There are four main applications in the Contracts Module. The Purchase Contract application is used for purchase, price and blanket contracts. When an item is raised on any of the purchasing applications Maximo will identify whether it exists on one or more active contracts. These are the only types of contract that use the Purchase Order and Receiving applications.
The Lease/Rental Contracts application is used with assets which are leased or rented from a vendor. The main difference between the two is that a lease contract has options for returning or buying the asset at the end of the lease period.
The Warranty Contract application also supports Service Contracts. These are both asset or location based. When a warranty contract is set up then a warning will be shown on the work order when the asset or its descendent assets is referenced. Service contracts can occur after warranties expire and can also be used on work orders.
The Labor Rate Contract application is used for defining the vendor rates for different crafts and skill levels including the ways that overtime rates will be calculated. This type of contract will require time being reported against a work order by crews or labor.
Each contract type has a set of properties and a set of terms and conditions. New contract types can be created that use specific properties or terms. There is also a Master Contracts application which can contain the terms and conditions that will apply to all contracts associated with it.
The procurement applications in the Purchasing Module follow the processes from requisition through to invoicing. Which of these applications are used depend on whether there is a financial integration to an ERP or financial system and then the agreed interface points between those systems. Maximo comes as standard with inbound and outbound integration objects for the supply chain processes of Maximo whether as part of Inventory or Procurement.
Desktop Requisitions is a set of self-service applications for all users of Maximo. The principle one, Create Requisition, guides the user through the process of creating material reservations or ordering new parts or services. When the requisition has been submitted it will create storeroom reservations or inventory usage records waiting to be issued, and purchase requisitions or purchase orders for items needing procurement. Similarly a work order will create inventory or purchasing demand when it is approved.
The Purchase Requisition (PR) and Purchase Order (PO) applications are similar, centralised purchasing is supported on the purchase order. Both have multiple lines which may indicate that a contract exists for the items, both can reference a contract in the header in which case the selectable items are those that belong to the contract.
The Request for Quotations (RFQ) application is used to obtain quotes from multiple vendors. PR lines are copied to the RFQ and as quotations are received the prices are entered. Vendor and item analysis can then be performed to determine how the RFQ will be awarded and one, many or all RFQ lines are then copied to a PO or contract.
The Receiving application is used to receive material or service lines against a PO. The receipt of materials can require inspection and if it is an asset then the serialization process will create the Maximo asset records.
The Invoice application is where financial transactions flow through to an Accounts Payable ledger in a financial or ERP system. In Maximo invoices may not have had an originating purchase order. Lease, rental, warranty, service and labor rate contracts can all generate invoices waiting to be matched to an incoming physical invoice from the vendor. Service based invoices can also be created directly in the invoicing application, for example where the vendor works from site and the authority to spend is on a work order, the vendor may only have a master framework contract in this case.
The Terms and Conditions, Companies, PR, RFQ and PO applications have been extended for the Nuclear Industry Solution. There are three types of terms and condition, quality is used with vendors, technical are used with items and commercial are used with purchasing and contracts. On PR, RFQ and PO applications you get to see all three types of terms and conditions, for example if an item with technical terms is used on a PO then these are copied to the PO. Companies have a quality status and you can record the results of vendor audits. When a PO is created from a PR quality items are separated from non-quality items.