This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Creating purchase requisitions

A user with purchase user permission can create a purchase requisition. You create a purchase requisition to purchase new items or licenses for the organizational needs. Typically, the requirement for the purchase requisition comes from the change management process.

Before you begin

Your application administrator defines shipping and billing locations. For more information, see Creating sites and other locations Open link .

To create a purchase requisition

  1. In the navigation pane on the Purchasing console, select Functions > Create Requisition.
  2. In the Purchase Requisition form, provide the general information about the purchase requisition by completing the following steps:

    Important

    The Status and Requisition ID fields are read-only. The status of the purchase requisition changes depending on at what stage the purchase requisition is in its lifecycle.

    1. In the Date Required field, select the date the items are required.
    2. Select whether installation is needed.
    3. If you selected Yes and BMC Helix ITSM: Change Management is installed, select a change template from the Change Template list. The change template might contain a change request for a specialist to install this item when it is received.

    4. In the Description field, provide a description of the purchase requisition, for example, new employee setup.
    5. In the Justification field, specify why these items are needed, for example, for a new employee.
    6. In the Full Name field, specify the name of the person who needs these items, for example, a new employee.
      When you specify the person, information appears in the Phone Number and Manager fields, depending on the settings defined by your administrator.

  3. If you are ordering an item from the configuration catalog, perform the following steps.

    Important

    If you are ordering an item that is not in the configuration catalog, perform the steps described in To specify purchase items manually and skip to step 4.

    1. Click Select Configuration.
    2. In the Manage Configurations dialog box, select the configuration for which you want to view items to purchase.
    3. Click Check Inventory.
      The Configuration Information for the Name dialog box appears. The Purchase Requisition form appears again. The items in the configuration now appear on the Line Items tab on the form.

  4. Click the Details tab and complete the following fields:

    Field name

    Description

    Cost Center

    The cost center number. If the person in the Requested For field has a cost center number, the number appears here.

    Accounting Code

    The accounting code number. If the person in the Requested For field has an accounting code, the accounting code appears here.

    Project Number

    The project number

    Budget Code

    The budget code

    PR Number

    The purchase requisition number

  5. Click the Shipping tab.
  6. If it does not already appear, provide the Ship To Address and Bill To Address information. Specify shipping or billing instructions in the Instructions field.

    Important

    Your application administrator can define what appears in the lists on the Shipping tab. For more information, see Creating sites and other locations Open link .

    The Approval tab is a read-only tab. This tab shows the purchase requisitions that are pending approval, approved, or rejected.

  7. To view the signature information from the Approval tab, select a record and click View.
  8. Click on the Assignment tab and complete the following fields.

    Field NameDescription
    Support CompanySelect the company that will work on the purchase requisition.
    Support OrganizationSelect the organization within the company that will work on the purchase requisition.
    Assigned GroupSelect the Assigned Group within the support organization that will work on the purchase requisition.
    AssigneeSelect the Assignee within the assigned group who will work on the purchase requisition.
  9. Click Save.

To specify purchase items manually

  1. Find a purchase requisition, as described in Searching for purchase requisitions.
  2. On the Line Items tab, click Add.
  3. At the top of the Line Item information form, provide the following general information about the line item:
    1. In the Part Number field, specify the part number for the item.
    2. In the Description field, specify a description of the item.

      Important

      The Status field is read-only. The status of the line item changes depending on at what stage the line item is in its lifecycle.

    3. From the CI Type list, select the type of CI that you want to add to the purchase requisition.
    4. Specify the quantity and pricing information as follows:

      Field name

      Description

      Unit of Measure

      This field has a default value of Each. This field can contain any applicable value, such as Box, Bag, or Pallet.

      Required Qty

      Select the number of items that you want to purchase. The default value is 1.

      Unit Price

      The price of each item. If the unit price is not provided, the purchase requisition is routed to purchasing for pricing.

      Important:

      • If no currency ratio exists for a currency used in a line item, a warning appears when the Grand Total is computed and the price is excluded.
      • The Grand Total on the Purchase Requisition is a sum of the Estimated Price column of all its purchase line items (those in the table). The Grand Total on the Purchase Order is a sum of the Actual Price column of all its purchase line items (those in the table).

  4. On the Details tab, complete the following fields:

    Field name

    Description

    Product Categorization

    Tier 1

    Select a value from the list to categorize the item. For more information, see Creating and modifying CIs.

    Tier 2

    Select a value from the list to categorize the item.

    Tier 3

    Select a value from the list to categorize the item.

    Product Name

    Select a name to categorize the item.

    Model/Version

    Select a model or version to categorize the item.

    Market Version

    Select the market version to categorize the item.

    Important: Market version pertains to software CI types only, such as Product, Operating System, Software Server, System Software, Patch, and Virtual System Enabler.

    If you do not enter information into the Market Version field, software license management will not work correctly, and you will not be able to license the software you are using. Also, you will not be able to track the software license usage.

    The market version is set up in BMC Helix CMDB. For more information about setting the market version for Product Catalog entries, see Updating the Product Catalog data Open link . To configure rules for normalizing the market version on CIs, see Creating a Version Rollup rule Open link .

    Manufacturer

    When you select the product name, the manufacturer name might appear in the form.

    Supplier Name

    Provide a name of the company that sells the item.

    If you do not provide the supplier name, the purchase requisition is routed to purchasing to provide a supplier name.

    Notes to Purchasing

    Enter additional notes for purchasing.

