Purchasing Tab

Overview:

The Purchasing tab allows users with the Asset Administer privilege to create and manage purchase requests through all states of the process - approval, placing an order and receipt of an ordered item.

1. New:

2. Purchasing Tasks:

• In Dispatch: Users with the Dispatch privilege can view a list of requests currently in Dispatch by clicking the "Dispatch" button. The resulting listing will show both service requests and purchase requests.  When a request is submitted by a user, it automatically goes to "Dispatch".  Selecting this button will allow you to view all requests that are in Dispatch, so that you can assign them to specific queues to be worked on by reps.

• Approve: Once purchase requests have been created they must be approved by a user with the Purchase Approval privilege. This user will receive alarms when purchase requests are forwarded to his/her assigned Queues or to his/her Service.

• Place Order: Once the purchase request has been approved, a user with the Asset Administer privilege is required to place purchase orders from approved purchase requests.

• Receive Order: Once an order has been physically received, you can specify this in Receive Order.  The received items will become assets in HelpSTAR and be assigned to the requester of the initial Purchase Request.

• Void PO: Select this button if you wish to void an open purchase order.

3. View:

• Purchase Requests: View a listing of purchase requests that are either:

• In Dispatch: Purchase requests that have yet to be assigned to a queue.
• Awaiting Approval: Purchase requests that have yet to be approved.
• Approved: Purchase requests that have been approved.
• Declined: Purchase requests that have been declined.
• Ordered: Purchase requests that have been ordered.
• Received: Purchase requests that have been received.

•  Purchase Orders: View a listing of purchase orders that are either:

• Opened: Purchase orders that haven't been received yet.
• Closed: Purchase orders that have been closed.
• Voided: Purchase orders that have been voided.
• Find: Define criteria to search for a specific purchase order.

4. Administer:

• Products: Select this button to manage your existing products or add products to your database (if you wish use HelpSTAR to submit Purchase Requests and Place Purchase Orders). Typically, products are items that can be purchased from a Vendor.

• Add a New Product
• Manage Existing Products

• Vendors: Select this button to create a new company that is a vendor or manage your existing vendors.

• Adding a New Vendor
• Manage Existing Vendors

• Assign Product/Vendors: Select this button to Assign Products in your help desk to vendors.

• Purchase Order Options: Select this button to enter default values for "Billing/Shipping" address’s, "Ship Via" and "Terms and Conditions". When placing a purchase order, these fields display the information entered in the Purchase Order Options.

5. Data Analysis:

• Reports: Select this button to run the Purchasing Report which shows all products that have been ordered but not yet received (based on the specified date range for the Issue Date).

The Purchasing Report allows you to follow up with Vendors regarding the delivery of their products. Within the date range that you specify, the report will show all products that have not been received or that have only been partially received.

See Also:

Service Requests

Configuration Management

Knowledge Management

HelpSTAR Customization

Data Analysis