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Adding Materials to be Purchased to a Work Order Task

This section describes how to add requirements for materials that must be purchased to an existing work order task.
You can add both supplier resources from your resource catalog and non-catalog items. To add warehouse items to a task, see Adding Warehouse Items to a Work Order Task.
Note: If the work order has already been approved or marked as planned, you will not be able to add requirements to it. To add requirements to a planned work order, you must first redraft it.

Overriding GL Accounts

APM automatically derives a GL account for charges to an asset or work order task based on the site’s accounting settings. You can override the derived maintenance GL account for labor, direct purchases, and inventory usage charged to an asset or work order. When the account number is overridden, the replacement account number is used on subsequent documents and transactions (work order requirements, timecards, issue transactions, purchase order lines, and receipts). The option to override a GL account is available only if the work type has been set up to allow the override.

To Add Material Purchase Requirements

1.
Open the work order task.
2.
Make sure that editing is enabled.
3.
Select the Planning tab. This tab shows planning information, including the list of requirements currently selected for the task.
Note: This tab will only be available if the task’s work type includes planning information.
4.
Click the down-arrow beside the New button. Select Material Requirement.
Tip: You can also select the Materials tab to view all material requirements for the work order task, and then click New.
The New Material Requirement dialog appears.
Tip: To add several different requirements at once, click Browse. The Browse Catalog dialog appears. Select each resource that you want to add. You can select resources on more than one tab. When you are finished, click OK. The resources are added to the list. You may need to open each requirement and edit the settings.
5.
On the General tab, select the resource or enter a description:
Setting Name
Description
Resource
To add a catalog resource, enter the number of the resource in this box. To search for the item, click Browse.
Description
If you have selected a catalog resource, the system displays the description here.
To enter a non-catalog resource, type the resource description in this box. You can enter up to 100 characters.
6.
Select the fulfillment method for the resource:
Setting Name
Description
Fulfillment method
Select Purchase.
Purchase type
Select Regular purchase (used for most purchases).
The other options are not valid for material purchases.
7.
Enter the purchasing information:
Setting Name
Description
Quantity required
The total number of units required for the item. If this box is left blank, an error message will appear.
Unit cost or Rate
The cost per unit for the demand. If you are entering a non-catalog resource, you can enter the unit cost here.
If you have selected a supplier resource with a current price, or a warehouse issue, the system enters the unit cost and you cannot change it unless you are a buyer.
Since inventory unit costs change over time as you purchase materials, the current unit cost is retained to provide costing stability.
Purchase priority
The selected purchase priority for this resource demand. You can select from the list of priorities defined for the site.
Buyer
The name of the buyer who will process this resource demand.
Supplier
The number of the supplier that supplies this resource.
By default, the system enters the default supplier of the resource. If necessary, you can change the supplier by clicking either All Suppliers or Valid Suppliers and selecting a new supplier from the selection dialog.
Supplier reference
The supplier’s resource price for this resource. Only prices that are currently effective (not expired) can be selected.
Deliver to
Select the warehouse where the item(s) should be delivered.
Deliver to warehouse/Inventory group
The name of the warehouse inventory group that should receive the item(s) ordered. If you select a consignment inventory group, the order will be treated as a consignment order.
8.
Select the Comments tab to enter your notes. For requirements that must be purchased, you can also add instructions in the Purchasing description box. This information is copied to subsequent documents in the purchasing flow, for example, the purchase order line created from the work order task.
9.
To override the GL account or cost type, select the Charging Info tab and make the appropriate changes (only available if overrides are allowed for the task’s work type).
10.
Select the Attachments tab to view or add attachments to the material requirement.
11.
Click OK to save the requirement and close the dialog.
12.
Save the work order task.