Procurement

The Procurement Manager and Storage Manager user 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.

The Asset Administrator or Asset Manager roles also have access to these workspaces.

There are three levels of 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.

If your organization is using the Ivanti Service Manager app for Android- and iOS-based smartphones, users with the role of Mobile Asset Manager can take delivery of assets that are line items of a purchase order. Use the app to scan asset barcodes into the database from the point of delivery. For details, see the section below.

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.

Taking delivery via the smartphone app

You can use the Ivanti Service Manager app for smartphones to take delivery of hardware assets that are line items of a purchase order. Use the app to scan asset barcodes into the database at the point of delivery.

This feature is available as part of the latest version of the app. For details about downloading and setting up the app for use in your organization, see Scans via smartphones.

Getting started

Before you can take delivery via the app, complete the following steps:

Important: After app setup is complete, contact Ivanti support and ask that they turn on the EnableReceivingNewAssets feature on your ITAM cloud or on-premises tenant. You can't take delivery via the app if this feature isn't enabled.

Create and save a purchase order in ITAM with one or more hardware line items as described in the procedure above. When adding each hardware line item, fill in the fields for Item Name, Type, Sub Type, Quantity, and Cost Per Unit. The product automatically calculates the Total Cost. Leave the Create Asset check box selected to create template asset records once the order is submitted.

Submit the purchase order for approval. This action will update the order to Approved status, and the template asset records will display under the Asset tab with a status of On Order.

Define a delivery location with a storage space within ITAM. For details on setting up both, see Locations and storage spaces.

Taking delivery

Once the assets are delivered, you can use the app to scan each asset's barcode into the database, then take delivery. These actions will update the asset records with a serial number, a new status of In Stock, and a storage location.