PSU Inventory Management Training Manual

Penn State University (PSU)
FAM Inventory Management Training Manual
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2 Inventory Management Training Manual

Training Guide Contents
1 FAM Inventory Management Training ........................................................................................ 8
1.1 FAM Project Overview ................................................................................................... 8
1.2 Maximo Overview .......................................................................................................... 8
1.3 Inventory Management Training Manual ........................................................................ 8
2 Classifications................................................................................................................................ 9
2.1 Overview of Classifications ............................................................................................ 9
2.2 Working with Classifications .......................................................................................... 9
2.2.1 Creating Classifications ..................................................................................................................... 9
2.2.1.1 Exercise: Create an Asset Classification ........................................................................................9
2.2.2 Updating Classifications ................................................................................................................. 11
2.2.2.1 Exercise: Update an Asset Classification to Add an Attribute............................................. 12
3 Item Masters ................................................................................................................................. 14
3.1 Overview of Item Masters ............................................................................................ 14
3.2 Working with Item Masters........................................................................................... 14
3.2.1 Creating Item Masters ..................................................................................................................... 15
3.2.1.1 Exercise: Create an Item Master .................................................................................................. 15
3.2.2 Updating Item Masters ................................................................................................................... 17
3.2.2.1 Exercise: Update an Item Master................................................................................................. 17
4 Inventory (Set Up) ........................................................................................................................ 19
4.1 Overview of Inventory .................................................................................................. 19
4.2 Working with Inventory ................................................................................................ 19
4.2.1 Adding Items to a Storeroom (Creating Inventory) ........................................................ 20
Inventory Management Training Manual 3

4.2.1.1 Exercise: Add Item to a Storeroom............................................................................................. 20
4.2.2 Updating Inventory........................................................................................................................... 21
4.2.2.1 Exercise: Update Inventory Record (New Vendor)............................................................... 21
4.2.2.2 Exercise: Add a New Bin for an Item.......................................................................................... 22
4.2.2.3 Exercise: Transfer Item Balance from Existing Bin to New Bin ........................................ 22
4.2.2.4 Exercise: Delete a Bin for an Item ............................................................................................... 24
4.2.2.5 Exercise: Perform a Cycle Count (Using Mobile) ................................................................... 24
5 Storeroom Reordering ................................................................................................................. 29
5.1 Overview of Reordering ............................................................................................... 29
5.1.1 Satellite Storeroom Reorders ...................................................................................................... 29
5.1.1.1 Supervisor Runs Reorder for Storeroom................................................................................... 29
5.1.1.2 Supervisor Reviews and Submits PR for Satellite Storeroom ............................................ 30
5.1.1.3 OPP Stores Reviews and Approves PR for Satellite Storeroom ......................................... 30
5.1.1.4 Exercise: OPP Stores Reviews and Approves PR for Satellite Storeroom ..................... 31
5.1.2 OPP Stores Reorders........................................................................................................................ 32
5.1.2.1 ICD Runs Reorder for Storeroom ................................................................................................. 32
5.1.2.2 Exercise: Run Reorder Items for OPP Stores........................................................................... 32
5.1.2.3 ICD Reviews and Updates Reorder PR for OPP Stores .......................................................... 36
5.1.2.4 Exercise: Review Stock Reorder PR for OPP Stores ............................................................... 37
5.1.2.5 ICD Reviews and Approves Reorder PR for OPP Stores ....................................................... 37
5.1.2.6 Exercise: Approve Reorder PR for OPP Stores ........................................................................ 37
6 Purchasing ................................................................................................................................... 38
6.1 Overview of Purchasing ............................................................................................... 38

6.2 Desktop Requisitions ................................................................................................... 38
6.3 Purchase Requisitions for non-Stock Items and Materials Workflow ............................. 38
6.3.1 Reviewing/Approving Purchase Requisitions ................................................................... 39
6.3.1.1 Exercise: Reviewing/Approving Purchase Requisition for Standard PO ...................... 39
6.4 Working with Purchase Orders .................................................................................... 41
6.4.1 Purchase Card Purchase Order................................................................................................... 41
6.4.1.1 Exercise: Create and Approve Purchase Card Purchase Order ......................................... 41
6.4.2 Limited Order Purchase Order ................................................................................................... 43
6.4.2.1 Exercise: Create and Approve Limited Order Purchase Order ......................................... 44
6.4.3 Blanket Release Purchase Order ............................................................................................... 46
6.4.3.1 Exercise: Create and Approve Blanket Release Purchase Order ...................................... 47
6.4.4 Standard Purchase Order .............................................................................................................. 49
6.4.4.1 Exercise: Approve (for Ebuy) a PR ............................................................................................. 50
6.4.4.2 Exercise: Add eBuy PR # to PR in Maximo ............................................................................... 52
6.4.4.3 Exercise: Create and Approve Standard PO............................................................................. 52
6.4.5 Internal Purchase Order ................................................................................................................ 54
6.4.5.1 Exercise: Create and Approve Internal Purchase Order...................................................... 55
6.4.5.2 Exercise: Perform Transfer in Inventory Usage for Internal PO....................................... 56
7 Receiving and Material Pick Up ................................................................................................... 58
7.1 Overview of Receiving ................................................................................................. 58
7.2 Working with Receipts ................................................................................................. 58
7.2.1 Material Receipt ................................................................................................................................. 58

7.2.1.1 Exercise: Perform Material Receipt ............................................................................................ 58
7.2.2 Void Receipts ....................................................................................................................................... 59
7.2.2.1 Exercise: Perform Void Receipt ................................................................................................... 59
7.2.3 Direct Issue Material Returns...................................................................................................... 60
7.2.3.1 Exercise: Perform Direct Issue Material Return .................................................................... 60
7.3 Overview of Material Pick Up ....................................................................................... 61
7.3.1 Working with Material Pick Up Records ............................................................................... 61
7.3.2 Stage Received Materials ............................................................................................................... 61
7.3.2.1 Exercise: Stage Received Direct Issue Materials .................................................................... 61
7.3.3 Record Picked Up Materials ......................................................................................................... 62
7.3.3.1 Exercise: Record Partial Pick Up of Direct Issue Materials ................................................ 62
7.3.3.2 Exercise: Record Remaining Pick Up of Direct Issue Materials ........................................ 64
8 Inventory Usage ........................................................................................................................... 65
8.1 Overview of Inventory Usage ....................................................................................... 65
8.2 Working with Inventory Usage Records ....................................................................... 65
8.2.1 Issue Parts from Desktop Requisition .................................................................................... 65
8.2.2 Issue Part from Walk In.................................................................................................................. 65
8.2.2.1 Exercise: Create Inventory Usage Record for an Item Issue .............................................. 66
8.2.2.2 Exercise: Stage Inventory Usage Record for an Item Issue ................................................ 67
8.2.2.3 Exercise: Complete Inventory Usage Record for an Item Issue ......................................... 67
8.2.3 Transfer Parts...................................................................................................................................... 68
8.2.3.1 Exercise: Transfer Item from Storeroom to Storeroom ...................................................... 68

8.2.4 Return Parts ......................................................................................................................................... 69
8.2.4.1 Exercise: Return Parts from a Work Order .............................................................................. 69
8.3 Refrigerant Tracking .................................................................................................... 70
8.3.1 Issuing Refrigerant ........................................................................................................................... 73
8.3.1.1 EXERCISE: Issue Refrigerant from Craftsperson to Work Order in Inventory Usage73
8.3.1.2 EXERCISE: Approving (Completing) Refrigerant Issue in Inventory Usage ................. 76
8.3.2 Transferring Refrigerant ............................................................................................................... 77
8.3.2.1 EXERCISE: Transfer Refrigerant from Supervisor to Craftsperson in Inventory Usage

