Frequently Asked Questions


How It Works

How are POs processed in MaxProcure?

Your Maximo POs are sent to MaxProcure for your vendor to pick up when you change the PO status in Maximo.  You can decide what status you want to trigger this PO transmission, such as “Approved” or a custom status like “Dispatched”.

The vendor contact on your PO gets an automatic email when this happens to let them know that they’ve received an order from your company, and a link is included in the email.  The vendor contact can simply click this link to go right to the MaxProcure PO screen to view your order. The vendor can easily enter their expected delivery date on this screen and click “Confirm Order” so that you get deliver dates and order confirmation back in Maximo.  The vendor can also download the PO in PDF format (created using your Maximo BIRT PO report design) to serve as their permanent record.

Later when the vendor ships the items or provides the services you ordered, they can create an invoice for you in just a few seconds on the same MaxProcure Order screen.

Check out the screenshots for more information.

How are RFQs processed in MaxProcure?

When you change the status of an RFQ in Maximo’s Request for Quotation application to “Approved” (or another status you select such as “Transmit” or “Dispatch”), the RFQ is sent to MaxProcure and all of the vendors you added to your Maximo RFQ are notified that they have a new RFQ waiting from you.  Each vendor contact gets this email notification with a link to the RFQ in MaxProcure so they can quickly and easily go to the waiting RFQ to provide their price quote.

After entering their prices for each RFQ line and other optional information such as quotation end date, their product/catalog codes, or notes to you, the vendor then clicks “Submit Quote to Customer” to send it back to you.  As you’d expect, a vendor cannot see any of the quotation lines for any other vendors on the same RFQ or even a list of the other vendors.  They can only see and update their own quotation lines.

When you’re ready to review the vendor quotes in Maximo, you do this using standard Maximo functionality.  However, now the vendor quoted prices and responses are there for you in your Maximo RFQ quotation lines, so that you can make the best sourcing decision and use Maximo’s “Award PO” functionality to award RFQ lines to the winning vendor(s) and generate the Maximo PO to the vendor(s) automatically.

Check out the screenshots for more information.

How are Vendor Invoices processed in MaxProcure?

Using the same Order page in MaxProcure where they picked up your PO, your vendor can quickly and easily create invoices for the order lines they’ve provided to you.  These invoices then flow into your Maximo system as unapproved invoices, waiting your review and approval.

This automation process does not have any impact on  your Accounts Payable or invoice process except that it simply eliminates the non-value-added data entry of vendor invoices.  Other than that, your processing of Maximo invoices remains the same.  You would still approve the invoice as you do today in order to trigger Maximo’s 3-way match, and if you have an invoice workflow routing developed in Maximo that would also work the same as it does today.

Vendors like using MaxProcure’s invoicing capability for many reasons:

  • It lets them enter and send you their invoices in seconds in just a few clicks, in less time than it would take them to mail you an invoice.
  • They can see the remaining quantity, amount, and % to be invoiced.
  • They can be certain that you’ve received their invoice.
  • They get paid faster since it removes a lot of unnecessary delay from the invoicing process, such as postal delivery and clerical processing and rekeying of the invoice.

If a vendor doesn’t use MaxProcure to send you their invoices for a PO you sent them via MaxProcure, that just means you’ll get their invoice the same way you receive it today.

Check out the screenshots for more information.

Will my Vendors use this?

Your vendors will be happy to be able to participate in your quote requests for more business and to pick up new POs from you using the incredibly easy to use MaxProcure web portal.

There are several reasons your vendors will also be happy to enter their invoice amounts in MaxProcure for your order lines:

  • This is actually faster and easier in MaxProcure than sending or mailing you PDF or paper invoices.
  • They can easily see the remaining amounts to invoice for each order line.
  • They will be sure you received the invoice and they’ll get paid faster since the invoice data is transmitted to Maximo directly.

If some vendors don’t send you their invoices via MaxProcure, you’ll just continue to get those the same way you do today.

