The Account tab displays for Point of Sale transactions to support the identification of Purchase Agents, the addition of Customer PO # information, the addition of an applicable tax exempt number, changes to tax location for the current transaction, and the addition of the assigned sales person. If an image of the Purchase Agent has been saved to the application, you can also view their image in this tab.
The Customer PO # may be preset for some accounts/jobs.
You can add the business's Tax Exempt # entry can at any time and the application will save it with the account.
Note: There may also be a No Tax Surcharge check box for California businesses that need to prevent the application of the tax surcharge.
Understanding the Purchase Agent Setting
A Purchase Agent (or an Authorized Buyer) is a person the customer authorizes to make purchases using their company's charge account or Card on File. During the Point of Sale process, the Salesperson can review the Account folder on the Process form to see one or more Purchase Agent's name and image if this is set up in the Account or Job Maintenance forms ahead of time. Click the View Purchase Agent check box to view the previously saved purchase agent image.
Purchase Agents are assigned to an account in the Account Maintenance > Purchase Agents tab, but you can also add them 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.
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.
A Note about Purchase Agents and Job Maintenance Records
When you add a Purchase Agent to an account in Account Maintenance, this agent may show up on jobs associated with that account by default, depending on the account settings. You cannot change this Purchase Agent setting from the selected job's Job Maintenance form.
However, you can add a job-specific Purchase Agent to the job in the Job Maintenance form. This Purchase Agent will only show up as an agent selection option for that job. You can also edit this job's Purchase Agent if you need to change it in the Job Maintenance form.
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 use the Purchase Agent tab to do that.
In the Account Maintenance or Job Maintenance form of the Account or Job, click the Purchase Agents tab and in the Name field type: Enter Name. Then save this entry by selecting Process (F12).
This will require the Point of Sale user to enter the purchaser's name in the Authorized Buyer field when they process an account or job-based transaction. The name entered in this field 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.