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Automatically closing a PR with orphan PR lines

  • 1.  Automatically closing a PR with orphan PR lines

    Maximo Certified
    Posted 06-04-2021 16:46
    We know that in many cases once the PR is created and the RFQ is completed,we realize that not all of the PR lines needs to be awarded to a PO.In this case,the PR remains in the APPROVED status which also reflects in the inventory as when we try to do a re-order of the items,the system tells us that there is already some PRs created in the past in the approved status and this sends a wrong message as we will have multiple PRs staying in the approved status as some of the line items were not needed probably at an earlier time.

    Is there any reliable approach without any customization to alleviate this issue?We dont want to do a class customization or escalation to apply a dummy PO against the PR lines to forcefully close the PR or some other alternative means to mark the PR as history record.

    Can someone please suggest what are the ways to overcome this limitation and if IBM has come up with any solution to this issue as this is a generic issue which might be faced by customers across the globe.

    We have an integration with an external system where the approved PRs are sent and RFQ and PO process is also handled in the external system and later we realize some of the PR line items are not needed but there is no provision to close the PRs and the backlog has become significant because of this limitation of the Maximo system.

    Kindly suggest with your valuable inputs or ideas to find a way to this issue.

    #Administration
    #Customizations
    #EndUser
    #EverythingMaximo
    #Procurement

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    Mahadevan Ramakrishnan
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  • 2.  RE: Automatically closing a PR with orphan PR lines

    Maximo Certified
    Posted 06-06-2021 01:42
    OOB Maximo doesn't have any such setting which can be used.

    Even if IBM gives any OOB functionality to achieve this, it will be time-based where you need to define a time after which PR should get canceled or dummy PO needs to be assigned to close it. Interested to know why you don't want to go for any custom approach? If escalation and related performance bother you then you can always create a WF to do this job for you.


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    Prashant Sharma
    EAM360
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  • 3.  RE: Automatically closing a PR with orphan PR lines

    Maximo Certified
    Posted 06-07-2021 06:42
    We could have gone for an escalation to close the work orders or could have created a CREATEPO action on the workflow if the source for PO was Maximo.The source for PO is not Maximo in our case and we have an integration through which all the POs created in Oracle come through to Maximo.

    Please let us know what could be the feasible solution in this case as when the store keepers are re-ordering items which are referenced on open PRs(approved PRs because of the same reason),they are finding it difficult to give a reason for re-ordering as the system is showing that there are many open referenced PRs even though the items are being re-ordered as the quantity has gone below the stock level.

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    Mahadevan Ramakrishnan
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  • 4.  RE: Automatically closing a PR with orphan PR lines

    Maximo Certified
    Posted 06-07-2021 15:02
    CreatePO will create a new PO but you don't want to do that rather than you can create a dummy PO in your system and assign it to all PRs where there is no PO returned from Oracle. Whether the source is Maximo or the source is Oracle, you need to assign a dummy PO to close the PR or you can cancel it without a dummy PO.

    You can have an escalation to do it irrespective of whereever PO is created as it is going to run on PR and need to be scheduled as aligned to your Reorder Cron or Manual reorder frequency or If your users can say that cancel a PR or close a PR if there is a no PO assigned after X days.

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    Prashant Sharma
    EAM360
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  • 5.  RE: Automatically closing a PR with orphan PR lines

    Maximo Certified
    Posted 06-09-2021 04:03
    Hi Prashant,

    Thanks for your input.

    What is the suggested solution here,should we go for an escalation to automatically create a dummy PO and assign all the unassigned PR lines?Also,the issue is that even though the PRs will get closed as a result of the dummy PO,we still need to do complete receipt against these dummy POs as the items will never be received against these PO.

    Is there any better approach to handle this scenario.

    Regards,
    Mahadevan

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    Mahadevan Ramakrishnan
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