A Purchase Agent (or "Authorized Buyer") is a person the customer authorizes to make purchases using their company's charge account or Card on File. The Account folder can show one or more Purchase Agent's name and image to help identify them to the Sales staff. Purchase Agents are assigned in the Account Maintenance record for the account only, but can be added to individual jobs associated with the account as needed. The master account's Purchase Agent does not automatically filter down to the jobs, as the jobs can be completely separate from the account's payment process.
To add a Purchase Agent to a job, use the Job Maintenance form for the same account, select the job from the list and add the Purchase Agent's name/image to the Purchase Agents folder.
For some transactions (Sales, Orders, etc.), if a Purchase Agent is assigned to the account or job, the Process form requires the selection of the Purchase Agent to complete the transaction. In these cases, an error message displays if no Purchase Agent is selected on the Process form. In the Account tab, click the View Purchase Agent check box to view the image associated with the Purchase Agent record, if it was added.
Requiring a Name Entry at Point of Sale (but not necessarily the Purchase Agent)
If a customer does not want to add a Purchase Agent to the account or job but wants to record the name of the person making the purchase at Point of Sale, you can also allow and require the entry of a purchaser's name. You can always add the purchaser's name in the when the Purchase Agents have not been required; however, but they can usecan also use this process below to require the entry of the Purchaser's name:
In the Name field on the Purchase Agent tab of the Account Maintenance or Job Maintenance forms, simply type: Enter Name and Process (F12) the form. This will require the Point of Sale user to enter the purchaser's name in the Authorized Buyer field when processing a transaction. The name will print on the receipt and be saved with the resulting document. Names added using this process are not added to the Purchase Agent list automatically.
Note: When the account that the authorized Purchase Agent is representing is a BlueTarp account, use the BlueTarp Account name rather than the Purchase Agent's name.