Use this screen to designate active employees as authorized buyers.
Use this screen when you are initializing Costpoint Purchasing or whenever you need to add or change default information or entry parameters for a buyer. You must establish at least one buyer before a purchase order can be added to the system. You can also associate a default buyer with commodity codes in Costpoint Product Definition.
Enter an identification number for this buyer, containing up to 12 alphanumeric characters. This is a required field.
Enter, or use Lookup to select, an employee ID. This employee must already exist as an active employee in the Basic Employee Info screen. The system will allow an employee to be assigned to more than one buyer ID; however, a buyer ID can be associated with only one employee. Once a valid employee ID has been entered, the employee name will be displayed. This is a required field.
Use the fields in this group box to set the maximum amount the buyer is authorized to spend on purchase orders and purchase order lines.
Enter the maximum amount the buyer can authorize for each purchase order. The PO total is the sum of all line item amounts on the purchase order, including sales tax and miscellaneous line charges. The default value of zero implies that the buyer does not have an amount limit placed on purchase orders. The amount value is a numeric field with up to 12 digits to the left of the decimal place and two digits to the right of the decimal place.
Enter the maximum amount a buyer can authorize for each purchase order line. The purchase order line total amount is the extended cost amount, (net unit cost times the quantity ordered), plus the sum of all miscellaneous line charges, plus any calculated sales tax for that line item. The default value of zero implies that the buyer does not have an amount limit placed on individual purchase order line items. The amount value is a numeric field with up to 12 digits to the left of the decimal place and two digits to the right of the decimal place.
Enter the last purchase order ID number used by this buyer before establishing the Purchasing system. The alphanumeric value cannot exceed 10 characters. If you selected the Buyer radio button in the PO Numbering Method group box in the PO Settings screen, this is a required field. The system will automatically increment the number in this field by one as purchase orders are entered into the system. The auto-numbering function can be overridden manually in the Enter POs screen in order to assign a specific ID number to a purchase order. However, the manually entered number will update this field. If you did not select Buyer as your PO numbering method, leave this field blank.
The purchase order number cannot exceed 10 characters and only the numeric portion of this field will be incremented. Numbers entered are left-justified, so if the highest number desired is 9999999999, enter zero as 0000000000, with nine leading zeroes. Logic can be built into the numbering scheme to record purchase orders by fiscal year. For example, if the highest number desired is PO97-9999, and the last purchase order number used was PO97-124, enter the number as PO97-0124. Enough numeric characters should be assigned to the right to ensure that duplicates do not occur.
Use the Enter POs screen to enter purchase orders and blanket orders. Create Blanket Releases through the Enter POs screen or through the Create Blanket Releases screen. Maintain release orders in the Enter POs screen. Buyers can be authorized to enter and edit purchase orders, blanket orders, blanket order releases and/or subcontract POs.
Select this checkbox to allow the buyer to enter purchase orders in the Enter POs screen. The system default is to have this checkbox selected. Uncheck this checkbox to prohibit the buyer from entering purchase orders.
Select this checkbox to indicate that the buyer is authorized to enter blanket purchase orders. If you do not select this checkbox, the buyer will not be able to enter blanket purchase orders in the Enter POs screen.
Select this checkbox to indicate that the buyer is authorized to create blanket purchase order releases and maintain them in the Enter POs screen. A buyer can be authorized to create and maintain blanket order releases and restricted from entering blanket purchase orders. If you do not select this checkbox, the buyer will not be able to create or maintain blanket purchase order releases.
Select this checkbox to indicate that the buyer is authorized to create subcontract purchase order releases and maintain them in the Enter POs screen. If you do not select this checkbox, the buyer will not be authorized to enter nor maintain subcontract purchase orders throughout Costpoint.
The fields in this group box provide the default address values for the buyer's branch location.
The fields in this group box provide the default values for the buyer's return address.
Enter, or use Lookup to select, the branch location that will provide default addresses in the Header Information subtask of the Enter POs screen as purchase orders are entered. The branch location selected must already exist in the Branch Locations screen. The code entered here will default into the purchase order but can be changed there if necessary.
Enter the address code that will serve as the default for this buyer. The address code is also established in the Branch Locations screen. A branch location can have multiple address codes. This will also serve as a default for the purchase order but can be changed if necessary.
The fields in this group box provide the default values for the buyer's billing address.
Enter, or use Lookup to select, the branch location that will serve as the default for this buyer. The branch location chosen must already exist in the Branch Location table. The code entered here will default into the purchase order but can be changed there if necessary.
Enter the address code that will serve as the default for this buyer. The address code is also established in the Branch Locations screen. A branch location can have multiple address codes. This serves as a default to the purchase order but can be overridden in the Header Information subtask of the Enter POs screen, if necessary. You can print the Bill-To Address on purchase orders by selecting the appropriate options in the PO Print Options screen.
Select this pushbutton to link this buyer to a valid account/organization combination for data entry validation.
Select this pushbutton to link this buyer to a valid project for data entry validation.
Use this pushbutton to link this buyer to a valid vendor for data entry validation.