Create Sourcing Request or Purchase Requisition in SPO via Asset Management Workspace

As an Asset Manager, you can create an SR or PR in SPO from the Asset Management Workspace to fulfill asset requests submitted through Employee Center.

Before you begin

Role required: sn_spend_asset.spo_shopper

About this task

After an employee submits a request through the Employee Center or an automated stock rule is triggered, the Asset Manager can view the request in the Service Catalog application and start sourcing and procuring the requested items from the appropriate Asset Management Workspace.

The Asset Management workspace used depends on the type of items being requested, such as hardware, software, or enterprise assets.

• Asset Workspace
• Hardware Asset Workspace
• Software Asset Workspace
• Enterprise Asset Workspace

To ensure a seamless integration between Asset Management and SPO, the following updates have been implemented:

• SPO's Purchase Requisition (PR), Sourcing Request (SR), and Purchase Order (PO) tables are mapped to their corresponding tables in Asset Management to enable smooth data flow between the two products.
• When a PR, SR, or PO is created in SPO, the associated data and states are synchronized with the corresponding PO in Asset Management.
• The Asset Management Purchase Order (PO), generated during the creation of a sourcing request or purchase requisition, provides visibility to both the employee and the asset manager.
• Asset Management Purchase Order Lines (POLs) are generated after a supplier has been awarded in the sourcing request flow.
• The Asset Management PO includes references to SPO's SR, PR, and PO records.
• The Asset Management POL includes references to SPO's purchase requisition line (PRL) or POL records.

Procedure

1. Navigate to All > Open Records > Requests.
2. Open the request.
3. On the Catalog tasks tab, select and open the sourcing task for the request.
   
4. Select Source Request.
   

   A confirmation message is displayed informing you that you're being redirected to the appropriate Asset Management workspace.

5. Select OK.
6. On the Sourcing page, select Purchase.
   

   You' are guided through stages that enhance the better together experience using SPO's Shopping Hub workflows, helping you efficiently source the products you need.

7. On the Select the requested items you want to purchase page, select the items that you requested.
8. Select Select Supplier.
   
9. On the Select suppliers for requested items page, select the suppliers from whom you want to buy the requested items.
   

   Note:

   The purchase quantity you specify should not exceed the quantity specified on the original request in the Service Catalog application. In the Purchase quantity field, if you specify a quantity that exceeds the original quantity, you see a message that informs you that the total quantity selected exceeds the quantity to be sourced.
10. Select Request items and checkout.
    One of the following occurs depending on whether the requested items have a price associated with them.

    • For products that do not have an associated price, the sourcing flow is triggered. For more information, see Create sourcing request from the Asset Management Workspace.

    • For products, that have an associated price, the purchasing flow is triggered. For more information, see Create purchase requisition from the Asset Management Workspace.
11. Select Checkout.

• Create sourcing request from the Asset Management Workspace
  As an asset manager, use SPO's sourcing flow from the Asset Management Workspace to complete checkout when the requested item doesn't have contractual pricing.
• Create purchase requisition from the Asset Management Workspace
  As an asset manager, use SPO's purchasing flow from the Asset Management Workspace to complete checkout when the requested item has contractual pricing.