, you need to specify the default-bin number, standard-cost,

and stock-category.

Enter the information below :

Default Bin : 123456

Standard-cost : 30,000

Order-unit : EACH

Issue-unit : EACH

Press OK




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Receiving Rotating Item

In Maximo, each rotating item goes into Inventory with an item number and is also tracked in the Assets

application with an asset number.

To enter line items for rotating items on the Material Receipts tab, use the Receive Rotating Items dialog

box. You can enter asset identifiers for specific rotating assets, or autonumber all of the rotating items.

Step Action

1 Navigate to Receiving application in Purchasing Module

2 Select a PO with PO Number = BITS

3 Press Select Ordered Items button.

This action will give you “Select Ordered Items” dialog :

Select all lines in the Ordered Items list, and put quantity = 2 (Note : don’t receive all of the bits

since other student may need this exercise too)

Press OK




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4 The PO line items will be listed in the Materials Receive area of Receiving Application

The receiving process has not finished yet. In the Insp.Status column, you can see the status is

WASSET. It indicates that the receiving transaction is waiting for serialization of the assets

received.

If the rotating item requires inspection (WINSP), perform the inspection and change the

inspection status. After changing the inspection status, the status of the rotating item will be

WASSET.

5 Save the record

Make sure the record is saved and the receiving cost is updated.

6 From the Select Actions menu, select Receive Rotating Items.

The Receive Rotating Items dialog box opens

Note : You can not perform this action if you can not save the transaction

7 To specify asset numbers for the items, you can either:

Enter a value in the Asset field for each row. Click Autonumber if you want Maximo to assign numbers to the items.

You can assign a serial number in the Serial # field for each asset. The serial number will appear

on the asset record in the Assets application. You can also enter the serial number in the Assets

application.




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8 You can assign a serial number in the Serial # field for each asset. The serial number will appear

on the asset record in the Assets application. You can also enter the serial number in the Assets

application.

9 If desired, you can apply an item assembly structure ( ) to each asset.

10

Click OK .

Maximo creates an asset record and changes the status of the line item from WASSET to COMP

(Complete) for each item you receive. If you received a rotating item that required inspection,

Maximo also creates a transfer transaction, transferring the item from the holding location to its

storeroom (or direct issue location)

11 Check your work using “Check Item Availability”

This dialog gives you the view from inventory perspective.




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12 To check from asset point of view, go to Inventory applications.

Note : Sometimes, if the hyperlinks does not work, use the work-around method using copy and

paste.

13 Goto Rotating Assets tab. Your Associated Assets will look like below picture:

Right down your Asset Numbers here : ___________________

14 Check your work with Assets Application.

Notify that the purchase price in that asset is exactly the same with the receiving price.

15 Select View Asset Move History from Select Menu Action




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Issuing a Rotating Item

Step Action

1 Navigate to Issue and Transfers application.

Select Issue tab

2 Enter these information :

Item-number : BITSXXX

Location : WESTRIG01

GL-Debit-Account : 6600-800-200

3 Press Select Value action from Detail menu in Rotating Asset field

Select an asset number need to be issue to WESTRIG01 location

4 Save the transaction




5 Check your work with Assets Application.

Navigate to View Asset Move History

Date post:	03-Apr-2018
Category:	Documents
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_Vetasi Inventory Management v1

Documents