Below is product documentation to get you started with the Requisition system in eMaint X3.
The Training Guide is a companion to the following training courses:
This 38-page resource guide is the companion to the Requisitioning Method of Inventory Control training course. Learn how to use X3 for inventory tracking, from establishing inventory records and generating reorder lists through requisitions to receive parts.
The Parts File Information is located in the Data Center. Clicking the link will open a new window displaying parts in the list format (as seen below). ıThe list contains the fields from the parts table that are most helpful in sorting and locating parts based on your industry.
NOTE: The fields displayed can be changed using the 'Form Options' link located at the bottom of the list view. The System Administrator course provides a detailed explanation of how this option is used.ı For an overview of how to modify the list view, click on the 'Learn More' link in the right hand corner of the list view.
Locating Records in the Parts List
The list may be sorted in order by any of the column headers. Clicking a column header will sort the parts in order based on that field. ıThe first click on the header field will sort the parts in ascending order; clicking on the arrow will sort the parts in descending order and change the graphic to an arrow pointing down.
Lists can be filtered by entering data into the textbox fields under the header. Click 'Apply' to set the filters that have been entered. For example, if you just want to view parts whose part number begins with the letter 'A', type an 'a' (capitalization is not required) in the Part Number filter, and click 'Apply.' Once a filter or group of filters is applied, the list will redisplay based on that criteria and will indicate in the upper left corner the number of records that matched the filter criteria.ı The sort and filters are saved and used the next time the list is opened based on your user login.
The detail view (example of previous page) is accessible from the List view by clicking on the Item No. or clicking on the magnifying glass icon in the left column of the list. The detail view contains all the information for one part from the parts table. ıFrom this screen, you have total control of the inventory parts. ıYou have the ability to add, edit, delete, view history, make adjustments, manage suppliers, purchase parts, and make a key change to the record.
The top menu bar controls these functions:
NOTE: The fields available on the detail form can be chosen by the system administrator. The process for this choice is covered in detail in the System Administration course.
You can add new parts from either the Parts list view or the Part detail screen. From the parts list, the 'Add New Record' hyperlink is in the upper right-hand corner of the screen. Click it to open a new window to add the new part. From the detail view, the 'Add' choice is the first link on the menu bar and will change the current window to the add mode.
The add form contains all of the fields made available for the part. The key field for Inventory Parts is Item No., and it can contain no more than 15 characters. The system will not allow a part record to be saved without indicating an Item Number. Click 'Save New Record' to save the new part. 'Cancel Changes' will completely discard the new part information.
The form for editing part information can also be accessed from either the list or detail views. From the list view, click the pencil icon to the left of a part record to edit that part information. From the detail view, click the edit button in the menu bar to open the edit form.
The edit form (seen above) is similar to the add form, except that the key field cannot be edited. The key field is the unique identifier for the part. This can only be changed by using the 'Key Change' function (user must have security rights to access Key Change). Click 'Save Changes' to save the edits or 'Cancel Changes' to discard the editing. The form will return you to the detail view of the edited part.
To delete a part from the system, you must perform two steps. First, click the 'Delete' link on the part.ı Second, remove that part permanently by using the administrative function 'Remove Deleted Items.' If you only click the 'Delete' link, you have simply marked the record for deletion. The record can still be restored to your system by clicking the 'Undelete' link which will now appear on the item.
Adjustments to the on-hand quantity should be made with the adjustment menu choice from the detail view. You must have the appropriate security rights to access this function.
You may choose the type of adjustment you are making from the drop-down box. The options are Physical Count, Cycle Count, Transfer (In), Transfer (Out), Overage, Shortage, PO Return, Pilferage, and Other.
NOTE: Any adjustments to the on-hand quantity should be made using the adjustment screen. The on-hand quantity is automatically updated when parts are received, when parts are issued, or by making an adjustment to inventory. All of this information is available by accessing the part's history.
From the Parts Detail View, you can display the transaction history of each part.ı Click on 'History' to list the history below the field display.
Adjustments, Issues, Returns, and Receipts will be displayed in the history in list format. Adjustments always show as a transaction type of PHY COUNT; the adjustment type is shown in the WO#/Type column.
The WO#, Asset ID, and PO# are all hyperlinks which will take you to a screen displaying the information for that record.ı Click 'Return to Standard' view above the list to remove the history view from the form.
