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Welcome to December's ITSM Blog Post. In this Blog post we will learn how we can Use BMC Asset Management to create purchase requisitions to order items needed to resolve incidents or complete change requests. This section also discusses how to receive and return items represented as configuration items (CI's).

 

A Purchase requisitions is created as the first step to order items and software licenses

 

1) Creating a Purchase requisitions: From the Purchasing console select Functions -- Create requisitions

Fill in the required details as shown in the screen shot below.

BGPST1.png

 

 

 

For the complete details of the information required refer to the document below.

 

Creating purchase requisitions

 

NOTE: If Installation Needed flag is set to Yes, BMC Remedy Asset Management can automatically generate a change request from a purchase requisition

(for example, purchasing a laptop for a new employee).

 

If you are ordering an item which is already present in the catalog click on the Tab “Select Configuration”

 

 

 

If not, alternatively you can manually add the line Item, following the steps provided in the following document.

 

Specifying purchase items manually

 

In this example we would be adding the line item Manually

 

When you click on the Add button the Line Item Information Page is displayed.

 

NOTE: 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.

 

If you selected one of the software CI types in in the CI Type+ list, 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.

 

Purchase requisition states

 

A purchase requisition can be in any of the following states:

  • In Preparation — The requester is modifying the purchase requisition.
  • Pending Pricing — The purchase requisition has been routed to purchasing for pricing.
  • Quote In Progress — The purchase requisition is in purchasing and is being priced.
  • On Hold — The requester or the approver suspended the purchase requisition.
  • Pending Approval — The purchase requisition is pending approval. In this state you can reduce the quantity of items or remove items. You cannot add new items.

 

 

Once the Purchase request is submitted, optionally you can select “Request Pricing” in that case the status of the request moves from “In Preparation ”  to “Pending Pricing” and then it can be moved to “Quote in Progress” depending on the Actual status of the purchase requisition.

 

 

 

Once the Negotiation on Pricing in done you can either select Submit for Approval or you can Select Hold or Cancel.

NOTE: The “Quote in Progress” gets re-enabled once it is submitted for Approval.

In case the Request is rejected, then in can re-enter the negotiation cycle again.

 

 

IMPORTANT: Please note that the Supplier Information in the line Item is filled correct.

If the Supplier information is not present in the Line Item details or if the estimated Price is not provided, the Purchase Requisition will remain Stuck in the “Pending Pricing” status, even after the request is submitted for Approval.

 

 

The Approval tab shows for whom the approval has been generated.

 

 

 

 

The Approval Request goes to the Manager for whom the Line item has been Requested for.  In this case Mary Mann

 

Mary Mann can now Approve/Reject the Request from the Approval Central.

 

 

 

Once the request is Approved, the Status of the Purchase Request is set to Approved.

 

 

Once the Purchase Requisition is Approved, a new Purchase Order is created which can be searched using the Requisition ID,

from the Purchasing Console Function -- Search Order

 

 

Click on View tab to View the Order details.

From the Order details page one can Place the Order or Cancel it.

 

When the Order is placed an email, notification is sent to the Vendor using the details present in the request.

 

 

 

 

 

2) Receiving the Line Items

 

 

After you have placed the purchase order with the supplier, the next step is to receive the items from the supplier. When items are received

From the Application fly out menu Navigate to the Asset Management -- Receiving console.

Search using the Order ID or the Purchase Order Number.

 

In order to receive the CI , enter the quantity of the CI that you want to receive , in the Received Quantity column and click on Receive Tab

 

 

 

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.

Also, the status of the Order is set to “Partially received” till all the Required Qty has not been received.

 

 

When the CI’s are received a respective entry for the same is created in the CMDB in the respective class

 

NOTE: 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.

 

 

As you can see the CI created from the Purchase Order follows a Naming convention.

 

 

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 updates 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.

 

Returning/Replacing purchase items

If you have inspected an item but have not yet marked it as received, you can return/replace it.

For example, you might want to return an item because it arrived damaged or is no longer needed.

 

 

 

From the Receiving Console, search for the order line items waiting to be received and select the Item you want to return.

Click on the Return Tab

In the Return Item Information dialog box, from the Type list, select Return/Replace.

Selecting Return indicates that you are returning the item and canceling the request for the item.

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.

 

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.

 

In the Reason for Return field, provide a reason for the return and click on 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.

 

 

Returning purchase items 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.

From the Asset Management Console search for the Specific CI that needs to be Returned. From the Functions Select Returns.

 

In the Return Receipts dialog box, click Create.

In the Return Information dialog box, from the Type list, select whether you are returning or replacing the item.

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.

In the Reason for Return field, provide a reason for the return and click on OK

 

 

Common Problems Faced

 

  1. A corresponding CI is not created when the Item is received from the receiving console.

The process starts with an escalation “AST:LPI:Delete_Esc” It runs at an interval of every 1 minute and delete the record from the AST:PurchaseLineItem_Processing form.

The filter “AST:LPI:ReceiveItems_900_CallGuide” which is configured to execute on Delete action triggers and call the filter guide “AST:LPI:ReceiveItems ” Following four filters in the guide are responsible to create the asset CI

AST:LPI:ReceiveItems_000_CreateAsset`!

AST:LPI:ReceiveItems_000_CreateAsset_1

AST:LPI:ReceiveItems_000_CreateAsset_2

AST:LPI:ReceiveItems_000_CreateBulk`!

 

So, make sure that the escalation is enabled and running correctly. Try changing the escalation pool for better performance.

 

 

2.Status of Purchase Requisition is stuck in 'Pending Pricing' even after clicking on Submit for Approval

If you submit purchase items that are missing either the estimated price or the

supplier name, their status changes to Pending Pricing.  Make sure that the correct Supplier name as well as the estimate pricing information is present in the line item.

 

 

 

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