Asset Purchase Request

The information about asset purchase requests registered in the system is stored in the ITAM Purchase Request (itam_purchase_request) table. Asset purchase management is a part of the process of managing assets.

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Roles required:

• Create – itam_purchase_manager, admin.
• Read – itam_purchase_agent.
• Update – itam_purchase_manager if assigned to the task; admin.

Create an asset purchase request

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To create an asset purchase request, complete the following steps:

1. In the agent interface, navigate to ITAM → Purchase → ITAM Purchase Requests.
2. Click Create and fill in the required fields.
3. Click Save or Save and exit to apply the changes.

ITAM Purchase Request form fields

Field	Mandatory	Description
Subject	Y	Specify the subject of the request.
Fiscal period	N	Specify the fiscal period within which the purchase is planned.
Provider	Y/N	Specify the provider you are planning to purchase assets from. The field becomes mandatory during the purchase request registration if Direct is selected in the Purchase method field.
Cost center	Y	Specify the cost center the purchase will be made for.
Purchase method	Y	Select the purchase method. Available options: Competitive is intended for purchasing assets in the format of a tender or other competitive procedures used to determine the supplier. Direct is intended for purchasing assets from a specific Nomenclature provider. Note that the request for a direct purchase can include only those demand items the nomenclature of which has the relationship with the specified provider in the Nomenclature Provider (itam_m2m_nomenclature_provider) table. Other is intended for purchasing procedures that are neither competitive, nor direct.
Amount	Y	Specify an approximate purchase request amount. The value in this field is automatically updated with the sum of all demand items of the purchase request after an active specification is uploaded.
Currency	Y	Specify the currency of the purchase request amount.
Total including VAT	N	The field is completed automatically with the amount of the purchase request including VAT if a value is entered in the VAT field.
VAT	Y	Select a VAT rate if applicable. Available options: VAT exempt 10% 18% 20%
Description	N	Specify the description of the purchase request.
Cost category	Y	Specify the cost category you are planning to use for the purchase.
Contract	N	Specify the active contract you are planning to use for the purchase.
Purchase documentation	N	Specify a document package to be used for the purchase.
Assigned user	Y/N	Specify the user who is assigned to process the purchase request. The field is not mandatory if the Assignment group field is completed.
Assignment group	Y/N	Specify the group a member of which will process the purchase request. The field is not mandatory if the Assigned user field is completed.
Activity Feed	N	The widget allows you to track changes in records and communicate with involved stakeholders by providing additional comments.

Related lists

• Demand Items – a list of demand items for which assets will be purchased.
• Approvals – a list of approval tickets with their states and names of approvers.
• Active Specification Items – a list of specification items from the latest correct specification.
• Specification History – a list of processed specifications.

Process an asset purchase request

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Complete the following steps after you have created an asset purchase request:

1. Compile a purchase list.
2. Initiate the approval process for the purchase request.
3. Specify the contract and supplier if it has not been done earlier.
4. Upload a specification file.
5. Wait until the purchased assets have been delivered to the stock. You can track their states in the Assets related list.
6. Register the assets that have been delivered to the stock. To do so, click Register assets in the upper-right corner.

tip

• You can create an asset registration task as soon as the first goods from the purchase request have been delivered to the stock.
• A purchase request can have only one active asset registration task at a time. After the task is completed, you can create a new task for the next group of assets to be registered and so on.
• After a registration task has been created for a purchase request, assets that are not related to the purchase request cannot be added to the task. However, you can delete the assets that have been purchased from the registration task to register them later.

Purchase list widget

The Purchase list widget has been developed to display nomenclatures to be purchased consisting of all demand items added to the purchase request. Purchase list fields:

• Demand item
• Fiscal period
• Asset quantity (Qty)

You can add or delete demand items by using the Add demand items and Remove demand items buttons, respectively.

Upload the specification file widget

The Upload the specification file widget is displayed after the purchase request enters the In progress state.

The widget is designed to provide the final purchase amount. In the widget, upload the purchase specification as an XLSX-file with a list of nomenclature models and actual prices excluding VAT.

After processing your file, the widget displays a message with the specification analysis results and a link to the list of Purchase Request Specification Items. In case of errors, they are grouped by type.

