Use the Buyouts form to create and maintain a buyout record, identify it with a display name, select the applicable available item, and retain related files. Sales representatives, Account Managers, Purchasing officers, and project teams can use the record when a sales-related buyout requires supporting documents or an offer to be received.
The available screens do not show a status field or a defined state sequence. Manage the record through the available actions: save it for further work, save and close it when complete, attach supporting files, and use Receive Offer when that action is required for the record.
Workflow
Open the Buyout form and begin a new record.
On the new record screen, enter a clear identifying value in Display name. Use a name that allows other users to recognise the buyout in sales and purchasing work, such as the customer, job, product, or requirement being sourced.
Buyouts
SaveSave and Close
Tip: Use a consistent display name format so that Account Managers and Purchasing officers can identify the correct buyout without opening multiple records.
Select the applicable item before saving the record.
In Select..., choose the available value that applies to the buyout. Confirm the selection before continuing, particularly when several similar records may be available.
If the selection window requires confirmation, use Ok to accept the chosen value.
Buyouts
SaveSave and Close
Decide whether the record is ready to remain open or should be completed for now.
To keep working on the record or preserve it for later review, select Save.
To preserve the record and return from the form, select Save and Close.
Saving creates or updates the record using the entered Display name, the selected value, and any attached files.
Note: Select Save before using other record actions when you want to ensure that your current entry is retained.
Add supporting documents when evidence, specifications, or correspondence must be retained with the buyout.
Select Attach, then use files to add the relevant file or files. Review the entries in files[] to confirm that the intended documents are associated with the record.
buyouts
Receive Offer
Attach only files that are relevant to the buyout, such as an offer document, a customer requirement, or supporting sales information.
Decide whether an offer has been received.
When an offer is available for the buyout, select Receive Offer. This action is available on the Buyouts screen and should be used only when the offer is ready to be recorded against the buyout.
buyouts
Receive Offer
If an offer has not yet been received, do not use Receive Offer. Save the record and return to it when the required offer is available.
Warning: Do not treat Receive Offer as a substitute for attaching the offer document. Use Attach and files when the supporting file must be retained on the record.
Produce or review related output when required.
Use Print when you need printed output for the current buyout. Use Tickets when ticket-related work is required from the record. These actions are available from the Buyouts screen after the record has been saved.
If you make further changes after receiving an offer or attaching files, select Save again to retain those changes.
Examples
A Sales representative is preparing a buyout for a customer requirement that will require a supplier offer.
On the new Buyout form, the representative enters Generator enclosure buyout – August customer requirement in Display name.
Buyouts
SaveSave and Close
In Select..., the representative chooses the applicable available value and confirms it with Ok.
The representative selects Save so that the buyout record is available for follow-up work.
When a supplier offer document is received, the representative opens the buyout record and selects Attach. The representative uses files to add the offer document and confirms that it appears in files[].
buyouts
Receive Offer
The representative selects Receive Offer to record that the offer has been received.
The representative selects Save and Close after confirming that the display name, selected value, and attached offer document are correct.
This leaves a saved buyout record with an identifiable name, a selected item, and the supporting offer file retained with the record.
Tips
Tip: Enter the Display name before attaching files so that documents are associated with an identifiable buyout record.
Note: Use Save and Close only when you have finished the current update. Use Save when you need to continue reviewing attachments, tickets, or offer-related information.
Warning: Confirm the value in Select... carefully. The provided screens do not show a separate correction workflow or status history.
Troubleshooting
Symptom
Likely cause
Fix
The buyout cannot be identified easily in later work.
Display name was left unclear or was not entered consistently.
Update Display name with a specific, recognisable description, then select Save.
A supporting document is not visible on the record.
The file was not added through Attach and files, or the changes were not saved.
Select Attach, add the document through files, verify it in files[], and select Save.
The wrong value was chosen.
An incorrect available entry was accepted in Select....
Return to Select..., choose the correct available value, confirm with Ok if required, and select Save.
The offer action was used before the offer document was retained.
Receive Offer was selected before the supporting document was attached.
Add the offer document through Attach and files, then select Save.
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