77
9 Invoicing ....................................................................................................................................... 82
9.1 Overview of Invoicing .................................................................................................. 82
9.2 Working with Invoices .................................................................................................. 82
9.2.1 Creating Invoices ............................................................................................................................... 82
9.2.1.1 Exercise: Create and Approve Invoice ....................................................................................... 82

1 FAM Inventory Management Training
1.1 FAM Project Overview
FAM (Facilities Asset Management) is a major step forward in the evolution of Enterprise
Asset Management (EAM) at Penn State. The FAM system is built on the Maximo 7.5
platform. Efficient use of the Maximo 7.5 system to perform everyday asset and work
management tasks will be critical to realizing the goals of the FAM project.
1.2 Maximo Overview

IBM Maximo Asset Management is an integrated productivity tool and database that
helps you manage all of your asset types on a single software platform. Built on a service-
oriented architecture (SOA), Maximo Asset Management delivers a comprehensive view of
all asset types, their conditions and locations, and the work processes that support them, to
provide you with optimal planning, control, audit, and compliance capability.
The Maximo database provides critical information about assets and locations, including
key attributes, their configuration, and their physical and logical relationships to other
resources. Using Maximo, you can manage and track events related to your assets from
cradle to grave including creating, assigning, monitoring, notifying, and reporting on key
work and work support processes such as work orders and purchase orders, including
status, from start to finish.
1.3 Inventory Management Training Manual

This training manual focuses on the role of the Inventory Manager (and Inventory Control
and Distribution) user as it executes functions in the FAM system. This manual will cover
the applications and use cases that an Inventory Manager user will be expected to perform,
on regular basis, inside of the system. The manual may not cover some functionality that
the Inventory Manager user has access to if it is not directly related to a common activity
that they are expected to perform.
Specifically, this manual covers overviews, processes and specific exercise associated with
the following topics:
Classifications
Item Masters
Inventory Set Up
Inventory Management
Purchasing
Material Pick Up and Distribution
Invoicing

2 Classifications
2.1 Overview of Classifications
Classifications identify and characterize similar objects. A building, a notebook
computer, and a centrifugal pump are types of classifications. A classification can
also describe an event, such as a broken window or a hard disk failure.
Classifications help you:
Standardize on object descriptions (i.e. Asset, Location and Item
Descriptions)
Allow for dynamic, type-based attributes (i.e. different specification
attributes for a pump vs. a motor)
Organize data for querying and reporting
You use the Classifications application to create classifications and to establish
classification hierarchies.
In the FAM system Classifications will be used with the following objects:
Items
Assets
Locations
Work Order Tasks (Phase Codes)
2.2 Working with Classifications

In the Classifications application, you can create classifications, and specify
details about the attributes of classifications.
2.2.1 Creating Classifications
Inventory Management users will have the ability to create Classifications in

Maximo.
2.2.1.1 Exercise: Create an Asset Classification
To create a Classification:
1. Sign into Maximo using your username and password.

2. Navigate to the Classifications application by using the Go To Menu
Administration Classifications.
3. Select the New Classification icon .
4. Enter PSU-UP-OPP in the Organization field.
5. Enter [Your Name] Widget] in the Classification field and tab out of the
field.
6. Click the Yes button on the pop-up box.

7. Enter [Your Name] Widget in the Classification Description field and the
Classification Path Description field.
Note: It is the Classification Description that will be the base

description for any objects using this classification if the Generate
Description? box is checked.
8. Enter (or select) FACILITY in the Failure Code field.

Note: Any Asset or Location that is associated to this Classification
will inherit this Failure Class by default.
9. In the Use With section, Click New Row button.

10. Enter Asset in the Use with Object field.
Note: You can repeat steps 9 and 10 to add other objects that this
Classification can be used with. It is very common that
Classifications are shared across Locations, Assets, and Items.
11. Save the Classification .
This Classification is now available to be associated with Asset records in the

Assets application.
2.2.2 Updating Classifications
Inventory Management users will have the ability to update Classifications in

Maximo. It is important to note that great care needs to be taken when updating
Classifications. Since they are associated with objects throughout the system,
updating them affects the associated records. For example, if you delete an
attribute from a Classification, that attribute will be deleted from all objects tied to
the Classification along with any data that was in it!
Inventory Managements will have the ability to update Classifications on the fly
including the ability to:
Update Descriptions
Change Failure Codes
Modify Parent/Child Relationships
Add/Remove Use With Objects
Add/Remove/Modify Attributes
Modify How Object Descriptions are Built
Inactivate Classifications

2.2.2.1 Exercise: Update an Asset Classification to Add an Attribute
1. In the Attributes section, click the New Row button.

2. Enter [YOUR NAME] TYPE in the Attribute field and tab out of it.
3. Click on the Question Mark icon that appears in the field.
Note: Anytime you are adding a new attribute that has not been
used on any classification before, you will get this symbol.
If the attribute you are adding to the classification already existed

information about the attribute would automatically populate the
record.
4. Select Yes when asked if you would like to add the attribute.
5. Enter Widget Type in the Attribute Description field and ALN in the Data
Type field.
Note: You can create a Domain (value list) in the Domains

application and associate it to the attribute by entering it in the
Domain field. Also, if the value expected is associated with a Unit
of Measure, the Unit of Measure can be defined in the Unit of
Measure field.
6. Select the Use With Object Detail icon to the right of the row.

7. Click on the Mandatory? Field to check the box.
Note: Checking the Mandatory? Field makes the attribute required

for the record that the Classification is associated with. This screen
also allows you to sequence the attributes, determine if the value of
the attribute should be included in the object description, and if the
attribute should be utilized on the Use With object specified (for
example, a particular attribute may be applicable to Assets but not
Items.)
8. Select OK.
9. Save the Classification .
The attribute added will now be visible on all Asset objects already associated
with this Classification. The attribute will also be included any time new Assets
are associated with this Classification.

3 Item Masters
3.1 Overview of Item Masters
The Item Master application is used to define items that are stocked in your
storerooms or purchased using Purchase Orders. You group these items in an
item set that can be shared by the organizations that use the item set.
When the item record is created, you can define the main attributes of the item
(such as the commodity codes, the order, and issue units, whether an item is
lotted, rotating, or condition-enabled). You can also specify any alternate items
that you can use in its place and a list of the condition codes that you want
applied to the item.
The Item Master application is used to perform the following tasks for each item:
Create items that can be stocked in storerooms and/or purchased on
Purchase Orders.
Define information related to an item, such as:
o vendors that carry the item
o specifications for the item
o the parts needed to build an item assembly structure.
Create item kits that are collections of items that you issue as a single
unit.
Add items to one or more storerooms.
Specify the percentage of items that can be received over the amount
ordered in the initial agreement.
Attach outside documents that relate to an item.
3.2 Working with Item Masters

In the Item Masters application, you can add item records, associate items with
vendors, add specifications, create item structures, create condition-enabled
structures, create item kits, and add alternate items. You can also change the
status of the item, duplicate the item, specify organization details, add the item to
a storeroom and delete items.

3.2.1 Creating Item Masters
Inventory Management users will have the ability to create Item Masters in
Maximo.
3.2.1.1 Exercise: Create an Item Master
1. From your Start Center, select the New Item link in the Quick Insert
portlet.
2. Using the Select Value icon next to the Commodity Group field, select
ELEC.
3. Using the Select Value icon next to the Commodity Code field, select
LIGHT.
4. Using the Select Value icon next to the Order Unit field, select EA.
5. Using the Select Value icon next to the Issue Unit field, select EA.
6. Optional: Check the Rotating? or Add as Spare Part?.
7. Go to the Specifications tab.

8. Using the Detail Menu icon next to the Classification field and then the
Classify option.
9. Select the + icon next to ELEC: Electrical (Light, Fixture, Wire)
10. Click the blue box next to BULB: Bulb.

