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Purchasing
SMMS provides flexible options for
implementing the requisitions & purchasing component of inventory. You can
choose between a full or partial implementation, and easily link SMMS to
your existing ERP or Financial system for seamless system integration. view
screenshot
When you implement purchasing, the system will automatically cut requisitions
for your MRO parts by comparing your inventory rules with "on order" and
"on hand" quantities. You can then convert these requisitions to purchase
orders, or review and forward them to your Purchasing department for action
in SMMS or a different purchasing system.
When you manually enter a purchase order or requisition, the system will
link the parts on order to the work order for you. Likewise, when you receive
an order, the vendor history and vendor pricing files may also be updated
automatically.
Printed purchase orders/requisitions are fully bar coded for speedy and
accurate input of items received. It’s easy and inexpensive to start printing
with bar codes in the SMMS system – you only need an “entry level” laser
printer attached to your computer via IBM Client Access.
Order Details Screen
Shown here - view
screenshot - is the Order Details screen. Use this screen to
add items to the orders, receive items, cancel or change line items. You
can look up location, part id, unit of measure, and cost center.
Receiving is easy using this screen. Simply add the quantity received and
location --- the date will default to today’s date unless you enter otherwise.
If you need to do additional receiving for an order line, press the “+”
an a window pops up allowing you to add additional quantities received and
locations.
Receiving
An alternative screen for receiving
is shown here view
screenshot. This screen is customized for clients using scanners
at the Receiving department to receive orders and deliveries, as well as
for clients who choose not to implement the Purchasing module.
Note that this screen shows the current inventory and order status for the
part to be received.
Vendor Maintenance Screen
The Vendor Maintenance screen
is shown here. view
screenshot
In addition to vendor address and shipping information, this screen also
tracks vendor notes, contacts, part quotations, sub-contract quotations,
and orders placed.
Orders Page
The “Orders” page shown here - view
screenshot - tracks the complete order history for each vendor,
including all open, completed and canceled orders.
Sub-contract Quotations
Often you want to sub-contract
certain maintenance tasks to outside vendors. These sub-contact jobs can
be for one-time work, or repetitive and issued on a standing contract.
When you want to collect vendor quotations for a contract maintenance job,
the first step is to develop the quotation task list. This identifies the
specific job to be completed and itemizes your standards for completion.
Then print the vendor task list and send it out to your vendors for quotation.
As the quotations are returned, enter them on the Vendor Quotation screen
- view screenshot
- indicating the preferred vendor.
When a work order is scheduled for a procedure that includes a vendor task,
the work order system automatically creates a requisition for that task
list using the preferred vendor.
You can mix in-house tasks with vendor tasks, or enter the work order schedules
for vendor tasks on a “stand alone” basis. Either way, when the requisition
and work order are closed, the cost of the outsource requisition becomes
part of the permanent maintenance cost history for that work order and equipment
item.
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