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

Before you begin

Role required: procurement_admin or procurement_user

About this task

When you receive assets:
  • If you haven’t 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 same time.

Procedure

  1. View purchase orders.
    UIAction
    Core UI Navigate to All > Procurement > Orders > Purchase Orders.
    Hardware Asset Workspace
    1. Navigate to Workspaces > Hardware Asset Workspace > Procurement.
    2. Select the Purchase orders tab.
    Enterprise Asset WorkWorkspace
    1. Navigate to Workspaces > Enterprise Asset Workspace > Procurement.
    2. Select the Purchase orders tab.
    OT Asset Workspace
    1. Navigate to Workspaces > OT Asset Workspace > Procurement.
    2. Select the Purchase orders tab.
  2. Select a purchase order with a Status of Ordered or Pending Delivery.
  3. Select Receive.
    The Receive Purchase Order screen appears with the list of the products ordered.
  4. Select the Received check box for the line items that you’re 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 doesn't 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. Select Capture Asset tags to enter asset details.
      You can't enter details for assets more than the received rights.
    5. In the Capture Asset Tag dialog box, select Insert a new row.
    6. Enter the asset tag, serial number, rights, and License key.
  6. To receive hardware and consumables assets:
    1. Edit the Receiving Stockroom if the items arrived at a different stockroom than the one specified on the purchase order.
      Note: The asset bundle when received creates the asset bundle with the status as Bundle. You must add the individual assets under the asset bundle.
    2. Edit the Receiving Quantity if the number of items delivered doesn’t match the number ordered.
    3. Select 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 isn’t selected for an item, the State and Substate fields on the corresponding asset record are set to In stock and Available.
      Note: You can’t 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. Select Capture Asset tags to enter asset details.

      You can’t enter details for assets more than the received quantity. You can also reserve assets for a user.

      Note: If you’ve pre-created the assets, you must select the ones you want to receive.
    6. On the Capture Asset Tag dialog box, select Insert a new row.
    7. Enter the asset tag and serial number.
      If you have activated the Enterprise Asset Management or OT Asset Management application, then the MAC address fields is also displayed.
    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. Select Submit.
    A confirmation message displays with the details of assets received.
  8. Select 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 item. If it’s a software asset, one single asset is created for each license if you don't split the rights. For consumables, if an asset exists, it’s updated, or else, new assets are created.