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Creating a Miscellaneous Maintenance Cost Transaction

Miscellaneous maintenance cost transactions can be entered directly in APM. Typically, you will use this type of transaction within APM for one of the following reasons:

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An incorrect work order task was charged on a group of transactions. Rather than reversing and re-entering all of the transactions, two miscellaneous maintenance cost transactions are entered: one to reverse the value of the transactions out of the incorrectly charged work order task’s costs (with a negative value) and one to charge to the correct work order task (with the same value as the first, except the value is entered as a positive amount).

•

An incorrect asset to charge was identified on a work order task, resulting in all of the work order task’s costs being charged to the wrong asset. Two transactions are entered and both are charged directly to an asset (the work order task’s costs are correct in this case). The first transaction credits the incorrect asset with the transaction costs; the second transaction charges the same value to the correct asset.

•

An incorrect cost type was charged on one or more transactions. A transaction is entered to credit the costs to the incorrectly charged cost type; a second transaction is entered to charge the same value to the correct cost type. If multiple work order tasks and/or assets were involved, a separate set of transactions must be entered for each work order task and asset affected.

To create a miscellaneous maintenance cost transaction, you must have a cost type to which you can charge the transaction. Miscellaneous transactions can only be charged to cost types where the Miscellaneous expenses option is set to Available for use.

To Create a Maintenance Miscellaneous Cost Transaction

1.	Select the site’s Resource Transactions view, Miscellaneous tab.

2.	Click New. The New Miscellaneous Cost dialog appears.

3.	On the General tab, in the Transaction details area, select the resource involved in the transaction, enter the value of the transaction, the reference that will identify an external document with the transaction, and a short transaction description.

4.	If necessary, enter a supplier for the transaction.

5.	In the Charging information area, select where to charge the cost and the cost type.

6.	Select the Details tab.

7.	In the Transaction memo information area, you can provide the following information:

Setting Name

Description

Warehouse

The warehouse where the resource is located. Click the arrow to select the appropriate warehouse. For issue, transfer, and transfer receipt transactions, this is the warehouse from which the material was retrieved. If your organization includes multiple sites and the transaction is a warehouse issue, the warehouse and the resource transaction must be owned by the same site. For inventory return transactions, this is the warehouse to which material is returned. For purchase receipt transactions, this is the warehouse to which the material will be delivered for storage. For adjustment transactions, it is the warehouse in which the adjusted item is stored.

Quantity

The quantity for this resource. The quantity has a different meaning depending on the resource type (Labor, Material, Service, and Tool) and the action you are performing (Adjusting an Item, Issuing an Item, and Entering a Physical Count Adjustment Transaction). Labor: Hours worked. Material: Adjustment quantity, invoiced quantity, issued quantity, return quantity, or received quantity (purchase and transfer). Service: Received hours or invoiced hours. Tool: Adjustment quantity, invoiced quantity, issued quantity, return quantity, or received quantity (purchase and transfer). Adjusting an Item: If you have selected Quantity Adjustment as the adjustment type, enter the quantity by which to change the inventory. Issuing an Item: Enter the quantity issued. Entering a Physical Count Adjustment Transaction: APM automatically enters the quantity when the transaction is posted.

Unit Cost

The cost for each existing unit of the resource. For example, if the unit of measure is dozen, then the unit cost is the cost of 1 dozen. You need to enter the new unit cost if you have selected Unit Cost as the adjustment type.

Note: A resource transaction imported using the Miscellaneous Transactions data loader is identified by a unique external identification number.

Note: A resource transaction originating from the data loader is posted to the transaction site. This differs from a transaction entered manually in APM, which is posted to the work order site.

8.	In the Offset Account area, select the offset account for the transaction.

9.	On the Reporting Info tab, you can select the employee and date that the reporting information was entered.

10.	On the Description tab, a more detailed description can be entered if needed.

11.	When the transaction information is complete, click OK. The system saves and posts the transaction.