Assigning Buyer Information

Process

This step action guide describes steps to assign buyer information associated with a Requisition (RQS) or Solicitation.


If an RQS is not manually assigned to a Buyer before the RQS is copied forward to your Solicitation, the manager of your “Buyer Team” will be inferred as the Buyer (owner) of the Solicitation in CORE and ColoradoVSS. This also happens on standalone Solicitations created without an RQS.


Buyer associations can be checked by looking at the General Information section of your RQS or Solicitation. An entry with information in the “Buyer Team” and “Manager” fields, but no information in the “Buyer” field, indicates a transaction that has not yet been assigned to a Buyer.

Buyer information can also be confirmed under the Contact tab of a RQS or Solicitation:

RQS:

highlight confirmation of buyer info under contact tab on RQS

Solicitation:

highlight confirmation of buyer info under contact tab on Solicitation

The Buyer assigned to your RQS or Solicitation can be updated before the RQS is copied forward to a Solicitation (so that the correct Buyer is automatically inferred to the Solicitation), or after the Solicitation is published (to ensure the correct Buyer is posted in ColoradoVSS).

If the Buyer Information is updated after the Solicitation is published, you will not have to make any modifications to the Solicitation in order for the correct Buyer Information to be passed to ColoradoVSS:

To update a Buyer assigned to your RQS or Solicitation:

1. The RQS or Solicitation document must first be in Final Status

2. Navigate to the Procurement Folder which houses your RQS or Solicitation. 

highlight navigating to procument folder using 3-dot menu
highlight navigating to related pages using 3-dot menu and selecting update procurement

3. On the following page, delete the entries in the Manager and Buyer Team fields, then enter your User ID in the Buyer field and select the Save & Close button at the top of the screen

Before:

highlight deleting entries in manager and buyer team fields and entering new user id in buyer field

After:

highlight results of deleting entries in manager and buyer team fields and entering new user id in buyer field

4. When you are returned to the previous page, you will see that you are listed as both Buyer and Manager of the Procurement:

highlight validation opportunity for manager and buyer of procurement

If you have updated this Buyer Information after an associated Solicitation has been published, you will see the Buyer Information under the Contact section will be updated with no needed modifications to the Solicitation:

highlight solicitation buyer info under contact section updates