11. Save the record.
The Description is updated based on the Item Classification.
3.2.2 Updating Item Masters
Inventory Management users will have the ability to update Item Masters in
Maximo. This includes the ability to modify item details, change the status of the
item, change the organization details, and add the item to a storeroom.
3.2.2.1 Exercise: Update an Item Master
1. Click on the Go To menu Inventory Item Master.
2. In the Item Master application List Tab, search for an Item and open it.
You can search for the Item you just created in the last exercise.
3. Go to the Vendor tab.
4. In the Vendor section click the New Row button.
5. Using the Detail Menu icon select the Select Value icon next to the
Vendor field, select a Vendor.

6. Save the record.

4 Inventory (Set Up)
4.1 Overview of Inventory
The Inventory application is used to store information about all aspects of
inventory materials. Once an Item Master has been added to a storeroom, you
can monitor the storeroom balance of those items. You can track the cost of
inventory stock and you can reorder items when stock must be replenished.
You can monitor the use of special order items and stocked items. Vendor
information can be stored and items can be reordered promptly when the
storeroom balance indicates that the items must be replenished.
You can check the balances of individual items and tools at the bin and lot level
for each storeroom. If an item is stored in more than one location, you can view
balances for all storeroom locations on one screen.
Items are added to storerooms in the Item Master application.
The Inventory application is used to perform the following tasks:
Search the database for inventory items and tools.
Specify the balances of items and item costs.
Specify the bins and lots where items are stored, and view the storeroom
locations.
Issue, transfer, and return inventory items by site and storeroom location.
(Can also be done with Inventory Usage.)
Specify reorder details, such as the reorder point, the lead time, and the
order unit of an item. You can also specify information about the vendors
that supply an item and the multiple manufacturers or models that are
associated with each vendor.
Identify and track rotating assets that are associated with a rotating item.
List all assets for which an item is listed as a subassembly or a spare part.
Specify the percentage of items that can be received over the quantity
ordered.
Initiate reordering for stock items.
4.2 Working with Inventory

In the Inventory application, you can update reorder information, manually adjust
bin locations and bin balances, and perform physical counts.

4.2.1 Adding Items to a Storeroom (Creating Inventory)
Inventory Management users will have the ability to add Item Masters to
storerooms in Maximo. This function is actually performed in the Item Masters
application.
4.2.1.1 Exercise: Add Item to a Storeroom
1. Click on the Go To menu Inventory Item Master.
2. In the Item Master application List Tab, search for an Item and open it.
You can search for the Item you just created in the last exercise.
3. Click on the Select Action menu and select Add Items to Storeroom.
Storeroom field, select a Storeroom.
5. Enter a value in the Unit Cost field.

6. Enter a value in the Default Bin field.
7. Enter a value in the Current Balance field.
8. Enter a value in the Issue Unit field.
9. Enter a value in the Order Unit field.
10. Click OK.
4.2.2 Updating Inventory

Inventory Management users will have the ability to update reorder information,
manually adjust bin locations and bin balances, and perform physical counts.
4.2.2.1 Exercise: Update Inventory Record (New Vendor)
1. Click on the Go To menu Inventory Inventory.
2. In the Inventory application List Tab, search for an Item and open it. You
can search for the Item you just created in the last exercise.
3. Go to the Reorder Details tab.
4. In the Vendors section, click the New Row button.

Vendor field, select a Vendor.
6. Save the record.
4.2.2.2 Exercise: Add a New Bin for an Item
2. Search for and open an Item.
3. In the Inventory Blalances section click New Row.
4. Enter a value in the Bin field.
5. Save the record.
4.2.2.3 Exercise: Transfer Item Balance from Existing Bin to New Bin
1. From the Select Action menu select Transfer Current Item.

2. From the Select Action menu select Transfer Current Item.
3. Enter the full Quantity of the From Bin in the Quantity field.
4. Using the Detail Menu and Select Value icons next to To Storeroom
select the current Items storeroom.
5. Using the Select Value icon next to the To Bin, select the Bin created
earlier.
6. Click OK.

4.2.2.4 Exercise: Delete a Bin for an Item
1. Click the Delete Row icon next to the now empty Bin.
2. Enter the newly created Bin number in the Default Bin field.
3. Save the record.
4.2.2.5 Exercise: Perform a Cycle Count (Using Mobile)
1. Log into Mobile Inventory on a mobile device.
2. Open the Cycle Counts application.
3. Select the Action button.
4. Select the Get option.
5. Select OPPSTORE as the Location.

6. Select an ABC Type.
7. Select the Use Due Date check box and enter a date.

Note: You could also select the Search by Bin Range check box
and enter a From Bin and To Bin to restrict the count list by a range
of bins.
8. Select Finish.
9. Select an Item from the Cycle Count list and select Action Count.

10. Enter a count into the Count field next to the first listed bin.
Note: You will enter a count next to each listed bin, if the item is
stored in more than one bin in that storeroom.

11. Once all bin counts have been entered, select Finish.
You may get a message that says that there was an Incorrect Count and prompts
you to count again. If the count was equal to the current balance for the item,
you will not receive this message.
12. Select OK.
13. Repeat steps 10 and 11 to reenter the count for each bin.
If the count matches or if the count fails for the second time, you will be returned
to the Cycle Count list screen. You can proceed with counting other items on the
list. You can transmit the counts performed at any time. To transmit:
14. Select the Action button.
15. Select Transmit.

As part of the transmit, Maximo will sum the physical counts recorded for each
item and post the count to the default bin for the item. It will reset the physical
count date for all bins. It will also automatically reconcile the physical count with
the current balance for the item.

5 Storeroom Reordering
5.1 Overview of Reordering
With the daily use of inventory items and tools, organizations must replenish
inventory stock to stay functional. You replace used inventory stock by reserving
and reordering items and tools that you need.
You can reorder inventory items by initiating the Reorder Items action in
Inventory. Maximo will evaluate current inventory levels and upcoming
reservations for selected items to determine which items should be reordered
and will create the necessary Purchase Requisitions.
5.1.1 Satellite Storeroom Reorders
Supervisor Runs Supervisor OPP Stores

Reorder for Reviews/Submits Reviews/Approves
Storeroom Reorder PRs Reorder PRs
5.1.1.1 Supervisor Runs Reorder for Storeroom
A Supervisor initiates the reorder process by running the Reorder Items action
in the Inventory application for a specific set of items or all items in a particular
storeroom. The reorder action will automatically create Purchase Requisitions

(PRs) for the items that need to be reordered. The PRs will automatically enter
a workflow to be reviewed and approved.
5.1.1.2 Supervisor Reviews and Submits PR for Satellite Storeroom
Once a reorder PR has been generated by the system, it will automatically be

routed to the Supervisor that initiated the reorder. The Supervisor will have the
ability to review and update the PR in the Purchase Requisitions application and
then either cancel it or route to the OPP Stores In Box for ordering.
Option What Happens Next Dependencies
PR Approved, submit to PR Status goes to N/A
OPP Stores In Box. Supervisor Approved
(SUPERAPPR) and is
assigned to the OPP
Stores Inbox.
PR not approved, PR status goes to N/A
Cancel. canceled (CAN).
Workflow stops.
5.1.1.3 OPP Stores Reviews and Approves PR for Satellite Storeroom
OPP Stores will receive PRs that have been submitted by Supervisors for
Satellite Storeroom reorders in their inbox. They will have the ability to review
and update these PRs and will also have the following workflow routing options:

Change status of PR to PR Status goes to N/A
Approved (APPR). Approved (APPR.)
Workflow stops.
PR not approved. Send PR status goes to Not required, but a
back to Supervisor for Waiting Supervisor rework/cancel reason
rework or cancel. Review (WSUPER). should be provided in the
Workflow assigns record workflow memo field prior
to Supervisor that to routing.
originated the PR.