    Attachment

    To add an attachment, perform the following steps:

    1. Right-click in the attachment table.
    2. From the menu, select Add.
    3. From the Add Attachment dialog box, select a file, and click Open.

    Accounting

    Cost Center

    The cost center number, filled in from the Purchase Requisition form. You can change the number, if necessary.

    Accounting Code

    The accounting code number, filled in from the Purchase Requisition form. You can change the number, if necessary.

    Project Number

    The project number

    Budget Code

    The budget code

  5. Click the Work Info tab and enter work information for the line item. 
    The Received Items and Returns tabs are read-only. You can use these tabs to see which items have been received or returned.

  6. Click the Tracking tab and add any notes about the line item.
  7. If you selected one of the software CI types in step 3c, click the License Certificate tab to search for or enter certificate information.
    In the Application Administration Console, under Application Settings > Asset Management > Advanced Options > Rules, on the Config CI Rules screen in the License Certificate tab, if you set Auto Receive Certificate to Yes, and if the Software Contract ID and License Type fields are filled in when the purchase order is placed, the system automatically creates a license certificate. If you set Auto Receive Certificate to Yes and enter the certificate ID, the system does not create a license certificate; it links to the existing certificate.
  8. Complete the following fields:

    Field name

    Description

    Software Contract ID

    The Software Contract ID that you can associate with this line item.

    1. Click Search.
      The Contact Search dialog box is displayed.
    2. In the Results list, find the contract that you want to associate with the purchase requisition, and then click Select.

      Important: To view details about the selected contract, click View.

    License Type

    Select a license type to associate with the software contract.

    Certificate ID

    The Certificate ID that you can associate with this line item.

    1. Click Search.
      The Certificate Search dialog box is displayed.
    2. Search for a certificate and click Select.
      The certificate you selected is displayed in the Certificate ID field.
    3. In the Results List, find the certificate that you want to associate with the purchase requisition, and then click Select.

      Important

      To view details about the selected contract, click View.


    Important

    When a certificate is created by means of procurement, only the number purchased is populated. The breach levels 1 and 2 have default values that has been specified in Rules. For more information, see Configuring Asset Management rules. You must answer all other questions and update breach level details on the Certificate after it has been created from procurement. These certificates are not auto grouped when created from procurement. You must manually group them. Also, the certificate will be created in the draft mode from procurement.

  9. Click Save.
    The Purchase Requisition form appears, and the line item that you created appears in the table.
  10. Click on the Assignment tab and complete the following fields:

    Field NameDescription
    Support CompanySelect the company that will work on the purchase requisition.
    Support OrganizationSelect the organization within the company that will work on the purchase requisition.
    Assigned GroupSelect the Assigned Group within the support organization that will work on the purchase requisition.
    AssigneeSelect the Assignee within the assigned group who will work on the purchase requisition.
  11. Click Save again.

To obtain pricing on purchase items

If you don't know the price or the supplier name of the items you are requesting, you can submit them to purchasing for pricing.

If you submit purchase items that are missing either the estimated price or the supplier name, their status changes to Pending Pricing. In addition, a message appears, stating that the purchase requisition was routed to purchasing for pricing.

Do the following steps:

  1. Open a purchase requisition, as described in Searching for purchase requisitions.
  2. Click Request Pricing.
  3. Click OK.
  4. On the Purchasing console, open the requisition again.
    The status of the purchase requisition changes to Pending Pricing.

To price purchase items in a purchase requisition

If you are a purchasing agent and are responsible for pricing purchase requisitions and processing purchase orders, use the Purchasing console. The Purchasing User permission gives you access to the Purchasing console. You can have access to the Purchasing console without having full access to BMC Helix ITSM: Asset Management.

In addition to being able to show your own purchase requisitions, from the Show menu, you can choose to show:

  • Requisitions to Price
  • Orders to Place
  • Orders already Placed

The navigation pane provides you with two additional links: Search Order and Reports.

Do the following steps:

  1. On the Purchasing console, from the Show list, select Requisitions to Price.

  2. Select the purchase requisition that you want to price, and click View.

  3. In the Purchase Requisition form, click Request Pricing, and click OK.

  4. On the Purchasing console, open the purchase requisition again.

  5. On the Line Items tab, select the line item that needs pricing, and click View.
    The Line Item Information form is displayed. The following figure shows the Pricing area: 

  6. In the Line Item Information form, make changes to the pricing, as necessary
  7. On the General tab, specify values in the Quote Number and Quote Info fields.
  8. If you know that the item is taxable, select Yes from the Taxable list.
  9. Click Save, and in the confirmation message, click OK.
  10. In the Purchase Requisition form, type a name in the Manager field.
  11. To route the newly priced requisition to a manager for approval, click Submit for Approval.
    The Purchase Requisition form is closed. When you open the purchase requisition, the purchase items on the Line Items tab change to Pending Approval. On the Purchasing console, the purchase requisition that you priced no longer appears in the table.

To submit the purchase requisition for approval

After you price a purchase requisition, the approver approve must approve  it. You can click Submit for Approval to change the status of the purchase requisition to Pending Approval and route it to the appropriate approver.

  1. Find a purchase requisition, as described in Searching for purchase requisitions.
  2. In the Manager field, specify a manager who has approval permission.
  3. Click Submit for Approval, and in the confirmation message, click OK.
  4. On the Purchasing console, click Refresh
    The purchase requisition's status changes to Pending Approval.

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