CMMS Tech Tip: Tracing Maintenance Financial Transactions


Challenge: Retrieving Financial Data Related to Maintenance

Efficiently tracking financial transactions related to maintenance is crucial for organizations, encompassing aspects like spare parts, equipment, supplies, and outsourced or contract labor. Mainsaver’s integrated vendor and purchasing management tools play a pivotal role in generating purchase orders, managing contractors, and controlling maintenance costs. But how do you access that data?

Solution: Query the Financial Transaction Journal in Mainsaver

All financial transactions within Mainsaver are recorded in a transaction table. These records offer a comprehensive audit trail, including details like the timestamp, date, and login ID of the individual executing the transaction. Various transaction codes are utilized for different actions, such as:

  • PO New: PPxx
  • PO Modification: PPxx
  • PO Receipt: MT4x
  • Material Issue: MT2x
  • Material Edit: MPxx
  • Invoice: IPxx

Methodology:

To delve into the financial transaction history, users can leverage the ‘Materials’ module and access the ‘Transaction Journals.’ The following steps guide the process:

1. Navigate to the ‘Materials’ module

  • Select ‘Transaction Journals’
The Materials Module screen in Mainsaver CMMS, showing the Financial Transactions Journal


Figure 1 – Materials Module

  • Click the ‘Table View’ button then select or create a query.
Selecting a query within the Financial Transactions Journal in Mainsaver CMMS


Figure 2 – Selecting a query

  • In the example scenario, let’s say we want to review the issue history for stock number ‘SW1001,’ sorting the most recent transactions at the top.
Building a query for stock # SW1001 in Mainsaver


Figure 3 – Building a query

  • The resulting records may be viewed in a report or exported to Excel or other formats.
Use the lists menu to create a report from the financial transaction query results in Mainsaver


Figure 4 – Use the ‘Lists’ menu to create a report from the query results

Screen showing an issue transaction report for stock # SW1001 in Mainsaver


Figure 5 – Issue transaction report

Use the program menu to export the financial transaction report to Excel.

Figure 6 – Use the ‘Program’ menu to export data to Excel.

Benefits:

The capability to query virtually any financial transaction in Mainsaver empowers users to retrieve and organize specific data as needed. This functionality is instrumental in maintaining transparency, streamlining financial processes, and making informed decisions related to maintenance costs and resource allocation.

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.