Enter Buyer

Explanation

Use this activity to enter a buyer. This is mandatory to be able to proceed with the procurement process. A buyer assigns a responsibility for reporting and analysis purposes. The buyer is firmly connected to the person record. You cannot change the ID or the name in this window. Changes must be done in the person record.

You can have the following buyer connections:

• It is mandatory to specify a buyer for the suppliers in the supplier record. Do this in the General sub-tab of the Purchase tab, the Supplier window.
• A buyer can also be connected to the purchase part in the purchase part record. Do this in the General tab in the Purchase Part window.
• A user default buyer can also be entered in the Sites per User window.

The following presents the relationship between the connections:

• If a buyer is only defined for a supplier, it is set as default for the purchase requisitions and purchase orders for that supplier.
• If a buyer is also defined for a purchase part, it is set as default for the purchase requisitions with that purchase part, while the buyer for the supplier remains the default for the purchase orders.
• When converting a purchase requisition to a purchase order, the default buyer from the purchase requisition is carried over. However, you can use the buyer from the supplier by selecting the Use Default Buyer Code from Supplier check box.
• If a buyer is also defined for a user (regardless of buyers defined in purchase part and/or supplier), it is automatically set as default both from the purchase requisition and the purchase order, i.e., the buyer on the user overwrites any buyer on the Supplier and purchase part.

A given buyer can always be manually changed.

Other field of applications include entering request for quotations and with posting control.

Prerequisites

• The user must be entered in the Person window.
• The buyer's phone number is displayed only if the Method Default check box is selected in the Person window, in the Communication Method tab, in IFS/Enterprise.

System Effects

• The people in charge of purchasing are entered as buyers. The buyers are then available in the List of Values, for example, in the Purchase Order window and the Request for Order Quotation window.
• If you select the Blocked for Use check box, the buyer will not be available for further use and will not appear in the List of Values.

Window

Procurement Basic Data

Related Window Descriptions

Procurement Basic Data
Procurement Basic Data/Buyers
Update Default Buyer

Procedure

1. Click the Buyer tab in the Procurement Basic Data window.
2. Create a new record.
3. Enter the person ID in the Buyer Code field for the person that will be entered as a buyer, or use the List of Values. The name and any phone number are automatically filled in once this is done.
4. Optionally, select the Blocked for Use check box to block the buyer from further use.

Note: If you block a buyer that is specified as the default value in the Sites per User window, a dialog box appears when you select the Blocked for Use check box. Specify a different buyer to update the default buyer ID for all users whose current default value is the one you blocked.

5. Save your entry.