Once the PR is approved, it will be processed like any other approved PR to
ultimately become a Purchase Order (PO.)
5.1.1.4 Exercise: OPP Stores Reviews and Approves PR for Satellite Storeroom
1. From your Inbox/Assignments locate an assignment to review a PR for

satellite storeroom, requires review.
2. Click on the Assignment.
3. Click on the Route Workflow Icon on the toolbar.
4. Select Change status of PR to Approved (APPR) and click OK.

5.1.2 OPP Stores Reorders
ICD
ICD Runs Reorder ICD Approves
Reviews/Updates
for Storeroom Reorder PRs
Reorder PRs
5.1.2.1 ICD Runs Reorder for Storeroom
A Supervisor initiates the reorder process by running the Reorder Items action
in the Inventory application for a specific set of items or all items in a particular
storeroom. The reorder action will automatically create Purchase Requisitions
(PRs) for the items that need to be reordered. For OPP Stores only, the PRs
that are generated will NOT enter a workflow. This is because the user that is
generating the PRs is also the person that will be reviewing and approving the
PRs.
5.1.2.2 Exercise: Run Reorder Items for OPP Stores

2. On the List tab, enter 848640 in the Item search field and OPPSTORE
in the Storeroom search field and hit Enter.
3. Open the Item from the displayed list by clicking on the Item Number.
4. Open the Reorder Details tab by clicking on it.

The fields that affect the Reorder Process are defined below.
Field Description
Reorder? Determines if the Item is
to be evaluated by the
reorder action.
Reorder Point Defines the highest
balance at which the
reorder process can be
automatically triggered.
Economic Order Quantity Defines (in terms of the
Order unit) the
increments in which the
item is to be ordered.
5. From the Select Actions menu, select Reorder Reorder Items.
6. Place checkmark in the Ignore Reorder Point? checkbox by clicking on it.

Remove the checkmark in the Run In Background Mode? checkbox by
clicking on it. Select Preview.

Important: These settings are for the training exercise only. Typically
you would NEVER want to select Ignore Reorder Point? if you were
reordering for a storeroom based on the current balance and reorder
information for the storeroom.
As different scenarios may dictate setting these properties differently, the critical
fields and their description are below:
Field Description
Ignore Reorder Point? If this is set to Y
(checked), the system
does not evaluate the
current balance or
reorder point of the item.
It automatically creates a
PR for the Item(s)
selected.
All Items in Storeroom? If this is set to Y
(checked), the reorder
process will run on all
items on the storeroom,
not just the item(s) that
are currently selected.

Field Description
Run in Background If this is set to Y
Mode? (checked), the system
will NOT wait for the
reorder process to
complete and provide
you with a visual
confirmation. Instead it
will let you continue your
user session while it
works and will send an
email to the specified
email address when
completed.
7. Select Run Reorder.
8. Select OK on the Reorder Results window that is displayed.
The reorder process has automatically created the necessary PRs.
5.1.2.3 ICD Reviews and Updates Reorder PR for OPP Stores
Once a reorder PR has been generated by the system, it will be available to the
ICD in the Purchase Requisitions application. The ICD will have the ability to
review and update the PR in the Purchase Requisitions application.

5.1.2.4 Exercise: Review Stock Reorder PR for OPP Stores
1. Click on the Start Center link from the Navigation bar.
2. In the OPP Stores Stock Reorder PRs section select your PR number.
5.1.2.5 ICD Reviews and Approves Reorder PR for OPP Stores
The ICD will have the ability to cancel or approve the reorder PR using the
Change Status action. Once the PR is approved, it will be processed like any
other approved PR to ultimately become a Purchase Order (PO.)
5.1.2.6 Exercise: Approve Reorder PR for OPP Stores
1. Click on the Approve Purchase Requisition icon on the toolbar.
2. Click OK.

6 Purchasing
6.1 Overview of Purchasing
The applications in the Purchasing module are used to manage the purchasing
process, including purchasing materials and services, receiving them and then
invoicing them.
6.2 Desktop Requisitions
The Desktop Requisitions module (within the Self Service module) can be used
to create and to view purchase requisitions and to create reservations for stock
items. It is a place where you can go to initiate any request for parts or materials.
OPP Employees will have the ability to initiate requests for both non-stock items
as well as stock items, but will need to provide a valid Work Order Number to do
so. Non-OPP Employees will only have the ability to request stock parts, and will
need to provide a Customer Billing Number.
The applications in this module can also be used to create template requisitions
for repeat orders and create lists of items that you order frequently. Finally, you
can also check the status of your orders in this module.
Desktop Requisition lines that are for Stock Items will automatically create Item
Reservations on the OPPSTORE storeroom. See the Issue Parts from Desktop
Requisition section for next processing steps.
Desktop Requisition lines that are for non-Stock Items, Materials or Services will
automatically create Purchase Requisitions that enter an electronic approval
workflow, described below.
6.3 Purchase Requisitions for non-Stock Items and Materials

Workflow
As stated before, Desktop Requisitions for non-stock items will automatically

create Purchase Requisitions (PRs). PRs that are created that are beyond the
approval limit of the submitter will be routed for approval until all appropriate
levels of approval are achieved:
Supervisor, if over $2,000

Manager, if over $3,000
Director, if over $5,000
The assignments for these approvals happen automatically via workflow. If a

user has PRs that they need to provide approval for, they will receive an
assignment in their in-box on their Start Center in Maximo. From their in-box,
they will be able to access the record, review it, and provide their approval or
rejection via workflow options.
Once all business approvals are obtained, the record will be routed to the OPP
Stores In-Box for review and processing.
6.3.1 Reviewing/Approving Purchase Requisitions
Users associated with the OPP Stores In-Box will receive all business approved
(BUSAPPR) PRs in their workflow assignments in-box. These users will have
the following workflow options on the record:

PR not approved. Send PR Status goes to N/A
back to Requester for waiting approval
rework or cancel. (See (WAPPR) and is
memo) assigned to the
employee that submitted
the Purchase
Requisition.
PR approvals complete. PR Status remains as N/A
Proceed to route options. business approved
PR to be processed (BUSAPPR) and
as Standard, Purchase workflow stops.
Card, or Release Order.
Leave status as
BUSAPPR.
PR approvals complete. PR Status goes to N/A
Proceed to route options. approved to be
Change status of PR processed as a Limited
to Approved for Limited Order (APPRLO) and
Order processing. workflow stops.
6.3.1.1 Exercise: Reviewing/Approving Purchase Requisition for Standard PO
1. On the Start Center locate the Business Approved PRs section.

2. Click on the PR number to navigate to the Purchase Requisition
application.
3. Click on the Route Workflow Icon on the toolbar.
4. Select PR Approval Complete. Proceed to route options and click OK.
5. Select PR to be processed as Standard, Purchase Card, of Release

Order. Leave status as BUSAPPR. and click OK.

6.4 Working with Purchase Orders
6.4.1 Purchase Card Purchase Order
In this process, a Purchase Order (PO) is created and processed for items to be
purchased using a Purchasing Card (Credit Card).
The process begins when an ICDS either receives a Paper PR or has a Maximo
PR that includes items that should be procured using a Purchasing Card. The
ICDS creates a PO record in Maximo (WAPPR) and sets the type to PC.
The ICDS changes the status of the PO to Approved (APPR) when the record
has been completely populated. The ICDS makes the purchase with the vendor
using their Purchasing Card.
Paper
Requisition
Received from
Requester
ICDS Creates ICDS Approves
ICDS Makes
PO of Type 'PC' PO
Purchase
(WAPPR) (APPR)
PR Generated
from Reorder or
Desktop
Requisitions
(OPP Only)
6.4.1.1 Exercise: Create and Approve Purchase Card Purchase Order
1. Click on the Go To menu Purchasing Purchase Requisition.
2. Open an Approved PR.
3. Click on the Select Action menu and select Create PO.

