Costpoint Essentials Online Help

Contents of the Manage Buyers Screen

Use the fields and options to configure the Manage Buyers screen.

Identification

Use the fields in this block to create a new buyer ID or to retrieve a previously saved one. A buyer ID represents a set of screen selection parameters. After you have saved a buyer ID and its related parameters, you can retrieve them using Query.

Field Description
Buyer ID

Enter, or click to select, an identification number, up to 12 alphanumeric characters, for this buyer. This is a required field.

Employee

Enter, or click to select, an employee ID. This employee must already exist as an active employee on the Manage Employee Information screen. Costpoint allows an employee to be assigned to more than one buyer ID. However, you can only associate a buyer ID with only one employee. Once a valid employee ID has been entered, the employee name is displayed. This is a required field. The name of the employee displays in the field on the right.

Maximum Authorizations

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.

Field Description
PO

Enter the maximum amount the buyer can authorize for each PO. 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.

PO Line

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.

Buyer PO Auto-Numbering

Field Description
Last PO Number

Enter the last purchase order ID number used by this buyer before you establish the Purchasing system.

If you selected the Buyer option in the PO Numbering Method group box on the Configure Purchasing Settings screen, this is a required field. Costpoint increments the number in this field by one as purchase orders are entered into Costpoint. You can override the auto-numbering function manually on the Manage Purchase Orders screen in order to assign a specific ID number to a purchase order. However, the manually entered number updates 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 increments. Numbers entered are left-justified, so if the highest number desired is 9999999999, enter zero as 0000000000, with nine leading zeroes.

You can build logic 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.

PO Entry Authorization

Use the Manage Purchase Orders screen to enter and maintain purchase orders and blanket orders. Create blanket releases on the Create Blanket Purchase Order Releases screen. Buyers can be authorized to enter and modify purchase orders, blanket orders, blanket order releases and/or subcontract POs.

Field Description
Purchase Order

Select this checkbox to allow the buyer to enter purchase orders on the Manage Purchase Orders screen. This checkbox selected by default. Clear this checkbox to prohibit the buyer from entering purchase orders.

Blanket Order

Select this checkbox to indicate that the buyer is authorized to enter blanket purchase orders. If you clear this checkbox, the buyer cannot enter blanket purchase orders on the Manage Purchase Orders screen.

Furnished Material Order

Select this checkbox to indicate that the buyer is authorized to create Furnished Material (FM) or Furnished Equipment (GFE) purchase order releases and maintain them on the Manage Purchase Orders screen.

Release Order

Select this checkbox to indicate that the buyer is authorized to create blanket purchase order releases and maintain them on the Manage Purchase Orders screen. You can authorize a buyer to create and maintain blanket purchase order releases or restrict from entering blanket purchase orders. If you clear this checkbox, the buyer cannot create or maintain blanket purchase order releases.

Subcontract Retainage PO

Select this checkbox to indicate that the buyer is authorized to create subcontract retainage purchase order releases and maintain them on the Manage Purchase Orders screen. If you clear this checkbox, the buyer is neither authorized to enter nor maintain subcontract retainage purchase orders throughout Costpoint.

Subcontractor Agreement

Select this checkbox to indicate that the buyer is authorized to create subcontractor agreement purchase order and maintain them on the Manage Purchase Orders screen.

Subcontractor Agreement Blanket

Select this checkbox to indicate that the buyer is authorized to create subcontractor agreement blanket purchase order and maintain them on the Manage Purchase Orders screen.

Subcontractor Agreement Release

Select this checkbox to indicate that the buyer is authorized to create subcontractor agreement release purchase order and maintain them on the Manage Purchase Orders screen.

Default Return Address

The fields in this group box provide the default address values for the buyer's branch location. Establish locations and address codes on the Manage Branch Locations screen. The fields in this group box provide default values for the buyer's return address.

Field Description
Branch Location

Enter, or click to select, the branch location ID to provide default addresses on the Manage Purchase Orders screen as purchase orders are entered. The fields on the right display the name and description of the branch ID you select.

Address Code

Enter, or click to select, the address code to serve as the default for this buyer. A branch location can have multiple address codes. This also serves as a default for the purchase order.

Default Bill To Address

The fields in this group box provide the default values for the buyer's billing address.

Field Description
Branch Location

Enter, or click to select, the branch location ID to serve as the default for this buyer. The fields on the right display the name and description of the branch ID you select.

Address Code

Enter, or click to select, the address code to serve as the default for this buyer. A branch location can have multiple address codes. This serves as a default to the purchase order, but can be overridden on the Manage Purchase Orders screen. You can print the bill-to address on purchase orders by selecting the appropriate options on the Configure Purchase Order Print Options screen.

Supplier Portal

Note: This group box is visible only to users who are licensed for Supplier Portal.
Field Description
Email Notification

This checkbox defaults to the Email Notification checkbox on the Configure Purchasing Settings screen, and this applies to new POs and buyers. If the Allow Edit checkbox is selected on the Configure Purchasing Settings screen, then the Email Notification checkbox is editable; otherwise, Email Notification is disabled.

Shipment Email Notification This checkbox is dependent on the Email Notification checkbox. If Email Notification is selected, this checkbox defaults to selected but editable, otherwise this checkbox is disabled. If selected, email notifications will be sent to the buyer for all of the buyer’s POs.

Subtask

Subtask Description
Link Buyer Groups Click this subtask to link a buyer to one or more buyer groups.
Link Acct/Org Click this subtask to associate account and organization combinations with this buyer.
Link Projects Click this subtask to associate projects with this buyer for use during purchase order entry.
Link Vendors Click this subtask to associate vendors with a buyer for use during purchase order entry.