Creating an Acquisition Document

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Creating a New Acquisition Document

Adding Item Request Line Items to an Acquisition Document

Converting an Item Request in to an Acquisition Document

Entering Multiple Charge Codes or Splitting Costs across Charge Codes

Entering or associating a PO Number with an Acquisition Document

Setting or Changing an Acquisition Document’s Status

Acquisition Document Status History

Linking Items to an Acquisition Document

Creating a New Acquisition Document

1.  Select the “Purchasing” Module from the expanded “Purchasing” section.

2. Select ‘New Request’ from the Operations pull down or “New Request Record” icon as depicted here:

Note:  This action will set the:

Status to waiting approval (WTAPPR),

Open Date with the date the acquisition is created,

Department with the department code that is set up for the person logged into CMMS,

Ship To with the system default address,

Bill To with the system default address,

Data Division with the data division set up for the person logged into CMMS,

Manager BEMS ID of the manager set up for the person logged into CMMS and

BEMS ID of the person logged into CMMS.

These fields will need to be verified and / or updated using the work instructions below as the Acquisition Document is created.

3. Fill in the Acq Doc No. using an Acquisition Document Number obtained from the Acquisition Document Number Generation Tool.  Below is an explanation of the Acq. Doc. No. structure along with a definition of the Acq. Doc. No. constructs.

The Acquisition Document Number Generation Tool can be accessed from the Purchasing module by clicking on the Tools > Links > Acq. Doc. No. Generation Tool as shown here.  Selecting the Site Designation and then clicking the Save button will generate a new Acquisition Document Number.  Clicking on the Copy button will paste the Acquisition Document Number to the Windows paste buffer.  Going back to the CMMS Purchasing module you can then paste in the Acquisition Document Number into the New Acquisition Document you are creating.  The View Report link will display all of the Acquisition Document Numbers that have been generated for that selected Site.

1. Selecting the Scroll  icon to the right of the Acquisition Document Description field will expand the Description Data Field as shown below.  Information to be input in this field includes but is not limited to:

A.     Site designator

B.      Device ID or Modification Project Number as applicable

C.     FSI Job Code

D.    Work Order number

E.     Item Request number

F.     Problem/Reason for Item/Service being requested.

G.    Description of what is being procured

i.e.: TCM, WST 05, FSI Job Code 540, WO 78616-, IR 6926 – Replacement FCS panel for……..

Select the  after completion of typing to save the data.

2. Select the by Acq Type and select the appropriate code.

3. The Completion Date is auto-filled by the system when the item / service is received.  This field is non-editable.

4. Enter the Vendor code if known or select the Vendor from a listing.  If the Vendor code is not known, selecting the Lookup icon by the Vendor field will allow a sub-screen to display a listing of ATS vendors.

Entering a partial Vendor Code and/or partial Name and selecting Filter  icon will bring up vendor options from which to choose from as shown below.  You can also filter the listing by including a City or State with the partial Vendor Code or Name.   If a new vendor needs to be added see Adding a New Vendor.

5.  Next enter the Department the Acquisition Document is being setup for.  The Department that is automatically filled in by the system based on your CMMS log-in and assigned department.  The Department designation may need to be updated if you are setting up an Acquisition Document for a department other than your default assigned department.   Select the Lookup icon to bring up a list of Departments as shown below and select the applicable department for the department you are procuring materials for services for.

6. In the Charge Code field, enter the applicable ‘material’ charge code for the requested items/services. If the charge code is not known, selecting the Lookup icon by the Charge Code field, will allow you to bring up a sub-screen to select from.

Entering part of the charge code in the Code field or entering a key word in the Description field, then selecting the Filter  icon will bring up the charge code options from which to choose from as shown below.

7. Freight is the actual cost charged by the vendor to ship the item ordered. If it is a known cost at the time the Acquisitioin Document is setup; then enter the vendor’s freight charges .   If it is not known, the Freight charge can be entered at any time prior to closing the Acquisition Document.  The vendor’s freight charge should be known or obtained when confirming the vendor’s pricing information or getting a quote from the vendor prior to initiating the Acquisition Document.

8. The Exchange Rate is default to a setting of US currency.  If any other exchange rate is to be used, it will need to be selected/created at this time. (See Exchange Rate)

9. Est. Delivery Date is the actual date the item/service is expected to be at the site it was procured for and is a mandatory field to complete.