When history is first displayed, only one year of data is shown. To view the complete history, click the magnifying glass adjacent to 'Return to Standard View.' This will take you to a screen for a full search of the part's history. You can choose to simply change the date to encompass a greater time period, or you can filter on the type transaction you wish. After you choose your filters, you must click the 'Filter' button for the screen to reflect your choices.
The Recalculate function was designed specifically for inventory methods LIFO or FIFO which have become corrupted due to improper use of the editing function on parts. A standard inventory method will never require the process described below.
This function is available should your part's on-hand or on-order amount not match the history of the transactions against the part. Signs of this problem would include not being able to charge out the amount you have on hand. If the system shows an on-hand amount but will only charge part of that amount, there is a disconnection between your transaction history and your on-hand amount. This situation can happen when the on-hand field is left editable in a non-standard inventory method.
If there is a discrepancy between your on-hand or on-order amount and your part history, the system will show you a page similar to the one below when you hit the recalculate link.
There will be a calculation of what the history shows the on-hand and on-order quantity to be in the Calculated Qty. column. Update the on-hand quantity so that it will match history. If the on hand is not what your inventory count shows, make an Adjustment to the on-hand quantity through the Adjustment link.
You have the ability to associate parts from your Parts File with your Asset record and PM Schedules on those assets. Establishing a related parts list helps your operators know which parts are typically used to repair an asset. It also streamlines the process of applying parts charges to any work order associated with that asset.
To establish a relationship between parts and an asset, go to the Asset File Information list located in the Data Center. Open the detail of the asset record. You will see a section called 'Related Parts.' Click the 'Add' link in this section to access the Asset Cross Reference screen (seen below).
The same relationship is available for the PM schedules of assets. Open the PM schedule for an asset and you will see a section called PM Parts which enables you to specify parts used for the specific PM schedule of the asset.ı These parts are distinct from any related parts already associated with the asset in Related Parts.
The one difference on the PM Parts screen is the field Auto Issue Qty. Entering a number into this field makes the part ready for auto-issue on the close out screen of the PM work order generated from this PM. Rather than having to select the part to charge when adding charges to the work order, you simply auto-charge the part when you close the work order. If you would prefer not to auto-charge the part, enter a zero in the Auto Issue field and enter the appropriate amount in the Recommended Qty. field.
Entering individual parts charges on a work order
Parts can be issued to work orders from the Work Order Center.ı Locate the work order to be charged and open its detail view. The bottom of the form has a pull-down list for charge types. Select 'Parts' and click the 'Add Charges' button. The screen below will open.
You must enter a valid Item: the item number must exist in the Parts file. The quantity entered must be less than or equal to your on-hand amount for the part.
Entering a group of parts charges to a work order
Selecting the Parts charge type to add charges to a work order allows you to record one parts charge at a time. Another type of parts charge, the Quick Parts charge, lets you record multiple parts charges on one screen. This function is designed to work in conjunction with the Related Parts Lists that you have created with your asset records or with the individual PM Schedules on assets. (Relating parts to assets discussed on page 11.)
To enter Quick Parts charges, select 'Quick Parts' from the Charges menu at the bottom of the work order to which you are applying the charges. A screen similar to the one below will open.
You can choose to load only the related parts from the asset, only the PM Parts from the PM schedule, or all parts from both. Click the 'Load Parts' button after you make your selection from the drop-down box. The associated parts you selected will load on the screen.
The recommended quantity you selected when relating the parts will show in the Qty field. If you used more than the amount listed, change the quantity to the correct amount. If a part was not used in the work performed, make the quantity zero.
If you make changes to the quantity or item number, it is wise to click 'Validate Entries' to make the system see if the changes are valid (existing part&sufficient on hand).
After confirming the quantity used, click the 'Save Entries' button. The screen will display a message that the records were saved. Valid entries will have green checks to the left of the record; invalid ones will have red circles next to them. You can then click the 'Return to Work Order' link in the upper right corner of the screen to return to the work order screen.
Suppliers are set up in the Maintenance Contacts table. When adding new Maintenance Contacts, select Supplier from the category pull-down list to make the record available when adding related suppliers in the Item Suppliers screen. Using the contacts table will enable you to select from the list and have the supplier ID and company name automatically filled in when the supplier is chosen.
