Use templates for purchase requests that occur frequently. You can set defaults for populating fields in the Purchase Request screen and mySupport portal (if applicable). To access the Purchase Request Template screen, select Purchase Request Templates on the Purchasing Configuration menu and then click the Create link. Purchase Request Template Screen Example
Name |
Enter a name for the purchase request template. This name will display for selection in the Purchase Request screen. |
Default Status |
Select
the open status level to populate the Status field in the Purchase
Request screen. You can click the Create New |
Append Short Description/Comments to Existing Text |
Select Yes to add a blank line and the text from the Short Description and/or Comments field to existing text when the template is applied to a saved purchase request. |
Make Available to Support Representatives |
Select Yes to include the template in the list of templates for selection in the Purchase Request screen. |
Make Available to mySupport |
Select Yes to allow the template to be used on the mySupport portal. You can create a link to the template using the mySupport Navigator screen. |
Short Description |
Enter the text to populate the Short Description field in the Purchase Request screen. |
Approval Cycle |
Select
the predefined approval cycle to assign to purchase requests created
via this template. This will override any other approval cycle
(customer, category) associated with a purchase request. You can
click the Create New |
Rule Group |
If
applicable, select the rule group to apply when the template is
selected in the Purchase Request screen. The rule group assigned
to the template will replace any existing rule groups that may
be in effect (for the customer or customer’s company). Use the
Create New |
Cost Center |
Select
the cost center to populate the Cost Center field in the Purchase
Request screen. You can click the Create New |
Job Function |
Select the job function to populate the Job Function field in the Purchase Request screen. |
Recipient |
Select
the support representative or customer to populate the Recipient
field in the Purchase Request screen. You can click the View/Edit
|
Requested By |
Select
the support representative or customer to populate the Requested
By field in the Purchase Request screen. You can click the View/Edit
|
Bill To
|
Select
the support representative or customer to populate the Bill To
field in the Purchase Request screen. You can click the View/Edit
|
Comments as Placeholder |
Select On to remove the configured text in the Comments field when the user clicks in the field in the Purchase Request screen. |
Comments |
Enter the text to populate the Comments field in the Purchase Request screen. If On is selected in the Comments as Placeholder field, the text will disappear when the user clicks in the field in the Purchase Request screen. |
Click the Add Line Item button to add line items to the purchase request
template. After making an entry, use the Save icon
to save it or the Cancel
icon
to undo your entry. Use the Edit
icon
to modify an entry.
Field |
Description |
Asset Type |
Select the predefined asset type associated with the product to be included on the purchase request line item. Count tracking can be enabled for asset types; this will cause Unit Count, Unit Label, Unit Cost, and Unit Price fields to be included on an Asset record if the type is selected. If a Product record with a count-enabled asset type is selected on a purchase request and the flag to create an asset (when all items are received) is enabled, the received count will be added to the Asset Wizard for creating the Asset record. |
Vendor |
Select the vendor associated with the product to be included on the purchase request line item. |
Product |
Select the product to populate the Product field on the purchase request line item. |
Quantity |
Enter the number to populate the Quantity field on the purchase request line item. |
Rate Amount |
Enter the cost to be multiplied by the entry in the Quantity field; the result will be included in the Amount field for the purchase request line item. |
Taxes and Fees |
The taxes and fees associated with the product and vendor appear. Taxes and Fees records are set up via the Taxes and Fees screen (accessed via the Desktop Create menu). |
Expected (Days) |
Enter the number of days (after the purchase request creation date) to be used in the calculation of the date to display by default in the Delivery field on the purchase request line item. |
Delivery (Days) |
Enter the number of days (after the purchase request creation date) to be used in the calculation of the date to display by default in the Delivery field on the purchase request line item. |
Asset Create |
Select this checkbox to create Asset records for the total quantity when all of the expected quantity for the line item is received. If a customer is the recipient on the order and the asset type uses the Owner field, those records will be populated with the customer. A link to the purchase order will be included in the History section of the Asset record and a link to the newly created Asset records will be included in the History section of the purchase order. |
The Custom Fields tab contains custom fields configured via the Custom Fields screen; select the values to populate custom fields by default in incidents created by the template.
Use the Format tab to add formatted text and images to appear at the top (header) and bottom (footer) of the mySupport Purchase Request Submit screen.