Accounting Uses within MaintainX

Hey ​@mmaka, thanks for your question!

There are a few ways to get more accounting, buying, and reporting value out of MaintainX, especially if your team is consistently using Parts, Purchase Orders, Work Orders, and inventory transactions.

If you’re on an Enterprise plan, I’d first recommend checking the Reporting module. There are several pre-built report templates that may already cover some of what your accounting or finance team is interested in. 

You can:

1. Go to the Reporting module.
2. Select + Build Report.
3. Select Use a template.

Some useful parts/inventory-related templates include:

• Inventory stock levels – parts above minimum quantity
• Inventory transactions by part, location, and transaction type
• Inventory valuation report
• Most heavily used parts this year
• Part consumption by asset over the last 6 months
• Purchase order statuses with parts
• Top vendors by parts ordered

For tracking how parts are being used and what they cost, I’d recommend focusing on reports that connect parts consumed to the related work order, asset, location, transaction type, unit cost, and total cost. That usually gives finance the clearest view of where spend is going.

If the pre-built templates don’t get you exactly what you need, you can also use Report Builder AI to describe the report you want in plain language. For example: Show total parts spend by vendor, purchase order, and part for this year.

To create one:

1. Go to the Reporting module.
2. Select + Build Report.
3. Describe the report you want to create.
4. Select Generate.
5. Review and edit the report as needed.
6. Add it to a dashboard so your accounting or finance team can access it regularly.

I’d also recommend setting up a finance-focused dashboard with reports for inventory valuation, parts consumed, PO status, vendor spend, and inventory adjustments. That way accounting can easily separate what was purchased, what was received into inventory, what was consumed, and what was adjusted.

Lastly, the Building Custom Reports eLearning course is a great resource if you want to see the different ways reports can be built and customized for your organization. 

If your finance team prefers to interact with the data directly, or does not have access to MaintainX, you can also export your Parts Transaction data and share the spreadsheet with the team directly. The report logs all parts coming into and out of your inventory, as well as the unit/total costs for each transaction. 

To download the report:

1. Go to the Reporting module.
2. Navigate to Export Data.
3. Select Parts Transactions.
4. Click Export.
5. You will be notified when your data is ready to download in the Download Center.

Note: You can customize the export by selecting the Columns dropdown and deselecting any irrelevant fields.

Hope this helps, and thanks again for your post!