Using Services with Partial Receipts in Maximo: Cost and Percentage-Based Approaches 

When managing service-based procurement in IBM Maximo, not every transaction involves a simple “all-or-nothing” receipt. For service contracts that span time, milestones, or effort-based deliverables, Maximo partial receipts, entered as either specific dollar amounts or percentages, offer a flexible, accurate way to track fulfillment and payment. In this blog, we’ll walk through how this works in practice, how to implement it, and why it integrates seamlessly with financial systems. 

Real-World Use Case: 

As an example, ABC Maintenance Works uses contracted maintenance and facility services. These services are not delivered as tangible products but as labor effort, billed against the contract. 

For instance, a labor service agreement might include: 

• $25,000/month for general maintenance 
• $35/hour as the agreed labor rate 

When crew members work 14 hours in a particular week, the supervisor can enter 14 hours as a percentage of the monthly cap of 100 hours into Maximo. The system calculates the corresponding dollar amount, without requiring the user to convert hours to cost manually. This streamlines both tracking and invoicing while allowing for exact, auditable entries. 

Another Use Case: Landscaping Services by Percentage 

In another example, the horticultural maintenance was contracted out as a lump sum seasonal service. The agreement covered all summer work, including lawn mowing, mulching, and plant care. There were no set units, just a flat contract amount. 

Rather than breaking work into arbitrary units, the vendor would invoice by specific tasks or percent completion. If mulching a section of the property represented 20% of the overall effort, the vendor could submit an invoice for 20%. Maximo would then calculate the equivalent dollar value and record it as a partial receipt against the PO. 

How It Works in Maximo 

Using partial receipts for services is straightforward: 

1. The Procurement Agent (Buyer) creates a service PO. This PO usually specifies a value (e.g., $25,000) but not a quantity or unit of measure. 
2. Once the PO is approved, the receiver (someone in Stores, Procurement, or Finance) creates the necessary receipt against it. 
3. The receiver then enters:

• Either a specific dollar amount (e.g., $5,000) 
• Or a percentage of the total (e.g., 20%) 

Maximo will automatically calculate the other value, ensuring accurate billing without manual computation. 

For example: 

• A 2% receipt against a $25,000 PO will auto-calculate to $500. 
• A $1,250 receipt against a $25,000 PO will be recorded as 5%. 

This dual-entry option gives flexibility depending on whether the invoice received is value-based or progress-based. 

What’s the Effort to Implement? 

Implementing this capability in Maximo is quick and easy. It doesn’t require customization, just a proper understanding of how to use Maximo’s existing features. Most of the required functionality is already built-in, though not always well-documented. Once end users are trained, they can apply this method repeatedly without issue. 

Does It Work with 3^rd Party Financial Systems? 

Absolutely. If Maximo is integrated with a third-party ERP or financial platform, partial receipts will still be processed seamlessly. Because they fall under the same procurement lifecycle as regular POs and receipts, there’s no additional configuration needed. The key benefit? Exact value transmission, no rounding or approximations. 

For finance teams, this means: 

• Cleaner reconciliation 
• Accurate accrual tracking 
• Better auditability 

Since you can invoice down to the cent (e.g., $1,375.75), you avoid the minor discrepancies that often occur when systems can’t handle fractions or percentages. 

Closing Remarks  

Using partial receipts in Maximo for service-based POs is not just a workaround; it’s a best practice for flexible, value-driven procurement. It supports: 

• Lump sum contracts 
• Milestone payments 
• Task-based billing 
• Labor-based services 

By separating the role of the PO creator (typically procurement) from the receiver (finance, project teams, or stores), organizations can easily control what’s ordered and how it’s paid, without sacrificing accuracy or compliance. 

At MRM-EAM Consulting, we help clients leverage Maximo’s full capabilities, including partial service receipts, to align operational execution with financial precision. 

If you’d like to explore this functionality further or see a demo, reach out to us at info@mrm-eam.com — we’re here to help you get the most out of your Maximo investment.