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Machine Master

The Machine Master manages the procurement and creation of fixed asset records in JobNext. Machine procurement follows a workflow similar to material procurement but uses Capital Purchase Orders and results in the creation of individual asset records rather than stock entries.

How to Add a New Machine 0:42
Machine master listing showing all registered equipment with asset IDs, types, current allocation status, and book values
Machine Master listing with registered assets and their current status

Procurement Process

Budget Job Estimate Resource Type = E Capital PR Requisition + Approval Capital RFQ Vendor quotes Compare offers Capital PO Order placed Vendor committed Capital MRN Receive & inspect Capitalize asset Asset Record Machine in Master Party created for GL Ready for allocation The specific asset record is created only after Capital MRN approval. Before that, the Sub-Subgroup is used for planning.

The machine procurement workflow follows these stages:

  1. Budget — Allocate capital expenditure budget for the machine
  2. Material Request — Raise a requisition for the machine
  3. RFQ — Request for quotation from potential vendors
  4. Vendor Offers — Evaluate and compare vendor proposals
  5. Capital Purchase Order — Issue the formal purchase order to the selected vendor
  6. Capital MRN — Receive the machine through a Capital Material Receipt Note
  7. Asset Creation — System creates individual asset records

Key Differences from Material Procurement

Aspect Material Procurement Machine Procurement
Purchase Order Standard PO Capital Purchase Order
Receipt Standard MRN (adds to stock) Capital MRN (creates assets)
Result Stock quantity increases Individual asset records created
Accounting Debits Inventory Debits Fixed Asset account
Tracking By quantity in stock By individual asset with unique ID

Capitalization Process

Upon delivery and receipt through Capital MRN:

  1. Receive the machinery through the Capital MRN process
  2. System creates individual asset records based on the quantity received (e.g., if you receive 3 excavators, 3 separate asset records are created)
  3. Assets are registered in the financial books as fixed assets
  4. Depreciation tracking begins from the asset creation date
Individual Asset Records

Unlike materials which are tracked by quantity, each machine is tracked as an individual asset with its own unique identifier. This allows for per-asset depreciation, allocation, utilization tracking, and eventual disposal.

After Capitalization

Once a machine is capitalized, it becomes available for: