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Buying Organizations represent units within an Enterprise which use procurement services. You can:

• Create or modify a Buying Organization.
  
• Add individual users to the Buying Organization.
  
• Move multiple users from one Buying Organization into another one.

Creating a New Organization

1. In the tree menu, select Organizations| New Organization.
   
   
2. In the Name text box, enter the name of the new Buying Organization.
   
   
3. Enter information for the Parent organization. For a definition, see Define Business Rules.
   
   
4. Enter information for the Currency type.
   
   
5. Enter information for the Location and language in the Locale box.
   
   
6. Enter information for the Default user role. 
   
   Choose a default role that all users in this organization have. The roles that are already established in Enterprise Buyer 2.0 Desktop Edition Administration appear in this drop-down list. For more information about adjusting these roles, see Roles.
   
   
7. Enter information for the Tolerance. 
   
   Choose a tolerance that is already in Enterprise Buyer 2.0 Desktop Edition Administration. For more information about adjusting tolerances, see Configuring Tolerances.
   
   
8. Enter information for News. 
   
   Enter any information that you want to appear on the Home page that appears after a user signs into Enterprise Buyer 2.0 Desktop Edition.
   
   
9. Enter information for Default Member Spending Limit. 
   
   Enter the maximum amount that a user can spend, without approval.

   The amount that you enter is for the currency assigned to this organization.

   This spending amount applies to all members of the organization. If you wish to specify an individual spending for each member, see Assigning Users to Buying Organizations.

10. Select the following:

11. Click [Save]
    
    A summary page appears where you can provide additional approval options. 
    
    
    You must configure these workflow options in Assigning Shopping Cart Total, Special Request Approvers and Assigning Cost Center Approvers.
    
    
12. Click [Save] to exit the Summary page.
    
    
13. Repeat these steps until you create all your organizations.

Modifying Buying Organization Information

1. In the tree menu, select Organizations| Buying Organization | ... | Buying Organization Name
   
   
2. Edit the necessary text boxes.
   
   
3. Click [Save].

Specifying Additional Organization Attributes

After you create new organizations, you can specify an association with several defined properties.

To do this, you must select each Buying Organization individually and add these properties to the organization.

Assigning Bill To Addresses

To associate a Bill To address with an organization:

1. In the tree menu, select Organizations| ... | Buying Organization Name| Attributes | Bill To Addresses | Add Bill To Address.
   
   The Bill To Addresses search page is displayed.  
   
   
2. For each billing address you wish to add, enter the company name in the Company Name 1 text box, or type an asterisk (*) wildcard character to display a list of all Bill to addresses.
   
   
3. Click [Search].
   
   
4. In the Results list, choose the company you wish to add.
   
   

5. If you wish to assign the Bill To address to the child organizations, then check Propagate to Child Organizations.

6. Only administrators with the Enterprise or SuperBorg scope privilege are offered  the Propagate to All Child Organizations option. See Assigning Roles to Users. 
   
   
7. Click Select. 
   

1. In the tree menu, select Organizations | ... | Buying Organization Name| Attributes| Ship To Addresses | Add Ship To Address.
   
   The Ship To Addresses search page is displayed.  
   
   
2. For each billing address you wish to add, enter the company name in the Company Name 1 text box, or type an asterisk (*) wildcard character to display a list of all Bill to addresses.
   
   
3. Click [Search].
   
   
4. In the Results list, choose the company you wish to add.
   
   

5. If you wish to assign the Ship To address to the child organizations, then check Propagate to Child Organizations.

6. Only administrators with the Enterprise or SuperBorg scope privilege are offered  the Propagate to All Child Organizations option. See Assigning Roles to Users.
   
   
7. Click [Select]. 

Assigning Cost Centers

When you specify a Buying Organization's cost center, you can establish an approver for the cost center. 

1. In the tree menu, select Organizations| ...| Buying Organization Name
   
2. For each  cost center you wish to add, enter the cost center name in the Cost Center Name text box, or type an asterisk (*) wildcard character to display a list of all Cost Centers.
   
   
3. Click [Search].
   
   
4. In the Results list, choose the cost center you wish to add.
   
   

5. If you wish to assign the cost center to the child organizations, then check Propagate to Child Organizations.

6. Only administrators with the Enterprise or SuperBorg scope privilege are offered  the Propagate to All Child Organizations option. See Assigning Roles to Users.
   
   
7. Click [Select]. 

Customizing Change Request Numbers

1. In the tree menu, select Organizations | ... | Buying Organization Name| Attributes| Customize Change Request Number.
   
   
2. In the text boxes, enter the Change Request prefix and suffix information.
   
   
3. In the Change Request Rule drop-down menu, select the numbering convention.
   
   
4. Click [Save].

Customizing Order Numbers

1. In the tree menu, select Organizations | ... | Buying Organization Name| Attributes| Customize PO Number.
   
   
2. In the text boxes, enter the prefix and suffix information.
   
   
3. In the PO Rule drop-down menu, select the PO number format.
   
   
4. Click [Save].
   

Customizing Shopping Cart Numbers

1. In the tree menu, select Organizations | ... | Buying Organization Name| Attributes| Customize Shopping Cart Number.
   
   
2. In the text boxes, enter the prefix and suffix information.
   
   
3. In the Shopping Cart Rule drop-down menu, select the Shopping Cart number format.
   
   
4. In the Shopping Cart Name Rule drop-down menu, select the naming convention.
   
   
5. Click [Save].

Among the options for naming convention is "Empty (blank) Shopping Cart Name". When selected, this option causes Shopping Carts to be created with no name and no number, ignoring any selection you made of numbering format.

Customizing Change Request Edit Fields

1. In the tree menu, select Organizations | ... | Buying Organization Name| Attributes| Customize Change Request Edit Fields.
   
   The browser displays a list of all Order header and line item detail fields with checkbox beside each.
   
   
2. To the right of any field name, click to check the checkbox to make it editable by the user.
   
   
3. To the right of any field name, click to uncheck the checkbox to make it non-editable by the user.
   
   
4. Click [Save].

Specifying Buyer Accounts for Organizations

You use buyer accounts to define the relationship between a organization and a supplier.

• Specify what commodities are available to the organization
• Specify a supplier approver

You create a buyer account when you associate a supplier account with an organization.

1. In the tree menu, select Organizations | ... | Organization Name| Attributes| Buyer  Accounts| Add Buyer Account.
   
   
2. Click [Change] to specify a Supplier Account.
   
   
3. Enter the supplier account name in the Supplier Name text box, or type an asterisk (*) wildcard character to display a list of all suppliers.
   
   
4. Click [Search].
   
   
5. In the Results list, choose the supplier you want to associate with the organization.
   
   
6. Click [Select].
   
   

7. If you wish to assign the cost center to the child organizations, then check Propagate to Child Organizations.

8. Only administrators with the Enterprise or SuperBorg scope privilege are offered  the Propagate to All Child Organizations option. See Assigning Roles to Users.
   
   
9. Click [Save].
   

Assigning Tax Calculation Rules for Organizations

First assign a Tax Entity:

1. In the tree menu, select Organizations| Buying Organization Name| Attributes| Tax Entity
   
   
   The Edit Tax Entity page is displayed.
   
   
2. In the Tax Entity drop-down menu, select the name of a Tax Entity to assign to this Buying Organization.
   
   
3. If you want this Tax Entity to also be assign to child organizations, click the check the Propagate to All Child Organizations check box.
   
   
4. Click [Save]. 

Then assign a Usage Code:

1. In the tree menu, select Organizations| Buying Organization Name| Attributes| Usage Code
   
   
   The Select Allowable Usage Codes page is displayed with a list of all defined Usage Codes.
   
   
2. For each Usage Code, click:

• To check the Allow checkbox, if  the Usage Code is to be available to this Buying Organization.
  
• To check the Default radio button, for the Usage Code that is to be the default for this Buying Organization, or...

3. Click the No Default Usage Code radio button if users are to be required to select a Usage Code for every Shopping cart item.
   
   
   
4. If you want this selection to also be assign to child organizations, click the check the Propagate to All Child Organizations check box.
   
   
   
5. Click [Save]. 

Configuring Commodities

For each organization, you can restrict access to certain commodities. This restriction can be for a particular supplier or for all supplier catalogs.

To configure your supplier commodities:    

The highest commodity level in the commodity tree contains only two settings in the drop-down menu: Include this and all below and Exclude this and all below.

Configuring Commodity Tolerances

For each organization, you can assign a tolerance level to a commodity level. This enables you to automatically process an Order if there is a price discrepancies for that commodity level that falls within the tolerance level. For more information, see Configuring Tolerances.

