Best practices for HAM purchasing workflow with external system (Coupa)

Robert _ysakows · ‎11-15-2023

We're approaching HAM Pro implementation and one of the early decisions is how to approach purchasing. We will use external system to create PO (Coupa). We want to capture the asset in HAM as soon as possible, preferable once PO has been acknowledged and vendor can provide us the asset data. Have a couple of questions to that:

1. Do we need to create PO in ServiceNow to be able to create assets prior the delivery? All we want is to capture that assets are 'on order'.

2. Are there any disadvantages of not creating the PO in ServiceNow? Since we will use Coupa to manage this piece I am wondering if having a duplicate PO in ServiceNow brings any benefits.

3. Have anyone integrated creation of POs in external system with ServiceNow and can share experience?

4. If we do not create a PO in ServiceNow, can we use ASN to create 'on order' assets prior the receipt?

thanks,

Robert

Ashok Sasidhara · ‎11-16-2023

If you are making use of ASN, it should be fine to create assets in 'in transit' state as per OOB behavior. The main objective is just to create assets before they arrive so that it is easier to validate the list of assets and their specifications while receiving them. The skipping of 'on order' state should not have any impact as such.

I also noticed that the description of the Coupa connector mentions SAM only. But it seems strange if they are considering only software assets without including hardware purchases. I would suggest to raise a hi-ticket to clarify this with ServiceNow.

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Robert _ysakows · Monday

No, we did not go for this solution. Our purchasing is done outside of ServiceNow.