Buyouts support procurement activity for a job or project by providing a record in which you can select the relevant entry, identify the buyout, retain supporting files, and record when an offer has been received. Sales representatives, account managers, project managers, and purchasing officers can use Buyouts when commercial information must be retained and followed up as part of project-based sales and purchasing work.
Use a Buyout record when you need a controlled place to keep the buyout identification and related documents, rather than relying on separate files or informal correspondence.
Workflow
Open the Buyouts workspace from Sales, then select Buyout.
buyouts
Receive Offer
Use the Buyouts screen to review existing buyout records and to continue work on a record that is already available. The screen includes the Receive Offer action, which is used when an offer has been received for the buyout.
Note: The available screens do not show a status field or approval workflow. Do not assume that saving or receiving an offer confirms, approves, or closes a buyout.
Create or complete the buyout identification when the new Buyout form is displayed. Enter a clear value in Display name so that users can recognise the buyout in later work.
Buyouts
SaveSave and Close
Use Select... when you must choose an available entry for the record. After making the appropriate selection, use Ok to confirm the selection in the dialog.
Choose the identification carefully before saving:
Use a name that distinguishes this buyout from other work for the same customer, job, or project.
Review the selected entry before confirming it with Ok.
If the selection is not correct, return to Select... and choose the appropriate entry before saving.
Decide whether to keep working on the record or save it and leave the form.
Buyouts
SaveSave and Close
Select Save to retain the information and remain on the Buyout record. Use this option when you still need to add files, review the selected entry, or make further changes.
Select Save and Close to retain the information and return from the record when no further work is required at that time.
Saving preserves the information entered on the form. The visible actions do not indicate that Save or Save and Close sends the buyout for approval, creates a purchase order, or completes a purchase.
Tip: Use Save before moving between the selection and document-related actions. This helps ensure that the displayed buyout identification is retained while you continue working.
Attach supporting information when documents are available for the buyout.
buyouts
Receive Offer
Select Attach to add supporting material to the record. Use files and review files[] to work with the files associated with the buyout.
Attach documents that help users understand the commercial offer or the buyout context, such as supplier correspondence, received offer documents, or internal supporting material. Retain only files that belong to the relevant buyout so that the record remains usable for Sales, Purchasing, PM, and Finance users.
Record the offer-receipt decision when an offer has been received.
Open the relevant Buyout record and select Receive Offer when you have received the offer that relates to that buyout. This action records the offer-receipt event from the Buyouts screen.
After using Receive Offer, review the record and its attached files to ensure that the received information is associated with the correct buyout. If you need to continue editing the record, use Save. If your work is complete for the moment, use Save and Close.
Warning: Use Receive Offer only for the Buyout record that corresponds to the received offer. The provided screens do not show an undo action or a separate correction action for this event.
Produce or review supporting output when needed.
Select Print when you need printed output from the Buyout record.
Select Tickets when you need to open the ticket-related action available from the screen.
The visible controls do not describe the content of printed output or the ticket workflow. Confirm the record and attachments before using these actions so that you work from the intended buyout.
Examples
A purchasing officer is collecting commercial information for a project requirement.
The purchasing officer opens Sales and then Buyout.
On the new Buyout form, the officer enters
Project A Office Furniture Buyout
in Display name. This name identifies the purpose of the record without relying on a generic or duplicate description.
Buyouts
SaveSave and Close
The officer selects Select..., chooses the applicable available entry, and confirms the choice with Ok.
Buyouts
SaveSave and Close
The officer selects Save because supporting documents are still being collected. The Buyout record remains available for further work.
When the supplier’s commercial offer arrives, the officer opens the same Buyout record. The officer selects Attach and adds the received offer document. The officer then uses files to verify that the document is associated with the record.
The officer selects Receive Offer to record that the offer has been received. After checking the buyout identification and attached document, the officer selects Save and Close.
The Buyout record now retains a recognisable display name, the selected entry, and the supporting offer file. Other authorised users can locate the record from Buyouts and continue their related Sales, PM, Purchasing, Warehouse, or Finance work as applicable.
Tips
Tip: Use a specific Display name that describes the commercial purpose of the buyout. Clear names reduce the risk of opening or updating the wrong record.
Note: Use Attach for supporting documents and use files to review the files already associated with the Buyout record.
Warning: Do not treat Receive Offer as a purchase confirmation, payment action, or approval action. Those outcomes are not shown by the available Buyouts screens.
Troubleshooting
Symptom
Likely cause
Fix
You cannot identify the correct buyout after opening the Buyouts screen.
The record name is too general or similar to another record.
Open the relevant record and update Display name to a more specific value, then select Save.
The intended entry was not applied to the Buyout record.
The selection was not confirmed in the selection dialog.
Select Select... again, choose the applicable entry, select Ok, and then select Save.
A received-offer document is not available on the Buyout record.
The file was not attached to that record or was not reviewed after attachment.
Open the correct Buyout record, select Attach, then use files to review files[] and confirm that the document is associated with the record.
You need to retain changes but continue working on the form.
Save and Close would leave the form after saving.
Select Save instead. Use Save and Close only when you are ready to leave the Buyout record.
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