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RPM - PURCHASE SUBCATEGORIES AND FIXED ASSETS

Working with Purchase Order for RPM

How to Purchase RPM Subcategories in Business Central

When you need to purchase equipment or assets that require RPM tracking and fixed asset management, you'll use the RPM Subcategory purchasing process. This method automatically creates the necessary unit records and fixed assets, saving you time and ensuring accurate tracking from day one.

Before You Start

Make sure you have:

  • Access to create purchase orders
  • Your vendor's invoice number
  • The subcategory codes for Units you're purchasing
  • Any depreciation start dates (if different from purchase date)

Creating Your Purchase Order

Start by navigating to the Purchase Orders page and creating a new order. Select your vendor, enter their invoice number, and choose the appropriate responsibility center for this purchase.

Adding RPM Subcategory Lines

In the Lines section of your purchase order, here's where the RPM magic happens:

  1. Set the Line Type to "RPM Subcategory"
  2. Select the specific subcategory you're purchasing
  3. Notice the Create Related Fixed Asset checkbox is already checked—this ensures your fixed asset records create automatically
  4. Add a depreciation start date if it differs from your purchase date
  5. Fill in your quantity, unit of measure, and the direct unit cost (excluding tax)

Managing Unit Details

Now you'll assign specific unit and serial numbers to your purchase. From the Lines section, select Lines in the ribbon, then click RPM Subcat. Acquisition Lines.

You have two options here:

  • Manual entry: Type in specific Unit Numbers and Serial Numbers
  • Automatic numbering: Leave the Unit No. blank to use your default numbering series

Quick tip: Want to create your units before posting? Select Create Subcat Acquisition Units to generate them immediately. The system will mark the Units as created.

Receiving Your Items

Ready to receive? Here's your two-step posting process:

Step 1: Receive the Units

  1. Select Posting from the top ribbon
  2. Choose Post, then select Receive
  3. This records that you've physically received the items

Step 2: Verify What Was Received

  • Go back to the Lines section
  • Select Line → Posted Subcat. Acquisition Lines
  • Review the received items with their assigned Unit Numbers and Fixed Asset references

Processing the Invoice

Once you've confirmed everything's correct:

  1. Select Posting again
  2. Choose Post, then select Invoice
  3. Business Central creates the acquisition entries for your new fixed assets

Viewing Your Fixed Asset Entries

Want to see all the fixed asset ledger entries this purchase created?

  1. Open your newly posted Purchase Invoice
  2. Select Process in the top ribbon
  3. Choose Find Entries
  4. Select FA Ledger Entry to view all related fixed asset transactions

What Happens Behind the Scenes

This process automatically:

  • Creates RPM Units for tracking and management
  • Generates fixed asset records for depreciation
  • Links everything to your purchase documentation
  • Establishes your audit trail from purchase to asset

Common Questions

Can I purchase different subcategories on the same order? Yes, add multiple lines with different subcategories. Each line processes independently with its own units and fixed assets.

What if I don't want to create a fixed asset for certain items? Uncheck the "Create Related Fixed Asset" box on that specific line before posting.

Need Help?

If you encounter issues during purchasing or need to modify your subcategory settings, contact your system administrator or Suite Engine support for assistance.