In the Mid Tier interface, the following table describes the steps involved in the purchase process:
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| Configuration administrator
| - Submits purchase requisitions for items
- Receives and secures items
- Reconciles line items of the purchase order with the packing list or other documents
- Ensures the quality of the received item. Returns the item if necessary.
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 to 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. | - Check whether the required CIs exist.
If they exist, update the configuration management database (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. |
| Configuration administrator Contract manager or software asset manager | Creates a requisition for software licenses. | Create a purchase requisition to order items that are not available.
For software, a contract manager or software asset manager creates a purchase requisition for software licenses. | | |
| Configuration administrator Contract manager or software asset manager | | - Fill out a purchase requisition form if new CIs are ordered.
- Check if the contact details of suppliers are updated in the service management applications.
If contact details are no longer up-to-date, the configuration manager ensures that the supplier information is registered or updated. - Provide information about billing, shipping, and accounting codes, and indicate whether installation is needed.
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| Configuration administrator | | If you enter the line items manually, route the purchase requisition to purchasing for pricing. If pricing is not needed, route the purchase requisition for approval. | | |
| | - Prices the line items
- Routes the purchase requisition for approval
- Places the order with the vendor for items on the purchase order after receiving approval
| - Receive the purchase requisition from the configuration administrator
- Price the line items.
- Obtain the necessary quotes from the supplier
- Route the requisition for approval.
| | Purchasing agents might have access
only to Purchasing Console, which
provides access to purchase requisitions
and purchase orders. |
| | Approves or rejects the purchase requisition | - Approve or reject the purchase requisition.
- Generate a purchase order to acquire the requested CIs
Important: If the purchase requisition is rejected, it is routed back to the configuration administrator for any changes, and then it is resubmitted for approval.
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| | | - Order line items on a purchase order.
- Modify any cost center or accounting information
- Place an order with the supplier 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.
Important: Software license purchases typically do not require a physical shipment. Other line items on the purchase order, however, might be for the physical media. | | |
| Configuration administrator | | - Verify if correct line items are received 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 a reshipment.
If the items are being returned and not replaced, the system updates the line item quantity on the purchase order and original purchase requisition to reflect it 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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