How to: Post Maintenance Costs from a Purchase Document

You can post the materials and outside contract labor used for a work order from a purchase document. When posted from a purchase document, maintenance costs always affect the general ledger.

The following steps describe how to post maintenance costs from a purchase order. The same procedure can be followed for credit memos and invoices, but for simplicity only a purchase order is described in detail.

To post maintenance costs from a purchase document

1. In the Search box, enter Purchase Orders, and then choose the related link.
2. Open the purchase order that the work order relates to.
3. Select a purchase line and in the Type field choose either G/L Account or Item.
4. If the purchase line is for an item, enter an item number in the No. field.
5. In the Work Order No. field, enter a work order number.
6. In the Maintenance Entry Type field, choose the type of maintenance cost you are recording.

When the maintenance entry is for either nonstock materials or contract labor, the program automatically fills in the No. field with a default G/L account from the assigned work order.

7. If the maintenance entry is for contract labor, fill in the Maintenance Trade Code field.
8. In the Quantity field, enter the number of units that you have been invoiced for.
9. In the Direct Unit Cost field, enter the cost of one unit that was invoiced, if necessary.
10. Post the order.

When a purchase line for an item with an assigned work order is posted, the quantity of the item specified on the line is received into inventory, then automatically adjusted out of inventory to reflect its use in the associated work order.