Procurement

4 min

Overview

Procurement is the process of acquiring goods and services to support organizational operations. In the system, procurement manages requests, approvals, purchase orders, receiving, and asset assignment while maintaining visibility, cost control, and compliance. It connects vendors, purchase orders, invoices, and assets across the procurement lifecycle.

Work flow

Request → Approval → Purchase Order → Receiving → Asset creation → Assignment

Roles and Permissions

The following roles are involved in procurement operations:

Procurement Manager

Storage Manager

Asset Administrator

Asset Manager

Mobile Asset Managers can also receive assets using the mobile application, including barcode scanning during delivery.

Procurement is supported through workspaces that manage purchasing, receiving, and asset tracking. Assets can be procured from the Product Catalog or created through custom purchase orders.

Product Catalog

The Product Catalog contains standardized assets with approved vendors and predefined costs. Using catalog items simplifies purchase order creation and ensures consistency in pricing and sourcing.

If an item is not available in the Product Catalog, it must be manually defined during purchase order creation.

Procurement Levels

The system supports three levels of procurement detail, each providing increasing control over tracking and delivery:

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.

Items used over time and not returned after issuance, such as printer ink, toner, paper, cables, or low-cost accessories like a mouse or keyboard and other inventory items. They are not tracked as returnable assets and are replenished as required. Consumables can be linked to one or more storage spaces but typically don't have an associated asset value.Items used over time and not returned after issuance, such as printer ink, toner, paper, cables, or low-cost accessories like a mouse or keyboard and other inventory items. They are not tracked as returnable assets and are replenished as required. Consumables can be linked to one or more storage spaces but typically don't have an associated asset value.

Procurement

Overview

Procurement Components

Asset Creation in Procurement

Template Asset Records

Hardware and Software Procurement

Limitation of Consumable Assets