Tooling, machines, and other shop assets still need purchase orders. You may be buying calibration, programming, repair work, or outside maintenance, and you need those costs tied to the right place in accounting. The challenge is keeping that spend visible without accidentally creating inventory receipts for something that should never hit stock.

In Cetec ERP, you can treat tools and machines as non-inventory parts, then run maintenance through standard purchasing. That keeps the workflow simple for purchasing, and it keeps accounting clean because the voucher coding can default to the right GL account.

Model Tools and Machines as Non-Inventory Parts

If you want to issue a PO for work performed on a specific asset, start by adding that machine or tool as a non-inventory part number. This gives you a consistent identifier to use across purchasing and accounting, without introducing on-hand inventory for the asset.

Create the Maintenance PO Without Creating Inventory

Once the tool or machine exists as a part number, you can create a purchase order for the maintenance work you need completed, such as calibration, programming, or repairs. When the PO line is for a non-inventory part, Cetec ERP will have the non-inventory behavior set so the line does not go into inventory when you receive it.

Set a Default GL Account for Voucher Coding

To keep vendor invoice coding consistent, open the PO line item, click the pencil icon, then go to More Options. In the Default Voucher GL Account field, select the GL account you want accounting to use by default when the voucher is created for the vendor invoice.

When accounting attaches the PO and receipt to the voucher, the default account will populate in the Break Down and Ledger Splits section. This helps keep maintenance costs mapped to the right account without manual re-entry each time.

Receive the Maintenance Back In as a Non-Inventory Receipt

When the maintenance is complete, you can receive the PO line. Cetec ERP will generate a non-inventory receipt for that line, which documents the transaction without adding quantity to stock.

Key Takeaways

• Add machines and tools as non-inventory part numbers to issue POs tied to specific assets.
• Non-inventory PO lines prevent receipts from adding quantity into inventory.
• Set a Default Voucher GL Account on the PO line to keep vendor invoice coding consistent.
• Attaching the PO and receipt to the voucher helps populate ledger splits with the intended account.

Conclusion

Non-inventory asset POs give your team a clean way to manage maintenance spend inside Cetec ERP. Purchasing can run the work through standard PO and receiving steps, and accounting can keep the costs coded correctly without turning tool and machine activity into inventory transactions.