to select, an identification number, up to 12 alphanumeric characters, for this buyer. This is a required field.Use this screen to designate active employees as authorized buyers. You must establish at least one buyer before you can enter a purchase order (PO).
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.
Enter, or click to select, an identification number, up to 12 alphanumeric characters, for this buyer. This is a required field.
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.
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 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.
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 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.
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.
Select this check box to allow the buyer to enter purchase orders on the Manage Purchase Orders screen. This check box selected by default. Clear this check box to prohibit the buyer from entering purchase orders.
Select this check box to indicate that the buyer is authorized to enter blanket purchase orders. If you clear this check box, the buyer cannot enter blanket purchase orders on the Manage Purchase Orders screen.
Select this check box to indicate that the buyer is authorized to create Government Furnished Material (GFM) or Government Furnished Equipment (GFE) purchase order releases and maintain them on the Manage Purchase Orders screen.
Select this check box 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 check box, the buyer cannot create or maintain blanket purchase order releases.
Select this check box 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 check box, the buyer is neither authorized to enter nor maintain subcontract retainage purchase orders throughout Costpoint.
Select this check box to indicate that the buyer is authorized to create subcontractor agreement purchase order and maintain them on the Manage Purchase Orders screen.
Select this check box to indicate that the buyer is authorized to create subcontractor agreement blanket purchase order and maintain them on the Manage Purchase Orders screen.
Select this check box to indicate that the buyer is authorized to create subcontractor agreement release purchase order and maintain them on the Manage Purchase Orders screen.
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.
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.
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.
The fields in this group box provide the default values for the buyer's billing address.
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.
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.
This check box defaults to the Email Notification check box on the Configure Purchasing Settings screen, and this applies to new POs and buyers. If the Allow Edit check box is selected on the Configure Purchasing Settings screen, then the Email Notification check box is editable; otherwise, Email Notification is disabled.
This check box is dependent on the Email Notification check box. If Email Notification check box is selected, this check box defaults to selected but can be edited, otherwise this check box is disabled. If selected, email notifications related to shipments will be sent to the buyer for all of the buyer’s POs.
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Subtask |
Description |
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Link Buyer Groups |
Click this link to open the Link Buyer Groups subtask and link buyers to buyer groups. |
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Link Acct/Org |
Click this link to access the Link Acct/Org subtask, where you can link this buyer to an account/organization combination for data entry validation. |
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Link Project |
Click this link to access the Link Project subtask, where you can link this buyer to a project for data entry validation. |
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Link Vendor |
Click this link to access the Link Vendor subtask, where you can link this buyer to a vendor for data entry validation. |