Asset Manager Essentials
Users with the Procurement Manager and Storage Manager roles (as well as Asset Administrator or Asset Manager roles) have access to a set of workspaces that help you to manage the procurement of assets. Assets are procured, either from the Product Catalog or as a custom purchase, using a purchase order.
There are three levels of handling procurement available to you, each of which enables you to take delivery of assets in a controlled manner by recording further information:
•Purchase Orders – The most basic level is to use only purchase orders to manage your procurement. You can record information about the purchase order, including the vendor and the total cost.
•Invoices – You can associate one or more invoices with a purchase order. This helps you to track the invoices from your vendor and highlights any differences between the total cost from all of the invoices and the expected cost that was recorded on the purchase order.
•Shipments – You can associate one or more shipments with an invoice. This helps you to track the shipments associated with an invoice. You can record shipping and tracking details, as well as the destination location and storage, all of which streamline the process for taking delivery of the assets.
The Product Catalog is a list of standard assets that have approved vendors who will supply these assets at an agreed cost—this makes acquiring an asset much simpler when filling out a purchase order. If an asset is not in the Product Catalog, you must complete additional steps below for each request.
Note that simply saving a purchase order enables you to add more line items at a later date. After submitting a purchase order, you can't add any more line items to it, though you can continue to record its progress by using the Status field.
Once a purchase order is submitted with a purchase order number, the details of the order will appear on the Hardware Assets workspace > Finance tab of any linked asset records, and on the Vendors workspace > Purchase Orders tab of the associated vendor.
To progress a purchase order:
1.Open the Purchase Orders workspace and click New.
2.The Requisition Number is automatically added for you. Enter the Purchase Order number if you know it; otherwise, enter it at a later date. Enter data into the fields for Submitted By, Date Submitted, Vendor, and Name. Click Save.
3.On the Line Items tab, click New Line Item and select if you want to add a consumable, hardware, or software line item to this purchase order.
If you're adding a hardware line item, but don't yet want to create a template asset record for it, clear the Create Asset check box. Once the hardware has been purchased, you can reopen the line item here or in the Purchase Line Item workspace and click Create Asset, which will create the asset record in the Hardware Assets workspace.
Note that clearing Create Asset is also useful for situations where you already have an asset record defined, but you're wanting to retroactively track it as a line item in a purchase order. For such items, you can manually link to the existing asset record from the Assets tab.
4.Select the Catalog Item if the item is in the Product Catalog—the fields will auto-fill with any defined data. Otherwise, complete the fields as required.
5.Enter a Quantity for the number of these items you require.
Asset Manager Essentials calculates the Total Cost.
6.If required, select a Contract.
The contracts available are those associated with the vendor selected on the purchase order.
7.If required, select a Contract Line Item.
The line items available are those associated with the selected contract.
The line item is added to the Line Items tab, and any contract line items that you added appear on the Associated Contracts tab.
Also, the purchase order appears on the Purchase Orders tab for the corresponding contracts and contract line items, and the contract line item appears on the Contracts tab of any asset records created from the purchase order.
9.Add further line items as required.
10.Next, complete the associated tabs as required:
• Vendor Details – View vendor details here and click Go to to view this vendor record in the Vendors workspace.
•Vendor Scorecard – View existing scorecards for this vendor, and create a new scorecard relating to performance for this order.
•Assets – Link assets from the Hardware Assets workspace that have been purchased for this order.
•Invoices and Shipments – See the sections below for details.
• Service Requests – If this order is part of a customer asset request, use this tab to link that request from the Asset Requests workspace.
•Journal – Add emails or notes to this purchase-order record.
•Attachments – Attach a document to the purchase-order record, or add a URL link to a relevant website. URLs must include the https:// prefix.
•Associated Contracts – If this order contains line items from the Product Catalog, there may be vendor contracts associated with that item. Links to those contracts appear here.
•Audit History – Automatically tracks any changes made to key attributes of this record.
11.If you think you'll want to add more line items later, click Save. Only click Submit if you're finished adding all line items to this order—after submission, you can no longer add line items. Line items added here will also appear in the Purchase Line Item workspace.