Other

Does this affect Maximo licensing?

Keep in mind that MaxProcure is your vendors’ system – your Maximo users will never use it.  So using MaxProcure should neither reduce nor increase your Maximo license needs.  One possible exception:  if you’re like many companies, you may not be using the Maximo RFQ application today.  Since MaxProcure transforms this underused Maximo application into a practical and powerful tool, you may need to ensure that the appropriate users in your organization have a Maximo license that allows them to create and award RFQs.

Maximo has always permitted you to transmit your orders electronically to your external vendors rather than to mail them and to import data such as prices from your external vendors or your other financial systems.

How do my vendors get access to MaxProcure?

You don’t need to do anything to get your vendors access to MaxProcure.  You just assign vendor contacts on your POs and RFQs as you normally do in Maximo.

Your vendors will get an email when you issue an RFQ or PO them.   MaxProcure sends the email to the vendor contact person you have specified on your RFQ or PO, and includes a link the vendor can click to go right to the PO or RFQ screen so they can confirm the order or enter their price quotes for you.  The vendor can also go to an “Order List” and “RFQ List” page to see a list of all the open POs and RFQs waiting for their response.

If the vendor contact has never used MaxProcure before (for example, to pick up prior orders from you or from a different customer of theirs), they’ll also be sent a welcome email with a link to setup their account on MaxProcure.

 

What if we later decide to stop using MaxProcure?

Canceling service shouldn’t cause disruption for you, except that you’d just have to revert to doing things the same time-consuming way that you’re doing them now.

Your vendors would no longer get an automatic email when they have a new RFQ to respond to or a new PO from you to pick up and confirm.  So you’d just do exactly what you do today, such as printing out each PO and mailing it or manually converting it to PDF and emailing it.

Similarly, vendors wouldn’t be able to quickly and easily send you their invoices using MaxProcure, so you’d also have to do what you do today for invoices such as manually key them into Maximo.

What’s the Return on Investment (ROI)?

MaxProcure delivers value in several important ways:

Direct Cost Savings

  1. Significantly reduce internal labor time required to place orders with vendors.
  2. Eliminate time-consuming and non-value-added rekeying of vendor invoices.
  3. Get competitive pricing for your purchases by making Maximo’s typically unused or under-utilized RFQ capability easy to use to collect vendor price quotes.
  4. Reduce the risk of late payment fees by eliminating the lag time it takes for invoices to be entered into your system for processing.
  5. Reduce labor time needed to create Purchase Orders and reduce the number of PO revisions needed by creating PO’s from Vendor-provided RFQ quotation lines.

Other Benefits

  1. Get Vendor delivery dates in Maximo for more accurate maintenance planning and scheduling.
  2. Speed up your order placement and streamline your procurement process.
  3. Improve your vendor communication and collaboration.
  4. Eliminate the risk of data entry error due to manual rekeying of transactions such as vendor invoice lines.

 

Who is behind MaxProcure?

Asset Partners has been a leading Maximo consultancy since 1999.  All we do is Maximo and we’ve long been known as one of the most technically capable Maximo consulting firms and for having a 100% successful Maximo implementation/upgrade track record.

Asset Partners also has a long history of developing software products and tools to help you get more out of Maximo (visit www.assetpartners.com for more information).

We developed MaxProcure to bring the Maximo procurement cycle into the 21st century with a rapid-ROI purchasing productivity platform.

ibm_cert_color   ibmbusinesspartner_logo

How much does it cost?

MaxProcure Pricing

Pricing is based on the number of transactions from your Maximo Production server that are processed in MaxProcure per month.  A transaction is a PO Line, Invoice Line, or Vendor Quotation Line.

Affordable MaxProcure plans start at 1000 transactions per month and scale up from there to higher volume plans.  Contact us for a Rapid ROI quote for MaxProcure your business.