Adding Suppliers to a Part Record
When a part detail is first opened, it automatically displays any associated suppliers below the detail screen in a section called Item Suppliers. The basic information of Supplier ID and name will show along with whether that supplier is the default supplier and any supplier part numbers. You can add a new supplier directly from this view by clicking 'Add' in the right corner of the Item Suppliers section. You can also edit or delete the reference by clicking the 'GoTo' link to the left of the record.
The Items by Supplier form automatically pulls the item information from the current part.
Select the Supplier ID and the company name will automatically be entered from the Maintenance Contact record for that supplier. Continue to enter any of the remaining supplier related information. Last Cost and Rec'd Date are updated anytime the part is purchased from this supplier. If you set the 'Default' field to 'True', this supplier will be considered the part's default supplier when processing purchases. Click 'Save Changes' to save the information.
NOTE: Supplier information is mandatory if you plan on using the system for purchasing.ı When you create parts records, you should also create at least one supplier relationship.
TIP: If you are unsure of a particular partıs supplier but would like to purchase this part, you can create a blanket supplier record in your Maintenance Contact file and use it for the situation. Since you are allowed to change the supplier after creating a purchase order, you are not forced to keep this "dummy" supplier for the part.
Each part can be identified with a single or multiple suppliers. The part/supplier record will hold Supplier ID, supplier name, the supplier part number, manufacturer number, manufacturer part number, rating, last cost, and last received date. (See page 9 for a detailed discussion of creating part/supplier relationships.)
NOTE: To use this function, each of your suppliers must have a record in Maintenance Contacts. In addition, the supplier information related to a part must be entered and recorded from the 'Suppliers' Menu Option at the top of the part record, rather than being recorded in the Supplier ID and Supplier Description fields available in the part detail section.
The Parts by Supplier menu choice available in the Data Center will display a list of parts that have supplier cross reference record(s): Suppliers that have been associated with a part record using the Suppliers menu option at the top of the part record. The Parts by Supplier list displays the following fields: item number, item description, supplier part number, supplier name, and supplier ID. Additional fields can also be displayed by using Form Options on this list view.
To filter the list to view only parts for a particular supplier, enter the supplier name in the company field and click 'Apply.' The list will display the filtered items, showing only those records that match the criteria. A part can be listed twice in the list if it has multiple suppliers. Click the 'GoTo...' link adjacent to a part on the list to display the detail record of that part.
At a minimum, a user who has the rights to add requisitions to the system needs access to the Requisition Cart menu option, as well as access rights to Parts, Contacts, Suppliers, Approval Groups, and the Approval Group accounts. If you would like them to be able to track requisitions they have entered, they also need to have access to the Requisition Center.
The Requisition Cart is where a user adds requisitions to the system.
Click Requisition Cart.
The following screen displays:
A User's Requisition Cart, when first accessed, is empty (as shown above). There are menu options and links in the upper, right corner of the screen:
Add New Req. - Use this menu option to add your requisitions to the system.
Req. Center - Use this menu option to view and track the requisitions you have submitted for approval.
Pending PO's - This menu option is for users who have security rights to review Pending PO's (approved requisitions) and to assign Purchase Order numbers. A user who simply has rights to add requisitions to the system would not access this menu option.
The PO Center - This option is for users who have security rights to review all of the PO's in the system (either those that are still 'Pending' or those that have a PO# assigned to them). A user who simply has rights to add requisitions to the system would not access this menu option.
Refresh List - Use this option to refresh the list of items in your cart in order to see on screen the summary of the latest items added.
Main Menu - Click this to exit from the Requisition Cart section and return to the Main Menu.
On this first screen, the key is to select the Supplier and the correct Approval Group before proceeding to add your line items to the requisition.
- Click Add New Req. on the Requisition Cart. A new window will open called 'Add New Requisition.' The first field is the Supplier ID lookup. The last field shows the Approval Group(s) to which the User ID is assigned. All the fields in between (from 'Company' to 'Confirm') will populate from the Supplier Record or be left blank if the information has not been entered on the contact record.
- Click the Supplier ID lookup (yellow file folder) to select the Supplier from the Contacts list or leave it blank if you do not have a Supplier preference. ıIf you are picking a supplier, use the list filtering tools to easily locate the correct supplier. (The Supplier can be added or changed on the 'Update Pending PO' screen.)