Error types in the purchase request specification

• Incorrect nomenclature – a nomenclature model in the XLSX-file does not correspond to any of the nomenclature models in the Purchase list.
• Incorrect price – a cell in the Price per item (excluding VAT) column of the XLSX-file either contains a value that is negative or not a number, or is empty.
• Duplicate – the same nomenclature model is specified in the XLSX-file more than once.
• Not found – the nomenclature model from the Purchase list was not found in the XLSX-file.

Upload the specification file

To upload your specification file, complete the following steps:

1. (optional) Download the specification template in the .xlsx format by following the link in the widget.
2. Specify the nomenclature models and prices per piece excluding VAT in the XLSX-file.
3. Drag a completed XLSX-file into the widget window or click Upload from device to add your file.
4. Click Process file to compare the XLSX-file against the Purchase list.
5. (optional) Click Restart and repeat steps 1–4 in case of errors or updating prices.

Manage a purchase request

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UI action	Description	Role required
New	Click the button to create a new purchase request. The request is created in the Registered state.	itam_purchase_manager admin
Save	Click the button to apply the changes.	itam_purchase_manager admin
Save and exit	Click the button to apply the changes and return to the previous page.	itam_purchase_manager admin
Start work	Click the button to start work. The request enters the In progress state.	itam_purchase_manager admin
Add demand items	To add demand items into the purchase request, complete the following steps:: Click Add demand items. In the modal window that opens, select one or more required demand items and click Add selected to confirm your choice and return to the form. (optional) Click Cancel to return to the form without applying any changes.	itam_purchase_manager if specified as the Assigned user admin
Remove demand items	To remove demand items from the purchase list, complete the following steps: Click Remove demand items. In the Demand Items related list, select one or more unwanted demand items. (optional) To select or deselect all demand items in the list, select or clear the Select all checkbox correspondingly. Once you have selected the required items, click Remove demand items. Confirm or cancel your action in the confirm box that appears.	itam_purchase_manager if specified as the Assigned user; admin
Send for approval	Click the button to send the request for review to approvers. The request enters the Approval state until the resolution is provided by every approver.	itam_purchase_manager if specified as the Assigned user; admin
Add approvers	Click the button to add more users to review the request. The button appears in the Approval state. The list of additional approvers is valid for one approving session only. When you need to process an approval more than once, you may need to re-add the additional approvers or you can run the approval session only with the approvers set by default.	itam_purchase_manager if specified as the Assigned user admin
Purchase	Click the button to start the purchase process according to the request. The request enters the Purchase in progress state.	itam_purchase_manager if specified as the Assigned user admin
Complete	Click the button to complete the purchase request. The request enters the Completed state. The button is available when the following conditions are met: the purchase request state is In progress. all related registration tasks are Completed, if any. the Asset Update (itam_asset_update) table records are Downloaded, if any.	itam_purchase_manager if specified as the Assigned user admin
Cancel	Click the button to cancel the purchase request. The request enters the Canceled state.	itam_purchase_manager if specified as the Assigned user admin

Purchase request states

The table below describes the purchase request states.

State	Description
Registered	A new purchase request record enters the state after saving. An existing record in the Approval state becomes Registered if an approver rejects the request.
Approval	A registered record enters the state if sent for approval.
Approved	A record in the Approval state enters the Approved state if all approvers approve the request.
Purchase in progress	An approved record enters the state if sent for purchase.
In progress	A record in the Purchase in progress state enters the In progress state after the assigned user starts their work on it.
Completed	A record in the In progress state enters the Completed state if the assigned user clicks Complete on the request form.

When a purchase request enters the Completed state, every related demand item containing a value in the Purchase field is updated with a corresponding number of purchased assets. The demand item form also displays the Purchased label.

Complete work early

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You can complete the purchase request as long as the request is In progress unless there are incomplete registration tasks associated with the request.

The related demand items that include assets which were not purchased keep their relationship with the current purchase order.

To complete work early, follow the steps below:

1. Click the Complete button.
2. Fill in the required fields in the modal window that opens.
3. Click Complete to apply the changes.