4. Enter TRNPC## and then, click OK.
5. Click on the Go To menu Purchasing Purchase Orders.
6. Open the PO that was created.
7. Using the Select Value icon next to the Type field, select PC.

9. Click on the Approve Purchase Order icon on the toolbar.
10. Click OK.
6.4.2 Limited Order Purchase Order
In this process, a Limited Order PO is created and processed for items to be

purchased using a Limited Order.
The process begins when an ICDS reviews the requisition and obtains
pricing/quotes, if necessary. The OPP Store Administrative Assistant either
receives a paper PR or a printed and signed Maximo PR that includes items that
should be procured using a Limited Order. The Admin Assistant completes a
paper Limited Order form from the information on the PR. The Admin Assistant
creates a PO record in Maximo (WAPPR) and sets the type to LO. The Admin
Assistant sends the Limited Order package (including the Limited Order form) to
an Inventory Manager.
The Inventory Manager reviews the LO Form and signs it and then changes the
status of the PO to Approved (APPR). The Admin Assistant faxes the Limited
Order form to the vendor to make the order.

Paper
Requisition
Received from
Requester
Admin Assistant Admin Assistant
ICDS Reviews
Receives Paper Completes
and Obtains
Form(s) for Limited Order
Pricing/Quotes
Processing Form
PR from Reorder
or Desktop
Requisitions
Printed and
Signed
Inventory
Admin Assistant Admin Assistant Manager
Admin Assistant
Creates PO of Sends LO Form Reviews/Signs
Faxes the LO
Type 'LO' to Inventory Form and
Form to Vendor
(WAPPR) Manager Approves PO
(APPR)
6.4.2.1 Exercise: Create and Approve Limited Order Purchase Order
2. Open an Approved PR.

4. Enter TRNLO## and then, click OK.
7. Using the Select Value icon next to the Type field, select LO.

12. Click OK.
6.4.3 Blanket Release Purchase Order
In this process, a Blanket Release PO is created and processed for Items to be

purchased using a Release PO from a Blanket Purchase Contract.
The process begins when an OPP Stores ICDS either receives a paper PR or
has an approved Maximo PR that includes items that should be procured using
an existing Blanket Purchase Contract with a vendor. The ICDS reviews the
requisition and obtains pricing/quotes, as necessary. The ICDS creates a
Release PO record in Maximo (WAPPR) from the Blanket Purchase Contract,
which automatically sets the type to REL. The ICDS completes the line Item
detail for the PO by manually creating the lines (if from a paper requisition) or
copying the requisition lines from the Approved PR (if one exists).
The ICDS changes the status of the PO to Approved (APPR). The ICDS faxes
the Purchase Order to the vendor to make the order. Integration with VM sends
the Release Purchase Order details from Maximo to VM.

Paper
Requisition
Received from
Requester
ICDS Reviews ICDS Creates ICDS Populates

and Obtains PO of Type 'REL' Line Details on
Pricing/Quotes (WAPPR) PO
PR Generated
from Reorder or
Desktop
Requisitions
Maximo Sends
ICDS Approves Approved
ICDS Faxes PO
PO Release PO to
to Vendor
(APPR) VM via
Integration
6.4.3.1 Exercise: Create and Approve Blanket Release Purchase Order
1. Click on the Go To menu Contracts Purchase Contracts.
2. Open an Approved Contract with a Type of Blanket.
3. Click on the Select Action menu and select Create Release PO.

4. Enter TRNREL## in the PO field.
5. Click OK.
7. Open the PO generated from the Contract.
8. Select Copy PR Line Items to PO.
9. Search for and select the PR Lines to include on the PO by placing a

check mark to the left of the record. Select OK.
12. Click OK.
6.4.4 Standard Purchase Order
In this process, a PO is created and processed for items to be purchased using a

standard PO processed through eBuy.
The process begins when an OPP Stores ICDS reviews the requisition for correct
information, sources the requirement and obtains pricing/quotes. The Admin
Assistant either receives a paper PR or a printed and signed, Approved Maximo
PR that includes items that should be procured using the standard PO process.
The Admin Assistant creates a Maximo PR record (WAPPR), if necessary from
the information on the form. The Admin Assistant scans everything associated
with the request and sends the package to the Inventory Manager. The
Inventory Manager reviews the PR entry and approves the PR. The Inventory
Manager sets the status on the PR to Approved for eBuy (APPREB) to trigger the
integration to the eBuy procurement system. Maximo sends, via integration, the
details of the PR to eBuy.
The requisition is processed into an Approved PO in eBuy. When approved, OPP

Stores receives the PO information via the OPP Stores EBuy email inbox. The
Admin Assistant creates a PO record in Maximo. The Admin Assistant changes
the status of the PO to Approved (APPR).
Paper
Requisition
Received from
Requester
Admin Assistant Admin Assistant
ICDS Reviews
Receives Paper Creates PR, If
and Obtains
Form(s) for Necessary
Pricing/Quotes
Processing (WAPPR)
PR from Reorder
or Desktop
Requisitions
Printed and
Signed
Admin Assistant
Inventory
Scans Package Sent to
Manager
Everything Inventory
Approves PR
Associated with Manager
(APPR)
Request
Inventory
Manager Sets Maximo Sends eBuy Requisition
Status on PR for PR to eBuy via to Purchase
Integration Integration Order Process
(APPREB)
When Approved
Admin Assistant
PO, Email Admin Assistant
Creates PO from
Received in OPP Approves PO
PR of Type 'STD'
Stores Ebuy (APPR)
(WAPPR)
Inbox
6.4.4.1 Exercise: Approve (for Ebuy) a PR
1. Click on the Go To menu Purchasing Purchase Requisition
2. Click on the New Purchase Requisition icon.
3. Enter a Description in the Description field.
4. Using the Select Value icon next to the eBuy Comm Codes field, select
a Commodity Code.

5. Using the Select Value icon next to the eBuy Ship To field, select an
Address Code.
6. Using the Detail Menu and Select Value options next to the Company
field, select a Vendor.
7. Click on the PR Lines tab.
8. In the Default Table Data section, enter a Tracking #, Packing Slip #, and
Received Date.
9. Click the Vendor Items button in the PR Lines section.
10. Place a checkmark next to at least one Vendor Item, enter a Quantity
and click OK.
12. Click on the Change Status icon on the toolbar.
13. Using the drop down menu next to the New Status field, select Approve
Send to eBuy.
14. Click OK.

6.4.4.2 Exercise: Add eBuy PR # to PR in Maximo
1. Open the PR created in the previous exercise.

2. Once the PR is approved in eBuy enter the PR number in the eBuy PR #
field.
3. Save the record.
6.4.4.3 Exercise: Create and Approve Standard PO
2. Open a PR that is in the Approved for Ebuy status (APPREB).

4. Enter TRNSTD## and then, click OK.
8. Click OK.

6.4.5 Internal Purchase Order
In this process, a Purchase Order (PO) is created and processed for items to be
transferred using an internal Purchase Order from the central OPP Stores
storeroom to an OPP satellite storeroom.
The process begins when an OPP Stores Inventory Manager has approved a PR
from a satellite storeroom that is for an internal transfer of items from the OPP
Stores storeroom to the satellite storeroom. The Inventory Manager creates a PO
record from the PR, ensuring the Internal? flag is set to Yes and the OPP
Stores storeroom is populated in the Vendor details section. The Inventory
Manager changes the status of the PO to Approved (APPR).
The Inventory Manager prints the PO and sends it to the storeroom. The Stores
Clerk pulls the material and performs the transfer using an Inventory Usage
record, setting the type of transaction to transfer, and the status of the Inventory
Usage record to Completed (COMP). The material is delivered to the satellite
storeroom and put away.

