Concepts

Tasks

Settings

Procurement Transactions

Using the procurement system in APM involves completing transactions. You can add new purchases to your warehouse inventory using a purchase receipt. Once items have been received into inventory, the warehouse clerk can issue them like any other warehouse item. See Inventory for more information on managing resources. Not all purchases need to be added to your warehouse inventory; they can simply be marked as received.

Receiving Report

When your organization physically receives the materials or tools ordered on a purchase order or blanket release, you need to create a receiving report that indicates what was received, who received it, and where it was received. Each receiving report can record the receipt of one or more lines, from one or more purchase orders or blanket releases. When you receive each line, the system creates a receipt transaction, and changes the status of the line to “Received”.

Purchase Receipt

If you receive only one line on a purchase order, the system creates a purchase receipt. You can receive material purchases into a warehouse or simply mark them as received. To receive more than one purchase order line at a time, you must use a receiving report. If you receive an item using a purchase receipt, you will not be able to print it on a receiving report.

Receipt Transactions

When you create a purchase receipt for a single purchase order line or as part of a receiving report, a receipt transaction is also created. Select the purchase order and line, the receiver, the date, and indicate whether or not this is the final receipt on this form. In addition, you can verify the cost type and account number to charge for the items and override them if necessary.

Service Acknowledgement

A service acknowledgment transaction allows you to record the fact that a purchased service has been performed. Service acknowledgment transactions are used with service type resources or non-catalog items in the same way purchase receipt transactions are used for materials. You can create a service acknowledgment for any purchase order line that references a service or non-catalog item.

Rental Receipts and Returns

Once you have received rental equipment from the supplier, you must create a receipt transaction. If the rental is for a specific work order, you can create the rental receipt transaction when you report activity for the work order.

No costs are posted as a result of the rental receipt. The costs are incurred when you return the equipment to the supplier.

Alternatively, you can create the receipt from the rental purchase order. This is similar to creating any receipt transaction.

When rental equipment is returned to the supplier, you must create a rental return transaction. The system matches the rental return to the purchase order line’s rental receipt. You must record the amount of time that the tool was used on the return. The system uses this duration to calculate the cost of the rental.

You can enter only one return transaction for a rental purchase order line. Charging a rental to multiple work orders is handled through the purchase order line’s distribution in the same way as regular purchases. The system updates the work order and asset’s costs with the cost of the rental.

To account for any difference between the value of the return and the actual rental cost invoiced by the supplier, you can enter the changes on the invoice.

Tool and Rental Usage

You can use the tool usage transaction to record the usage and return of a tool for a job. A separate usage transaction can be entered for each work order task that used the equipment. Or, multiple usage transactions can be entered for the same equipment receipt, rental purchase order line. A work order or asset is charged for the use of the tool.

The work order task report activity and close dialogs display the following information about the tools used on a work order:

•	Tools that have been issued to the work order and returned.

•	Tools that have been issued and not returned. You can return the tool and report usage from this dialog.

•	Equipment rentals that have been received and returned to the supplier.

•	Equipment rentals that have been received and not returned. You can record the rental usage and return from this dialog.

Invoice Adjustment Transactions

Invoice adjustment transactions are created when invoices are entered into APM.

For more information, please see Invoicing Overview.

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