- You MUST select the appropriate Approval Group if your User ID is associated with more than one group. Only the Groups you are associated with will show in the dropdown.
- Click 'Proceed with Requisition' to begin adding items to this requisition.
Items are added in the REQ Shopping Cart which automatically opens in the same window upon clicking 'Proceed with Requisition.'
The fields at the top - Adduser (your User ID), Supplier Id, Company, and Approval Group - are referenced from the previous screen and are displayed here as 'read only'.
The important fields to populate on this screen are the Item, Qty. Ordered, Unit Cost, Required Date and Account#.
- Click the Item lookup to display the Parts List. You can choose to view the Parts List in one of two ways. The default view is to see the list displayed as Parts By Supplier. On this view, only parts that have this supplier associated with them on the Parts/Supplier table will display. To view the complete parts list, click 'View Entire Parts File' on the list. Use the list filtering tools at your disposal to easily locate the part you want. When you have located the part you want, click 'Select' to the left of the row.
- Once you select the part, information about the part contained in the part detail record will populate to the screen, as shown below. If you are dealing with an item which has no cost associated (such as MIS1) then you can fill in the cost as well. Next, fill in the Qty. Ordered field and the Required Date field, and select the appropriate account# from the drop-down box.
- Click 'Save Changes' and the screen will display the Extended Cost field filled in.
From here, you have three options:
After you have added all of the lines that you have for a Requisition Cart entry, click close window. This will return you to the Requisition Cart screen.
Showing here is a Requisition Cart with items that are now ready to process.
If you click the magnifying glass to the left of an individual line item, the detail of the line will display in edit mode, allowing you to modify the line item and save the changes. If you click the X to the left of an individual item, you will delete the line item or the entire requisition if there is only one line item in the requisition.
If you click the Magnifying glass to the left of the supplier ID, the information about the requisition cart items show on screen, with options to either 'Add New Line' or 'Submit for Approval' (see picture below).ı If you have additional lines to add, you can do so from this screen.
Clicking 'Submit for Approval' will change the screen so that you can deselect any items which you do not wish to submit at that time.
For those items that you do want to submit for approval, click 'Submit Checked Lines for Approval' at the bottom of the screen. After you submit the checked lines for approval, you see the Approval Queue associated with the approval group you chose when you created the requisition. The top portion of the screen shows the Requisition number assigned to this group of items. ıIt shows the submitted lines, the Supplier name, and the total dollar value of the requisition. The bottom portion of the screen shows a list of all the User ID's for approvers who belong to the approval group for this requisition.
A green arrow displays to the left of the Approvers who are automatically indicated to approve the requisition. The 'Asked' column on this Approver is automatically checked. You can click on the 'Asked' box to check off additional approvers if it is appropriate for additional approvers to approve your requisition. All Approvers that have the 'Asked' column checked must approve the requisition in order for it to be eligible to become a Purchase Order.
'More Approvers' displays for selection of any approvers in the Emergency or Specialty approval groups. The final step is to click 'Process Queue' at the bottom of this screen so that the items are made available to the Approvers to approve them. After you click 'Process Queue,' a screen will appear showing you that the process is complete.
When you click 'Click here to continue' you will be taken back to your Requisition cart. The items that you just processed will no longer be in your cart.
A user's Requisition Center provides a list of all of the items that the user has submitted for approval. It is ordered and sectioned by Supplier ID. You have the option of viewing the list summarized by the req# or showing the detail of each requisition line number. You can click on the magnifying glass or the Req. # link to view the detail of the requisition and see if the item has a PO associated with it or if the PO is pending.
From this screen you have the following options:
Stock requisitions are assigned a default approval group and account number during the initial system setup process.ı All requisitions generated through ıCreate Stock Requisitionsı will be automatically placed into these defaults.ı The menu options for the person creating Stock Requisitions and submitting them for approval must include:
Step 1: Create Stock Requisitions. Click this menu option to begin the process of generating stock requisitions. The generation will be based on the settings chosen in the administration section for purchasing and requisitioning. When you click the menu option, you will be presented with the option to pick the inventory location for which you wish to generate requisitions.
If you are not using multiple inventory locations, the system will automatically generate the requisitions for your single location.
At the bottom of the creation screen is a status legend to explain the condition of parts listed in the screen above.
