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Procure

xAssets Fixed Asset Management User Guide
Section 2 – Menus

Procure

The Procure menu handles the acquisition side of asset management, covering the lifecycle from purchase request through to purchase order approval and commitment reporting. Use this menu when you need to create, track, or approve purchase orders for fixed assets.

Prerequisites

  • You must be in the Fixed Asset Management profile (see Fixed Asset Management Profile).
  • To create purchase orders, you need appropriate user group permissions for the Procurement tables.

Procurement menu showing Purchase Requests, Purchase Orders, and PO reports

The Procure menu provides access to:

Menu Item Purpose
Purchase Requests View and manage purchase requests submitted by users
Purchase Orders View all purchase orders in the system
New Purchase Order Create a new purchase order
Purchase Orders Awaiting Approval Quick filter showing POs that need action from an approver
PO Commitment Reports Track outstanding order values for budget and cash flow planning

Creating a New Purchase Order

To create a new purchase order:

  1. Select Procure > New Purchase Order from the menu.
  2. Complete the purchase order form:

New Purchase Order entry screen with fields for requestor, approver, cost centre, supplier, carrier, currency

  1. Fill in the key fields:
Field Description
Requestor The person requesting the purchase
Approver The person who must approve the order before it proceeds
Cost Centre The cost centre to charge the purchase against
Owning Department The department that will own the assets
Supplier The vendor supplying the goods
Carrier The delivery carrier (if applicable)
Billing Currency The currency for the purchase — this determines how amounts are recorded
  1. Use the additional tabs at the bottom of the screen to enter delivery instructions and approval information.
  2. Click Save to create the purchase order.

Approval Workflow

Purchase orders can require approval before they are actioned. The approval workflow is:

  1. A user creates a PO, which starts in a "Pending Approval" state.
  2. The designated approver reviews the PO via Purchase Orders Awaiting Approval.
  3. The approver either approves or rejects the order.
  4. Approved orders can proceed to goods receipt.

Tip: Use the Purchase Orders Awaiting Approval menu item regularly to ensure POs are not held up waiting for action. Delayed approvals can block asset receipts and affect your period-end figures.

Commitment Reporting

The PO Commitment Reports show the total value of outstanding (undelivered) purchase orders. This is useful for:

  • Budget tracking — knowing how much of your capital budget is already committed
  • Cash flow planning — understanding upcoming expenditure
  • Period-end review — identifying orders that may need to be accrued

Financial Impact

When assets are received against a purchase order, the system can automatically create purchase transactions in all books. This links the procurement process to the financial asset register, ensuring that acquisition costs are captured accurately from the point of purchase.

Warning: If you create assets directly (via the Receive menu) without linking them to a PO, you will need to enter the purchase amount manually. Using the procurement workflow ensures financial data flows through automatically.

  • Receive — Receiving assets into the register
  • Financial Transactions — Viewing and managing transactions on individual assets
  • For detailed procurement workflow configuration, refer to the xAssets Procurement Guide.