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.

Managing purchase orders

After the purchase requisition has been priced and approved, it becomes a purchase order and is routed to purchasing. A purchasing agent submits the purchase order to a supplier for purchase.

Before you begin

Ensure that the purchase requisition is approved. For more information, see Approving the purchase requisition.

To search for purchase orders

As a purchasing agent, you can search for and view purchase orders that are in preparation, on order, partially received, received, or canceled.

  1. In the navigation pane on the Purchasing console, select Functions > Search Order.
  2. In the Search Purchase Order dialog box, specify your search criteria, and click Search.
  3. To view a purchase order, select the item from the table, and click View.

To complete a purchase order

When purchasing agents first open a purchase order, they might need to complete some additional fields.

Do the following steps:

  1. On the Purchasing console, from the Show list, select Orders to Place.
  2. Select the purchase order you want to place, and click View.
  3. If necessary, on the Purchase Order form, from the Payment Terms list, change the payment terms.
  4. In the Notes to Supplier field, add any notes to the supplier.
  5. If the tax rate is known, in the Tax Rate field, specify the tax rate. 

  6. If the shipping and handling amount is known, in the Shipping & Handling field, specify the shipping and handling amount. 

  7. Click the Shipping tab.

  8. If necessary, complete the fields in the Ship to Address and Bill to Address areas. If necessary, change the default values in the Freight TermsShip Via, and Shipping Options fields.
    The Tracking tab contains read-only information, for example, whether the order can be accessed by using a web service.
  9. Click Save.

Important

  • If a tax rate is entered at the purchase order level, the tax rate is calculated, and distributed across the line items based on their actual price. A line item is charged a tax only if the Taxable field is set to Yes; the default value for this field on the Purchase Line item is Yes. The Tax field on the purchase order shows the sum of the tax amounts of its taxable line items.
  • If a shipping and handling amount is entered into the purchase order, it is split at the line item level based on the actual price. After a purchase requisition is approved, and a purchase order is created from it, monetary updates to the purchase requisition are considered done.

To place a purchase order

As a purchasing agent, you can send a purchase order to a supplier by email or by web service. You can also send it manually.

Do the following steps:

  1. Open a purchase order.
  2. In the Purchase Order Information form, click Place Order.
  3. In the Place Purchase Order dialog box, from the Place Order Using list, select EmailWeb Service, or Manual.
    • If you select Web Service, the order becomes accessible to a web service. Another application can use its web service to accept the order.
    • If you select Manual, you must complete a purchase order on paper.
  4. If you select Email, complete the remaining fields as follows:
    • Complete the Send To field, and, optionally, the CC and BCC fields with the recipients of the message.
    •  If appropriate, modify the subject line from the default value.
    • Review the message text. If necessary, you can change it.
  5. Click Save
    On the Purchase Order Information form, the status of the purchase order changes to On Order.

    Important

    You can generate the License Certificate after placing the order for software types of the line items. To do this, in the Configure Rules form, set the Auto Receive field to Yes

To resend a purchase order

As a purchasing agent, if you must change a purchase order after you have placed it, you can resend the order.

Do the following steps:

  1. Open a placed purchase order.
  2. In the Purchase Order Information form, click Resend Order.
  3. In the Resend Purchase Order form, repeat steps 2 through 5 in the procedure To place a purchase order.
    .

To cancel a purchase order

  1. Open a purchase order, as described in Searching for purchase orders.
  2. On the Purchase Order Information form, click Cancel Order.
  3. When prompted to confirm whether to cancel the order, click Yes.
  4. In the Cancel Purchase Order dialog box, from the Cancel Order Using list, select EmailWeb Service, or Manual.
  5. If you select Email, complete the remaining fields as follows:
    1. Complete the Send To field and, optionally, the CC and BCC fields with the recipients of the message.
    2. If appropriate, modify the subject line from the default value.
    3. Review the message text. If necessary, you can change it.
  6. Click Save. On the Purchase Order Information form, the status of the purchase order changes to Canceled.

To generate a report from the Purchasing console

As a purchasing agent, you can generate purchasing reports from the Purchasing console.

  1. In the navigation pane on the Purchasing console, select Functions > Reports.
  2. On the Reports console, from the Report Name list, select the report you want to run.
  3. Categorize the fields you want to search by using the Tier fields, as described in Creating and modifying CIs.
  4. Click Run Report.
  5. In the Enter Values dialog box, type new values for the report title and the subtitle.
  6. Click OK and Close.
    The report appears.
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