From blogs to case studies to news, we love sharing our tips and tricks for asset management, cloud, IoT and smarter operations.

by | Sep 15, 2020

Maximo Inspection Forms extension for Procurement

Since the release of Maximo Work Centers, Maximo Inspection Forms have gained popularity in the work management circles, however, this powerful tool seems to be under-utilized for Maximo’s purchasing module. The below is an attempt to harness the potential for procurement.

A sample scenario would be as follows:

Procurement manager/stores supervisor creates an inspection form to be used when receiving items in the storeroom, and this form is linked on the Purchase Order for the Material Item.

Once the PO is approved and the stores person receives the item (‘Receiving’ application), they would be required to complete the inspection form (this could be toggled based on whether ‘Inspect on Receipt’ is ticked on for the Item)

Status of the material receipt will be changed from WINSP (Waiting inspection) to COMP only after the inspection form is completed.

Key points:

  • Maximo’s default ‘Inspect on Receipt’ process does not have a trail of what has been inspected. Stores person has the ability to change the status from WINSP to COMP without any checks. By introducing inspection forms, we are asking the stores person to provide specific inputs on what they have inspected.
  • Inspection forms come bundled ‘freely’ with standard Maximo’s Work Centers, and hence there is no further requirement to rely on a 3rd party Forms application.
  • The UX technology behind Work Centers/Inspection Forms allows it to be launched on a tablet and makes it easy for the stores person to complete the forms, while they are physically inspecting.

How to create Maximo Inspection Forms for Procurement

Step 1: Item to be receipted

Identify a material item in the Item Master application with ‘Inspect on Receipt’ ticked on.

~ Item with ‘Inspect on Receipt’ ticked on ~

Step 2: Procurement specific Inspection Forms

In ‘Manage Inspection Forms’ application, the procurement manager or the stores supervisor creates inspection forms relevant to the type of item that needs to be inspected upon receipt in the storeroom.

~ Procurement Specific Inspection Form with sample questions ~

Step 3: Link Inspection Form with Polines

In ‘Purchasing’ application, create a new Purchase Order, where in the PO Line, use the material item that needs to be inspected. As soon as the item is populated on the PO Line, the ‘Inspection Required’ field is automatically ticked on, making the ‘Inspection to Execute’ field mandatory. Select the inspection form that is relevant to the type of material item. Save the PO, and then approve it.

~ ‘Inspection to Execute’ field on PO Line ~


~ Sample value list for ‘Inspection to Execute’ field ~

Step 4: Using Inspection Form with RECEIPTS

In ‘Receipts’ application, pull up the approved purchase order, then select the ordered items for receiving, and save it. This will automatically generate an inspection result linked to the receipt.

~ Inspection result associated with a receipt ~

The status of the receipt will stay as WINSP, until the inspection is completed in ‘Conduct an Inspection’ Work Center.

~ Inspection completion warning message ~

From the receiving application, navigate to ‘Conduct an Inspection’ Work Center, and locate the inspection to complete. The inspection would be in status ‘Pending’.

~ Inspection Form in ‘Pending’ status ~

Once the inspection is completed in the Work Center, users do not have to come back to Maximo, and click ‘Change Inspection Status’ in Receiving application. The RECEIPT transaction (to the holding location) will automatically change to COMP, and the TRANSFER transaction to the storeroom will also be added in.

~ Receipt and Transfer transaction automatically added in ~

For all enquiries related to implementing this solution for your procurement department, please contact BPD Zenith.

Carol Mathew

Carol Mathew

Carol is a Senior Maximo Consultant with over 15 years of overall IT experience. He plunged into the Maximo world in 2009, and since then has implemented several successful Maximo projects in Africa, Europe and in Australia.


Submit a Comment

Your email address will not be published. Required fields are marked *

9 Recommendations For A Successful SAP & IBM Maximo EAM Interface

9 Recommendations For A Successful SAP & IBM Maximo EAM Interface

Integration is often a key component for getting the most out of your critical IT applications. Modern Enterprise Asset Management systems such as IBM Maximo are designed for integration which can expand their capabilities and allow the flexibility that the industry...

Reinvent the Wheel with BPD Zenith’s Maximo Accelerators

Reinvent the Wheel with BPD Zenith’s Maximo Accelerators

I was recently involved in preparing a business case for a Maximo implementation, and as a part of process I spent considerable time analyzing and evaluating the best approach. In essence, I was trying to find the optimum balance between minimizing the length of the...

Defence Seaworthiness – A session from AMPEAK 2021

Defence Seaworthiness – A session from AMPEAK 2021

I recently got the opportunity to attend Asset Management Council of Australia’s AMPEAK conference. It has been a great experience interacting directly with the true practitioners of Asset Management, and understanding some of the technology challenges that they are...

How to call a Report directly from the Action Menu in IBM Maximo

How to call a Report directly from the Action Menu in IBM Maximo

In IBM Maximo, it’s possible to add a direct print option to a report. This adds a printer icon to the toolbar and allows you to run the report with just one click. But for reports where there are parameters required before running, this is not possible… Usually, a user will have to click the “Run Reports” action, then find their report in the list of all reports available for that application. They then click on the one they want before being taken to the IBM Maximo Reports Request page. In this blog I’ll show you how to get around that problem. in our example we use an Action launch point for an Automation Script and link it to a menu item in IBM Maximo Application Designer…

Sign up to our free newsletter to explore emerging technologies, industry events and Maximo best practice.

Come with BPD Zenith to the future of Asset Management

Listen to your assets!

Most companies are aware of waste in their preventative maintenance efforts, but aren’t quite sure how to eliminate it.