CMMS Tech Tip: How Did We Spend Our Maintenance Budget?

Maintenance challenge: Understanding costs related to purchasing maintenance materials and services, and the value of your inventory.

Maintaining control over your maintenance budget is crucial for effective facility management. Mainsaver’s EAM and CMMS solutions provide powerful tools to manage purchasing materials and services and to analyze your associated spending. Here are some tips to help you delve into quarterly or year-end maintenance spending and gain valuable insights.

Mainsaver Core methodology:


1: Identify Purchasing Costs Using the
Purchase Order Details Summary

  • Navigate to Mainsaver’s ‘Purchasing’ module and select ‘Table View.’ Query by PO date range or any relevant column to generate a list of purchase orders.
Mainsaver CMMS purchasing module


Figure 1 – Purchasing Module

Once the resulting list is displayed, use the ‘Lists’ pulldown menu to explore various report formats. The ‘Purchase Order Detail Summary’ will display the PO amount and the Received amount, offering a comprehensive overview.

Find total spending on POs in this report, then compare to your maintenance budget


Figure 2 – Purchase Order Detail Summary

2: Rank Costs by Vendor Using The Supplier Business Summary Report

  • Access the ‘Reports’ menu and choose ‘Supplier Business Summary.’ Define the desired date range or use preset options. This report ranks suppliers by dollar volume in ascending order, providing a detailed breakdown of your spending.
Supplier business summary module in Mainsaver CMMS


Figure 3 – PO Date Selection Window

Select the dates you want to compare vendor POs against your maintenance budget


Figure 4 – Supplier Business Summary

3: Track Spending On Contractor Services

  • When dealing with contractor services, locate records in the ‘Time and Materials Used’ module. Head to ‘Contracts,’ then ‘Table View,’ and set a query for a ‘Receive Date’ range. Use ‘Lists’ and ‘Brief’ to obtain a total on contractor services.
See the total cost of contractor spending in this report and compare to your maintenance budget

Figure 5 – Contractor Services

4: Determine the value of your maintenance inventory

  • Within the Materials Module’s ‘Parts Master,’ use the ‘Table View’ button to query all inventory. Navigate to ‘Lists,’ then ‘Value Summary’ to unveil the total inventory value or the value of specific parts.
Select Value Summary within the table view of the Parts Master to value your maintenance inventory
This inventory value summary shows each item's value based on your costing method

Figure 6 – Inventory Value

  • To find items on the shelf at zero cost perform the following query.
Use this query to find items in your maintenance inventory with value set to zero

Figure 7 – Query for items at zero carrying cost

Adjust the values as needed to reflect accurate costs on the Financial tab.

Unlock the power of maintenance budget analysis

Understanding how you’ve spent your maintenance budget is vital for future planning and optimization. Mainsaver Core empowers you to dig deep into purchasing, supplier relationships, contractor services, and inventory values. By leveraging these tips, you’ll gain actionable insights, enabling more informed decisions for efficient facility management. Remember, a well-analyzed maintenance budget is the cornerstone of successful asset management.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.

Learn more about Mainsaver’s maintenance management solutions

Mainsaver Cloud

CMMS

Mainsaver Cloud is the new web-based SaaS version of our CMMS platform that’s easy to use and implement, accessible anywhere, and affordable for small and medium-sized businesses.

Mainsaver Core

EAM

Mainsaver Core offers comprehensive enterprise asset management capabilities in a customizable on-premise or web-based solution that meets the needs of the largest and most complex organizations.