When it comes to asset management, there can be an awful lot of cooks in the kitchen. And when you’ve got a lot of line cooks throwing ingredients into the stew, it can be easy to overlook a few key ingredients that throw the whole recipe off (especially without a head chef overseeing the day-to-day efforts). Likewise, you may have individuals scattered across the organization that are responsible for entering software or hardware purchasing information into Express Software Manager. Some of this data may be absolutely critical to record, such as authorization codes, department descriptions, or other information deemed essential to your asset management processes. But it can be a challenge for users to remember exactly what information is required, especially if they aren’t responsible for the overall process.
If this sounds familiar, you’ll be pleased to learn that the most recent release of Express Software Manager has a new feature that allows you to create “required” custom fields—fields that purchasing administrators MUST fill out in order to enter their purchase into the system.
Required custom fields can be created both for orders, and for line items within orders.
Setting a custom field to be “required” is a snap. All you need to do is:
- Go to the Preferences page within the Express Purchasing Console.
- Select either “Custom Order Fields” or “Custom Line Item Fields” from the options listed on the left side of the Preferences panel.
- Enter in the Name, Description, and Type of custom field.
- Check the Required box.
Once you have created the required custom field, the next time someone opens the purchasing console and creates an order or a line item, they will be forced to enter data into that custom field in order to complete the order.
A couple things to keep in mind: As you might expect, any pre-existing orders or line items will display the custom field with no data. But if you subsequently edit one of these orders or line items you will be required to enter something in the required fields.
Also, if you import data from a spreadsheet into the purchasing console, you will be required to map a data column in your spreadsheet into the required custom fields. If there is no data for that field in the spreadsheet, you will see a warning in the import preview, and that spreadsheet item will not be imported unless the issue is corrected.
Hopefully this feature will be helpful in your attempts to streamline your purchasing processes and make them more consistent organization-wide. Bon appetit!