Ordering Items

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You can record that you have ordered more licenses or inventory items, but have not yet actually purchased or received the items.

You can add a new order record or add multiple orders of an item. A record is created for each order you add. If there are multiple orders, vFire Core automatically calculates the total quantity of items in all the orders.

Until an order has been received, the items in the order are not yet actually recorded in the CMDB as in your possession. Once you get all or some of the items you ordered, you can record that you have received them.

Creating an Order

Before you start

Order/Purchase must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role. If you have jurisdictions, and want to create orders in jurisdictions other than your own, All Jurisdictions must be selected in the Order/Purchase/Transfer section on the same window.

The inventory or software must exist on the CMDB. You can add them using the Inventory Details and Software Product Details windows.The inventory or software must exist on the CMDB. You can add them using the Inventory Details and Software Product Details windows.

The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

Orders

This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.

Purchases

This tab allows you to view and manage your purchases, that is the number of items of the software product or inventory item you have purchased as well as received from an order. The state of these items can change, that is they can be on-hand, in use, reserved, and retired. Each state (also referred to as a “transaction pool”) is represented by the tabs or views in the Purchases view (that is On Hand, In Use, Reserved, and Retired).

Select the Orders tab . This is just below the Description field. The browse table shows all of the order transactions. (You may like to adjust the column widths to see all of the columns.) If no orders have been added before, only the New button is enabled. If there are orders, more buttons are enabled, namely Copy New, Update, Receive Order, and Delete.
You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.
Select the Display Incomplete Orders only radio button above the browse table to only show orders which are not yet complete, that is, orders for which you have only received some of the items. Clear the option to show both complete and incomplete orders.

Select from beneath the browse table to display the Transaction Details New Order window .

If there are existing orders, and you want to use one as a basis for the new order, select it and then select,.

Complete the details.

CMDB Item	The CMDB item identified in the original window is displayed. This is a read only field.
Status	Select the status from the drop-down list. The statuses are defined in CMDB administration when defining asset transaction statuses. Only the status that apply to the particular transaction you are performing appear in the Status list.
Quantity	Specify the quantity of the item to be ordered
Cost Center	Identify a cost center, if applicable, using the Search button. If you are in a jurisdiction, the cost centers and organizations you can select are restricted to those in the jurisdiction unless All Jurisdictions is selected in the CMDB Items tab of your Configuration Management security role. Jurisdictions are allocated to analysts through the Person Details window.
Organization	Identify an organization, if applicable, using the Search button. If you are in a jurisdiction, the cost centers and organizations you can select are restricted to those in the jurisdiction unless All Jurisdictions is selected in the CMDB Items tab of your Configuration Management security role. Jurisdictions are allocated to analysts through the Person Details window.
Location	Identify a location, if applicable, using the Search button
External Supplier	Identify an external supplier, if applicable, using the Search button
Contract	Identify a contract, if applicable, using the Search button
Warranty Start	Use the button to identify a start date for the warranty, if applicable
Warranty End	Use the button to identify an end date for the warranty, if applicable
PO Number	Key in the PO number, if available
Invoice Number	Key in the invoice number, if available
License Type	If you are ordering software, specify the license type. This field is only displayed for Software Products.
License Key	If you are ordering software, specify the license key. This field is only displayed for Software Products.

Select
The details are displayed in the browse table. A record for the order is also created in the Transaction History. The Item Summary on the inventory details or software product details is also updated automatically. The Orders quantity shows the total number of items of the software product or inventory you have now ordered.

Adding the order transaction simply records the order in the CMDB. You still need to contact your supplier to place the order.

Updating an Order

Before you start

Order/Purchase must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role.If you have jurisdictions, and want to create orders in jurisdictions other than your own, All Jurisdictions must be selected in the Order/Purchase/Transfer section on the same window.

The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

Orders

This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.

Purchases

Select the Orders tab . This is just below the Description field. The browse table shows all of the order transactions. (You may like to adjust the column widths to see all of the columns.) If no orders have been added before, only the New button is enabled. If there are orders, more buttons are enabled, namely Copy New, Update, Receive Order, and Delete.
You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.
Select the Display Incomplete Orders only radio button above the browse table to only show orders which are not yet complete, that is, orders for which you have only received some of the items. Clear the option to show both complete and incomplete orders.

Select from beneath the browse table to display the Transaction Details Update Order window.
Update the details as necessary.

CMDB Item	The CMDB item identified in the original window is displayed. This is a read-only field.
Status	Ordered is displayed by default, and cannot be changed. If you update the quantity of items purchased, the same status is assigned to all items (even if some items had a different status in the original purchase). However, if you update any other purchase details, such as the cost center or organization, the current statuses of the items in the purchase stays the same. Use the Change Availability Status transaction to change the status of selected items in a purchase.
Quantity	Specify the quantity of the item to be ordered
Quantity Received	The number of items in the order that have been received to date. This is a read-only field.
Cost Center	Identify a cost center, if applicable, using the Search button
Organization	Identify an organization, if applicable, using the Search button
Location	Identify a location, if applicable, using the Search button
External Supplier	Identify an external supplier, if applicable, using the Search button
Contract	Identify a contract, if applicable, using the Search button
Warranty Start	Use the button to identify a start date for the warranty, if applicable. If the selected contract has a start date, this is automatically displayed.
Warranty End	Use the button to identify an end date for the warranty, if applicable. If the selected contract has an end date, this is automatically displayed.
PO Number	Key in the PO number, if available
Invoice Number	Key in the invoice number, if available
License Type	If you are ordering software, specify the license type. This field is only displayed for Software Products.
License Key	If you are ordering software, specify the license key. This field is only displayed for Software Products.

