Record. Copy Record. Done

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1 FacilityMax Navigation icons Execute Search Search Back to Browse QuickFind Filter Zoom Print Record Page Navigationprevious/next page Page Navigationfirst/last page Add Personal Query Delete Personal Query New Edit Save Add Detail Record Delete Detail Record Copy Record Done Add New Generate /Delete PMs, Auto- Reorder, Physical Count Cancel Go Creating Purchase Order Transactions in FMax Fundamentals Account coding for Purchase Order Line Items comes from the accounts assigned to the WAREHOUSE or the WORK ORDER PHASE and is not updatable at the PO Line Item level. All Account Codes (account strings) have a Subcode attached. MPS does not currently utilize this value, but it is mandatory, so we have assigned the code NA ( Not Applicable ) to be used in all cases. All Purchase Order Line Items must be disbursed (charged) to either a WAREHOUSE or a WORK ORDER PHASE. All Purchase Order Line Items must have the Subledger field populated. o The choices are: Labor Material Contract Equipment (i.e., Tools) Page 1 of 12 Created: 11/6/2008

2 Funding Source Funding Flow Purchase Order or Card - Line Item Work Order Phase Disbursement Warehouse Disbursement (no spot purchases) If Funding Source= CHARGE Acct OFFSET Acct CHARGE Acct OFFSET Acct CUSTOM EQUIPMENT CUSTOM EQUIPMENT CUSTOM SHOP Inventory Account NA occurs when disbursed to a work order SHOP SHOP SHOP PROJECT PROJECT PROJECT Subledgers: Labor Materials Contract Equipment Subledgers: Labor Materials Contract Equipment For all Stock (Warehouse) purchases, the Funding Source will be the Warehouse assigned to the Purchase Order or the Purchase Order Line Disbursement Record. Page 2 of 12 Created: 11/6/2008

3 MPS PO Process Requestor Secretary Manager Creates Paper Req. Gets 3 bids Create PO in FMAX, add line items from lowest bid Sets PO Type and status to OPEN Adds Secretary Name in Employee ID field Route Paperwork to Secretary Complete Entry? Review Paper Req, Bid Process for PO as PENDAPPR YES Approve PO? Change Status to PENDAPPR (status flag OPEN) Adjusts Contractor or Line Items as necessary NO Change Status to REVISE (status Flag of OPEN) Enter Revision requirements in Notes Log Change Status Flag to APPROVED (Status Flag PendAppr) Workdesk shows Query where PO Status = APPROVED Review PO Approved for Purchase? NO Workdesk Show Query where PO s = FINALIZED Reviews Finalized POs Adjust as necessary- (Change Contractor) Contacts Vendor and Purchases Item Prints PO and routes to Requestor YES Set status to Finalized (Status Flag Finalized) Page 3 of 12 Created: 11/6/2008

4 Open FacilityMax Open Internet Explorer, and enter one of the following addresses in the address bar. For the TEST environment: For the LIVE environment: <To be Determined> Creating Queries listed in the PO Process Review the Personal Query Creation Process to create the workdesk queries listed in the MPS-PO Process Creating a Purchase Order Purchase Order Header 1) Log in to FacilityMax, and click on from the module menu. Page 4 of 12 Created: 11/6/2008

5 2) From the menu, click on Purchase Order. Page 5 of 12 Created: 11/6/2008

6 3) Click the New icon. 4) Fill in the form as follows: Page 6 of 12 Created: 11/6/2008

7 a) Enter the PO Type: 3 thru 9 (MPS Standards) b) Contractor block: i) Contractor - use Zoom icon to search if needed; entering first few characters first will filter Contractor list. ii) Address Code - may auto-populate, or choose appropriate link after clicking Contractor Zoom iii) Blanket Not used at MPS iv) Contact Name - defined for Contractor in Contract Administration module. c) Totals block Will populate based on the total of Line Items d) Warehouse Default: if the ENTIRE PO will be disbursed to one warehouse, enter that Warehouse here to eliminate the need to enter a disbursement record for each line item. e) Work Order Default: If the ENTIRE PO will be disbursed to one Work Order, enter that Work Order here to eliminate the need to enter a disbursement record for each line item. 5) Click the Add Line Item icon to add line items, or click the Load Material Request link to load Material Requests for the Contractor on the PO. Purchase Order Line Items 1) If the Add Line Item icon is selected, choose one of the following: a) Stock items for a warehouse b) Catalog items listed in the Vendor Catalog, but NOT linked to a warehouse item c) NonStock Contracted Services, or items for one time purchase (if the item will not be stocked in the warehouse but will be purchased periodically, it should be added to the Vendor Catalog for ease of retrieving the part information in the future) NOTE: If a Warehouse Default was chosen on the PO Header, Stock is the only valid selection here. An error will appear when confirming the line item if Catalog or NonStock is selected. Page 7 of 12 Created: 11/6/2008

