*
Concepts
*
Tasks
*
Settings

**Setting up Resource Categories

Resource categories organize your catalog resources, and assist in analyzing resource costs. When you create a resource, you must select a resource category.
You can view your resource categories in a hierarchy. For example, a typical entry would be:
Resources can only be entered on the lowest-level children in the resource hierarchy. That is, resources cannot be created for categories that are parents of other categories. For example, you could not add resources to the category Electrical, but you could add a resource to the category Switches.
When you select a GL account segment for a resource category, this segment may be used to derive account numbers for labor and inventory transactions.
Note: In a multi-site system, resource categories are always owned at the top site regardless of which site creates them. If your accounting settings do not use the category’s account segment when deriving GL accounts for inventory transactions or labor charges, the account segment setting does not appear on the Resource Category window.

MSDS Settings

You can require that resources in a specific category have an MSDS attached. However, if you make MSDSs mandatory for a category you will not be able to save new resources without attaching an MSDS. This may make it inconvenient to enter a lot of new resources when you are first implementing your APM inventory function. Instead, you may want to select Optionally entered, a warning is issued. You can then choose to restrict the purchasing and issuing of resources without MSDSs in the category.
Note: There are also settings on procedure types that control whether or not resources with expired MSDSs may be ordered or issued. See Setting up Document Types.

To Set up Resource Categories

1.
On the site’s Resource Management view, select the Settings tab. Select the Inventory Settings node in the tree.
Tip: You can also select the site’s Administration menu, Resource Management Settings, and then Resources. The Resource Management Settings dialog appears.
2.
Select the Resource Categories tab and the Listing tab. Click New. The Resource Category window appears.
3.
On the General tab, enter the following settings:
Setting Name
Description
Resource category
The name of the resource category. A resource category identifies the type of resource. You can enter up to 50 characters to describe the category.
Parent category
The parent category for this resource category in the category hierarchy.
If your organization includes multiple sites, the parent and child resource categories must be owned by the same site.
Trades
When this option is selected, this resource category may contain trades. When this option is not selected, the system will not allow trades to be placed into the category. Using the “types of resources” options, you can make resource categories that are general, or specific to one or more resource types.
These options must be set correctly before resources are added to the category. Once a category contains resources of a certain type, the option for that type cannot be turned off.
Materials
When this option is selected, this resource category may contain resources that are materials. When this option is not selected, the system will not allow material-type resources to be placed into the category. Using the “types of resources” options, you can make resource categories that are general, or specific to one or more resource types.
These options must be set correctly before resources are added to the category. Once a category contains resources of a certain type, the option for that type cannot be turned off.
Services
When this option is selected, this resource category may contain resources that are services. When this option is not selected, the system will not allow service-type resources to be placed into the category. Using the “types of resources” options, you can make resource categories that are general, or specific to one or more resource types.
These options must be set correctly before resources are added to the category. Once a category contains resources of a certain type, the option for that type cannot be turned off.
Tools
When this option is selected, this resource category may contain resources that are tools. When this option is not selected, the system will not allow tool-type resources to be placed into the category. Using the “types of resources” options, you can make resource categories that are general, or specific to one or more resource types.
These options must be set correctly before resources are added to the category. Once a category contains resources of a certain type, the option for that type cannot be turned off.
Resources in this category are used to define indicator lubricants
When this option is selected, this resource category can contain resources that are lubricants. When this option is not selected, the system will not allow lubricant-type resources to be placed into the category. Using the “types of resources” options, you can make resource categories that are general or specific to one or more resource types.
These options must be set correctly before resources are added to the category. Once a category contains resources of a certain type, the option for that type cannot be turned off.
4.
If this category is valid for materials or tools, select the Details tab. Select the appropriate MSDS policies for this category:
Setting Name
Description
MSDS policy
Select the policy for materials data safety sheets (MSDS) for the material or tool resources in this category. You can choose from:
•
Not entered
•
Required: If you select this option, you will need to enter an MSDS sheet before you can save a new resource in this category.
•
Optionally entered, a warning is issued: New resources can be created and saved in this category without an MSDS, but a warning is issued.
•
Optionally entered, a warning is not issued: New resources can be created and saved in this category without an MSDS. No warning is issued.
Policy for placing a purchase order without an MSDS
Select the policy for purchasing resources in this category that do not have materials data safety sheets (MSDS). You can choose from:
•
Do not allow the resource to be ordered until the MSDS is identified
•
Allow the resource to be ordered but warn the user
•
Allow the resource to be ordered and do not warn the user
Policy for issuing a resource without an MSDS
Select the policy for issuing resources in this category that do not have materials data safety sheets (MSDS). You can choose from:
•
Do not allow the resource to be issued from the warehouse until the MSDS is identified
•
Allow the resource to be issued from the warehouse but warn the user
•
Allow the resource to be issued from the warehouse and do not warn the user
5.
Select the Accounting tab, and enter the appropriate accounting defaults for the category:
Setting Name
Description
Cost type for expensed costs
The default cost type for expensed costs for this resource category. This is the cost type that will be used when a resource in this category is charged to a regular maintenance work order.
You can only select a cost type that is used with the same resource types as the category. For example, you cannot select a trade cost type for a material resource category.
Note: Summary cost types (cost types that have children) cannot be selected.
Cost type for capital costs
The default cost type for capital costs for this resource category. This is the cost type that will be used when a resource in this category is charged to work orders for capital projects.
You can only select a cost type that is used with the same resource types as the category. For example, you cannot select a trade cost type for a material resource category.
Note: Summary cost types (cost types that have children) cannot be selected.
On-site contractor expensed costs cost type
The default cost type for expensed costs for on-site contractors. This is the cost type that will be used when a trade resource in this category is charged to a regular maintenance work order, with a purchase type of “On-site contractor”.
You can only select a cost type that is available for use with trades.
Note: Summary cost types (cost types that have children) cannot be selected.
On-site contractor capital costs cost type
The default cost type for capital costs for on-site contractors. This is the cost type that will be used when a trade resource in this category is charged to a capital project, with a purchase type of “On-site contractor”.
You can only select a cost type that is available for use with trades.
Note: Summary cost types (cost types that have children) cannot be selected.
Job contractor expensed costs cost type
The default cost type for expensed costs for job contractors. This is the cost type that will be used when a service resource in this category is charged to a regular maintenance work order, with a purchase type of “Service order”.
You can only select a cost type that is available for use with services.
Note: Summary cost types (cost types that have children) cannot be selected.
Job contractor capital costs cost type
The default cost type for capital costs for job contractors. This is the cost type that will be used when a service resource in this category is charged to a capital project, with a purchase type of “Service order”.
You can only select a cost type that is available for use with services.
Note: Summary cost types (cost types that have children) cannot be selected.
Account segment
The GL account segment to use for this resource category. When the resource is a material or tool, this reference may be used in conjunction with the warehouse's GL account segment to form the offset account number for inventory transactions. If the resource is a trade, the segment may be used to form the offset account for labor transactions.
Note that if your GL account numbers represent whole accounts instead of segments, they will not be joined with other segments to form GL accounts.
6.
Select the Suppliers tab. On this tab you can select the suppliers who supply resources that are included in this category. To add a supplier to the list, click Browse. Select the supplier that you want to add and click OK.
7.
Select the Hierarchy tab. This tab shows a list of the current resource category hierarchy. You can reorder the hierarchy using the arrow keys.
Tip: You can right-click a node and create a child resource category, insert an existing child category, or change the parent resource category.
8.
Click OK to save the information and close the dialog.