Purchasing Parts for a Work Order

SOMAX often is asked what is the best way for my maintenance personnel to purchase parts for a Work Order.

The Purchase Request process

In SOMAX a user assigned to the Maintenance Staff security profile has the ability to add a Purchase Request to purchase parts for a Work Order. In order to have the parts charged directly to the Work Order these parts must be purchase as Non Stock Parts. After Maintenance Personnel have created the Purchase Request they then send the Purchase Request for Approval to Purchasing. 

Once Purchasing has reviewed the Purchase Request for accuracy they will Approve the Purchase Request. The Maintenance Personnel who created the Purchase Request will be notified by In App Notification that their Purchase Request has been Approved.

After approving the Purchase Request the purchasing department will Convert the Purchase Request to a Purchase Order. The Maintenance Personnel who created the Purchase Request will be notified by in App Notification that their Purchase Request has been Converted to a Purchase Order.

After converting the Purchase Request to a Purchase Order, Purchasing will send the Purchase Order to the Vendor for fulfillment. When the purchased parts arrive the purchasing department will Receive the parts in SOMAX through the Receipts Module. When the Non Stock Parts get received they will be automatically issued to the Work Order. The Maintenance Personnel who created the Purchase Request will be notified by in App Notification that the Purchase Order has been Received.

Creating a Purchase Request from Mobile

Maintenance personnel can create a Purchase Request directly from their mobile device and send it for approval as shown below.

1. Select Procurement from the Left Menu

2. Select Request

3. Select New Purchase Request

4. Complete the Add form

5. Select Add Line Items then Select Part not in Inventory

6. Complete the Form by entering in the Part Information for the desired Part, Select Charge Type as Work Order next Select Charge To then choose the desired Work Order from the Lookup. Select Save to complete the entry and return to the detail page.

7. Once the all ofLine Items have been added, Select Action and Send for Approval

8. Work Order updated with Purchase Request Information

Processing the Purchase Request

9. The Purchasing department Reviews and Approves the Purchase Request

10. The Purchasing department Converts the Purchase Request to a Purchase Order

11. Work Order updated with Purchase Order Information

Fulfilling the Purchase Order

12. The Purchase department Emails the Purchase Order to the Vendor

Receiving the Parts

13. The Vendor fulfills the Purchase Order and ships parts to the Site.

14. The Purchasing Department Receives the parts into SOMAX.

Work Order Updated

15. The Work Order is Update with the Non Stock Part Received into SOMAX

In App Notifications

As stated above the Maintenance Personnel who created the Purchase Request are being informed on the status of their requested part(s) throughout the entire purchasing process. They are notified by In App Notifications when a Purchase Request has been approved, converted to a Purchase Order and when the Parts have been received.

Note: for more information see Creating Purchase Requests