Each Plan includes the following at no additional cost:

  • Unlimited Vendors / Users using MaxProcure
  • Unlimited Maximo Organizations
  • Unlimited Maximo Sites
  • Use of the MaxProcure Test System (from your Maximo Test System)

 Related Information:  Please see the FAQ entry on Return on Investment (ROI) metrics.

Need help estimating the number number of transactions you need?  Contact us for a helpful query that you can have your IT support run to show your average transaction totals for each of the prior 12 months.

How to get started with MaxProcure?

MaxProcure is currently in a limited beta release.  During this pre-release period please contact us to get on the waiting list.

When MaxProcure is open for general availability you’ll be able to sign up using a credit card or by contacting us for other payment options.

How will I be billed for the service?

You will be billed monthly at the start of each month of service.  Billing is performed using the credit card or ACH transfer info you provided when you signed up.

Is a long term contract required?

No!  MaxProcure is a pay-as-you-go service.  If you decide it’s not paying for itself, you’re free to cancel service at any time with 30 days notice.

Is it possible to use MaxProcure only for certain Sites?

Yes, you can enable MaxProcure for a subset of your operations or sites.  Or you could enable it for all of your sites but allow each to decide when or how much to use MaxProcure.

You pay only for the plan you’re signed up for which is based on the volume of transactions that you process through the MaxProcure service, not the number of Sites, Users, or Vendors.

Is there a Trial Period?

If you aren’t wondering how you ever did business without MaxProcure after your initial 30 day period, just let us know and we’ll refund 100% of your payment.

We already import invoice data, can we sign up just for RFQs?

Yes, you can use as much or as little as the MaxProcure service as you like.  So you could use only the RFQ part of MaxProcure in order to get competitive pricing from your vendors and to fully leverage Maximo’s RFQ application.

You pay only for the plan you’re signed up for which is based on the volume of transactions that you process through the MaxProcure service, regardless of whether those transactions are RFQs, POs, or Invoices.

What’s the Return on Investment (ROI)?

MaxProcure delivers value in several important ways:

Direct Cost Savings

  1. Significantly reduce internal labor time required to place orders with vendors.
  2. Eliminate time-consuming and non-value-added rekeying of vendor invoices.
  3. Get competitive pricing for your purchases by making Maximo’s typically unused or under-utilized RFQ capability easy to use to collect vendor price quotes.
  4. Reduce the risk of late payment fees by eliminating the lag time it takes for invoices to be entered into your system for processing.
  5. Reduce labor time needed to create Purchase Orders and reduce the number of PO revisions needed by creating PO’s from Vendor-provided RFQ quotation lines.

Other Benefits

  1. Get Vendor delivery dates in Maximo for more accurate maintenance planning and scheduling.
  2. Speed up your order placement and streamline your procurement process.
  3. Improve your vendor communication and collaboration.
  4. Eliminate the risk of data entry error due to manual rekeying of transactions such as vendor invoice lines.

 

Technical

How does MaxProcure connect to my Maximo system?

MaxProcure talks to your Maximo application server using Maximo web services.  If you’re on Maximo 7.5, 7.6, or later, there is currently zero setup or installation needed in your Maximo system for it to work with MaxProcure.

To keep your Maximo server locked down, your network support staff will simply need to allow a certain IP address or range to communicate to the web services running on your Maximo application server.  We’ll provide this information to you so that you can pass it on to your network support staff.

How Scalable/Reliable/Secure is MaxProcure?

MaxProcure was designed from the ground up to be a scalable, reliable, and secure web platform:

  • Automatic server failover and health monitoring.
  • Capacity scaling to provide for high-volume system throughput.
  • 6-way real-time data replication across three separate locations.
  • Data encryption both at rest and in transit using industry standard AES-256 encryption.
  • MaxProcure talks to your Maximo system using standard IBM Maximo web services, and you control the access through your company firewall.
What Maximo Versions Are Supported?

Any version 7.5 or later.

If you’re on Maximo 7.1 or older, contact us to inquire about the availability of MaxProcure.