Step 2: Click the Stock Requisition Cart menu option. The Stock Requisition Cart appears. The items here are processed in the same way as the regular Requisition Cart items. Click the magnifying glass icon for each supplier to review the items and process them through the approval process.
NOTE: If you need to change the account number on an item, the stock cart is the only place where it can be changed. By default, the account numbers will pull from the item. Blank account numbers will be populated with the default account number entered in the administration section for purchasing and requisitioning.
Those who have the security rights to approve requisitions and have been assigned to Approval Groups with appropriate approval levels can approve requisitions. Clicking on the Requisition Approval menu option displays the list of requisitions that this approver has been designated to approve.
The screen is divided and ordered by requisition number. The header for the requisition is delineated in light blue while the line items are listed beneath under the light gray line.
Before making an approval decision, you can view the individual line items of the requisition by clicking on the Line# itself. You can make the decision to edit the line item if it does not read the way it should. In order to do this you must have permission to edit the requisition.
You can also print either a requisition or a quotation form for the supplier and view and change the approval queue for the requisition. Use the printer icons to print any forms needed.ı Click the 'Approval Queue' link to see who was assigned to this requisition, who has already approved the requisition, and to add additional approvers.
The green arrow indicates who currently has the requisition in his approval list. You can redirect the requisition by selecting another approver in the list and processing the queue. You can also select approvers not in the current approval group by clicking the 'More Approvers' link. 'More Approvers' contain those approvers in the Emergency and Specialty approval groups.
To return to the approval screen, click the link in the upper left corner labeled 'Requisition Approval.'
You have the option to approve the entire requisition or individual line items. To deal with the entire requisition, go to the 'All Lines' line of the requisition and click on the action you wish to take: green check box for approval and red x for rejection. Once clicked you will receive a message indicating what action was taken on the requisition.
To approve or reject individual line items, click on either the check box or x to the left of the line number. Once clicked you will receive a message indicating what action was taken on the line. The approve or reject icon will then be displayed next to the line to indicate which action was taken.
Once all items in the Approval Queue have been processed (either approved or rejected), the Approval Queue will show as empty.
All approved items are routed to the Update Pending PO's section of eMaint so that the purchasing personnel can assign purchase order numbers to them. Approved items will show in the Requisition Center for that requestor as PO# ENDING. If a requisition is not approved, the approval date for the requisition will show, but the PO# will be blank.
When requisitions are approved, they are immediately transferred to the Update Pending PO's queue. From Update Pending PO's, items can be updated with new pricing information, quantities, and supplier information, and PO numbers can be assigned to them.
Items on the pending list that have *STOCK* listed in the Req. # field are items that were generated from the Stock Requisitions process.
Modifying the Requisition
To modify the items on the requisition, click on the magnifying glass next to its number. This will display the screen below, allowing you to remove items, modify their cost, quantity, or date expected. If you make a change to an item, be sure to click the floppy disk icon to update the line item, or the change will not take place.
Clicking 'Assign PO#' will take you to the screen below where you can assign a PO and even change the supplier from which the items will be purchased.
NOTE: This is also the screen that will display if you click the PO icon next to the Req.# from the Pending PO Center.
Modifying the Pending PO by Supplier
From the Pending PO main screen, click on the PO icon next to the Supplier ID. The following screen appears:
Once the Pending PO has been assigned a PO# it is transferred to the PO Center. The PO's are listed in alphabetical order by Supplier. You can use the filters to find a particular Supplier by ID or name or a specific PO. The default date range is 2 months prior to today.
When you first enter the PO Center, you will not see any purchase orders. The page will ask you to fill in the criteria for the PO's you wish to view. Once you enter the filter information and apply it, the PO's you want to see will display on the screen. You can filter by the PO#, Supplier ID, Supplier Name, date range, or Status.
Hint: To view all PO's regardless of date, select "--" in the month and day fields.
The PO Center allows you to click on the magnifying glass under Actions to view the entire PO. From the PO detail, you can print the PO and receive it. You also have the ability to change the Supplier if necessary.
You can also view the individual requisitions that comprise any PO by clicking on the requisition number shown in the Req# field.
The receipt screen (shown below) offers you many options. Before receiving items you can change the unit cost and distribute additional costs over items. Packing slip information can be entered here as well.
