What is everyone doing for purchasing?

Sean_Bean

We have this Asset Management solution with purchasing, invoicing, hardware/software tracking that we are looking to fully leverage.  I will try to keep my frustrations out of this.

The idea is to use the purchase order in the portal as our purchase order.  First step is to submit a purchase order in the system, and have it approved by a manager.  From there, use that approved purchase order to print a PDF to then send that PDF copy to our vendors (or have the system do it).  The rest of the purchasing process will have the Cireson Asset Management at the center of that process.  From tracking order status, documenting the assets, support contracts, warranties, to invoicing and invoice paid.  This also includes having Finance go in and get the information without having to involve IT.

I've been having to break the news to our team that right now this is not a solution to use for those processes.  Out of the box it is great for documenting everything after the fact.  With the current setup, it is turning out to be an administrative overhead.  One thing is we are finding that relating items (invoices, assets, statuses, organizations, locations) doesn't always go both ways.  It is great at tracking the Hardware and Software assets and updating with SCCM.

With my Cireson experience, I was thinking of using a Request Offering to gather information then powershell/orchestrator after it is submitted to create the purchase order.  Just feels wrong doing it that way.  I'm only an IT Monkey

With that said, what are the IT teams out there using for their purchasing?  Bonus: if you are using Cireson is it a customization from a services engagement or done yourselves?

Eric_Krasner

I use Request Offerings for everything Asset Mgmt related. I have one for the PO, one for the Receiving in of the assets, one for the deploy, etc.  I use Orchestrator with all of the ROs so that the assets are updated from one step to the next.

For example, when the PO is created, the runbook creates the associated assets in ordered status and the Display Name is made up of the model#, PO#, Order#, and an ordinal (i.e., 1-10).  When the techs receive in the assets and put our asset tags on them, the RO they use asks for them to select the HWA and provide asset tag, serial number, location, status, etc.  I filter the list in the RO based on the Order#.

My goal is to keep the techs from having to touch the HWA directly so that we don't end up with disparate levels of information across all the assets.

Eric_Krasner

I use Request Offerings for everything Asset Mgmt related. I have one for the PO, one for the Receiving in of the assets, one for the deploy, etc.  I use Orchestrator with all of the ROs so that the assets are updated from one step to the next.

For example, when the PO is created, the runbook creates the associated assets in ordered status and the Display Name is made up of the model#, PO#, Order#, and an ordinal (i.e., 1-10).  When the techs receive in the assets and put our asset tags on them, the RO they use asks for them to select the HWA and provide asset tag, serial number, location, status, etc.  I filter the list in the RO based on the Order#.

My goal is to keep the techs from having to touch the HWA directly so that we don't end up with disparate levels of information across all the assets.

Sean_Bean

@Eric_Krasner Very good idea keeping people out of the HWA and the console.  Sounds like the solution is setup pretty well.  Are you able to do everything with native Orchestrator SCSM Integration Pack without PowerShell?
I'm not seeing a good way to attach files or assign the PO creator.  Even with the PowerShell SMLets.

Sean_Bean

I've been looking at using RO further.  It has its challenges in settings up, but not impossible to implement.  Working through several gotchas and I've found you will need PowerShell.

If there is anyone else that wants to share please do!