Purchase Order Management

create and manage purchase order to create a purchase order open the purchase orders workspace and click new the requisition number is automatically generated enter the purchase order number if known; otherwise, enter it can be added later enter data in submitted by , date submitted , name , and vendor (required to associate contracts with line items) and then click save add line items to the purchase order go to line items tab, select new line item from drop down and then select consumable , hardware , or software select the catalog item , if the item exists in the product catalog; fields will auto populate, else enter data manually consumables item name hardware item name , type , and sub type software item name (if applicable) enter quantity and cost per unit the total cost is calculated automatically to create asset or create consumable, select create asset or create consumable check boxes, if you want to create template asset records immediately when adding a hardware or consumable line item but asset or consumable records are not required, deselect the create asset or create consumable check box after purchase, reopen the line item and enable the check box to generate the records in the appropriate workspace if the asset already exists, deselect the check box and manually link the line item to the existing asset from the assets tab to track it without creating duplicates starting with release 2026 2, the system groups consumables based on their asset subtypes when you add an item that matches an existing asset subtype, the system groups it with items of the same subtype you can receive partial deliveries and transfer stock in any quantity, and the system automatically updates quantities and locations to maintain accurate inventory for more information, see handling consumable deliveries and storage docid\ eswf4nx mrp7przjyydeb prior release to 2026 2, when you buy the same consumables multiple times, the system makes a new record for each purchase instead of adding them together the inventory shows multiple entries, transfers move one full record at a time, and the item does not show in the correct storage space for more information, see limitation of consumable assets docid\ atpan2aj6nscbxpwtgo9x for hardware, search for an existing contract or create a new one only contracts associated with the selected vendor are available similarly, search for or create a contract line item only line items linked to the selected contract are available click save the line item is added to the line items tab, and contract line items appear under associated contracts tab the purchase order appears under purchase orders tab for the related contracts, and any asset records created from the purchase order show the contract line item under the contracts tab add more line items to this purchase order as required associated tabs enter details in the other associated tabs as required vendor details – view vendor details here and click go to to open the vendor record vendor scorecards – view or create scorecards for vendor performance on this order assets – link assets fulfilling this order linked assets display order details in the finance tab of the hardware assets workspace invoices and shipments – manage related invoices and shipments asset requests – link any customer asset requests these show order details under purchase order tab in asset requests workspace task – add and manage order related tasks assign tasks to a team; status defaults to logged , and notifications are sent to the team owner update status as progress occurs asset administrators can manage tasks in the tasks workspace journal – add emails or notes attachments – attach documents or include urls (must start with https //) associated contracts – view contracts linked to catalog items and click go to to open audit history – tracks changes to key order attributes automatically if you wish to add more line items later, click save , or click submit , if the order is complete after submission, the status changes to approved and line items can no longer be added line items appear in the purchase line item workspace after submission, if a purchase order number was added, template asset records are created with status on order and appear in both the purchase order assets tab and the hardware assets workspace after submission, if no purchase order number was added template asset records are created only after entering the number and clicking save 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 to set up an approval process by default, when you submit a new purchase order, its status changes to approved however, the asset administrator can configure the use of an approval process, so that the purchase order is approved only after the majority of the purchase order approvers contact group has approved the item click the icon in the menu bar at the top of the page the configuration console displays in a new browser tab in the left navigation, expand build > global constants look for ivnt purchaseorderthreshold in the list double click in the value column set the number to the number of members you'll assign in step 6 below, then click save in the left navigation, expand configure > users and permissions > groups double click the group called purchase order approvers under the member tab, click link and select the users you want on the approvers list click select click save and close the configuration console refresh the purchase orders workspace now, when you click submit when creating a new purchase order, the status changes to under review and approval requests are automatically sent out to the appropriate people when over 50% of the group has approved the item, the approval is completed and the status changes to approved for more information, see employees, departments, teams, and contact groups docid\ w nsxs4rdfb61gsald6az