You can distribute additional cost by weighted qty (items ordered in larger quantity bear the larger share of the cost) or by weighted cost (more expensive items receive the higher percentage of cost).
You can return to this screen to view the receipts, or you can click on the ıReceiptsı icon to view the Receipts form.ı The Receipts form (seen below) provides detailed information about your receipts including the individual receipts made against line items (partial receipts).
On the Main Menu, there is a link in the Purchase Center called PO Receipts. Clicking this link will open the screen shown below. Active Purchase Orders can also be received using this menu choice.
All Open Purchase orders will be listed in the drop-down list for the PO Number field. Select the PO to be received. The date defaults to the current date but can be edited either here or on the individual items. Enter a packing slip to identify the shipping or tracking number, if necessary.
Press the 'Continue' button to view all line items that are open for the selected Purchase Order. The quantity received will default to the amount that was processed originally, and the status of the order will default to 'Keep Open.'
Receiving the full quantity of each part
To receive the full quantity of the first part listed for the PO, change 'Keep Open' to 'Close' (below the quantity received), and click 'Process.' This item is now received. Continue this process on all the open items listed for this PO, processing each one separately, until completed. Now this PO will no longer be available to select for receiving from the PO Receipts menu.
Processing a partially received order
To receive a partial quantity on the line item listed, change the Quantity Received to the correct amount for this transaction. Select 'Keep Open' to allow another receipt against the PO line item at a later date. Click 'Process.' When the remainder of the order arrives, the PO number will be available from the PO Receipts screen and the rest of the order can be closed out at that time.
Canceling a Purchase Order
To cancel a Purchase Order, enter a received quantity of 0 (zero), change 'Keep Open' to 'Close,' and click 'Process.'
After processing your PO and receiving (or partially receiving or canceling) all the items on the purchase, you have two options in the upper right corner of the screen. Selecting 'New PO Receipt' will take you to the screen to select another PO for receiving. Selecting 'Return to Control Center' will take you back to the main menu.
Difference between receiving methods
There are two major differences between receiving via the PO and receiving via the main menu
The method you choose depends upon your preference.ı Both methods will enter the items into your Parts File for use at a later time.
Invoices are entered against individual purchase orders. To enter any invoices received against a PO, open the PO from the Purchase Order Center. Click on the 'Invoices' tab. Click on the link 'Add' to open the invoices form.
Enter the information you need for your invoice and save the changes.
Once invoices have been entered, the information for the invoice will show on the Invoices tab as shown below.
Requisitioning involves setup in three areas: Approval Groups, user permissions, and Administration. The System Administrator must perform these setup procedures before requisitioning will function correctly.
An approval group consists of two elements: users and accounts. The group itself can be named in whatever way best suits your firm. As an example, you may wish to name your groups for the types of purchases to be made from that group: CAPITAL, GENERAL, IMRPOVEMENTS, etc. The group will contain those users who will both request and approve requisitions connected to that group. All accounts associated with purchases for this group must be assigned to the group here.
NOTE: If someone has an approval level other than $0, and the dollar
amount of the requisition falls below their approval amount, they will
automatically appear as an approver when a requisition is created for
Once you have determined the composition of your approval groups, you must assign the necessary permissions to your approval group users. Go to User Administration and add the appropriate rights to each user. A user who is allowed to submit requisitions needs access to the following:
Parts File Information
Additional Options (Security Access)
Approval Group Accounts
Approval Group Users
NOTE: Removing the Additional Option to 'Purchase Parts (Manual)' will prohibit your users from bypassing the approval process.
A user who is allowed to approve requisitions needs access to the following:
Additional Options (Security Access)
No security options are necessary to approve.
A user who is allowed to process purchase orders (from pending to receiving) needs access to the following:
PO Receipts (optional depending on the method you use for receipts)
Update Pending POıs
Purchase Order Center
Additional Options (Security Access)
Parts Information (Receive Parts (Manual))
Fine-tune areas of requisitioning in 'Change Your Settings,' located in the Administration section of the Main Menu. Click the edit pencil adjacent to 'Purchase and Requisitioning Settings.' The screen below will be displayed and allow for editing of the way in which stock requisitions are handled along with other administrative aspects of requisitioning.
NOTE: The approval groups must already be created in order for them to be assigned to specific tasks in this section.