Purchasing · Beginner
Create a Purchase Request
Learn to create a purchase request in the ManWinWin App for a maintenance material such as a mechanical seal, identifying the destination and quantity required.
In effective maintenance management, timely acquisition of materials is paramount to minimize downtime and ensure operational continuity. The ManWinWin App streamlines this process, enabling quick and accurate creation of purchase requests directly from the field or workshop.
Where it's available and step by step
Step by step in ManWinWin App
- 1
In the ManWinWin App, open Requests from the bottom navigation bar and use the list title to switch to purchase requests.
- 2
Select New Purchase Req. to start a purchase request.
- 3
Enter a title identifying the need, such as “Mechanical seal for pump maintenance”, and select the appropriate urgency.
- 4
Specify the destination of the purchase request to identify where the requested material is needed.
- 5
Add a Materials line and select the existing material record for the mechanical seal.
- 6
Enter the quantity needed for the maintenance job and check that it matches the intended material.
- 7
Add observations or supporting documents if needed to clarify the material requirement.
- 8
Check the title, urgency, destination, material and quantity, then save the purchase request.
Theory and technical background
The Role of Purchase Requests in Maintenance
Purchase requests are the formal internal documentation initiating the procurement process for goods or services required by maintenance. They serve as a communication tool to notify the purchasing department about specific material needs, such as a mechanical seal for a pump, detailing quantity, destination, and urgency. Properly managed requests prevent delays, stockouts, and ensure that technicians have the right parts at the right time. They are crucial for maintaining equipment reliability and adhering to maintenance schedules.
Ensuring Accuracy in Material Specification
Accurate specification of materials in a purchase request is critical to avoid receiving incorrect parts, which can lead to extended downtime and wasted resources. It's essential to use existing material records in the CMMS whenever possible, which contain standardized descriptions, part numbers, and vendor information. For new items, comprehensive descriptions, technical specifications, and even supporting documents like datasheets or photos are vital. This precision helps in meeting standards such as ISO 14224 for data exchange and EN 13306 for maintenance terminology.
Linking Purchase Requests to Maintenance Strategy
Purchase requests are not isolated transactions; they are integral to a broader maintenance strategy. By tracking requested materials against maintenance tasks, organizations can optimize inventory levels, forecast future needs, and identify frequently replaced components. This data contributes to key performance indicators (KPIs) like availability and MTTR (Mean Time To Repair) by ensuring material readiness. It also supports cost control initiatives, aligning procurement with budgetary constraints and supporting the asset management principles outlined in ISO 55000.
Best practices
- Always verify the material's existence in the CMMS before creating a new record.
- Attach photos or detailed specifications for unique or critical items.
- Set appropriate urgency levels to guide procurement department prioritization.
- Regularly review outstanding purchase requests to avoid forgotten or delayed orders.
Frequently asked questions
Why is it important to specify the destination?
Specifying the destination ensures the material is delivered to the correct location (e.g., specific workshop, plant area) upon arrival, preventing logistical errors and delays in getting the part to the maintenance team who needs it.
Can I request materials not yet in the ManWinWin database?
Yes, you can often add new material descriptions to a purchase request. However, it's best practice to inform the inventory manager to create a formal material record afterward, ensuring proper cataloging and future traceability.
How does urgency affect the purchase process?
Urgency levels (e.g., standard, urgent, critical) communicate the time-sensitivity of the request to the purchasing department. This helps them prioritize orders, potentially choosing faster but costlier shipping or expediting supplier engagement to meet maintenance deadlines.
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