Inventory
Inventory Inventory
Manager
Manager Creates Manager
Approves PR
Internal PO Approves PO
Received via WF
(WAPPR) (APPR)
from Reorder
OPP Stores OPP Stores

Inventory
Clerk Enters Info Clerk Changes
Manager Prints
into Inventory Status of Record
and Sends PO to
Usage Record to Completed
Stock Room
(ENTERED) (COMP)
OPP Stores
Clerk pulls
Information is
Material, Delivers
Sent to Carousel
& Stows at
System
Remote
Storeroom
6.4.5.1 Exercise: Create and Approve Internal Purchase Order
2. Search for an open an Internal PR in an Approved status (One was

created in the Satellite Storeroom Exercise).

4. Enter TRNINT## and then, click OK.
8. Click OK.
6.4.5.2 Exercise: Perform Transfer in Inventory Usage for Internal PO
1. Click on the Go To menu Inventory Inventory Usage
2. Click on the New Inventory Usage icon.
3. Enter a Description in the Description field and use the Select Value
icon next to Usage Type to select Transfer.
4. In the Default Table Data section use the Detail Menu and Select Value
icon next to the Issue To field, and select a person.
5. In the Usage Lines section click the Select Reserved Items button.
6. Click the Filter link and enter the Approved PO number in the Purchase
Order field.
7. Place a checkmark next to each Item and, click OK.
8. Click on the Set the Inventory Usage record to Complete icon on the
toolbar.
9. Click OK.

7 Receiving and Material Pick Up
7.1 Overview of Receiving
The Receiving application is used to receive materials and services. You use this
application to record materials and services to the database when they are
delivered to a site. You can also return materials to vendors.
You can perform the following tasks using the Receiving application:
Receive materials, items, and services against Purchase Orders.

Approve the receipt of an item that requires inspection.
Enter asset numbers and other asset data when receiving rotating items.
Void receipts for transactions that occurred in error.
Return items, rotating assets, and services.
Choose to accept or to return materials or services that are received in
excess of the ordered quantity.
Run reports.
7.2 Working with Receipts
Inventory Manager users, as well as ICDS and Stores Clerk users, can receive
materials and services from purchase orders and record the delivery to a site.
Items that require inspection, serialization, or both can be transferred to a holding
location for inspection. Once approved, you can update details before issuing
material or service receipts. Partial deliveries or incorrect deliveries can also be
managed.
7.2.1 Material Receipt
Inventory Manager users, as well as ICDS and Stores Clerk users, can receive
materials and services from purchase orders using the Receiving application.
7.2.1.1 Exercise: Perform Material Receipt
1. Click on the Go To menu Purchasing Receiving.
2. Search for and open a PO that has no Receipts and is Approved.
3. In the Default Table Data section, enter a Tracking #, Packing Slip #, and
Received Date.
4. Click Select Ordered Items in the Material Receipts section.
5. Place a checkmark next to at least one PO Line and click OK.
6. Save the record.
7.2.2 Void Receipts
Inventory Manager users can void receipts for transactions that occurred in error
in the Receiving application.
7.2.2.1 Exercise: Perform Void Receipt
2. Search for and open a PO that already has at least one receipt.
3. In the Material Receipts section, select the Select Receipts to Void button.
4. Place a check mark next to the receipt line that is to be voided, enter a
note into the Remarks field, and select OK.
5. Save the record.
7.2.3 Direct Issue Material Returns
Inventory Manager users can return materials to the vendor in the Receiving
application.
7.2.3.1 Exercise: Perform Direct Issue Material Return
2. Search for and open a PO that already has at least one receipt.
3. In the Material Receipts section, select the Select Items for Return button.
4. Place a check mark next to the receipt line that is to have returns and
enter a quantity to return in the Quantity to Return field (defaults to
received quantity.) Select OK.
5. Save the record.

7.3 Overview of Material Pick Up
The Material Pick Up application is used to record the staging and pick up of
direct issue materials that have been received against Purchase Orders. You use
this application to record the staging of materials when they are delivered to the
storeroom as well as the pickup of those materials when they are picked up by
the requester.
You can perform the following tasks using the Material Pick Up application:
Record the put away (staging) and stage location of direct issue materials.
Record the pickup (or delivery) of direct issue materials.
Track partial pickups.
Generate a Material Pick Up form.
7.3.1 Working with Material Pick Up Records
Inventory Manager users, as well as ICDS and Stores Clerk users, can create
material pick up records and update them in the Material Pick Up application.
7.3.2 Stage Received Materials
material pick up records to record the put away (staging) of materials that have
been received as direct issues against a Purchase Order.
7.3.2.1 Exercise: Stage Received Direct Issue Materials
1. Click on the Go To menu Inventory Material Pick Up.
2. Select New PSUINVDUSE from the toolbar.
3. In the Purchase Order field, enter or search for the PO # of a PO that

already has direct issue receipts against it. (The quantity of at least one
receipt line should be greater than 1.)

4. In the Default Table Data section, enter/select STAGED in the Status
field, enter/select OPPSTORE in the Storeroom field, and enter any bin
number in the Staged Bin # field.
5. Select the Select Materials button at the bottom of the Material Pick Up
Lines section.
6. Place a check mark next to a line that has Recvd quantity that is greater
than 1. Select OK.
7. Save the Record.
7.3.3 Record Picked Up Materials
Inventory Manager users, as well as ICDS and Stores Clerk users, can record
the pickup of materials that have been received as direct issues against a
Purchase Order using the Material Pick Up application.
7.3.3.1 Exercise: Record Partial Pick Up of Direct Issue Materials

2. Search for and open the PO from the previous exercise.
Since this will be a partial pick up, the first thing to do is to update the quantity of
the current STAGED line item to the quantity that will still be staged after the
pickup.
3. Enter a quantity that is half the current quantity in the Quantity field.
4. Save the record.
Next, we will want to create the line for the partial pick up.
5. In the Default Table Data section, enter/select COMPLETE in the Status

field, enter/select a Person ID in the Picked Up By field, and enter todays
date in the Picked Up Date field.
6. Select the Select Materials button at the bottom of the Material Pick Up
Lines section.
7. Place a check mark next to a line that represents the same receipt that
was already staged. (Note: This line should appear on the list since we
modified the quantity of the staged pick up to be less than the received
quantity.)
8. Select OK.

9. Save the Record.
Note: To run the Material Pick Up form for this pick up. Place a
checkmark next to the COMPLETE line and then run the report from
the Run Report action on the Select Actions menu.
7.3.3.2 Exercise: Record Remaining Pick Up of Direct Issue Materials
2. Search for and open the PO from the previous exercise.
3. In the Default Table Data section, enter/select COMPLETE in the Status

field, enter/select a Person ID in the Picked Up By field, and enter todays
date in the Picked Up Date field.
4. Place a check mark next to the STAGED line on the Material Pick Up
record.
5. Select the Apply Defaults button.
6. Save the Record.

Note: To run the Material Pick Up form for this pick up. Place a
checkmark next to the COMPLETE line and then run the report from the
Run Report action on the Select Actions menu.
Also, if this is the last pick up for the PO, select the Pick Up Complete?
Checkbox and save the record.

8 Inventory Usage
8.1 Overview of Inventory Usage
The Inventory Usage application is used to create inventory usage records that
track the issue, transfer, and return of inventory items within and across
organizations.
In the Inventory Usage application you can:
Monitor the balance of inventory items that are in stock.

Issue items or tools directly to charge entities such as work orders.
Return items or tools directly from charge entities such as work orders.
Perform Transfers from bin to bin or storeroom to storeroom.
8.2 Working with Inventory Usage Records
inventory usage records to track the issue, transfer, and return of inventory items
within and across organizations. Inventory usage records can contain multiple
usage lines, which track the movement of inventory items into and out of
storerooms and bins. Inventory usage lines can be added or removed from
inventory usage records so that records can be updated quickly and easily.
Inventory Usage records also carry a status that can define whether the
associated transactions have been: entered, staged, or completed.
8.2.1 Issue Parts from Desktop Requisition
When stock parts are requested on a Desktop Requisition, Maximo will create a
reservation for the items in the OPPSTORE storeroom. These reservations can
be fulfilled by creating and completing an Inventory Usage record to execute the
issue transaction to the provided Customer Billing #.
8.2.2 Issue Part from Walk In
Issues from any storeroom against a Work Order can be fulfilled by creating and
completing an Inventory Usage record to execute the issue transaction to the
provided Work Order #.

