Asset Manager Essentials
The Product Catalog workspace displays a list of standard assets that can be requested by users. This workspace is typically managed by the Procurement Manager role, though it can be accessed by the Asset Administrator and Asset Manager user roles as well.
Although users can request items that aren't in the Product Catalog, this is typically a longer process with additional steps. Items in the Product Catalog have agreed costs from selected, approved vendors, which means that if an item needs to be purchased because it's not in stock, much of the procurement process can be bypassed.
Catalog items are standard hardware, software, and consumables (or bundles of those items). A bundle can be any grouping of items currently available from the Product Catalog list view. Bundles are useful for streamlining the request process if certain items are generally purchased together—pricing is the summation of all items found within the bundle. Currently, a bundle can only support one of each catalog item shown in the catalog list view, so you cannot create one bundle with two of the same monitor defined in the list view, for example.
When you create a catalog item, you're not creating a record for an actual item, but rather the definition of an item to be requested.
1 – Product Catalog item, the template for the assets that are requested.
2 – Individual asset records created after being requested from the Product Catalog.
The Product Catalog workspace displays a list of the Price List Items that are in your system. You can use the saved searches drop-down to view a variety of product catalog lists—for example, all products, products in stock, products out of stock, and so on.
After creating the catalog items, users with the Asset Manager or Procurement Manager roles must also design the Product Catalog form for making those items available to users online. Manager user roles can request items from the Asset Requests workspace, and Asset Mobile users can request them from the Self-Service Portal.
You can design the form in the Request Offerings workspace. For details, see Designing the Product Catalog form.
Note that after creating a new item, you can click Save or Submit. Saving the item changes its status to Created, which acts as an interim status. You must click Submit before the item status changes to Approved for adding to the Product Catalog. If an approval process is in place, clicking Submit starts that process and changes the status to Under Review.
To create a new item:
1.Open the Product Catalog workspace and click the New drop-down list to select the item type you want to create.
2.The top of the page presents summary information about the item, such as its Status, Requestor, Item Name, Expiry Date (after which time the item will no longer be available from the product catalog), Support Team, and Support Lead (this is the team and team member responsible for getting the Product Catalog Item added to the catalog). You can also specify the Est External Cost (the estimated price the organization paid for the item) and the Est Internal Price (the estimated price charged internally, which includes any additional maintenance costs, for example).
This workspace has the following set of tabs that differ depending on the item you're creating:
•Bundle Items – For bundles only. Add existing Product Catalog items to the bundle by linking them here.
•Item Details – Includes details such as the Manufacturer, Model, Asset Type, Asset Sub Type, and a check box that indicates if the item is a standard catalog Item.
This information is used when a user orders one of these items to create a corresponding asset record when the procurement is completed. Also, the Manufacturer and Model fields are used to reconcile the catalog item with existing assets in the system.
When the Product Catalog Item becomes obsolete, complete the Replacement Model field to indicate the item that is to be used in its place.
Click Browse beneath Catalog Image to browse for and associate an image with the catalog item. This image then also appears on the asset record page for all assets with this item set as the Catalog Item on the Details tab, and on the Purchase Line Item dialog for a Purchase Order associated with this item. We recommend that you use images that are either .png or .jpg and no larger than 150 x 150 pixels.
When you update the Description or a value on the Item Details tab, this change is also made to all asset records associated with the catalog item.
•Assets – Maintain the list of assets that are associated with this catalog item by linking them here. You can also see the Status of the assets associated with the catalog item, which helps you to identify which assets are suitable to fulfill an asset request.
•Stock Levels – Shows the locations where this catalog item may be currently in stock.
•Active Orders – Lists the purchase orders associated with the Product Catalog Item that are not at one of the statuses Cancelled, Rejected, or Completed.
•Organizational Units – Link to relevant organizational units that you want to associate with this catalog item.
•Approved Vendors – Details about the vendors that have been approved as suppliers for the catalog item.
Click Assign Recommended Vendor to select one of the vendors as the preferred supplier.
Click Add Approved Vendor to add vendors that have been approved for this catalog item and, if appropriate, enter the associated Vendor's SKU for the item from that vendor.
Enter the Retail Price and any Discount you have negotiated, then Asset Manager Essentials calculates the Price that you are charged.
•Suggested Alternatives – Link to alternative items already in the Product Catalog that are appropriate substitutes if this item is unavailable when fulfilling a request.
•Journal – Add emails or notes to the catalog item.
•Attachments – Attach a document to the record, or add a URL link to a relevant website. URLs must include the https:// prefix.
•Audit History – Automatically tracks changes made to key attributes of this record.
3.When you have entered the required data, click Submit.
The Status changes to Approved.
By default, when you submit a new Product Catalog item, its status changes to Approved. However, Asset Administrators can configure an approval process to ensure that the Product Catalog item becomes 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_ProductCatalogThreshold to something other than the default value of 0, and adding some users to the Product Catalog Item Approvers contact group.
To set up an approval process for Product Catalog Items:
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_ProductCatalogThreshold to something other than 0, then click Save.
4.Under Configure, expand Users and Permissions, then click Groups.
The Groups list appears.
5.Open the group called Product Catalog Item 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 when creating a new Product Catalog item, the status changes to Under Review and approval requests are 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. If a majority rejects the request, the status changes to Rejected. The status can also change to Canceled, Timed Out, or No Approvers Found depending on the outcome. For each change of status, a Journal record is created as part of the request record.
If a catalog item can no longer be purchased, you can set its Status to No Longer Purchasable. The item remains in the catalog, but can no longer be purchased. You can use the Item Details tab > Replacement Model field to direct users to the catalog item that you want to use as a replacement.
Alternatively, set the Status to Expired to remove the item from the Product Catalog completely.
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