This section discusses the overview of the purchasing process. For in depth information on how to use BMC Asset Management to create purchase requisitions to order items needed to resolve incidents,complete change requests, or how to receive and return items represented as configuration items (CIs).
Overview of the purchasing process
The purchasing process starts when someone requires an item that is not available in inventory. The purchasing process involves IT personnel involved in different roles. The process ends when the item is received and installed. The following figure illustrates the process.
The following table summarizes the role of each person in the purchasing process:
Roles of IT personnel in the purchasing process
Description of role
Configuration administrators submit purchase requisitions for items.
Best practice: Although anyone with Purchasing User permission can create a purchase requisition, we recommend that a configuration administrator submits the purchase requisition.
The requirement for the purchase requisition comes from the change management process.
If the configuration administrator asks for installation assistance and BMC Change Management is installed, when the item is received, a change request is created. The change request notifies support specialists that they must install the received items.
Contract manager or software asset manager
A contract manager or software license manager can create a requisition for software licenses.
The purchasing agent prices line items and routes the purchase requisition for approval. After receiving approval, the purchasing agent places the order with the vendor for items on the purchase order.
Purchasing agents might have access only to the Purchasing console, which provides access to purchase requisitions and purchase orders.
The person responsible for approving or rejecting the purchase requisition is typically a manager.
The following table summarizes the tasks each person performs to complete the purchasing process:
Tasks each person performs to complete the purchasing process
For more information
Use the configuration catalog to check inventory for current items. If the items are available, reserve them to be removed from inventory.
If the items are not available, create a purchase requisition to order those items. For software, a contract manager or software asset manager creates a purchase requisition for software licenses.
Receive the purchase requisition from the configuration administrator, price the line items, and then route the requisition for approval.
Approve or reject the purchase requisition.
Order line items on a purchase order. For example, for a line item for a Dell monitor and a Gateway computer, the purchase requisition is split into two purchase orders. Each purchase order indicates a single supplier (Dell and Gateway). The purchasing agent modifies any cost center information or accounting information. The purchasing agent then places the order with the suppliers. You can place order using email, BMC Asset Management web services, or a manual method, such as fax. If an Enterprise Resource Planning (ERP) integration is present, the ERP information can be passed back to BMC Asset Management, and includes the purchase order number, invoice number, shipping information, and so on.
After receiving items, use the Receiving console to verify receipt of the correct line items from the supplier.
Determine whether any of the items received needs to be returned. If so, record what is being returned, the date the item will be returned, the quantity to be returned, and the reason for the return. Contact the supplier and await reshipment.