In the procurement process, hardware assets can be created before the assets are
delivered. Creating the asset before they're delivered allows you to create the asset record
with an asset tag and serial number early in the process and reserve the asset for the user
who requested it. The receiver can only select the assets to be received as assets are
pre-created.
Role required: procurement_admin or procurement_user
Some requests must be approved before items on the request can be sourced. In the
base system, requests over $1,000 require approval. To change the $1,000 approval
threshold and other workflow attributes, edit the Service Catalog Request
workflow.
When the asset state is In stock, the Reserved
for field is maintained as the asset is received and placed in a
stockroom. When the asset state changes to In use, the
Reserved for field is relabeled Assigned
to. If there is a name in the Reserved for
field, the name is retained when the field is relabeled. A user with the asset role
can change the name in the Assigned to field. Changing the
name is helpful, for example, if an IT technician orders 10 laptops and must assign
them to individual users.
Note: If assets are not created prior to delivery, they are
automatically created from line items when purchase orders are received. Also
you can enter the asset details and receive them when the purchase orders are
received.
-
Navigate to .
-
Open a task with a State of Open
and a Short description of Source Request
Items.
-
Click Source Request.
- If the request is already fulfilled or the items in the request are not
sourceable, the Source Request button is
hidden.
- If the requested item does not have an assigned model, the item is not
listed on the Source the Request dialog box.
- Any items on the purchase order that have a remaining quantity of
0 are not listed on the Source the Request
dialog box.
-
Select a Destination Stockroom.
-
Select the Create PO option for one or more listed
items.
-
For each item requiring a purchase order, select a
Vendor.
-
Click OK.
-
Navigate to .
-
Open the purchase order you just created. If you created a purchase order for
more than one item, multiple purchase orders may have been created; select one
of them.
-
Click Order. After items are ordered, no additional
purchase order line items can be added to the purchase order.
The status of all purchase order line items changes to
Ordered.
-
Click the Create hardware assets prior to delivery
related link to automatically create hardware assets for all purchase order line
items.
Hardware assets are listed in the
Assets related
list. Click an asset in the list to view the asset record. Except for
consumables, the
Reserved for field contains the name of
the user who made the original request.
You can also create assets for
individual purchase order line items. On a purchase order, go to the
Purchase order line items related list and click
a specific purchase order line item number. Then, click the
Create hardware assets prior to delivery related
link. Only the hardware assets included on the purchase order line item are
created.