10. The Sub Total, Tax Total and Total are auto-filled by the system as the Acquisition document completes its life cycle.

11. Currency auto-fills based on the exhange rate that was previously chosen. The default is US DOLLARS.  This should only be changed when buyring someing from a foreign vendor which does not accept payment in US Dollars.

12. The Ship To is auto-filled with the system default address and will need to be verified and usually reset to the correct Ship To address.   Select the Ship To by selecting the Lookup icon to bring up a Ship To sub-screen to choose from the approved Ship To addresses as shown below.

13. The Ship To Address and Ship Phone will auto-fill according to the completed information in the ‘Ship To’ sub-screen address.

14. The Bill To address is auto-filled with the system / ATS default Bill To address.  The Bill To address needs to be verified and in some cases will need to be changed depending upon the type of acquisition that is being acomplished (i.e. Credit Card vs. PO vs. IWA).  Select the Bill To by selecting the Lookupicon to bring up a Bill To  sub-screen to choose from an approved listing of Bill To addresses as shown below.

15. The Bill To Address and Bill Phone will auto-fill according to the completed information in the ‘Bill To’ sub-screen address.

16. The Terms and Conditions section will house External information.  External information will include Boeing requirements put upon the vendor.  Standard Terms and Conditions that are used often can be viewed / added / selected by selecting the Lookup  icon by the Terms and Conditions field as shown below.

Note:  Terms and Conditions that are used every time for the same vendor can be input into the terms and conditions for that vendor under the Vendor module, causing them to auto-fill anytime that vendor is used.

17. The Data Division defaults to the BEMS ID of the person logged-in to the CMMS. This field needs to be filled out with the data division associated with the site that the item / service is requested or acquired for.  Selecting the Lookupicon by the Data Division field will bring up the listing of the data divisions to select from as shown below:

Precaution Note:  If the data division is set at a higher division than the site receiving the item / service, the acquisition will not be able to be seen by the site.

18. The Manager auto-fills with the Manager’s BEMS ID associated with the BEMS ID of the person logged into CMMS completing the Acquisition Document.  The Manager BEMS ID will also change if the BEMS ID of the person creating the Acquisition Document is changed.  The Manager BEMS ID should always be left to its auto-filled setting.

19. The BEMS ID will auto-fill with the BEMS ID of the person logged into CMMS completing the Acquisition Document.  This should not need to be changed.

20. Select the save icon to save your Acquisition Document. Once the document is saved, additional tabs will appear as shown below.

Adding Item Request Lines to and / or Converting an Item Request to an Acquisition Document

This Next section deals with adding Item Request Line Items (services or materials) to the Acquisition Document.

Note: To convert an Item Request to an Acquisition Document simply add or include all of the Item Request Line Items to an Acquisition Document using the work instructions below.

Note: Item Request Line items can only be added to an Acquisition Document that is in an Awaiting Approval state.  They cannot be added to an Acquisition Document that is in an approved state.  DO NOT unapprove an Acquisition Document that has been approved and partially received.

21. Go to Resources, Add Request to Acq. Doc. as shown below.

22. Select Request Type, Item Request

23. Then enter the Item Request number into the Request # field and select the Filter  icon to retrieve the Item Request information as shown below.

24. To Add an Item Request Line item to the Acquisition Document; click on the Add To AD Pencil   icon at the far right of the Item Request Line item as shown above.  This will bring up the screen shown below.    Clicking on the Save   icon will add the selection Item Request Line to the Acquisition Document as a Line Item as shown below.  Verify all of the information on this screen for accuracy.  Once the Item Request Line Item is added to the Acquisition Document a new Line Item will display in the Acquisition Document as shown below.  Clicking on the Acquisition Document Line Item will permit you to view the additional information pulled from the Item Request Line in to the Acquisition Document Line as shown below.

If the Item Request is for a Repair Service; then the Description of the item should include the Serial Number of the item to be repaired.  Additionally the applicable Work Order Number should be displayed along with the Equipment LCN associated with the Work Order.  The Charge Code should have been included in the Item Request; but if it is not included; you must set it here using the applicable Charge Code.

If the Item Request is for a Material item, the Acquisition Document Line item should shown the applicable Storeroom that the Material Item will go in to when it is received as shown below.