8.2.2.1 Exercise: Create Inventory Usage Record for an Item Issue
1. Click on the Go To menu Inventory Inventory Usage.
2. Click on New Inventory Usage.
3. Enter a description of Issue Item to Work Order in the Description field.
4. Using the Select Value icon next to the Usage Type field, select Issue.
5. In the Default Table Data section, enter a Work Order number in the
Work Order field.
Issue To field, select a Person.
7. Click New Row in the Usage Lines section.
8. Enter 821630 in the Item field.
9. Enter 5 in the Quantity field.

8.2.2.2 Exercise: Stage Inventory Usage Record for an Item Issue
2. In the Inventory Usage application List Tab, search for a Usage record
and open it. You can search for the Usage record you just created in the
last exercise.
3. Click on the Stage icon on the toolbar.
4. Select the Enter a new stage bin number for use by all rows that will be
staged.
5. Enter a bin number in the Stage Bin field.
6. Click OK.
8.2.2.3 Exercise: Complete Inventory Usage Record for an Item Issue

2. In the Inventory Usage application List Tab, search for a Usage record
and open it. You can search for the Usage record you just staged in the
last exercise.
3. Click on the Complete icon on the toolbar.
4. Click OK.
8.2.3 Transfer Parts
Transfers to and from bins to bins (within a storeroom) and from storeroom to
storeroom can be executed by creating and completing an Inventory Usage
record to execute the transfer transaction.
8.2.3.1 Exercise: Transfer Item from Storeroom to Storeroom
1. Click on the Go To menu Inventory Inventory Usage
2. Click on the New Inventory Usage icon.
3. Enter a Description in the Description field and use the Select Value
icon next to Usage Type to select Transfer.

4. In the Default Table Data section use the Detail Menu and Select Value
icon next to the Issue To field, and select a person.
5. Using the Detail Menu and Select Value options next to the Item field,
select an Item to transfer.
6. Using the Detail Menu and Select Value options next to the To
Storeroom field, select a To Storeroom
7. Click on the Set the Inventory Usage record to Complete icon on the
toolbar.
8. Click OK.
8.2.4 Return Parts
Returns against a Work Order can be fulfilled by creating and completing an

Inventory Usage record to execute the return transaction from the provided Work
Order #.
8.2.4.1 Exercise: Return Parts from a Work Order
2. Click on New Inventory Usage.
3. Enter a description of Return Item from Work Order in the Description

field.
4. In the Default Table Data section, enter a Work Order number in the
Work Order field.
Issue To field, select a Person.

6. In the Usage Lines section click the Select Items for Return button.
7. Click the Filter link. Enter the Work Order number in the Work Order
search field.
8. Place a check next to an Item. Click OK.
9. Click the View Details icon next to the Usage Line.
Returned By field, select a Person.

12. Click on the Complete icon on the toolbar.
13. Click OK.
8.3 Refrigerant Tracking

Refrigerant materials that are physically moved from storerooms to supervisors
to craftspeople and ultimately to Assets will be tracked as Inventory items in
Maximo. To track each intermediate step in this process, Supervisors and
Craftspeople will be set up as Inventory Bins for the refrigerant materials. With
this virtual infrastructure, movement of refrigerant material between storerooms
and Supervisors, Supervisors and Craftspeople, or just between Craftspeople will
be entered as Transfer transactions in Maximo. Movement of refrigerant material
between a Craftsperson and a Work Order will be entered as an Issue or Return
transaction.
The Inventory Usage application will be used to track the issue, transfer, and
return of these refrigerant materials. Craftspeople will have permissions to enter

these transactions, but not complete them. Supervisors will need to complete the
transactions for them to take effect in the system and update balances.
Each Supervisor and Craftsperson will have two bins named after themselves for
each type of refrigerant item that they handle. One will be [PERSONID]-V to track
their virgin (unused) refrigerant and the other will be [PERSONID]-R to track their
reclaimed (used) refrigerant.
Movement of Virgin Refrigerant:
Transferred
Refrigerant in Transferred
to Issued to
Storeroom to Supervisor
Craftsperson Work Order
Bin "-V" Bin
"-V" Bin
Movement of Reclaimed Refrigerant:
Returned to
Transferred to Transferred to
Disposal Craftsperson "-
Storeroom's "- Supervisor's "-
R" Bin (from
R" Bin R" Bin
Work Order)
The various refrigerant transaction scenarios are described in the table below:

Scenario Type of Transaction To and From Information
for Transaction
Supervisor receives Transfer From: Stock Bin in Main
refrigerant material from Storeroom
stock location in
storeroom.
To: Supervisors -V Bin
in Refrigerant Storeroom
Supervisor transfers Transfer From: Supervisors -V
refrigerant material to Bin in Refrigerant
Craftsperson Storeroom
To: Craftpersons -V
Bin in Refrigerant
Storeroom
Craftsperson transfers Transfer From: Craftpersons -V
another Craftsperson Storeroom
To: Craftpersons -V
Bin in Refrigerant
Storeroom
Craftsperson issues Issue From: Craftpersons -V
Asset via a Work Order Storeroom
To: Work Order Number

(Issue)
Craftsperson returns Return To: Craftpersons -R
refrigerant material from Bin in Refrigerant
Asset via a Work Order Storeroom
From: Work Order

Number (Return)

Scenario Type of Transaction To and From Information
for Transaction
Craftsperson returns Transfer From: Craftspersons -
reclaimed refrigerant R Bin in Refrigerant
material to Supervisor Storeroom
To: Supervisors -R Bin

in Refrigerant Storeroom
Supervisor returns Transfer From: Supervisors -R
reclaimed refrigerant Bin in Refrigerant
material to Storeroom Storeroom
To: Default -R Bin in

Main Storeroom
8.3.1 Issuing Refrigerant
Refrigerant will be issued from the Inventory Usage application. Both

Craftspeople and Supervisors will have the ability to enter an Inventory Usage
record for refrigerant, but only Supervisors will have the ability to complete them.
8.3.1.1 EXERCISE: Issue Refrigerant from Craftsperson to Work Order in Inventory

Usage

2. Select the New Inventory Usage icon from the toolbar.
3. Enter Issue Refrigerant to Work Order in the Description field.
4. Use the Select Value icon next to the Usage Type field to select
ISSUE.
5. Enter REF_BG in the Storeroom field.
6. Enter the Work Order Number that you are issuing to in the Work Order
field in the Default Table Data section.

Note: Once the Work Order Number is entered, the GL Account,
Location, and Asset from the Work Order will display, if populated. The
Entered By will default to you.
7. Enter craftrain (the Person ID of the craftsperson that is issuing the

material) in the Issued To field in the Default Table Data section.
Note: This is necessary only because the Issue To field is a required

field when completing an issue. The value, in many cases, will be the
same as the Entered By if a Craftsperson is entering their own
transaction.
8. Select New Row in the Usage Lines section.
10. Enter CTR01-V in the From Bin field. (This represents the virgin bin for
this item for the crafttrain user.)

