Materials Configuration

Materials are supplies used to on assets, to be added to a WO or listed on an asset.

*Configurations are set up in the Admin Console. 

Statuses

Indicates the current status of a Material.  An organization can have as many statuses as they need. There are only two System Statuses, Active & Inactive. 

*Note: Once a Status has been created or edited, you must log out and back into CMS to see the changes.

To create a new Status, click the Root Status icon.

The description is mandatory and can be of the organization’s choosing.  The Standardized status is how CMS reads the status: Active & Obsolete.   Although not mandatory is advised to set so that Materials are organized efficiently.

Each status is automatically set as Visible, Searchable and Allow Edits options selected.

• Visible: Status is visible to be used when creating Materials.

*If a status is no longer to be used, deselect the Visible option.  It is advised to leave Searchable selected in case there is a need to search by this status later.

• Searchable: Status is only visible to be used when Searching Materials
• Allow Edits: This allows Materials with this status to be changed. 

*If deselected, Status will appear but cannot be changed. 

Once a Root Status has been created it will appear in the list with a  to edit and a to create hierarchy options connected to the “Parent” Status.  Multiple lower levels to the hierarchy can be created from a Root Status. 

To export the list of Statuses currently in your system, click the  icon.

Categories

Indicates the type of Material it is.  An organization can have as many categories as they need. 

*Note: Once a Category has been created or edited, you must log out and back into CMS to see the changes.

To create a new Category, click the Root Category icon.

• Visible: Category is visible to be used when creating or editing Materials.

*If a Category is no longer to be used, deselect the Visible option.  It is advised to leave Searchable selected in case there is a need to search by the Category later.

• Searchable: Category is only visible to be used when Searching Materials

Once a Root Category has been created it will appear in the list with a to edit and a to create hierarchy options connected to the “Parent” Category.  Multiple lower levels to the hierarchy can be created on a Root Category. 

To export the list of Categories currently in your system, click the icon.

Unit of Measure (UOM)

Indicates the type Unit of Measure the Materials are packaged in and/or ordered by.  An organization can have as many Units of Measure (UOM) as they need. 

*Note: Once a UOM has been created or edited, you must log out and back into CMS to see the changes.

To create a new Unit of Measure (UOM) click the Unit of Measure (UOM) icon.

• Visible: UOM is visible to be used when creating or editing Materials.

*If a Category is no longer to be used, deselect the Visible option.  It is advised to leave Searchable selected in case there is a need to search by the Category later.

• Searchable: UOM is only visible to be used when Searching Materials

Once a Root Category has been created it will appear in the list with a to edit and a to create hierarchy options connected to the “Parent” Category.  Multiple lower levels to the hierarchy can be created on a Root Category. 

To export the list of Categories currently in your system, click the icon.

WAREHOUSES

Areas within an organization where Materials are held.

To create a new Warehouse click the Warehouse icon.

Standard Materials fields configuration. 

This page is set up with the following column headers:

• Field Name: is the standard name of the field
• Label Text:  is the field description that is displayed on a Material form.
• Field Type: is the type of field; TextBox, Hierarchy, Combo, Date or DateTime.
• Visible: is the field being displayed on a WO
• Require:  checking this box makes the field mandatory to be filled in when creating a Material. Fields will be highlighted in red and Material cannot be saved until completed.
• Complete:  checking this box makes the field mandatory to be filled in when completing a WO.  Fields will be highlighted in red and WO cannot be saved until completed.
• Levels: If there are hierarchy set up for the field name required levels of the hierarchy can be set that the user will need to set with creating a Material. 

The is in the bottom right corner of the page.  Once settings and/or changes have been made and saved, log out and log in is required to see the changes within CMS. 

User-Defined Fields

User-Defined Fields (UDF) are custom fields that can be added to Material.  UDFs can be set up to populate on all Materials or according to the Material Category.  There are 6 types of fields: Text, Dropdown, Integer, Decimal, Date and Date/Time.

*Note: Once a configuration has been created or edited, you must log out and back into CMS to see the changes.

To create a UDF, click icon.

Each UDF must have a Name and Data Type. Once UDF is saved it will appear in the Available User Defined Fields panel. 

When creating a UDF with a Data Type of Dropdown, once the UDF has been saved, the additional options to add the Dropdown items will appear. 

Click to the  icon to add options to the dropdown select if it will be visible and searchable, save. Once you have added all dropdown options save the UDF. 

To select a particular Material category, use the Category dropdown located on the upper right side of the page. 

Selected User Defined Fields displays UDF that have been added to materials 

To add a UDF click the next to the UDF. 

The order in which the UDF can be adjusted by clicking icon and drag up or down to the desired placement. 

If the fields are to be mandatory on a Material record, check Create, if field is to be mandatory.

Reviewed/Revised: 6/2025