Purchasing · Intermediate

Add Materials to a Purchase Order

Learn how to define the materials, quantities and agreed unit prices for an existing purchase order. Check the material lines before saving the order contents.

Accurate material procurement is fundamental to effective maintenance operations. This guide details how to add materials, quantities, and agreed unit prices to an existing purchase order within ManWinWin Desktop, ensuring precision in your inventory and financial records.

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Open the existing purchase order whose material contents you need to complete.
2
Access the order’s material lines to add the required parts.
3
Select the first material from the materials list, checking its code and description against the required part.
4
Specify the quantity to purchase for the selected material.
5
Enter the agreed unit price for that quantity’s unit of measure.
6
Repeat the material selection, quantity and price entry for each additional part, checking that no material is duplicated unintentionally.
7
Check all material lines against the required parts and agreed prices, and verify any displayed tax amounts and totals.
8
Save the purchase-order contents after confirming that the material lines are correct.

Theory and technical background

The Role of Purchase Orders in Maintenance Management

Purchase orders (POs) are formal documents issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. In maintenance, well-defined POs are crucial for acquiring spare parts, consumables, and services needed for asset upkeep. They ensure that the correct items are ordered, at the right price, from approved suppliers, aligning with procurement policies and preventing discrepancies in inventory and financial reconciliation. Effective PO management minimizes downtime and supports optimal resource allocation.

Importance of Accurate Material Specification

Specifying materials accurately on a purchase order is vital for several reasons. It prevents the procurement of incorrect parts, which can lead to costly delays, rework, or even asset damage. Precision in material codes, descriptions, and units of measure ensures that the received items match the maintenance requirements and can be properly inducted into inventory. This accuracy also supports compliance with standards like ISO 55000 (Asset Management) by maintaining clear records of asset-related expenditures and material traceability.

Cost Control and Unit Price Management

Controlling costs is a core aspect of maintenance management, and unit price management on purchase orders plays a significant role. Accurately entering agreed unit prices for each material ensures that the procurement cost aligns with budget forecasts and supplier agreements. This practice allows for precise cost tracking per asset, work order, or department, contributing to KPIs like Maintenance Cost per Unit of Production or Total Maintenance Cost. Verifying prices before saving helps prevent overspending and supports financial transparency.

Best practices

Always cross-reference material codes and descriptions with your inventory master data to avoid ordering errors.
Confirm unit prices with the supplier's quotation or agreement before entering them into the PO.
Regularly review outstanding POs to track delivery dates and avoid material shortages.
Utilize historical purchase data to negotiate better prices and terms with suppliers for common spare parts.

Frequently asked questions

Why is it important to check material lines thoroughly before saving?

Thorough checking prevents errors such as incorrect quantities, wrong unit prices, or duplicated items. These errors can lead to financial discrepancies, inventory inaccuracies, and delays in maintenance operations due to receiving the wrong parts.

What happens if a material is accidentally duplicated on a purchase order?

Duplicated materials can lead to over-ordering, resulting in excess inventory, increased carrying costs, and potential obsolescence. It also inflates procurement expenses and ties up capital unnecessarily, impacting budget adherence.

How does accurate material ordering contribute to maintenance KPIs?

Accurate ordering directly supports KPIs like MTTR (Mean Time To Repair) by ensuring parts are available. It improves OEE (Overall Equipment Effectiveness) by reducing downtime due to part delays and helps manage maintenance costs per asset, optimizing financial performance.

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