(Individual) Software Order

This guide details the process for an individual within a company to order software, including how the order is managed and processed within the systems.

Overview

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Walkthrough

  1. Starting the Order: An employee begins the process by choosing software items for delivery. If the employee is responsible for an office, a notification shows up to confirm that this is an individual order.
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  2. Order and Booking Approval: Once the order is created, it undergoes an approval process. This is governed by a workflow called "Approval - RootITUp Order Analysis". The software items in the order (referred to as bookings) must be approved to move to the next step.
  3. Processing Steps:
    1. The order is registered in the order management system and is considered complete when an "OrderRegistered" event is noted.
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    2. Each software item is then added to a purchasing basket in the system. This step is finalized when a "BasketItemRegistered" event occurs.
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    3. A decision-making ticket regarding existing stock is created in a category called "StockDecision," which is customizable.
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  4. Decision on Stock: After the ticket is accepted, the employee makes a decision about the current stock while closing the ticket.
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  5. Handling a Negative Stock Decision (when there’s not enough existing stock):
    • A new ticket is created under "PreApproval" for ordering new software licenses.
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    • Each software item is confirmed in the system, marked complete when a "BasketItemConfirmed" event happens.
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    • Once all items are confirmed, a purchase request is initiated in S4Hana.
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    • The IT Procurement team approves the purchase requisition.
    • The purchase request is automatically turned into a purchase order by a purchasing job in SAP S4Hana.
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    • The initial ticket is moved to the "Software Provisioning" category.
    • Upon successful delivery of the software by the supplier, the IT team confirms the delivery and records the goods receipt in S4Hana.
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  6. Handling a Positive Stock Decision (when existing stock is sufficient):
    • Items are deregistered in the system, marked complete when a "BasketItemDeregistered" event occurs.
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    • A ticket is created under "Software Provisioning" for the handling of the existing stock.
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  7. Final Step: The workflow then waits for the closure of the software provisioning ticket.

Updated on 05 Jul 2024