If you've already added a Purchase Order number, template asset records for the items you've ordered are created with their Status set to Approved. These appear on the Assets tab of the purchase order, as well as in the Hardware Assets workspace, where you can update them as required.
If you've not yet added a Purchase Order number, the template asset record will not be created until you assign a purchase order number to the request and ensure that the Create Asset check box is selected from step 4 above.
By default, when you submit a new purchase order, its status changes to Approved. However, you can configure Asset Manager Essentials to use an approval process, so that the purchase order is approved only after the majority of a group of approvers has approved the item. You do this by changing the value of the global constant ivnt_PurchaseOrderThreshold to something other than the default value of 0, and adding some users to the Purchase Order Approvers contact group.
To set up an approval process for purchase orders:
1.Click in the menu bar at the top of the page.
The Configuration Console appears in a new tab.
2.Under Build, click Global Constants.
The Global Constants list appears.
3.Set the Value for ivnt_PurchaseOrderThreshold to something other than 0, then click Save.
4.Under Configure, expand Users and Permissions > Groups.
The contact groups list appears.
5.Open the group called Purchase Order Approvers.
6.On the Member tab, click Link.
A list of users appears.
7.Add the required users from the list.
Now when you click Submit while creating a new purchase order, the status changes to Approval Started and approval requests are automatically sent out to the appropriate people. When over 50% of the approvers have approved the item, the approval is completed and the status changes to Approved.
You can associate one or more invoices with a purchase order to help you to track the invoices from your vendor and highlight any differences between the total cost from all of the invoices and the expected cost that was recorded on the purchase order.
To add an invoice to a purchase order:
1.Open the required purchase order, and click the Invoices tab.
2.Click New Invoice.
The new invoice dialog appears with the Purchase Order field completed.
3.Enter the Invoice Number from your vendor.
4.Optionally, enter the Invoice Date, Freight Charge, and the Invoice Total, then click Save.
The invoice is added to the purchase order, and the Invoice Total on the purchase order updates to show the sum of the invoice totals from all of the invoices associated with the purchase order.
If the invoice totals from all of the invoices associated with the purchase order do not add up to the Total Cost of the purchase order, the Invoice Total label is highlighted in red.
You can associate one or more shipments with an invoice. Shipments enable you to specify a destination location and storage space for the shipment, so that you don't need to specify this individually for each asset that is delivered.
To add a shipment to an invoice:
1.Open the required invoice, and click the Shipments tab.
2.Click New Shipment.
3.Enter the Shipper and Shipment Number that was provided by the vendor.
4.Enter the Destination Location and Destination Storage Space.
5.If your shipper has provided tracking information, add the Tracking Number and the URL for their Tracking Site.
If the URL to track your shipment is created by appending the Tracking Number to the URL provided in the Tracking Site field, select the Append Tracking Number to URL check box.
Click Here appears under the Tracking Site field. Clicking this link opens the tracking site in a new tab.
6.Optionally, complete the other fields and click Save.
The shipment is added to the invoice.
When the ordered assets arrive, you can manage their delivery and storage from the Assets tab on the Purchase Order, Invoice, or Shipment workspaces as required.
To take delivery of assets:
1.Open the appropriate purchase order, invoice, or shipment, then click the Assets tab.
The template asset records for the ordered items are displayed if you're using a purchase order.
If you're using an invoice or a shipment, link the required assets using the Link button. You can link all of the assets on a purchase order to an invoice by clicking Add All PO Assets at the top of the form, or you can link all of the assets on an invoice to a shipment by clicking Add All Invoiced Assets at the top of the form.
2.Select the assets that have been delivered and click Take Delivery. You can do this either for individual assets, or on a selection.
The Enter dialog appears.
The Take Delivery button is available only if the assets already have their Serial Number set. If this has not been set, double-click the asset in the list to open the Edit dialog, and add it.
3.Use the Condition drop-down to select the condition that the asset was in when you received it.
4.If you're taking delivery from a purchase order or an invoice, set the Location and Storage Space where you've placed the asset, then click OK.
If you're taking delivery from a shipment, these fields are not displayed, as they are populated using the values from the shipment. The Status for the asset updates to In Stock.
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