Note:  Anytime the status of the Acquisition Document is changed and new information is added; a comment or remark should be entered in the Status Remark block regarding the new information.  This will show up on the Webworks notification alerting the user of new information related to an activity they may need to take such as shipping the item to the Vendor for Repair or sending a material item back to the vendor.

25.    Double check the accuracy of the Acquisition Document Line Item.  If the Line Item is for a Service; ensure that the service is associated with a Work Order and Equipment LCN.  If the Acquisition Document Line Item is for a Material item; ensure the material item is going to the storeroom or applicable equipment item.  Once an Item Request Line Item has been added to an Acquisition Document, you can change the Purchased For designations before the Acquisition Document is approved and processed.

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Entering Multiple Charge Codes or Splitting Acquisition Costs across Charge Codes

26. The Charge Code Tab will be used if an Acquisition Document orders an item / service for one entity and yet the cost of the item / service is allocated to multiple charge codes.  If not needed, go to Associating a PO Number with an Acquisition Document or Setting Acquisition Document Status.   If needed, select Charge Code tab.

27. Select  for New Charge Code displaying the screen below.

28. Enter the Charge Code in the charge code field or select the Lookup  icon to bring up the charge code sub-screen as shown below.

Entering a partial charge code or description and selecting the Filter  icon will bring up a sub-screen to select from.

Selecting a charge code will force the entry into the field and return to the Charge Code screen.

29.  Select Keep Percentage or Keep Cost then enter the percentage or cost amount in the applicable field.  Selecting the Percentage and entering a decimal value in the Percentage field will allocate that percentage of the total Acquisition Document costs to that Charge Code.  Selecting Costs and entering a numeric value in the Cost Amount field will allocate that amount of cost to that particular Charge Code.

Note:  If you use the percentage methodology you must ensure that the total percentage values entered across the multiple Charge Codes is equal to 1 or 100%.  If you enter a Cost Amount; you are responsible for ensuring that the cost amounts allocated to the multiple Charge Codes is equal to the total cost of the Acquisition Document.

30. Select the Saveicon to save the information and allocate the total costs of the Acquisition Document across the multiple Charge Codes.

31. Keep adding charge codes to the charge code tab until the percentage equals 100 or the dollar amount of the Acquisition Document is distributed as shown below.

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Associating a PO Number with an Acquisition Document

32. The Purchase Orders tab is used for Acquisition Documents that are forwarded to ‘Procurement’ and purchased via a Purchase Order or Inter-organizational Work Order (IWA).  Purchase Orders cannot be added until the Acquisition Document has been approved.

Note:  Review the Acquisition Document Status definitions and Acquisition Document Life Cycle to see the applicable life cycle phase and status to use before and after adding or associating a PO Number with an Acquisition Document.

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Setting the Status of an Acquisition Document

After all the line items have been added and saved, the acquisition document is ready to set.  Depending on what needs to be accomplished or where you are in the Acquisition Document Life Cycle will determine whether the Acquisition Document is set to one of the statuses in the Unapproved category or the Approved category.  See Acquisition Document Status Definitions and Acquisition Document Life Cycle.  Regardless of where you are in the acquisition life cycle or what status category you are needing to use; the below work instructions are applicable for either.

1.     To set the Status of an Acquisition Document, select the ‘Change Status’       icon at the bottom of the Main page to bring up the Change Status sub-screen.

2.      Select the appropriate status category using the radio buttons under the “What do you want to do” segment as shown above.

3.     Select the appropriate status code according to the selection list within the selected status category. (See Acquisition Document Status Definitions)

4.     Enter a status comment or remark as applicable.

5.     Choose the Save  icon and the Acquisition Document will now be set to the status that was selected.

Note:  Doing this will send a Webworks notification to the addresses connected to the Status code alerting that person or group to view the Acquisition Document and to take appropriate action.

Acquisition Document Status History

The Status History Tab is information that is auto-filled by the system as the Acquisition Document goes through its life cycle.  The Remarks are entered when the Acquisition Document’s status is changed.  The Remarks can be updated / edited at any time if corrections are required.

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Linking Items to an Acquisition Document

To link an item to an Acquisition Document See Linking Documents Within CMMS.  Examples of documents that can and should be linked to an acquisition document are: Return Material Authorization (RMA) Forms, Quotes, Receiving documents and special shipping instructions.