(2024.2) Purchase Order Pricing
- David Engblom
Overview
Purchase Order Pricing is an alternate way to charge for Equipment on Service Desk items. Normally the Equipment cost will be calculated from the default charges on that Equipment’s catalog. Purchase Order Pricing will override this default pricing with a charge amount based on the Purchase Price from a Purchase Order(s). There are a number of options to determine how the pricing is calculated and how a Purchase Order is selected defined below.
At a minimum, to get started using Purchase Order Pricing, a tenant configuration will need to be set up and an applicable Equipment Catalog Default Charge will need to be flagged to use Purchase Order Pricing.
Tenant Configuration
On the Tenant Form, there is a tab called “Purchase Order Pricing”. By default, the Purchase Order Pricing feature will be off. When off, the expanded functionality described on this page will not be available. Notable changes include:
Equipment Catalog Default Charges:
Grid has additional columns
Form has additional fields.
Purchase Order Form has a Service Desk Picker
Service Desk Form has a Purchase Order Picker
Service Desk Equipment has a Purchase Order Picker
Selections
There are two main tenant configurations when it comes to Purchase Order Pricing.
Purchase Order Selection
The Purchase Order Selection determines the process in which a Purchase Order(s) is selected to be used for Purchase Order Pricing.
The following options are available:
Off
Purchase Order Pricing will not be used system wide.
Existing charges calculated using Purchase Order Pricing will retain their current pricing.
All
Purchase Order Pricing will include all Purchase Orders that contained the ordered Equipment’s type.
Last
Purchase Order Pricing will use the last Purchase Order that contained the ordered Equipment’s type.
Last or Specific
Purchase Order Pricing will use a specific Purchase Order that a user has selected. The form will auto-populate with the last applicable Purchase Order.
Specific
Purchase Order Pricing will use a specific Purchase Order that a user has selected.
Pricing Selection
The Pricing Selection determines how the charge cost will be calculated. This feature is useful if there are multiple orders of the same equipment type on a Purchase Order with different Purchase Prices or multiple Purchase Orders are selected i.e. using Purchase Order Selection: All.
Average
Cost will be an average of the Purchase Price for all equipment on the Purchase Order(s) that match the ordered equipment’s type.
Exact
Cost will be the exact Purchase Price for the ordered equipment.
Highest
Cost will be the highest Purchase Price of all equipment on the Purchase Order(s) that matches the ordered Equipment’s type.
Lowest
Cost will be the lowest Purchase Price of all equipment on the Purchase Order(s) that matches the ordered Equipment’s type.
Markups
Purchase Order Pricing markups defined on the tenant are default placeholder values that will be used to pre-populate the Purchase Order Pricing markups fields in other areas of the application when they have not yet been defined. These markups will be applied to the Purchase Order Pricing cost after it has been calculated. Markup types ‘Either’, ‘neither’, or ‘both’ may be used.
Markups are applied in the following order:
Percent
Flat Rate
Percent Markup
The percent markup is an additional cost applied to the Equipment cost after Purchase Order Pricing has been calculated. The additional cost is calculated as a percentage of the Purchase Order Pricing. For example, if the Purchase Order Pricing is $50 and the percent markup is 20%, the total Purchase Order Pricing will be $60.
Flat Rate Markup
The flat rate markup is an additional cost applied to the Equipment cost after Purchase Order Pricing has been calculated. The additional cost is a raw amount with no calculation applied. For example, if the Purchase Order Pricing is $50 and the flat rate markup is $5, the total Purchase Order Pricing will be $55.
Equipment Catalog Default Charges
In order for the application to know which charge to apply Purchase Order Pricing to, a charge must be enabled for Purchase Order Pricing. Only one charge per catalog may be enabled for Purchase Order Pricing at a time. In order for the charge to be eligible for Purchase Order Pricing the charge catalog must have the following properties:
Charge Type is Nonrecurring
Override Amount is allowed
When these criteria are met, additional fields will be available on the Equipment Catalog Default Charge form.
Enable
When not checked, the charge will behave and be applied as normal.
When checked, the charge will be marked for Purchase Order Pricing. The override amount will be cleared and disabled.
Markup Percent
Markup Flat Rate
Using Specific Purchase Orders
When using a Purchase Order Selection configuration that contains the Specific option additional fields can be found in the application. Other Purchase Order Selection options will not have these additional fields.
Service Desk items and Purchase Orders will have pickers to associate relations between them. When a Service Desk item has an associated Purchase Order defined it will auto-populate the Purchase Order field on the Service Desk Equipment form but will not be restricted to only that Purchase Order.
FAQ / Tips-n-Tricks
How do I know if a charge amount was calculated using Purchase Order Pricing? / How can I see what the Purchase Order Pricing amount and markups were at the time of calculation?
On the Charges tab of the Service Desk item there is a grid column called “Source Description”. The column will contain details in regards to how the charge is being calculated.
Purchase Order Pricing was applied correctly but a custom cost is needed for this instance.
Purchase Order Pricing is applied as an override amount to the charge for that item. It can be edited to the desired override amount just like any other Service Desk charge would be as long as it is in a state that allows modifications.
Inventory Fulfillment and Exact Pricing.
When using the Exact Pricing Selection configuration and inventory fulfillment the Purchase Order Pricing cost will not be determined until a piece of equipment is selected. Other configurations and using/not using inventory fulfillment will have the Purchase Order Pricing applied immediately.