Create assets based on purchase orders

Completed

This unit explains how you can create assets based on purchase orders. However, to complete this process, you first need a list of asset items that can then be used as a basis for creating assets for maintenance jobs in Asset Management.

Asset items allow you to view a list of all purchase order lines that were created on those items. The purpose of this functionality is to help you create an asset in Asset Management based on a purchase order.

Your first task is to set up the items that are used for creating assets from a purchase order in Asset items. After creating a purchase order line, you then create the assets in Pending assets. It's possible to decide at which stage of the purchase order that the asset should be created.

Note

All products must be set up in the Product information management module in Supply Chain Management, before you can establish these items.

Create asset items

Follow these steps to create asset items:

1. Go to Asset Management > Setup > Assets > Items and then select New.
2. In the Item number field, select the item number from the drop-down menu.
3. On the General FastTab, in the Asset type field, select the asset type from the drop-down menu.
4. If required, you can select the Manufacturer and Model for the item.
5. Select Save. After you have saved the asset item, the product name automatically appears.

The following image is an example of the Asset items page in Asset Management > Setup > Assets > Items.

Watch the following video to see how to create assets based on purchase orders.

Create assets from pending assets

To create assets from pending assets, follow these steps:

1. Go to Asset Management > Assets > Pending Assets, where you see a list of all of the purchase orders that are based on the items that are selected in Asset items.

2. If you want to learn more about a specific asset item, select the Reference number on a purchase order line, where you see the Overview, Asset, and Inventory dimensions FastTabs.
3. You can modify which dimension should be displayed in the Inventory dimensions FastTab. Select Display dimensions from the main menu at the top of the page. The Display dimensions dialog box opens, and you're able to make your selections.
4. After reviewing information regarding this asset, you create an asset based on a purchase order line. Go back to the Pending assets list page and select Edit.
5. When you're in Edit mode, select the check box in the Mark column for that line and select Create assets from the menu bar. A message displays informing you of the asset ID.
6. If you want to add more information, you can go to the All assets list, select the asset, and then select Edit.

If it's no longer needed, you can also delete a pending asset.

1. Select Edit, select the check mark box in front of the line, and then select Discard pending assets from the menu bar.
2. A message displays informing you of the asset ID. This process doesn't delete the purchase order or the sales order.

Note

All product dimensions (size, color, configuration, and so on) are automatically transferred to the asset attributes. Tracking dimensions (serial number) are stored directly on the asset when the asset is created.

Find pending assets

To help streamline the created assets from pending assets process, you can receive a notification every time a pending asset is ready to be created as an asset.

1. Go to Asset Management > Periodic > Asset > Pending asset count.
2. On the Run in background FastTab, you can set up this job to run as a batch job, for example, once each day.
3. Select Recurrence to open the Define recurrence dialog box. From the dialog box, you can define the Start date, Time zone, End date, and Recurrence pattern.
4. When you're finished, select OK to run the job and update the list in Pending assets.

Caution

If data is changed on a purchase order after you have created an asset based on the appertaining item, those changes are not reflected on the asset.