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Routine Maintenance Purchasing ??????????????

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Dave Koepp
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Posts: 2
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5/6/2009 8:26 PM

    Please Help!  The Facilities Dept. has many routine purchases per month.  What would work best is a Blanket PO and release numbers for each invoice.  Can Lawson help us easily with this?  How do other Hospital Facilities groups do it?  We are in a terrible quandry of band-aids to make things work.  the charges need to be easily dispersed throughout the other departments cost accounts.  We end up taking three days fixing the GL because we can't get Lawson to work for us on the front end. Any help would be appreciated.  Thanks, Dave Koepp

    Bill Ianni
    Veteran Member
    Posts: 111
    Veteran Member
    5/6/2009 10:18 PM
      Dave, a few questions to root out the full process...

      1) What point in the procurement cycle do you know which department(s) will incur the charge?
      2) Does Facilities cut their own PO’s or Requisitions?
      3) Does the vendor invoice have any department info on it?
      4) Do vendor invoices have to be split between departments?
      5) Do you receive these PO Lines? Are some service items? Do you need to accrue the RNI?

      Dave Koepp
      New Member
      Posts: 2
      New Member
      5/8/2009 8:03 PM
        Bill, Thanks for your help, here goes:
        1) The Maint. Tech. knows the Dept. number to be charged as soon as he calls the vendor that we have issued a Quantity Product/service PO to.
        2) With 30 or so vendors, we have issued "blanket POs" Quantity Product/service POs.
        3)No, only some of our vendors can provide this for us.
        4)Yes, but not alway.
        5)We do not do the receivals, the shippping Receiving Dock guys do this.

        When we (Maint) put in a normal Req. we can designate where it gets charged to, Our problem is these "Blanket orders" that we've put in, Accounting won't help us by dispersing the charges at time of paying the invoices.
        Bill Ianni
        Veteran Member
        Posts: 111
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        5/10/2009 6:26 PM
          Blanket Agreements work well for N type items. Map the Facilities processes that have N type items to Blankts/Releases. Make sure the Req or PO has the correct Dept to be charged. It should work fine.

          S items will work thru Blankets but each Req or PO line must be paired to the correct Agreement Reference.

          X items don’t work at all thru Blankets so you’ll have to set up N or S items. Have AP route anything that falls out of the net back to Facilities.

          There should NOT be a GL task to re-distribute or re-allocate charges.