11. Enter 5 as the quantity being issued in the Quantity field. (This is in
Lbs.)
The transaction is staged, but has not been executed at this point. If the user is
a craftsperson, this is as far as they can go. A Supervisor will need to complete
the Inventory Usage record.
8.3.1.2 EXERCISE: Approving (Completing) Refrigerant Issue in Inventory Usage
Supervisors will be required to approve (by completing) the Inventory Usage

records for refrigerant issues entered by their craftspeople. They can be
prompted to do this either through direct communication from the craftsperson or
via a saved query for Inventory Usage records entered by their employees that
are still in Entered status.
Any way that they are alerted, the process begins by finding and opening the
Inventory Usage record. For this exercise we can continue with the Inventory
Usage record we just created.
1. Select the Set Inventory Usage record to complete icon on the

toolbar.
2. Select OK on the Change Status window.

The issue transaction is now complete. The -V bin for the craftsperson has
been decreased by the amount issued and that amount has been charged to the
Work Order (and the Work Orders Asset/Location.)
8.3.2 Transferring Refrigerant
Refrigerant will be transferred from the Inventory Usage application. Both

Craftspeople and Supervisors will have the ability to enter an Inventory Usage
record for refrigerant, but only Supervisors will have the ability to complete them.
8.3.2.1 EXERCISE: Transfer Refrigerant from Supervisor to Craftsperson in Inventory

Usage
2. Select the New Inventory Usage icon from the toolbar.

3. Enter Transfer Refrigerant from Supervisor to Craftsperson in the
Description field.

4. Use the Select Value icon next to the Usage Type field to select
TRANSFER.
5. Enter REF_BG in the Storeroom field.
6. Enter craftrain (the Person ID of the craftsperson that is being issued the
material) in the Issued To field in the Default Table Data section.
7. Select New Row in the Usage Lines section.

9. Enter STR01-V in the From Bin field. (This represents the virgin bin for
this item for the supertrain user.)
10. Enter 5 as the quantity being transferred in the Quantity field. (This is in
Lbs.)
11. Enter REF_BG in the To Storeroom field.

12. Enter CTR01-V in the To Bin field. (This represents the virgin bin for this
item for the crafttrain user.)

The transaction is staged, but has not been executed at this point. If the user is
a craftsperson, this is as far as they can go. A Supervisor will need to complete
the Inventory Usage record.
3. Select the Set Inventory Usage record to complete icon on the

toolbar.
4. Select OK on the Change Status window.
The transfer transaction is now complete. The -V bin for the craftsperson has
been increased by the amount transferred and the -V bin for the supervisor has
been decreased by the same amount.

9 Invoicing
9.1 Overview of Invoicing
The Invoices application is used to record vendor invoices as you receive them.
You can also record debit and credit notes from vendors, and match invoice
details against purchase orders and receipts. You can reverse approved or paid
invoices, credit memos, or debit memos.
Entering invoices lets you match the invoice information against purchase orders
and receipts of materials and services. The invoice can then be approved and
paid.
9.2 Working with Invoices
Inventory Manager users can create and update Invoice records.
9.2.1 Creating Invoices
To create an invoice for a single PO from a vendor, enter information such as the
invoice number, and the corresponding purchase order number on the Invoice
tab. Any receipts recorded for the purchase order can be invoiced on the Invoice
Lines tab. Once the information is entered, the Invoice can be approved.
9.2.1.1 Exercise: Create and Approve Invoice
1. Click on the Go To menu Contracts Invoices.
2. Click on the New Invoice icon.
3. Using the Detail Menu and Select Value icon next to the PO field,
select a PO.
4. Populate the Vendor Invoice field.
5. Click on the Invoice Lines tab.

6. Click on the Copy PO Lines button.
7. Place a check mark next to the PO Line to add to the Invoice, and click
OK.
9. Click OK.

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Penn State University (PSU)

FAM Inventory Management Training Manual

Revision # Date Collaborator Description

2 Inventory Management Training Manual

1.1 FAM Project Overview ................................................................................................... 8

1.2 Maximo Overview .......................................................................................................... 8

1.3 Inventory Management Training Manual ........................................................................ 8

2.1 Overview of Classifications ............................................................................................ 9

2.2 Working with Classifications .......................................................................................... 9

2.2.1 Creating Classifications ..................................................................................................................... 9

2.2.1.1 Exercise: Create an Asset Classification ........................................................................................9

2.2.2 Updating Classifications ................................................................................................................. 11

2.2.2.1 Exercise: Update an Asset Classification to Add an Attribute............................................. 12

3 Item Masters ................................................................................................................................. 14

3.1 Overview of Item Masters ............................................................................................ 14

3.2 Working with Item Masters........................................................................................... 14

3.2.1 Creating Item Masters ..................................................................................................................... 15

3.2.1.1 Exercise: Create an Item Master .................................................................................................. 15

3.2.2 Updating Item Masters ................................................................................................................... 17

3.2.2.1 Exercise: Update an Item Master................................................................................................. 17

4 Inventory (Set Up) ........................................................................................................................ 19

4.1 Overview of Inventory .................................................................................................. 19

4.2 Working with Inventory ................................................................................................ 19

4.2.1 Adding Items to a Storeroom (Creating Inventory) ........................................................ 20

Inventory Management Training Manual 3

4.2.2 Updating Inventory........................................................................................................................... 21

4.2.2.1 Exercise: Update Inventory Record (New Vendor)............................................................... 21

4.2.2.2 Exercise: Add a New Bin for an Item.......................................................................................... 22

4.2.2.4 Exercise: Delete a Bin for an Item ............................................................................................... 24

4.2.2.5 Exercise: Perform a Cycle Count (Using Mobile) ................................................................... 24

5 Storeroom Reordering ................................................................................................................. 29

5.1 Overview of Reordering ............................................................................................... 29

5.1.1 Satellite Storeroom Reorders ...................................................................................................... 29

5.1.1.1 Supervisor Runs Reorder for Storeroom................................................................................... 29

5.1.1.2 Supervisor Reviews and Submits PR for Satellite Storeroom ............................................ 30

5.1.2 OPP Stores Reorders........................................................................................................................ 32

5.1.2.1 ICD Runs Reorder for Storeroom ................................................................................................. 32

5.1.2.2 Exercise: Run Reorder Items for OPP Stores........................................................................... 32

5.1.2.4 Exercise: Review Stock Reorder PR for OPP Stores ............................................................... 37

5.1.2.6 Exercise: Approve Reorder PR for OPP Stores ........................................................................ 37

6.1 Overview of Purchasing ............................................................................................... 38

4 Inventory Management Training Manual

6.3.1 Reviewing/Approving Purchase Requisitions ................................................................... 39

6.3.1.1 Exercise: Reviewing/Approving Purchase Requisition for Standard PO ...................... 39

6.4 Working with Purchase Orders .................................................................................... 41

6.4.1 Purchase Card Purchase Order................................................................................................... 41

6.4.2 Limited Order Purchase Order ................................................................................................... 43

6.4.3 Blanket Release Purchase Order ............................................................................................... 46

6.4.4 Standard Purchase Order .............................................................................................................. 49

6.4.4.1 Exercise: Approve (for Ebuy) a PR ............................................................................................. 50

6.4.4.2 Exercise: Add eBuy PR # to PR in Maximo ............................................................................... 52

6.4.4.3 Exercise: Create and Approve Standard PO............................................................................. 52

6.4.5 Internal Purchase Order ................................................................................................................ 54

6.4.5.1 Exercise: Create and Approve Internal Purchase Order...................................................... 55

6.4.5.2 Exercise: Perform Transfer in Inventory Usage for Internal PO....................................... 56

7 Receiving and Material Pick Up ................................................................................................... 58

7.1 Overview of Receiving ................................................................................................. 58

7.2 Working with Receipts ................................................................................................. 58

7.2.1 Material Receipt ................................................................................................................................. 58

Inventory Management Training Manual 5

7.2.2 Void Receipts ....................................................................................................................................... 59

7.2.2.1 Exercise: Perform Void Receipt ................................................................................................... 59

7.2.3 Direct Issue Material Returns...................................................................................................... 60

7.2.3.1 Exercise: Perform Direct Issue Material Return .................................................................... 60