Parts, tools, maintenance services and of course your assets themselves: how do you manage purchasing as well as possible and keep costs under control? The IBM Maximo Procurement Management module manages the entire purchasing process for you. And this not only for asset-related products and services, but also for other articles such as office or IT supplies. So you don’t need a separate, often costly and difficult to link ERP solution for your purchasing. All the functionality you need is in the purchasing module of IBM Maximo.

Entire purchasing process via IBM Maximo

Processing purchase requests, creating purchase orders, sending quotation requests and order confirmations: you do it all directly from IBM Maximo. Are goods received or services provided? Then you simply enter this in the system. You do the same with purchase invoices, just like with obligations. This way you know exactly what your current purchasing costs are and what is still to come. You also keep track of contracts with suppliers in IBM Maximo. This ranges from contracts for, for example, guarantees to contracts for hiring maintenance staff. Last but not least, you create budgets and forecasts in IBM Maximo based on historical purchasing data. In other words: you can really do financial asset management.

Insight into all costs for the purchase of your assets

One of the advantages of fully recording and managing purchasing activities in IBM Maximo is that you have insight into all your purchasing costs. That is a different story if part of the process runs through your financial system. Suppose a purchase request goes from IBM Maximo to your financial software and your accountant adds all kinds of expenses, such as costs for transport or certificates for employees you hire. These additional costs are often difficult to trace back to the original purchase order, so you miss them in your cost picture. Instead of assuming the actual costs, you have to estimate them in your budgets and forecasts.

Collaboration between IBM Maximo and your financial system

Of course, it is important that IBM Maximo can properly exchange data with your financial system. Because if you send out a purchase order, for example, you want the obligation you enter into to immediately end up in the correct general ledger account in your accounting. We developed various interfaces for this at Gemba, including to Exact, InforSun and Microsoft Navision. These interfaces ensure that the administrative handling is also done correctly.

Useful functionality for your asset procurement management

Several of our clients use the purchasing module of IBM Maximo in combination with an interface to their financial system, for example in the oil and gas and transshipment sector. IBM Maximo offers such ‘asset-intensive’ companies all kinds of useful purchasing functionality. For example, their workflow for handling purchase orders is often more complex than that of other organizations. A purchase order consists, for example, of many different rules, for which approval is required at various levels. IBM Maximo can handle such complex workflows excellently. You can also easily control the process for the serialization of assets from the purchasing module. In addition, IBM Maximo offers advanced analysis options. For example, do you want insight into the performance of your suppliers or purchasing employees? No problem!

Easily communicate about the purchase of your assets

Furthermore, you can think of customized templates for your purchase orders. Such as a template that states exactly what requirements the employees must meet for an assignment or what the specifications are for the packaging of an article. You send such a purchase order to a supplier as a PDF with the push of a button. If you have not received confirmation from the supplier in question after a certain number of days? We can configure IBM Maximo so that a reminder is sent automatically. Also nice: you will never lose an email again. Because all e-mail correspondence that belongs to a purchasing file is automatically linked to it. In this way, IBM Maximo helps you in all kinds of ways to streamline your purchasing processes.