Associate Service Requests with Purchase Orders

Service Requests involve delivery of some sort of service like laptop, phone, tablet etc., to the requester. This type of requests can be completed only after a series of tasks are performed. For example, in case of a laptop delivery, the technician will check whether the requested asset is available (in store) and might have to seek for higher authority's approval before proceeding with the service delivery. Now, when the requested service is not in store, then service delivery process has to begin from scratch: that is, first the purchase order (PO) for the service request will be created and submitted to the concerned vendor; then the asset will be acquired and provided to the requester.

Since Service Requests are often associated with Purchase Orders (maybe new or existing), ServiceDesk Plus provides an option to associate Service Requests with Purchase Orders (and vice versa) from the request details page as well as from the purchase details page.

Remember::

Only technicians having roles with permission to edit and view both request and purchase modules can associate/detach purchase orders from service requests

Associate Service Request to Purchase Order

To associate service request with purchase order, do the following:

From the request list view, select the service request to be associated with the purchase order by clicking on the subject of that request
Click Associate PO button availabe in the request details page (present at the right side). [OR]
Click Actions dropdown and select Associate PO option
Associate Purchase Orders popup will open up
Select the purchase order from the available list (or) by filtering the available list using various PO filters options like Open POs, Pending POs, Closed POs etc., [OR]
You can also search for the purchase order using the PO number, PO name, PO status etc., using the search icon available at the right extreme of the columns.
Click Associate PO button

Associating Service Request to multiple Purchase Orders

Sometimes a single service request might involve several purchases and therefore might have to be associated with multiple purchase orders. To associate a service request with multiple purchase orders, do the following:.

Select request by clicking on the request subject
Click Associated PO dropdown button availabe in the request details page (present at the right side) and select Associate PO option [OR]
Click Actions dropdown and select Associate PO option
Select PO(s) that you want to associate with the Service Request and click Associate PO button

Viewing Associated Purchase Orders

To view details of the purchase order (PO) associated with the Service Request, do the following:

Select request by clicking on the request subject
Click Associated PO dropdown button availabe in the request details page (present at the right side) and select View Associated PO option [OR]
Click Actions dropdown and View Associated PO option
Click on the PO Name link and the purchase order will open up in Print Preview mode

Remember::

Requesters can view the list of associated purchase orders but cannot access the PO details

Detach Request from Purchase Order

In case the technician wants to delete the purchase orders associated with the service request once the purchase is completed, he/she can do so by following the steps given below:

Select request by clicking on the request subject
Click directly on the Associated PO(s)
Select Purchase Order
Detach PO button

Note:

Technicians of the Service Request will be informed about the Purchase Order's status - whether the PO related Items have been received, partially received (or) whether the Purchase Order has been rejected by higher authority - through notifications

Any number of Purchase Orders can be associated with a Service Request