Spare Parts inventory (MRO) are typically setup with quantities identified that control how the parts are stocked and reordered. For example, a reorder point and reorder quantity can be used such that when the physical inventory is at (or below) the reorder point, a Purchase Requisition should be generated for the reorder quantity. GP MaTe supports this approach, as well as several variants that will take into consideration safety levels, reorders in box or lot quantities and the need to reserve more than available.
Purchase Requisitions (PRs)
Requisitions are generated automatically by the Replenishment Calculations (if you select this option), or manually by any user who has the rights to create a PR. The PR can be for spare parts, non-stock materials, services or equipment repairs.
Typically a PR generated either automatically or manually will be routed to the appropriate person for approval. Depending upon the security access rights granted, a PR may need to be approved by several managers before final approval. GP MaTe will keep track of each stage of approval as well as any comments made by approvers during the process.
Once approved, the PR can be routed for inclusion on a Purchase Order or may be transmitted to a corporate accounting system for further processing.
Requests for Quotes
GP MaTe will support the generation of a Request for Quote (RFQ) from a Purchase Request. The user simply selects vendors from the supplier list (or manually enters new vendors for consideration), and the RFQ will be sent via mail, email or fax, depending upon the mode of transmittal for the specified vendors.
Results from the RFQ process can be entered into GP MaTe, and the final vendor can be selected by line item for inclusion on the final PR.
Purchase Orders (POs)
If Purchase Orders are to be handled in GP MaTe, then the purchasing agent can consolidate multiple line items from multiple PRs onto a desired Purchase Order. There is then a separate approval routing available for POs versus the PRs.
Once approved, the PO can be transmitted to the vendor via mail, email (PDF attachment), or fax depending upon the vendor setup.
Purchase orders can also be sent via XML (xCBL) formats directly to vendors or eCommerce sites for electronic placement.
Receiving and Invoice Matching
The receiving function supports multiple receipts against the Purchase Order (or Purchase Requisitions if POs are not being used in GP MaTe). At the time of receipt, put away tickets and bar code labels for received goods can be automatically generated. If there are open work orders waiting on materials, the lead on the work order will be notified via an alert that their materials have been received.
Financial System Integration
GP MaTe has a Financial System Interface Module available for use in integrating this EAMS system with most accounting systems.