Thank you all so much for taking time out of your busy schedules to attend our recent webinar! We hope you found it informative.
Here are the combined Q&A sessions from the two webinars. Many great questions were submitted on both days so we figured everyone would benefit from seeing them all.
Q. will we get a copy of the presentation? will this webinar be available online later for others that I work with to view?
A. Anyone who registered (whether they attended or not) should receive an automated email from GoToWebinar with a link to the archive once it's been posted, typically within a couple days. Also, archived webinar links are posted on the Events page of our website at www.gwi.com/company/events.
Q: What reports do you get with this in Assets Management?
A: There are several views included for purchasing and a data model is included for SQL Reporting Services so custom reports can be defined, but there are no standard purchasing reports provided in the current release.
Q: Under the Description field for ....more ... is there a limit to the amount of data that can be entered here?
A: The short description is limited to 100 characters, but the comments field is only limited by SQL limitations for a text field.
Q: Related to billing for hours to deploy a purchased asset....does this require the purchase is tied to an incident so that hours can be tracked? Otherwise, how does the install time get recorded so that it can be billed back?
A: A purchase order does have to be associated with an incident or change request before the time worked can be added for billing.
Q: We are on GWI 7.0. Can we go right to 7.5 or do we have to go to 7.01 fiurst?
A: You can go directly from 7.0 to 7.5.
Q: Is there anywhere within the purchase request and/or approval area where an accounting code can be entered. We need to code each purchase prior to accounting receiving the PR. If not, perhaps this can be placed as a request for a future update.
A: Custom fields can be defined through configuration for the purchase form.
Q: Is there any way to get the links to highlight over the link menus in eud? If not, please put in a feature request.
A: We will submit this as a feature request.
Q: is there an option for purchase appoval process?
A: Yes, approval cycles can be defined for purchasing. If an approval is required a the purchase request remains a request until approved at which point it becomes a purchase order.
Q: Is there a Closed Loop process/escalation/notifications to assure follow-up on receipt, asset creation/update etc...?
A: There isn't currently such as function. This will be submitted to our development team as a feature request.
Q: Is Microsoft Excel 2003 the only format that this feature will utilize? Are .csv file compatible?
A: At this time only MS Excel 2003 is support.
Q: Is it possible to customize reports to look at purchase requests by approval status?
A: Yes
Q: Can the purchase approval be set to auto-forward to the appropriate persons?
A: Yes
Q: If we order in bulk quantities, is there a way to keep track of how many items have been purchased and decrease the quantity reported in stock? Does it keep an inventory basically...
A: The purchasing module can create asset records for the bulk items that have been ordered once they are marked as received, but there is a function that allows you to select the assets that were created when they are used so that they would be deducted from the total. The current asset management features do not provide the type of parts inventory capabilites it sounds like you are after. We will submit as a feature request.
Q: I dont think you mentioned enabling customers to access purchases on the customer record.
A: -The is a new check box in the customer profile that must be checked before a customer will be allowed to create and submit a purchase request through an end user desktop.
Q: Do you support sending the PO's to the vendor? If so, how are they sent to the vendor?
A: Yes, PO's can be printed or emailed.
Q: How are the PO's received when the order arrives? How do you close the PO?
A: Each line on a PO has both a quantity ordered and quantity received field. As items are received the quantity received field(s) are updated and once all items have been received the PO status is changed to closed.
Q: Can you export a purchase history?
A: Yes, data about purchases can exported from purchase views and reports.
Q: can you create your own type of PO #'s? ie: IT09-1 followed by IT09-2, IT09-3, etc.
A: There is a request number field that you could populate with your own request numbers, but it would require your staff to enter your custom request numbers manually.
Thanks again to everyone that attended the webinar.
Eric & Darren