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.

Receiving and returning purchase items


As a Configuration administrator, after you place the purchase order with the supplier, you receive one or more CIs. You can also receive the CIs without a formal purchase requisition. After the delivery of the CIs, you check that no items are missing, that correct hardware, software, and/or software licenses have been received, or that the CIs are not damaged. If the CIs are ordered by purchasing and are received in good condition, you inform the purchasing agent who then updates the purchase line item to ensure that the CIs are registered in the BMC CMDB. If a formal purchase requisition is not submitted, and the items are received in good condition, you create the new CIs. 


Related topics

Creating-and-modifying-CIs

Modifying-purchase-requisitions

If the delivery is not completely received, you inform the supplier and subsequently informs the change supervisor of the delay by updating the purchase line item associated with the ordered CIs. 

The following figure shows the purchase items flow:

CI registeration.png


After you receive the items, you can also do the following:

  • Return the CIs because they are damaged, not correct, or not needed. 
  • Replace the items that you return.
  • Return purchasing items from the CI.

On receiving items the following scenarios can occur:

  • CIs are created
    When you receive an item, a corresponding CI is created. If you receive an item that will be discovered, the CI must be updated with identifying information. After the item is on the network, it can be discovered. If the Reconciliation Engine cannot identify the discovered CI as being the same as the received CI, two CIs will represent the same item in your BMC Configuration Management Database (BMC CMDB). For information about how BMC discovery products identify CIs, see CMDB synchronizationand the Getting started with Client Management.If the PO line item is a Software CI such as Product, Package, Operating System, Software Server, or System Software, the receiving process does not generate CIs as other CI Types. 
  • Bulk item records are updated
    The item name for all received bulk items is Bulk Inventory. Bulk items received are named based on the purchase order number and part number. The naming convention used is     partNumber_orderID_requiredQty. For example, items received as part of PO 123, for part number xyz with a required quantity of 10, the bulk item record will be saved with the name xyz_123_10. With the new naming convention, searching for the received bulk items from the Receiving console is faster and more convenient.  
    Items with the same Line Item are received as a single CI, and the quantity is updated as per the received quantity. For partially received orders, when you receive the remainder of the order, the quantity of the existing CI is updated to include the additional quantity received.
  • Software license certificates are created
    For Software CIs, a license certificate is created upon receiving, if the certificate fields (on the License Certificate tab) are specified on the purchase line item. For hardware CIs, the CIs are created upon receiving.

To receive an item


  1. To see Purchase Order line items that are waiting to be received, on the Receiving console, specify your search criteria and click Search.

    receiving.gif

  2. For each item you are receiving, click the Received Qty column and update the quantity to the number of items received.

    Important

    For Software CI types, partial receiving is not allowed. You must receive the entire amount.

  3. From the Location list, select the location at which you want to receive the items

  4. Select the line item and click Receive.

    The items are received in the Default inventory location. If you selected a location in Step 3, the items are received in that location.

    The Total Received Qty column is updated with the number of received items. The number you specify is cleared from the Rec Qty column. If you receive the entire Required Quantity, the line item disappears from the Receiving console.

  5. To receive items within the line item, select the line item from the table, and click View.
  6. On the Line Item Information form, in the Received Qty field, specify the received quantity, and click Save.

To return an item from the Receiving console

If you have inspected an item but have not yet marked it as received, you can return it. For example, you might want to return an item because it arrived damaged or is no longer needed.

If the item has already been received, a CI has been created for it. If the item is damaged or is no longer needed, the configuration administrator can return it from the CI.

Do the following steps:

  1. To see purchase order line items waiting to be received, on the Receiving console, specify your search criteria, and click Search.
    Results matching your search criteria appear in the table.
  2. Select the item you want to return.
  3. Click Return.
  4. In the Return Item Information dialog box, from the Type list, select Return.
    Selecting Return indicates that you are returning the item and canceling the request for the item.
  5. (Optional) In the RMA field, specify a Return Materials Authorization (RMA) number.
  6. In the Quantity to Return field, reduce the number of items have yet to be received.
    This number cannot be greater than the number remaining to be received.
  7. In the Reason for Return field, provide a reason for the return.
  8. Click OK.
    If you return the total number of items remaining to be received, on the Receiving console, the item is removed from the table. If you return fewer items, the Required Qty value is reduced by the number you return, but the line item remains in the Receiving console.

To return an item to be replaced

You can replace the items that you return. First, contact the supplier and arrange for a replacement of the return. Then, mark the item for replacement in the Return dialog box.

Do the following steps:


  1. To see purchase order line items waiting to be received, on the Receiving console, specify your search criteria, and click Search.
  2. Select the item you want to replace.
  3. Click Return.
  4. In the Return dialog box, from the Type list, select Replace.
  5. (Optional) In the RMA field, specify a Return Materials Authorization (RMA) number.
  6. In the Quantity to Return field, specify the number of items to be replaced.
    This number cannot be greater than the number remaining to be received.
  7. In the Reason for Return field, provide a reason for the replacement.
  8. Click OK.

To return an item from a CI

If an item has been received and a CI was created for it, a configuration administrator can return or replace the item from the CI.

  1. Open a CI, as described in Searching for records in the application consoles.
  2. From the navigation pane, select Functions > Returns.
  3. In the Return Receipts dialog box, click Create.
  4. In the Return Information dialog box, from the Type list, select whether you are returning or replacing the item.
  5. (Optional) In the RMA field, specify a Return Materials Authorization (RMA) number.
  6. In the Quantity to Return field, specify the number of items being returned or replaced.
    This number cannot be greater than the number remaining to be received.
  7. In the Reason for Return field, provide a reason for the return.
  8. Click OK.

 

Tip: For faster searching, add an asterisk to the end of your partial query. Example: cert*