Asset Management allows new items to be assigned to sites through Purchasing in the top navigation bar. This process allows you to record essential purchasing data (purchase order number, purchase date, vendor, funding source, FRN, and quantity).
- Navigation:
- Admin/Site View
- Purchasing
A purchase order can be utilized by multiple sites to assign newly acquired items to those sites.
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Adding a Purchase Order
This process requires administrator-level credentials. Creating an Asset Management purchase order requires the products and vendors, respective to the purchase order, to exist in your Asset Management data.
- Click on Purchasing, located in the top navigation bar.
- Click on Add Record.
- Enter the purchase order details. Red fields are required information. The default status for a new purchase order is "Open."
- Click on Add.
Adding Products to a Purchase Order
- Click on Purchasing, located in the top navigation bar.
- Filter the "Purchasing" grid to locate the respective purchase order.
- Click on the respective purchase order's row. The grid expands.
- In the Products tab, click on Add Record.
- Enter the product details. Red fields are required information.
- Click on Add.
- To continue adding products, repeat steps 4 through 6.
Import Inventory to a Purchase Order
This process allows the administrative level to import purchase order details and issue products to the room, staff, or student(S) at a site(s).
- Click on Purchasing, located in the top navigation bar.
- Click on Import Inventory. The "Purchase Order Inventory Import Manager" window opens.
- Click on Browse in the "Upload File" section to locate the respective file. Click on the file name.
- Click on Open to add the file.
- Click on Import.
- Under "Settings," select the Import To location and Active Sheet from their respective drop-down menus.
- Identify Product Name and/or Product Number from the respective column drop-down menus.
- Click on Detect Custom Fields.
- Custom fields will display in the "Required Fields" and "Optional Fields" of the "Import Details" section. If a custom field is required, it must be identified.
- Under "Import Review," set all required fields from their respective drop-down menus.
- Click on Validate. A success message appears.
- If the file does not pass validation, information about what needs correction is provided.
- Click on Finish. The "Confirm Import Window" opens.
- Click OK.