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.

Overview of purchase requisitions

In BMC Helix ITSM: Asset Management, the purchasing process starts when the user requires an item that is not available in the inventory and ends when the item is received and installed by the organization. 

The following figure shows the purchase requisition process flow:

CI Requisition.png

Process flow of the purchasing process

The following table describes the steps involved in the purchase process:

Sequence

Role

Role description

Tasks

Reference

Remarks, if any

1

Configuration administrator


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.

For example, a support specialist might work on an incident that involves a request for new memory. Or, a change coordinator might get a request from an IT director to upgrade all laptops in the company with the latest Microsoft Windows operating system. If the item is not in inventory, the change coordinator assigns a task to the configuration administrator to submit the purchase requisition.
When the purchased item arrives, the configuration administrator receives and secures the item, reconciles line items of the purchase order with the packing list or other documents, and ensures the quality of the received item. If necessary, the configuration administrator returns items.

Check if the required CIs exist, if they exist update the CMDB with the information concerning the related CIs., or when a contract needs to be added or updated.

Use the configuration catalog to check inventory for current items. If the items are available, reserve them to be removed from inventory.

If the configuration administrator asks for installation assistance and BMC Helix ITSM: 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.

Sometimes an item must be returned after the CI is created in the database. In this situation, the configuration administrator can change the status of the CI to Return to Vendor and create a return receipt, await reshipment, or return the item.

2

Configuration administrator

Contract manager or software asset manager



A contract manager or software license manager can create a requisition for software licenses.

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.


3

4

5

Configuration administrator

Contract manager or software asset manager


If new CIs are to be ordered, fill out a purchase requisition. Check the service management application to see if the contact details of the suppliers, which should be asked to submit quotes, are up-to-date. If a supplier has not yet been registered, or if its contact details are no longer up-to-date, the configuration manager ensures that the supplier information is registered or updated.

To add line items to the purchase requisition, use either of the following methods:

  • Search the configuration catalog for the items that you need. Add the items from the catalog.
  • Manually add the line items.

Provide information about billing, shipping, and accounting codes, and indicate whether installation is needed.


6

Configuration administrator


If entering the line items manually, route the purchase requisition to purchasing for pricing. If pricing is not needed, route the purchase requisition for approval.



8

Purchasing agent

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.

Receive the purchase requisition from the configuration administrator, price the line items, or obtain the necessary quotes from supplier, and then route the requisition for approval.

Purchasing agents might have access
only to the Purchasing console, which
provides access to purchase requisitions
and purchase orders.

10

Approver

The person responsible for approving or
rejecting the purchase requisition is typically
a manager.

Approve or reject the purchase requisition. If the purchase requisition is approved, the purchase requisition generates a purchase order to acquire the requested CIs. If the purchase requisition is rejected, it is routed back to the configuration administrator for any changes, and then it is resubmitted for approval.


11

Purchasing Agent


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 Helix ITSM: 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 Helix ITSM: Asset Management, and includes the purchase order number, invoice number, shipping information, and so on.
Software license purchases typically do not require physical shipment. Other line items on the purchase order, however, might be for the physical media.


12

13

Configuration administrator


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.
If the items are being returned and not replaced, the system updates the line item quantities on the purchase order and original purchase requisition to reflect this, and also updates the purchase order amount. Record which items are received or partially received. The corresponding CIs are created in BMC Helix CMDB and can be accessed in BMC Helix ITSM: Asset Management.
Fifteen days after all the items are received, the purchase order and purchase requisition are closed.

If the received items need installation, the system creates a change request.



 

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