Receive an asset

When assets are received and delivered to a stockroom, they are added to the system.

Before you begin

Role required: procurement_admin or procurement_user

About this task

When you receive assets:
  • If you have not pre-created hardware assets, you can enter asset details and reserve them for users.
  • You can over receive an order wherein, the received quantity can be higher than the ordered quantity.
  • If you have ordered multiple items with different receiving stockrooms, you can receive them at the time.

Procedure

  1. Navigate to Procurement > Orders > Purchase Orders.
  2. Select a purchase order with a Status of Ordered or Pending Delivery.
  3. Click Receive.
    The Receive Purchase Order screen is displayed with the list of the products that were ordered.
  4. Select the Received check box for the line items you are receiving.
  5. To receive software assets:
    1. Edit the Receiving Stockroom if the items arrived at a different stockroom than the one specified on the purchase order.
    2. Edit the Receiving Quantity if the number of items delivered does not match the number ordered.
    3. Edit the Unit Cost if the price changed between the time the item was ordered and the time it arrived at the stockroom. Enter a number; the number can include decimals.
    4. Click Capture Asset tags to enter asset details. You cannot enter details for assets more than the received rights.
    5. The Capture Asset Tag dialog box, click Insert a new row.
    6. Enter the asset tag, serial number, rights, and License key
  6. To receive hardware assets and consumables:
    1. Edit the Receiving Stockroom if the items arrived at a different stockroom than the one specified on the purchase order.
    2. Edit the Receiving Quantity if the number of items delivered does not match the number ordered.
    3. Click the Reserve toggle button to reserve the item.
      When a reserved item is received, the State and Substate fields on the corresponding asset record are automatically set to In stock and Reserved, respectively. If the Reserve button is not clicked is not selected for an item, the State and Substate fields on the corresponding asset record are set to In stock and Available.
      Note: You cannot reserve consumables.
    4. From the Reserved for list select a user you want reserve the asset for.

      If a name was specified in the Requested for field on the Purchase order line item form, the name is added automatically but can be changed.

      You can add multiple users in the Capture Asset tags dialog box.

    5. Click Capture Asset tags to enter asset details. You cannot enter details for assets more than the received quantity. You can also reserve assets for a user.
      Note: If you have pre-created the assets, you need to select the ones you want to receive.
    6. On the Capture Asset Tag dialog box, click Insert a new row.
    7. Enter the asset tag and serial number.
    8. From the Reserved for list, select the user for whom the item was ordered. If a name was specified in the Requested for field on the Purchase order line item form, the name is added automatically but you can change it.
    9. Edit the Unit Cost if the price changed between the time the item was ordered and the time it arrived at the stockroom. Enter a number; the number can include decimals.
  7. Click Submit.
    A confirmation message is displayed with the details of assets received.
  8. Click OK.

    A receiving slip is automatically created and can be viewed in the Receiving Slips related list. If items on a purchase order are received at different times, a new receiving slip is created each time any item on the purchase order is received. For example, if 30 laptop computers were ordered and arrived in three separate shipments, three receiving slips are created.

    Different assets are created for each hardware items. In case of software, one single asset is created for each licence if you don't split the rights. And for consumables, if an asset already exists, it is updated, or new assets are created.