The document discusses new procurement workflows in Autotask for streamlining the process of approving, purchasing, receiving, and fulfilling cost items from quotes to billing. It provides definitions of key terms like procurement, inventory, sales order, and purchase order. It then outlines the configuration process including setting the workflow policy, security levels, and product setup. Finally, it walks through the end-to-end procurement process from creating a quote to delivering items to the customer.

1. New Procurement Workflows
Communication and Control from Quoting to Billing
Melissa Hockenberry
Sr. Trainer
Autotask Corporation
#CommLive

2. Agenda
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Definitions
Overview
Configuration
Process

3. Definitions
Procurement:
The process of acquiring or obtaining items to fill the
requirements of a sales order or cost.
An add-on that provides a streamlined process to approve,
purchase, and receive cost items in inventory; generate
and track cost items from quotes; and fulfill customer
orders.
Inventory:
An optional module that allows you to manage product
inventory from within Autotask.

4. Definitions
Sales Order:
An electronic record that tracks quote details, notes, tickets,
purchase orders and the status of quote item costs for a
closed opportunity. Created when you run the Close
Opportunity Wizard.
Note: This is the only way to create a Sales Order.
Purchase Order:
A document soliciting goods or services from a vendor.

5. Agenda
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Definitions
Overview
Configuration
Process

6. Overview: Product Procurement Workflow
Quoting
Check/Reserve
Inventory
Won Opportunity
* Notify Purchasing
Purchase
Approval
Need to Order
• Select from Inventory
• Create Purchase Orders
Receiving
Screen
• Notify Tech
• Update Inventory
Create Inventory
Pick List
Shipment
Screen
• Notify Tech
• Update Inventory
Product Cost Screen
* Transfer and Deliver
Approve/Post
By Cost Status
Costs Basis
(AVG, LIFO, FIFO)
Create
Sales Order
• Notify Tech

7. Configuration
 Workflow Policy
 Security Level
 Products
Go to Autotask

8. Configuration - Summary
 Workflow Policy
 Select Inventory Accounting Method
 Designate Purchasing Team
 Determine how/if you will use approval
 Security Level
 Determine who needs access to:
 Purchase Orders
 Inventory
 Procurement Screens
 Products
 Set- up Vendors in CRM
 Import/Update product list
 Import/Update Inventory
 Be certain to create necessary locations before import

9. Process
 Customer calls for new server quote after a discussion
you had during visit
 They need three additional tablets for new salespeople
 They want to know one tablet will be delivered when they
sign

10. Process
In Autotask:
 Create Quote
 Check and reserve inventory
 Win Opportunity
 Automatically notify purchasing
 Review sales order
 Review post sale ticket
Go to Autotask

11. Process - Recap
 Create Quote
 Use it to reserve items to close the deal
 Win Opportunity
 Sales Order create
 Purchasing team notified
 Review Sales Order
 Use this document to manage the process and communicate
 Review Post Sale Ticket
 Use this to track procurement time
 Add Work Type for “Purchasing/Procurement”

12. Process - Continued
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Purchase Approval (optional)
Purchasing/Fulfillment Screen
Purchase Orders
Posting Product
Receiving
Delivery/Shipping
Go to Autotask

13. Process- Recap
 Purchase Approval
 Blank will skip the approval process
 Zero (0) to force approval for all items
 Purchasing/Fulfillment
 Select inventory location
 Submit PO only when complete
 Purchase Orders
 Same PO can appear in different areas in process
 Use the screen as a report to review open purchase orders
by vendor
 PO can be edited to change general information, reduce
quantity, cancel an item or change item cost

14. Process- Recap
 Purchase Order (continued)
 PO can be emailed to vendor contacts, Autotask employees
or external emails
 Create the notification template that communicates the
appropriate information for your company
 Posting Product
 Posting can happen at any status
 Receiving
 Ensure product is tagged as serialized in product list
 Delivery/Shipping
 Create Pick List and/or Packing List