[Music] i'm laurence tyndall here at glidefast consulting and today i'm going to show you the purchase orders module in servicenow before we go into service now i want to take a few minutes to explain what a purchase order is and why it's important to track and manage them in service now a purchase order po is a document issued to a vendor from a buyer which lists out all of the assets that the buyer wishes to purchase a purchase order usually lists out the following information for each individual item price item quantity serial number model product sku and a detailed description purchase orders in servicenow can be created either manually in the purchase orders module or they can be created directly from an item request in the sourcing task in today's tutorial we're going to create a purchase order from scratch directly from the purchase orders module for demo purposes we'll be creating a purchase order for 10 15-inch apple macbook pro laptops please note in order to use the purchase orders module you'll need to have the procurement plugin installed in your servicenow instance and have the procurement under scott admin or procurement underscore user role assigned to your user account now that we've covered what a purchase order is let's go into service now and create a purchase order the first thing you'll want to do is go into the application navigator and type in purchase orders click on the purchase orders module located under the procurement application a list of purchase order records will now be displayed click on the new button a blank purchase order form will now load in the first field number this is the unique system generated number for this purchase order in the next field due by this is the date in which the total cost of the purchase order must be paid for demo purposes i'm going to select a random date next week next we have the vendor field this is the vendor in which you'll be making the purchase order with for this example i'm going to select amazon in the next field ship 2 this is the stock room where the purchase order will be shipped and delivered to for this example i'm going to select the san diego south warehouse next we have the short description field this field describes the purchase order for this example i'm going to enter purchase order for 10 15-inch apple macbook pro laptops in the next field po date this is the date and time in which the purchase order was created as you can see the field has already been auto-populated with the date and time i started creating this purchase order next we have the status field this field automatically displays the status of the purchase order the value that is displayed in this field is controlled by the purchase order workflow throughout the life cycle of a purchase order a purchase order can go through any one of the following states requested ordered received cancelled or suspended in the next field assigned to this is the individual who is assigned to the purchase order and will manage it throughout its life cycle for this example i'm going to select a bell tutor next we have the bill 2 field this field allows you to select a location for which this purchase order will be billed to for this example i'm going to select 4193 university avenue san diego california now that we've covered the main fields on the purchase order form let's take a look at the general and details tabs in the first tab general here you can select the shipping method the purchase order terms the shipping rate and the purchase order description for these fields i'm going to select next day ground for shipping since this is the method that amazon uses then i'm going to select net 30 days as the payment terms and for the shipping rate i'm going to leave this as zero dollars since we're utilizing our company's amazon prime account which offers free shipping and in the description field i'm going to leave this blank as the short description pretty much sums up the purchase order you'll also notice that we have a read-only total cost field this field automatically calculates the total purchase order amount based upon the shipping and purchase order line item costs you'll see later on in this tutorial the total cost value will increase in the final tab details this tab contains additional details around the purchase order in the first field initial request this field is read-only and empty because we're creating the purchase order from scratch if we were generating this purchase order directly from a request on the portal then the request number would be displayed in this field next we have the requested by field this field allows you to select who requested this particular purchase order for this example i'm going to enter abraham lincoln in the next field requested this is the date and time in which the purchase order was requested as you can see the system has automatically added the date and time when we started creating this purchase order record next we have the ordered field this field will be auto-populated with the date and time when the purchase order has been ordered in service now this field is populated when we click on the order button which we'll get to in a few minutes in the next field expected delivery this is the date and time for when we'll be expecting the delivery of the goods included in this purchase order for demo purposes i'm going to select a random date two weeks out from now next we have the received field this field displays the date and time in which we receive the purchase order this field is automatically populated when we mark the assets as received in service now in the next field contract this field allows you to select a contract which is associated with this purchase order since there isn't a contract already in the system i'm not going to select one but if you did have a purchasing agreement contract with one of your vendors you'd be able to select it in this field next we have the department field this field allows you to select the department which is responsible for the payment for this example i'm going to select i t in the next field budget number this is the budget number which the purchase order will be going against typically in large organizations this number will usually be found in an enterprise resource planning tool like sap or some other accounting system for demo purposes i'm going to enter one two three four five nine nine in the final field vendor account this is the account number that we have with the specific vendor in this example i'm going to enter our amazon prime account number which is eight eight seven seven three two one now that we've completed populating the purchase order form right click on the form header to save it you'll now see that we have three new related lists towards the bottom of the form in the first one purchase order line items this related list is used for creating the purchase order line items that will be included in this po in the next related list assets this related list will display the assets that have been received and created in the system upon receiving them through this po in the final related list receiving slips this related list will display all of the receiving slip records that have been generated for this purchase order a receiving slip is basically a record that documents when and who received the assets relating to this purchase order typically you'll have one receiving slip for a purchase order but if the goods are delivered over multiple shipments then you'll have multiple receiving slips now that we've covered these three related lists let's go ahead and create the purchase order line items for this po click on the new button a blank purchase order line items form will now load in the vendor field i'm going to enter amazon and in the product model field i'm going to enter apple 15-inch macbook pro you'll notice that when i selected the vendor and the product model that the list price and cost fields were auto populated with values the reason for this is because the hardware model module you have vendor catalog items and for this particular model there is a vendor catalog item created for amazon with the list price and cost defined this feature is pretty nifty because it will always populate the form when ordering an item from a vendor where a vendor catalog item is defined in the next field product catalog this field allows you to select the product catalog which this purchase order line item relates to for demo purposes i'm going to leave it blank next we have the part number field here you can define the exact part number of the product you're ordering from the vendor for this example i'm going to enter mv912 ll forward slash a in the next field request line this field allows you to select the requested item record and which this purchase order derived from since i'm creating this po from scratch i'm going to leave this field blank next we have the expected delivery field in this field i'm going to select a date during next week now that we've completed filling in this purchase order line items form click on the submit button to create this record the purchase order is now ready to be ordered click on the order button you'll notice that the status of the purchase order has changed to ordered and we now have an option under the related links section for creating the hardware assets prior to delivery some organizations like to create the assets included in a purchase order before they're delivered so they have visibility in the system whereas some organizations like to wait until they have the assets in hand for demo purposes i'm going to wait until i receive the purchase order until i create the assets the next step in the purchase order process is to receive the assets to do this click on the receive button you'll now be navigated to this receive purchase order screen from this screen you can see the assets you are receiving the remaining quantity the unit cost the receiving quantity the receiving stock room and you also have the option to reserve the asset for an individual if needed in today's demo i'm happy with all of the values that have been pre-populated in these fields but if anything did change between submitting the po and now you can make those changes here a good example of that could be that the ordered quantity was increased or the receiving stock room was changed you'll also notice there is an icon next to the receiving quantity field clicking this icon will display the capture asset tags modal and from here you can enter an asset tag serial number and a user that this particular asset is reserved for for demo purposes i'm going to enter some random values into these fields if this was a real world scenario this would be the perfect time to scan the asset and capture these values into servicenow click on the done button now that we've entered these values click on the submit button you'll now see that the status of the purchase order has changed to received and all of the fields are read only and in the assets related list you can see the asset was automatically created for this purchase order and that is all for today's tutorial on purchase orders and service now good luck and thanks for watching