8 2) Click the Next icon. 3) Fill in the Fields as defined below A. Description: Enter a description for the line item being purchased B. Vendor Part: Enter the vendor part number (if one is not known, describe the part) C. UOM: Click Zoom and select the Unit of Measure D. Unit Cost: Enter the unit cost for the part E. Order Quantity: Enter the number of parts being ordered F. Subledger: Select one of the following a. Labor b. Material c. Contract d. Equipment 4) Click Refresh Totals, which will update the Subtotal of the line item. 5) Shipping: Enter the shipping cost. 6) Add additional line items by clicking the ADD LINE ITEM icon, or click the Done icon to return to the PO Header. Page 8 of 12 Created: 11/6/2008

9 ADDITIONAL SELECTIONS: a) Stock: i) External Reference: If the object code for the purchase differs from the funding source, enter the financial Object Code in the External Reference field. ii) Vendor Part use search screen as needed see Environment procedure for instructions on using FacilityMax Search screens iii) Description will auto-populate after choosing Vendor Part iv) Unit Cost will auto-populate after choosing Vendor Part v) Order Quantity vi) Inventory block: will auto-populate after choosing Vendor Part vii) Cost block: Subledger will auto-populate for Stock and Vendor Catalog, Discount and/or Shipping applicable to this line item only. b) Catalog: i) External Reference: If the object code for the purchase differs from the funding source, enter the financial Object Code in the External Reference field. ii) Vendor Part use search screen as needed see Environment procedure for instructions on using FacilityMax Search screens iii) Description will auto-populate after choosing Vendor Part iv) Unit Cost will auto-populate after choosing Vendor Part v) Order Quantity vi) Cost block: Subledger will auto-populate for Stock and Vendor Catalog, Discount and/or Shipping applicable to this line item only. c) NonStock: i) External Reference: If the object code for the purchase differs from the funding source, enter the financial Object Code in the External Reference field. ii) Vendor Part Enter the vendor s part number iii) Description - Enter the vendor s description iv) Unit Cost Enter the vendor s quoted price v) Order Quantity vi) Cost block: Subledger Material or Contract ; it is very important to choose the correct subledger; Discount and/or Shipping applicable to this line item only. 7) Disbursement Defaults title bar: The Disbursement assigns the charge for the line item, and must be a Warehouse or a Work Order A default disbursement may have been selected in step 4d or step 4e, which would apply to the entire PO. A purchase can be disbursed to multiple Warehouses or Work Orders. Example: Line Item order for 10 widgets, which go to 10 Work Orders. Follow steps 7) through 9) for each Disbursement Warehouse or Work Order. Line Item types of Catalog and NonStock can only be disbursed to a Work Order. If a Default Warehouse or Default Work Order was NOT selected on the PO Header: a) Single Disbursement: click the Sequence number link below the Disbursement Defaults title bar b) Multiple Disbursements: click the Add Line Item icon on the Disbursement Defaults title bar Page 9 of 12 Created: 11/6/2008

10 8) Fill in the appropriate Warehouse (stock only) or Work Order and Phase, and the Quantity to Disburse. 9) Click the Done icon ; add another Disbursement if needed. 10) Click the Done icon to return to the PO Header. 11) Click the View Menu and select Shipping Information Page 10 of 12 Created: 11/6/2008

11 12) Enter the fields as defined below A. In the Employee ID Field: Zoom to select the Employee ID of the Secretary that will manage the PO 13) Click the Done icon to return to the PO Header. 14) The Purchase order will process through the statuses as shown in the above process, and are listed below 15) Click the Save icon. Page 11 of 12 Created: 11/6/2008

12 Completing the Purchase Order 1) If PO is ready to be received, it MUST be placed in a Finalized Status. Click the Zoom icon to the right of the Status field, choose Finalized. 2) Click the Save icon to save the Purchase Order. ***END*** Page 12 of 12 Created: 11/6/2008