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Opmaint has a built-in purchasing flow, so buying spares and services happens in the same system as the maintenance work that needs them. You find it under Inventory > Purchase Management in the left sidebar.

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The purchasing flow

1

Purchase request

Someone asks for items they need.
2

Approval

The chosen approver approves the request.
3

Quotations

Quotes are collected from vendors.
4

Purchase order

A PO is created for the chosen vendor.
5

Goods receipt

The items are received against the PO.
The page has a tab for each part of the flow: Purchase Requests, Quotations, Purchase Orders, Good Receipts, Deviations and Archive. At the top you see Pending Approvals, Approved, Requests This Month and Total Order Value. Switch between List and Kanban views in the top right.

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Raise a purchase request

1

Start a new request

Go to Inventory > Purchase Management and click + Add Request.
2

Add the items

Under Requested Items, for each item:
  • Choose From Catalogue to pick a part you already have in Opmaint, or Manual Entry to type one in.
  • Mark it as a Product or a Service.
  • Enter the quantity.
Click + Add Another Item for more lines, or Add in Bulk to add many at once.
3

Set the delivery date

Enter Need Delivery By (required).
4

Choose the approver

In Take Approval From, pick who should approve it, and add Notes to Approver if useful.
5

Attach anything useful

Add attachments or a voice note.
6

Submit

Click Submit Request.

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After approval

Open an approved request from the Purchase Requests tab. From there you can:
  • Receive Quotes to collect quotations from vendors
  • Create PO to raise a purchase order
  • View as PDF to download or share the request
  • Delete the request
Each request keeps an Audit Trail of when it was submitted and approved, and by whom.

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If you already buy through an ERP

Some companies keep purchasing in their ERP, such as SAP, with head office. You can still run maintenance, parts and checklists in Opmaint and connect it with your ERP. See Integrations.

Parts and inventory

Vendors