Consideraciones críticas

A company master record in IBM Maximo Asset Management represents a vendor from whom you purchase goods or services, asset manufacturers, and other companies that you do business with. A company record contains organization specific information about a vendor, such as contact names and addresses. If a company has multiple locations, you may create separate records for each branch location and associate them with a parent company record.

6.2.1 Multisite and company records

Company records are at the Organization level. This means that key fields for new records must be unique for the organization, but may duplicate record IDs used by other organizations and these records can only be viewed by users who have security permission to the organization and the application.

Company master records are created at the Company Set level so that the records can be shared by more than one organization. Item records for items, services, and tools are defined at the Item Set level, so that the records can be shared by one or more organizations and items and tools can be transferred between organizations and sites that share the same Item Set. Other

item-related data such as commodities, condition codes, and conversion values between order units and issue units are also defined at the Item Set level.

6.2.2 Currency codes

You use the Currency Codes application to define and manage currencies. A currency code is a short, user-defined value that you create to represent a currency, for example, CND for the Canadian dollar. Figure 6-1 on page 94 shows the Currency Codes application.

Note: Company information must be entered in the Companies application before other applications, such as Inventory and Purchasing, can access it.

Figure 6-1 Currency Codes application

When you enter purchasing records in a foreign currency, the system uses the current exchange rate to calculate the base cost in the currency of your company. Purchasing records include purchase requisitions, purchase orders, and invoices.

The Currency Codes application stores currency codes at the system level. All organizations can view and use the defined currency codes and add new ones as necessary.

After you establish an active currency code, you may use that currency code where a Currency field appears, such as in the Purchase Requisitions, Purchase Orders, Invoices, and Companies applications.

Although you use the Currency Codes application to define currencies, you use the following applications to manage other aspects of currency administration:

򐂰 Organizations application to specify the base currency for an organization.

򐂰 Exchange Rates application to specify exchange rates between currencies for defined periods

Although currency codes are defined at the System level, other financial information (exchange rates, tax codes, General Ledger accounts, financial periods, and so forth) is defined at the Organization level. You also create contracts (master, labor rate, lease/rental, purchase, and warranty type

contracts) and vendor records, and define terms and conditions for contracts and purchasing at the Organization level.

When a user enters an amount in a foreign currency, for example on a purchase requisition, purchase order, or invoice, the application finds the active exchange rate for that currency to calculate the cost in the organization's base currency. If the application does not find the exchange rate between two currencies explicitly defined, it will use specific rules and logic to calculate the exchange rate from other exchange rates, if they exist.

Chapter 6. Purchasing 95

6.2.3 Exchange rates

You use the Exchange Rates application to enter, view, and modify exchange rates for converting currencies. The exchange rate is the multiplier used to convert the currency in the Convert from Currency field to the currency in the Convert to Currency field. For example, an exchange rate of 1.7 from British pounds to U.S. dollars means that the value in British pounds is multiplied by 1.7 to calculate the value in U. S. dollars.

When a user enters an amount in a foreign currency, for example on a purchase requisition, purchase order, or invoice, the application finds the active exchange rate for that currency to calculate the cost in the organization's base currency. If the application does not find the exchange rate between two currencies explicitly defined, it will use specific rules and logic to calculate the exchange rate from other exchange rates, if they exist.

The application stores exchange rates at the organization level. Therefore, each organization defines and maintains its own exchange rates.

The Exchange Rates application contains two table windows:

򐂰 Organizations window is used to select the organization for which you want to enter or modify exchange rates.

򐂰 Exchange Rates widow is used to enter and modify exchange rates for the selected organization for specific periods of time.

Although you use Exchange Rates application to define exchange rates between currencies, you use the following applications to manage other aspects of currency administration:

򐂰 Currency Codes application is used to define the currency codes.

򐂰 Organizations application is used to specify the base currency for an organization.

The application stores exchange rates at the organization level. Therefore, each organization defines and maintains its own exchange rates.

Converting a foreign currency value to base currency

When you specify a foreign currency on a purchase requisition (PR) or purchase order (PO), the system calculates two values:

򐂰 Total Cost, expressed in the foreign currency

򐂰 Total Base Cost, expressed in the base currency (your company's currency)

Example: Conversion

Your base currency is US$ (U.S. dollar). You enter a PR for gaskets, to be ordered from a French company. On the PR tab, you select EUR (euro) in the Currency field. On the PR Lines tab you enter the following values:

򐂰 Quantity: 25

򐂰 Unit Cost: 3.14 (in euro)

Using the active exchange rate of 1.17726 for the EUR, the system calculates two values and displays them on the PR tab:

򐂰 Total Cost: (25 x 3.14 euro) = 78.50 (in EUR)

򐂰 Total Base Cost: (78.50 euro x 1.17726 exchange rate) = 92.41 (U.S. dollars)

Tax options

You use the Tax Options dialog box in the Organizations application to specify default tax GL accounts and to define tax codes for the system to use in

calculating the amount of tax that is due on a PR, RFQ, PO, or invoice. You may define up to five tax types, each of which can have any number of tax codes. The system uses tax type and tax code as follows:

򐂰 A tax type corresponds to a kind of tax, for example, to a federal, state, or city sales tax. Another tax type might be a special tax for handling hazardous material.

򐂰 A tax code represents a particular tax rate, such as MA for the Massachusetts sales tax of 5%. Thus, one tax type might include tax codes for all state or provincial sales taxes.

Tax Options are set at the Organization level.

Some businesses require that taxes be reflected in the total price of some or all purchased goods and services. Adding this procurement cost to the item price increases a stocked item's average cost. If an item is issued directly to a work order, general ledger (GL) account, location, or asset, taxes are added to the cost of the individual item.

Loaded Cost field indicates the total cost of the item, including taxes and service costs.

Note: Paid Tax GL Account field is for taxes paid to the vendor and is only used in the Invoice application. Unpaid Tax GL Account field is for taxes not yet paid to the government and is only used in the Invoice application.

Chapter 6. Purchasing 97 IBM Maximo Asset Management enables you to define the category of line items to which you can add taxes:

򐂰 No items option means taxes are not added, and are not reflected in the cost fields of the Inventory or Work Orders applications.

򐂰 All items option means taxes are added to all line items on the invoice. Adding taxes to the item price increases a stocked (inventory) item's average cost.

6.2.4 Company records versus company master records

Company master records define the records that belong to a Company Set.

Company Sets exist below the System level, but above the Organization level so that organizations can share data. Each organization is associated with a Company Set.

If your company has implemented a Multisite configuration that includes multiple organizations, using Company Sets allows your organizations to share master company data on the records created in the Company Masters application, and record organization specific data, for example contacts and branches, on the records in the Companies application.

When creating a complex Multisite implementation, create company records in the following order:

1. Create one or more Company Sets in the administrative Sets application.

2. Create company master records in the Company Master application.

3. Add company master records to one or more organizations.

4. Use the Companies application to add organization specific data to the company records.

5. If appropriate, create company branch records and associate them with a parent company record to create a hierarchy.

6. If your company’s Multisite implementation consists of a single organization, your system administrator can configure your Company Set so that records created in the Companies application are automatically added to the Company Masters application.

6.2.5 Company records and contracts

Before you can create contract records, you must first create company records for each vendor or company that will be listed on a contract.

To view a read-only list of contracts associated with a company record, choose Select Action→ ViewContracts of the Companies application.

6.2.6 Company records and purchasing

Before you can create purchasing records (PRs, RFQs, or POs), you must first create company records for each vendor or company that will be listed on a purchasing record.