Using Purchase Orders in Tickets that are NOT related to Parts

@therealt 

The first thing that comes to mind would be to create a custom field for the different purchase orders. And apply them to the tickets. 

What is the end goal for this? Reporting on which tickets are using specific purchase orders? 

Every asset in our inventory was obtained via a purchase order not just repair parts.  The end goal was to link assets to a purchase order.  Thanks for your response.  It is greatly appreciated.

We have a custom field set up for our “new order” tickets that our secretary enters the PO into each time they place a new order ticket. It is awesome because it lets you search/filter by PO down the line, and gives you dates for reporting out for fiscal year purchases. Once we receive the item, we can add the PO number to the Asset’s custom field upon entry into the system.

@TAnders 

Would you be able to post a screenshot of a sample “new order” ticket set up? We could really use something like this, but I’m not sure I fully understand how you are setting it up.

@dbreault Here is what we have set up, I made a ticket template for our Tech Secretary who does all the Tech Purchasing to use. They just have to press the New Tech Order template and it will pre-populate the issue type, they fill in all the rest of the information there as shown in my examples. After they enter the ticket they assign it to the site Tech in charge of receiving it. The only rule I have run after it is to assign it to the “TSS” team which is our set of technicians at the main office so one of us is aware to look for an item to receive, then set it to a status that doesn’t bother us with stale reminders. Once we receive it we enter the Serial and Asset tags. Then we set the status to Waiting for Pickup if a site technician needs to come get it, or Waiting for Delivery if it is something the warehouse needs to deliver. The site technicians create the actual asset in our system (although I’m looking to maybe change that to us since that is hit or miss I’m discovering) if it is not something that we have white gloved first, then they link that asset to the ticket. Everything all in one spot for reporting using the view that I showed above also.

If it is something that a site ordered and we have to bill the site, that information can be entered into the ticket as well. All our billbacks populate into a view that I made for our Tech Secretary to process at the end of each month with a rolling monthly change over for resolved tickets flagged as a Billback.

The only thing I may add is an actual “Date purchased” field instead of entering it as text in the description, but with the way we label our PO numbers, I can easily grab all PO numbers from a certain fiscal year based on the actual PO number, so for our use, we don’t really need a separate date field, but it is something else you could add if desired.

Let me know if you need anything else.

@TAnders 

Thank you!! I will start testing this set up and let you know if I have questions. I think this might be exactly what we are looking for.

​@dbreault Was Tander’s response what you were looking for? What was your solution here? 

​@TAnders This is yet again another great use of ticketing to handle workflows.

This example shows a way of using a ticket to manage each and every purchase, which then gives you a record you can look back on that is related to every asset that is added to the system!  If a tech forgets to add the PO to newly created assets, you have a ticket/record you can refer back to that will help you know which PO to associate with it.

Thanks for sharing, ​@TAnders ! ​@dbreault let us know if you see a use for this. ​@therealt let us know if this solves your need as well.

​@VCollins_iiQ  ​@Kathryn Carter 

Thanks for following up with me on this issue. I don’t remember why we didn’t use this in the end. I checked my ticket templates and do still have one set up for new orders. I’ll have to revist this and see if I can get something working.