Orders in Jira service management. Need complex field. Assets?

[Tim H_]

I want to implement this use case:

Our company orders a lot of things: Hardware, Software, accessories, services,... and I want to keep track of this:

- In which status is a certain order? Planned, approved, ordered, paid,...

- Execute reports like What did we spend on trainings in 2023? --> JQL

One of the biggest obstacles is that I need a complex custom field for the costs:

We have several ledgers that we use for the costs. An order could perhaps consist of two items: (1) a hardware product and (2) a service regarding that product. The order costs $ 1.000 (ledger A: hardware costs) and $ 200 (ledger B: service costs). This is a simplified example. We have like 20 ledgers and there could be new ones each year.

--> I need a complex field for costs that distributes the total costs to the ledgers: $ 1.000 (ledger A), $ 200 (ledger A).

Of course, I could use distinct custom fields for each ledger, but that feels very cumbersome. And I would have to introduce a new custom field whenever we have a new ledger. Somehow, this doesn't feel right.

--> Any idea how to solve this?

I was thinking if maybe Jira Assets could be a solution. Each order would then be an asset and the issue would create that asset and update it. We would comment on the order in the issue and do the transitions, but the main facts (vendor, costs, etc.) would be part of the actual order asset.

--> Do you think this is a good idea? Would that even be possible? Would you recommend this or is it outside of what you should do with Jira Assets?

Any help is greatly appreciated!

Best regards,

Tim

[Tim H_ · Accepted solution]

To answer my own question: In the end, I used bundled fields from Extension for Jira Service Management.

[Anandhi Arumugam _Cprime_]

Hi @Tim H_ I feel that using custom fields for this purpose will make the instance cluttered. Assets would be the best solution. You can create these objects and set the status, order date etc as attributes. These can be pulled in to Jira issues as well.

[Tim H_]

Hi @Anandhi Arumugam _Cprime_ 

that sounds great! I will look into that. But I wonder how I can set the attributes of those assets without corresponding custom fields in the issue.

Example:

I have the various ledgers as attributes of my asset object 'order':

- costs ledger A: $ 0,00

- costs ledger B: $ 0,00

- costs ledger C: $ 0,00

Now, I want to use a post function to create a new asset ORD-12345. How can I populate the ledger fields? Don't I have to have one custom field for each attribute in order to copy the value into the attribute field?