📄️ Overview
Purchasing is the function of buying goods and services from external sources in an organization. The Purchase department initiates the function as and when required. Purchase Management is a process that tries to streamline the purchase function of an organization by defining a workflow.
📄️ Purchase List View
The Purchase List View allows the technicians to track and manage all the purchases at one place. It displays a list of purchases along with the options like refresh and column selection at one place. The purchase list displays the details as per the columns selected. Also, you can filter the list using the default or custom filters.
📄️ Creating a Purchase Order
You can create a new purchase order directly into the system when you are logged in. To create a purchase order,
📄️ Purchase Order Details Page
On the Purchase Order Details page, you can view the complete details of the purchase order and perform the desired activity. To view the Purchase Order Details page, on the Purchases List page click on the ID, and the below page appears.
📄️ Collaboration
In the Collaboration tab, you can collaborate and make notes for the purchase order.
📄️ Adding Relations
This tab enables you to build a contextual information by linking the various items. It gives you an option to create relationships between a purchase order and other Requests, Assets, and Projects.
📄️ Asking for Approval
An approval process makes sure that there are no unauthorized actions. You can ask for an approval only if an owner is assigned to the purchase order. For some, the approvals can be mandatory to process a purchase order.
📄️ Audit Trail
The Audit Trail tab displays all the actions that you and other technicians have performed. This tab is common at all places in the system. When you are on the details page of any PO, it displays the concerned activity logs only.
📄️ Notifications
You can send custom email messages to a single and a group of people (stakeholders). This helps them to understand the progress and blockers in the resolution process. The Notifications tab displays a list of sent emails (1) and allows you to send new emails using the Send Email button (2) as shown below.
📄️ Ordering PO to Vendor
This option enables you to place an order to the vendor once the PO is generated. To do so,
📄️ Manage PO Settlements
Purchase Settlements include invoice and payments of the purchase items.
📄️ Receive Purchase Items
This option enables you to update the quantity of items received. Also, the status of the purchase order changes accordingly.
📄️ Archiving a Purchase Order
Once the ordered items are received and the PO is closed, you can archive it if required.
📄️ Asset Reconciliation
Purchase order is closed when ordered assets are received and payment is done. The assets received are automatically added to the CMDB with the status In Stock. When these Assets are discovered during an Asset Scanning (could be Agent-less or Agent Based), duplicate entries are created in the CMDB. A technician has to manually reconcile each asset with an In Stock asset. Reconciliation facilitates proper inventory management where a technician knows exactly which assets are available for the assignment.