New Purchase Request

Overview:

This section will guide you through adding a new purchase request into the HelpSTAR system.  This functionality can be used to purchase new assets such as computers, office furniture, office supplies, etc.

1. Ribbon Toolbar:

Automatic Email Update

Communication

• Quick Message: Post a message from this request to a specified party. 

• Reminder:  Schedule an automatic reminder for yourself, or other support reps.

Properties

• User Properties:  View user properties (i.e. User name, organizational unit, phone number, etc.).

• Organizational Unit Properties:  View Organizational Unit properties (i.e. Organizational Unit name, number of service requests from this organizational unit, and a listing of users in the organizational unit).

• Company Properties:  View Company properties (i.e. Company name, number of service requests from this company, and a listing of users in the company).

History

• User History:  View a history of requests submitted by the selected user during the date range that you specify.

• Organizational Unit History: View a history of requests submitted by the selected organizational unit during the date range that you specify when clicking this button.

• Company History: View a history of requests submitted by the selected company during the date range that you specify when clicking this button.

2. General Information:

• Request Type: Select the type of request you would like to add.  By default, the request type will be "Generic Purchase Request".   It is possible for you to create different request types (i.e. Office Supplies, etc.) via User Defined Fields.

• Requester: Enter the name of the user who is requesting service.

• Title: Enter a short description of the request.  It should be concise to facilitate title searches.

3. Importance:

• User Urgency: Request urgency as reported by requester. Levels of urgency are as follows:

• Critical
• High
• Medium
• Low

·  Internal Priority: Requests priority as determined by the dispatcher. Levels of priority are as follows:

• Critical
• High
• Medium
• Low

4. Scheduling:

• Begin Work: Set a start date for working on this request (optional).

• Due By: Set a deadline for completion of this request (optional).

5. Current Location:

• Current Location: The current location of your request – see "Move To" field (below) for an explanation of the options.

• Move To: Move this request to the appropriate destination.  A request can be moved to any of the following:

• Dispatch:  Forward the request for review so that it can be assigned the appropriate priority and forwarding/scheduling options.

• My Service:  Forward the request to be "In Service" folder of the user moving the request.  Only support reps have this option.

• Queue Folder:  Forward request to a shared queue folder.

• Another Rep’s Service:  Forward a request directly to another support rep’s "In Service" folder.

• Close:  Once the work on a request is completed, the request should be closed.

6. Purchasing Status:

• Pending Status: This section is an un-editable field which displays the status of your Purchase Request.  A purchase request can be any of the following states:

• Pending
• Declined
• Approved
• Partially Approved
• Ordered

7. Memo:

• Time Worked: Actual elapsed time request has been worked on.

• Time Code: Support reps may select different time codes for billing clients.  Time codes can be associated with cost and are set in User Privileges.

• Private Memo: If support reps do not want an update to be visible to the end user, they may check this option.

• Memo: A full description of the problem. Enter information relevant to the request.  This will assist support reps in viewing the history of a request.

8. Product Order Listing:

The "Product” drop-down field allows you to request products.  After choosing a product, the requester can edit the "Quantity".  You will have the option of selecting an "Urgency" and "Due By" date that are specific to this product. The requester can also enter a "Memo" (optional) for this particular product.  You can repeat the process if you wish to request additional products by clicking on the line below the last line completed line.

Once you have entered all the Purchase Order information, click on the Save button in the Quick Access toolbar.

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See Also:

Approve Purchase Requests

Declined Purchase Requests

Ordered Purchase Requests

Receive Purchase Orders

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