Assigning Someone to a Purchase Order

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The most recent version of MainBoss is MainBoss 4.2.2.
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You can assign someone to a purchase order, provided that the person has an entry in the Purchase Orders Assignees table (Coding Definitions | Purchase Orders | Assignees). When someone is assigned to a purchase order, it indicates that the person has some interest in the purchase order. For further information on assignments, see Assignments.

To assign someone to a purchase order, click the New Purchase Order Assignment button in the Purchase Order Assignments section of a purchase order. This opens a window that contains the following:

Purchase Order area: If you started from a purchase order record, this area will contain a read-only field identifying the purchase order.

If you started from a purchase order assignee record, the Purchase Order area allows you to choose one or more purchase orders to which the person should be assigned. You specify these purchase orders using the multi-select drop-down list at the bottom of the Purchase Order area. Option buttons in the Purchase Order area let you shorten the contents of the drop-down list, to make it easier to choose the purchase orders you want. The option buttons include:

Only show Draft Purchase Orders: If you choose this option, the drop-down list will only show purchase orders in the Draft state.

Only show Issued Purchase Orders: If you choose this option, the drop-down list will only show purchase orders in the Issued state.

Only show Closed Purchase Orders: If you choose this option, the drop-down list will only show purchase orders in the Closed state.

Show all Purchase Orders: If you choose this option, the drop-down list shows all purchase orders.

Drop-down list: A list of all purchase orders that match the criteria specified above.

Assignee area: If you started from a purchase order assignee record, this area will contain a read-only field identifying the purchase order assignee.

If you started from a purchase order record, the Assignee area lets you specify one or more people to whom you are assigning to this purchase order. The bottom of the area contains a multi-select drop-down list where you can specify the assignees. The options in the area let you reduce the number of possibilities shown in the drop-down list.

Show prospects for Purchase Order Assignee for this Purchase Order: If you click this option, the drop-down list will only show people who are already associated with this purchase order in some way (e.g. vendors).

Show all Assignees not currently assigned to this Purchase Order: If you click this option, the drop-down list will show everyone in the Purchase Order Assignee table who isn't already assigned to this purchase order.

Drop-down list: A list of all potential assignees who match the criteria specified above.

Save & New: Saves the current record and sets up the window for you to enter a new record. Fields in the new record will be blank or set to default values.

Save & Close: Saves the current record and closes the editor window.

Cancel: Closes the window without saving any changes you've made to the record since the last time you saved. When you Save the record, the Cancel button changes to Close, indicating that you can safely close the window without losing any changes.

Close: Closes the window. This button only appears after you've saved changes with Save or before you've entered any data at all. Otherwise, the button is labeled Cancel.

For more on purchase orders, see Purchase Orders. For more on purchase order assignees, see Purchase Order Assignees.

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