Setting up Buyer's Signature on PO's

(Signature Capture users only)

Use the following setup procedure if you want to include the buyer’s signature on purchase orders laser-printed or faxed from the Purchase Order Format Report (RPO). This procedure assumes that you already have a Signature Capture device up and running. Note that the Licensing Department or Eagle Advice Line must activate the flag "Print and fax buyer signature on purchase orders."

1. Set up the options that control the Buyer's Signature on PO's feature, as follows:

2.   Display the Options Configuration window.

3. Click the arrow to the right of the Subsystem box and select "All" from the drop-down list, then click the arrow to the right of the Options box and select "All Options" from the drop-down list. Then click Display.

4. Double-click on the Description column to sort the options in alphabetical order. Then scroll down and fill in the following options:

   • Default buyer signature when faxing, emailing, or printing from RPO

     This option determines what electronically stored buyer’s signature will print, email, or FAX on a Laser PO if the buyer that was used on the purchase order does not have a signature on file. The value entered in this field must exist in the User Record File (MUR).  
     
     Leaving this option blank will print or Fax purchase orders with electronically stored buyer’s signatures for the buyer specified on the purchase order. If the buyer does not have an electronic signature on file, no signature will be included.
     
     Entering a user name in this option allows the system to use his/her signature in cases where there is not a signature on file for the buyer on a PO. The system will use this user's buyer's signature for purchase orders printed or faxed from the Purchase Order Format Report (RPO).

   • Print, email, and fax buyer signature on purchase orders

     This option determines whether or not purchase orders that are laser-printed, emailed, or faxed from the Purchase Order Format Report (RPO) print the buyer's signature if one is on file.

      
     Users' signatures are entered  in Device Configuration from the Misc menu. Each user can have a signature. The Buyer's ID to which the signature is linked must be a valid user. A default user can be specified for the signature if the buyer indicated on the PO doesn't have a signature on file.

   • Record 'buyers signature missing' alert

     Set this option to Yes if you want to receive an Eagle Alert when a purchase order is faxed or printed and:  1) the system option to "Require a Buyer with a Signature in Purchasing and Receiving?" is Yes, and 2) there is no signature on file for the buyers initials.
     If you don't want to receive an Eagle Alert under these conditions, set this option to No.

   • Require a buyer with a signature in Purchasing & Receiving

     Set this option to Yes if you want the Purchasing and Receiving application to require that the Buyer's ID entered on a PO be for a buyer with a signature on file.
      

     Set this option to No if you don't want Purchasing and Receiving to require the Buyer's ID be for a buyer with a signature on file.

2. Enter the buyer's signatures in Device Configuration, as follows:

3. From the Eagle Brower, click Utilities in the left pane, then click Device Configuration. The Device Configuration window displays.

4. Click Misc, then select Buyer's Signature Maintenance.

• In the Buyer's Signature Maintenance dialog, enter the user name of the buyer (the user name must be on file in the Eagle system), and click Capture.

The Buyer's Signature feature only recognizes two-digit user names. If you have any three-digit user names, they will be truncated to two characters. This can be a problem if an employee that is authorized to order has a user name with the same first two characters as another employee that is not authorized to order; the system will let either of the employees order. If this situation arises, you must change one of the offending user names so that its first two characters are unique from the other user name.

• When prompted, have the buyer sign the signature capture pad.

•   Click OK to save the buyer's signature.

• The signature has been captured.  From this point on, whenever you print or fax a PO created by that buyer (his/her initials are in the Buyer's ID field in the Purchasing window), his/her signature prints using the signature stored in Device Configuration. If the buyer on the PO does not have a signature on file, the system uses the buyer's signature you designated in the option "Default buyer signature when faxing or printing from RPO."