Using One Time Vendors On Purchase Orders In BuySpeed

A "one time" vendor is one to whom a purchase order is being awarded, but who is not going to be added to the vendor master list for future reference. It is used to print one time vendor name and address information on purchase order forms. There are several steps that must be performed before you can use one time vendors:

1. Ask the BuySpeed Customer Support Desk to verify that your custom purchase order format will handle one time vendors and modify the format, if necessary. If your technical staff is able to modify your form themselves, have them see the instructions on page 2.

2. Set up a vendor whose ID (vendor number) is SEENOTE.

   1. If you automatically number your vendors, you must turn off vendor autonumbering in Agency Maintenance.
      

   2. Add the vendor. Since you will be entering vendor name and address information later, all you need to enter for the vendor is the vendor ID, name, first address line, and city, state, and zip.
      
   3. If you turned off Vendor autonumbering, turn it back on again.

3. To award a one time vendor to a purchase order:

   1. Type in the vendor ID SEENOTE on the purchase order document manager.
      

   2. On the purchase order Notes tab, add a new note.
      
   3. Enter One Time (or OneTime, with no space between the two words) on the first line of the note, and press Enter. One Time (or OneTime) is the only thing that can be in the first line of the note. Note that the vendor address print routine is "case insensitive," so that you could have one time or onetime in the first line, and it would accept it.
      
   4. Add the vendor name and address as you want them to print on the purchase order. It prints the note exactly as it sees it (bypassing the first line), so you must hit enter at the end of each address line for it to print properly on the purchase order.
      
   5. If the vendor ID is anything other than SEENOTE, the purchase order prints whatever vendor name and address is found for the vendor ID. No vendor ID prints on the purchase order for the SEENOTE vendor.

Purchase Order Form Modification Instructions for One Time Vendors

To print normal and one time vendor information from the purchase order notes, modify the purchaser order format as follows:

1. There is probably already a computed column in the SQL of the form called "vendor_name". If not, set one up as follows (be sure to place a similar column in the criteria, as well):

   vendor_name = (select name from vendor where vendor_nbr = po_header.vend_id)

2. On the form itself, place the vendor_name computed column in the header (or wherever the vendor address information is to print), and set its visibility to 0.

3. Add a computed object to the form (or modify the existing one for the vendor address), with an expression that reads:

   if( upper(trim(po_header_vend_id)) = 'SEENOTE', gf_get_po_onetime_vendor( po_nbr, release_nbr ), cvendor_name + '~r~n' + gf_get_address ( vendor_address_addr_id ))

If the vendor ID on the purchase order is not SEENOTE, this puts the vendor name on a line by itself, followed by the vendor address. If the vendor ID is SEENOTE, it puts the information in the note that has ONE TIME as the first line into the vendor address area.