In the complex ecosystem of Enterprise Resource Planning (ERP), the disconnect between maintenance operations and procurement has traditionally been a source of friction. For organizations in asset-intensive industries — such as aerospace, defense, automotive, and heavy manufacturing — the need to acquire materials is often triggered directly by a maintenance event. Historically, linking these work tasks to the appropriate procurement vehicle, especially for non-standard scenarios such as borrowed or exchanged parts, required manual workarounds, spreadsheets, and disconnected communication.

With the release of IFS Cloud 25R2, this operational silo is effectively dismantled. The update introduces a robust integration between Work Orders, Work Tasks, and Procurement processes. This «Flexible Procurement Handling» capability empowers organizations to manage the entire lifecycle of an item — from the initial requirement on a shop floor to the final return of a loaned component — within a single, unified digital environment. This shift is not merely a functional update; it represents a strategic move towards a more responsive and data-driven supply chain.

The Core Evolution: Flexible Procurement Handling

The standout feature of the 25R2 update is the ability to connect Work Tasks directly with advanced procurement options. Previously, a technician or planner identifying a material need often had limited options within the maintenance interface, sometimes necessitating a switch to a separate purchasing module to handle complex requests.

Now, by adding a material line to a Work Task and selecting Purchase Order as the Supply Code, users unlock a suite of sophisticated sourcing methodologies. This integration ensures that the intent of the maintenance activity is perfectly preserved in the purchasing execution, enhancing data governance and reducing the risk of administrative errors.

Expanded Supply Codes: Beyond Standard Purchasing

IFS Cloud 25R2 democratizes access to complex purchasing types directly from the maintenance workflow. The «Purchase Order» supply code now acts as a gateway to four distinct procurement logic flows:

• Regular Purchase: The standard acquisition model for parts or materials intended for consumption or inventory replenishment.
• Exchange Order: A critical function for industries managing rotables. It streamlines the process of sending out a core part and receiving a serviceable unit, ensuring accurate cost tracking and inventory adjustments.
• Repair Order: Facilitates the external service process by sending unserviceable parts to a supplier for repair and subsequent return, maintaining traceability throughout the external loop.
• Borrow Order: Perhaps the most significant addition for short-term operational flexibility. It handles the temporary acquisition of supplier-loaned parts, automatically configuring ownership settings and serial tracking to prevent these assets from being mistakenly absorbed into general inventory.

Streamlined Returns and Closed-Loop Logistics

One of the most persistent challenges in Supply Chain Management (SCM) is the «reverse logistics» of loaned or exchange parts. In previous iterations, returning a borrowed item often required manually creating a new Purchase Order or Return Material Authorization (RMA), a process prone to data entry errors and delays.

IFS Cloud 25R2 addresses this with a dedicated Returns tab within the Work Task interface. This feature is supported by a guided assistant that:

1. Automates Data Entry: Automatically applies shipment details to selected material lines, ensuring the return matches the original receipt.
2. Triggers Backend Transactions: eliminating the need for manual PO creation or separate receipt processing.
3. Ensures Traceability: Maintains a digital thread from the moment the part was borrowed to the moment it leaves the facility, a crucial capability for compliance and auditability in regulated sectors.

Conclusion

The enhancements in IFS Cloud 25R2 transform purchasing from a transactional back-office function into a strategic enabler of maintenance efficiency. By embedding sophisticated supply logic directly into the Work Task, IFS Cloud reduces manual effort, sharpens financial accuracy, and fosters stronger, more transparent relationships with suppliers.

IFS Cloud continues to evolve to improve efficiency and flexibility in work management and procurement. In many industries, companies often need materials or parts temporarily or source them from external suppliers. Previously, linking work tasks to procurement, especially for borrowed or supplier-loaned items, required manual workarounds and raised the risk of errors.

Now, IFS Cloud supports seamless integration between work orders, work tasks, and procurement processes. This allows organizations to flexibly decide how to source items and efficiently manage the return or purchase of loaned materials. These changes reduce manual work, ensure accurate financial handling, and build stronger supplier relationships.

IFS Cloud eliminates the operational disconnect between work management and procurement. Previously, linking maintenance tasks to procurement, especially for temporary, borrowed, or externally repaired materials, required manual workarounds. This led to errors, task delays, and complex financial tracking due to reliance on spreadsheets and limited visibility.

Now, IFS Cloud offers a fully integrated procurement workflow. Flexible Procurement Handling connects Work Tasks directly with procurement options. This allows organizations to manage the entire lifecycle of items, from simple purchases to complex supplier loans, within a single environment.

Key benefits include flexibility, as you can execute multiple procurement methods directly from the work task. It improves efficiency by reducing manual effort and eliminating workarounds. Accuracy is enhanced through precise cost tracking and streamlined financial follow-up. It also strengthens control over supplier relationships and inventory management.

The process starts by adding a material line to a Work Task and selecting «Purchase Order» as the Supply Code. This unlocks options like Regular Purchase, Exchange Order, Repair Order, and Borrow Order.

Regular Purchase is used for standard acquisition of parts or materials. Exchange Order manages cost-effective part exchanges with suppliers and ensures financial and inventory accuracy. Repair Order initiates external service processes for unserviceable parts and tracks their return. Borrow Order handles the temporary acquisition of supplier-loaned parts, with automatic ownership settings and serial tracking.

For supplier-loaned parts, IFS Cloud simplifies the return process. Users initiate returns directly from the Work Task’s «Returns» tab. A guided assistant ensures fast and accurate data entry by applying shipment details to all selected lines. The system automates backend transactions, eliminating manual PO creation and receipt processing and ensuring full traceability.

This functionality transforms disjointed workflows into a unified, controlled process. It reduces manual effort, minimizes errors, and provides end-to-end visibility from task initiation to procurement and inventory updates. The result is operational flexibility, precise financial control, and stronger supplier collaboration across industries like aerospace, automotive, and heavy equipment.

Details in the following PDF file: Download IFS-ERP_Consulting_Integrated_Work_Procurement

Frequently Asked Questions

Q: What is the key purchasing improvement in IFS Cloud 25R2 regarding Work Tasks?

A: The key improvement is the direct integration of procurement options within Work Tasks. Users can now select «Purchase Order» as a Supply Code to access flexible sourcing options like Regular Purchase, Exchange Order, Repair Order, and Borrow Order directly from the maintenance interface.

Q: How does the «Borrow Order» supply code function in IFS Cloud?

A: The «Borrow Order» supply code allows organizations to handle the temporary acquisition of parts loaned from suppliers. It automatically manages ownership settings and tracks serial numbers, ensuring that loaned items are distinguished from company-owned inventory throughout their lifecycle. 

Q: Does IFS Cloud 25R2 support the return of supplier-loaned parts?

A: Yes, IFS Cloud 25R2 simplifies this process significantly. Users can initiate returns directly from the «Returns» tab of a Work Task. A guided assistant populates shipment details and automates backend transactions, removing the need for manual Purchase Order creation.

Q: Which industries benefit most from the new Work Task procurement integration?

A: Industries with heavy maintenance and repair operations, such as aerospace, automotive, and heavy equipment, benefit most. These sectors frequently rely on exchanging, repairing, or borrowing high-value components, and the new integration streamlines these complex logistical flows.