Select to save the details.
The updated details are displayed in the browse table and reflected in the Transaction History. The Item Summary on the inventory details or software product details is also updated automatically. The Orders quantity shows the total number of items of the software product or inventory you have now ordered.

Receiving an Order

You can receive all items in the order, which will automatically complete the order, or, only some of the items. vFire Core automatically keeps track of the items outstanding in the order and the items received and available to use in the organization.

Before you start

Order/Purchase must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role.If you have jurisdictions, and want to create orders in jurisdictions other than your own, All Jurisdictions must be selected in the Order/Purchase/Transfer section on the same window.

The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

Orders

This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.

Purchases

Select the Orders tab . This is just below the Description field. The browse table shows all of the order transactions. (You may like to adjust the column widths to see all of the columns.) If no orders have been added before, only the New button is enabled. If there are orders, more buttons are enabled, namely Copy New, Update, Receive Order, and Delete.
You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.
Select the Display Incomplete Orders only radio button above the browse table to only show orders which are not yet complete, that is, orders for which you have only received some of the items. Clear the option to show both complete and incomplete orders.

Highlight the order you want to work with in the browse table.
Select from beneath the browse table.
Complete the details in the Transaction Details Receive Order window.

CMDB Item

The CMDB item identified in the original window is displayed. This is a read-only field.

Status

Use the drop-down list to select the status of the received items.

On Hand - Available	The items you received are ready to be used. You must select this option if you want to allocate the items
On Hand - Unavailable	The items are not yet ready to be used (such as awaiting delivery from the warehouse)

Quantity

The quantity of the item ordered. This is a read-only field.

Quantity Outstanding

The number of items in the order that have yet to be received. This is a read-only field.

Quantity to Receive

The number of items in the order that have been received. You must specify a value greater than zero in this field. It cannot exceed the value in the Quantity field. To complete the order, enter the full amount of the order.

Cost Center

Update the cost center, if applicable, using the Search button

Organization

Update the Identify an organization, if applicable, using the Search button

Location

Update the Identify a location, if applicable, using the Search button

External Supplier

Update the external supplier, if applicable, using the Search button

Contract

Update the contract, if applicable, using the Search button

Warranty Start

Use the

button to identify a start date for the warranty, if applicable. If the selected contract has a start date, this is automatically displayed.

Warranty End

Use the

button to identify an end date for the warranty, if applicable. If the selected contract has an end date, this is automatically displayed.

PO Number

Key in the PO number, if available

Invoice Number

Key in the invoice number, if available

License Type

If the item on order is a software product, this displays the license type.

This field is only displayed for Software Products.

License Key

If the item on order is a software product, this displays the license key.

This field is only displayed for Software Products.

Select to save the details. They are updated in the browse table and the Transaction History. A new purchase record is created for the received items in the Purchases - On Hand view and you can now use the items you received (allocate, reserve, transfer ownership, and more). The Item Summary on the inventory details or software product details is also updated.

When you receive all the outstanding items in the order, it is automatically flagged as complete, and appears in the Purchases – On Hand tab. Deselect Display Incomplete Orders only to show the order. A tick appears for the order in the Complete column. The value in the Received column equals the value in the Quantity column.

Now you can reserve or allocate the items.

Deleting an Order

Before you start

Order/Purchase must be selected within the Execute Transactions sections in the CMDB Items tab of your Configuration Management security role.If you have jurisdictions, and want to create orders in jurisdictions other than your own, All Jurisdictions must be selected in the Order/Purchase/Transfer section on the same window.

You cannot delete an order if all items in the order have been received (the order is Complete).

The title and any description of the current software product or inventory appear at the top of this window. The Transactions window also has two tabs:

Orders

This tab allows you to add and manage your orders, that is record the number of items of a software product or inventory item you have ordered but have not yet received.

Purchases

Select the Orders tab . This is just below the Description field. The browse table shows all of the order transactions. (You may like to adjust the column widths to see all of the columns.) If no orders have been added before, only the New button is enabled. If there are orders, more buttons are enabled, namely Copy New, Update, Receive Order, and Delete.
You can select below the table to show or hide columns. A blank value in a column means that this transaction detail was intentionally left unspecified or it is not relevant to the particular transaction.
Select the Display Incomplete Orders only radio button above the browse table to only show orders which are not yet complete, that is, orders for which you have only received some of the items. Clear the option to show both complete and incomplete orders.

Select the order you want to delete from the browse table.
Select from beneath the browse table.
Confirm the deletion.
If no items in the order have been received (the order is Incomplete), the order is removed from the browse table. If some items in the order have already been received (the order is Incomplete), only the outstanding items in the order are removed. The Transaction History is updated. The Item Summary on the inventory details or software product details is also updated.