Procurement

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 components 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 asset creation in procurement the system generates asset records at multiple stages of procurement depending on configuration when a purchase order line item is configured with create asset or create consumable, the system prepares asset tracking before delivery template asset records template asset records are system generated placeholders representing items that have been ordered but not yet received they ensure structured tracking of assets throughout the procurement lifecycle template assets are automatically created when a purchase order is submitted asset creation is enabled on line items characteristics contains minimal procurement data (item type, quantity, po reference) is assigned an initial status such as on order does not represent a physically available asset template assets enable early asset identification before delivery structured receiving workflows integration with invoices and shipments mobile based barcode scanning and validation receiving and activation when assets are received a user opens the purchase order, invoice, or shipment selects the relevant template asset updates asset details (manual entry or barcode scan) during mobile scanning the system identifies the asset via barcode updates serial number, status, and location converts the template asset into an active asset (e g , in stock) hardware and software procurement hardware procurement hardware procurement manages physical goods that require delivery, receiving, and storage key characteristics purchase orders are used to acquire physical goods assets are generated from purchase order line items receiving is required to confirm delivery barcode scanning supports validation during intake assets are stored and assigned after receipt software procurement software procurement manages licenses, subscriptions, and entitlements key characteristics purchase orders support cost and vendor tracking no physical receiving process is required no barcode scanning or storage handling license or entitlement records are created instead of physical assets consumables 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 they are not tracked as returnable assets and are replenished as required limitation of consumable assets the system creates a new asset for each purchase of a consumable, even if the item already exists in stock this prevents tracking the total quantity of a single item for an example, if “usb two button mouse” is purchased three times with a quantity of 10 each, the system shows three separate assets of 10 instead of a combined total of 30 stock transfers treat each asset individually, and consumables may not link correctly to storage spaces or appear under the consumables tab open the purchase orders workspace and click new add a purchase line item for the consumable for an example enter 15 in quantity text field click submit , and go to asset tab and verify the created asset in take delivery quick action enter condition, location and storage space partial receipt of a po line item is not supported; only full delivery can be recorded verify the consumable status changes to in stock in status tab click go to to view the consumable asset the asset is not linked to the storage space go to stock management tab, and select the storage space the asset is displayed in the assets tab and not in the consumables tab