106 Certification Study Guide Series: IBM Maximo Asset Management V7.1 6.5.1 Managing purchase orders A purchase order can list items or services for one vendor or supplier only. You can combine multiple purchase requisitions for the same vendor on a single PO. Create a purchase order To create a new purchase order, select the New icon at the top of the window, as shown in Figure 6- 5. Figure 6- 5 New purchase order IBM Maximo Asset Management auto- numbers purchase orders and thus a window opens with the next available number. The purchase order defaults to WAPPR status when created. Note that from the Select Action tab you have the option to View History. The three categories of history provided on a purchase order are: Status Vendor Status Information Advance Ship Notification Information

Chapter 6. Purchasing 107 Purchase order status Changing the status on purchase orders affects field functionality and access to various action pages. The purchase order can have the following status values: WAPPR ( Waiting on Approval) This status is the default for a PO when you create it. Some default fields are read- only in this status. INPRG ( In Progress) This status indicates that a PO still needs to be modified before it can be Approved. APPR ( Approved) This status is available only if the current PO status is Waiting on Approval ( WAPPR) or In Progress ( INPRG). All fields are read only. To approve a PO, you must have a monetary approval limit equal to or greater than the total cost of the PO. CAN ( Canceled) This status is available if the current PO status is Waiting on Approval ( WAPPR) or Approved ( APPR). You cannot cancel an approved PO if any of the following conditions exist: – One or more PO lines items has been received. – The supplier sent notification of delivery of items in an ASN transaction. – The supplier has rejected the PO cancellation. CLOSE ( Closed) This status indicates that all of the POs line items have been received. After a PO is closed, it is stored as a history record and cannot be modified. Purchase order types IBM Maximo Asset Management uses the following types of purchase orders: CHG ( Change) A change order is a duplicate purchase order generated from an approved purchase order. If you must change an approved PO that has no receipts, you might prefer to do so by creating a change order. The change order preserves the audit trail by retaining the original PO while you make the necessary changes to the change order PO. PARTS ( Parts) This type indicates that the purchase order is for work order parts.