It is possible to automatically create purchase requisitions for non-inventory material on a PM action so that the material can arrive in time to carry out the work for a work order. The purchase requisitions are created automatically by the scheduled database task Create purchase demands for non-inventory parts on PM actions that needs to be configured to run daily. This task checks the necessity of creating purchase requisitions which needs to be created as demands for PM actions. The scheduled database task is automatically added (in state inactive) upon an upgrade or a fresh installation and with the Site (CONTRACT_) parameter as NULL.
If the total of system date, total lead time of the non-inventory part, and the value of internal time for handling the purchase (entered in the system definition PM_NONINV_LEAD_TIME) equals a planned date in the maintenance plan of an active PM, then the scheduled database task creates purchase requisitions and purchase requisition lines to create the demands for the non-inventory parts.
Maintenance plan lines for which work orders are generated or lines with the value of Generatable set to No are not considered for purchase requisition generation when the scheduled task is run. If a PM action is to be replaced by another PM action, purchase requisitions are also not created.
If there are multiple parts added to the PM action the part with the longest lead time will be considered when the scheduled task is run. It creates a purchase requisition and purchase requisition lines with latest order dates calculated according to the lead times of the parts. If non-inventory parts from two or more different sites (of the same company) has been added as material, the scheduled task will create one purchase requisition per site.
To view automatically created purchase requisition lines, select one or more material lines in the Material tab of the Separate PM Action/Route PM Action window or in the header, right-click and then click Purchase Requisition Lines. The Purchase Requisition Lines window opens up populated with the created purchase requisition lines upon the selected criteria. It works in the same way on the Separate PM Actions/Route PM Actions overviews. Requisitioner of the automatically created purchase requisitions is set to PM and the demand code of the purchase requisition lines is set to PM Action.
Note! For this functionality to work properly the scheduled task must be activated and be setup to run daily. Also, a user-allowed site or %-wildcard (selects all user-allowed sites) must be added as the CONTRACT_ parameter on the scheduled task. Purchase parts defined in PM Actions must have a primary supplier defined.
When a new revision of a PM action is created - with automatically created purchase requisitions connected - the purchase requisitions, requisitions and purchase orders will remain with the old revision until the new revision is set to active. Once the new revision is made Active (making the previous revision Obsolete), they will be connected to the new revision, i.e. the value of Order Ref 2 on the purchase requisition, request and purchase order lines will be updated to refer to the new revision.
When a PM action connected to purchase requisitions is set to obsolete,
If the maintenance plan of a PM action is changed due to some reason (which will result in changing the planned date or the generatable value) after purchase requisitions has been created, the result can be that there will be non-matching purchase requisitions. These mismatched purchase requisitions means that they are no longer connected to a specific line in the maintenance plan, since e. g. the planned date has changed. Mismatched purchase requisitions will only occur if at least one request/purchase order has been created for a purchase requisition line out of all purchase requisition lines. These non-matching purchase requisitions can be populated in Manage Mismatched Purchase Requisition Lines window. They can also be viewed by right-clicking in the PM action header/overview and then clicking Mismatched Purchase Requisition Lines.
Note! This happens only after running the scheduled task Create purchase demands for non-inventory parts on PM actions.
If a purchase requisition line is not authorized or no request/purchase order has been created from the existing purchase requisition and processed further, such lines/headers are deleted instead of set to mismatched.
Similarly, if the non-inventory parts of a PM action have been changed (i.e. by disabling revision control or when creating a new revision of the PM action) after the purchase requisition lines are automatically created, non-matching purchase requisitions will be handled as above.