1. In the tree menu, select Organizations| Buying Organization Name| Attributes| Commodity Tolerance
   
   
2. Click the arrow next to Commodities to expand the commodity tree.
   
   
3. For each commodity level that you wish to assign a tolerance:
   
   
4. Select the commodity level.
   
   
5. In the Tolerance drop-down menu, select the tolerance name.
   
   
6. This drop-down menu is populated with the tolerances you created in see Configuring Tolerances.
   
   
7. Click [Save] for that commodity level.

Assigning Currency Exchange Groups

1. In the tree menu, select Organization| Buying Organization Name| Attributes| Currency Exchange Groups.
   
   
2. For each currency exchange group you wish to add click New.
   
   
3. In the drop-down menu, select the new currency exchange group.
   
   
4. This drop-down menu is populated with the currency exchange group that you created in Configuring Currency Exchange.
   
   
5. Click [Save].

Configuring Workflow Information

Workflow services manages the approval process for Shopping Carts. You can manage Workflow services through Enterprise Buyer 2.0 Desktop Edition Administration.

• Configure Workflow rules using approval templates
• Creating approval roles
• Assigning approval roles to users
• Assigning Cost Center Approvers
• Assigning Shopping Cart Total Approvers
• Assigning Shopping Cart Total Approvers
• Assigning Special Request Approvers
• Configuring Commodity Approvers

Configuring Approval Templates

After you create Buying Organization, you can configure an approval template to enable Enterprise Buyer 2.0 Desktop Edition Workflow Service. This manages Shopping Carts through the approval process. 

Consider this system behavior when you configure approval templates:

• If you create a Buying Organization that is at the highest level in a hierarchy of organizations, you must configure an Approva  lTemplate to enable Enterprise Buyer 2.0 Desktop Edition Workflow Service.
• By default, the workflow business rule you establish for a organization will apply to Shopping Carts submitted in the organization. If the rule is not established for a child organization, Workflow Service will search the parent Buying Organization for the rule.
• Therefore, you only need to configure the template for a Buying Organization at the highest level in a hierarchy.

For more information about parent and child organizations, see Understanding Enterprise Buyer 2.0 Desktop Edition Structures.

1. In the tree menu, select Organization| ...| Buying Organization Name| Attributes| Approval Template.
   
   
2. In the Enable column, check each approval type you wish to enable.
   
   
3. In the Approval Steps column, select whether the steps are parallel or serial.
   
   
   The differences between a serial approval and a parallel approval are:
   

4. Click [Save].
   
   
5. After you set up a Buying Organization's approval template, you can set up several different approval types for that organization:

Creating Approval Roles

In order to assign users approval capabilities, you must first create a role containing approval privileges. Verify that the appropriate roles are created with the Approve Req privilege enabled.

For more information, see Configuring Roles.

Assigning Approval Roles to Users

Once you create the appropriate approval roles, you can assign the roles to users for each organization.

See Configuring Roles for instructions on how to assign approval roles to users.

Assigning Shopping Cart Total Approvers

You now have your approvers set up for each organization. To specify a Shopping Cart total approver:

1. In the tree menu, select Organizations | ... | Buying Organization Name.
   
   
2. Select the approver name in the Shopping Cart Total Approver drop-down menu.
   
   
3. In the Shopping Cart Total Limit text box, enter the currency amount a Shopping Cart must be in order to need approval.
   
   
4. Click [Save].

Assigning Special Request Approvers

You now have your approvers set up for each organization. To specify a Shopping Cart total and special request approvers:

1. In the tree menu, select Organizations| ...| Buying Organization Name.
   
   
2. Select the approver name in the Special Request Approver drop-down menu.
   
   
3. Click [Save]

Assigning Cost Center Approvers

For each organization you wish to assign a cost center approvers:

1. In the tree menu, select Organization| ...| Buying Organization Name| Attributes| Cost Center| Cost Center Name.
   
   
2. In the Cost Center Approver drop-down menu, select the approver name.
   
   
3. Click [Save].

Configuring Commodity Approvers

The approval process is based on a hierarchical system and is structured around the commodity tree. When you assign an approver to a commodity level, that approver becomes responsible for approving that commodity level and all its sub-levels. This is true unless a new approver is assigned to a sub-level, in which case the new approver becomes responsible for that level and all the levels below the sub-level.

For example, if an approver is assigned to the Apparel, Luggage, and Personal Toiletry Products commodity level, that approver is responsible for the following levels:

• Apparel, Luggage, and Personal Toiletry Products
• Clothing and its sub-commodities
• Luggage, handbags, packs and cases and its sub-commodities

If a second approver is assigned to the Clothing commodity level, the second approver is responsible for that commodity level and all its sub-levels.

In addition to assigning an approver, you can assign the maximum quantity amount the approver can accept. If a Shopping Cart contains a quantity amount that is over the maximum amount for that approver, the approver only approves their assigned amount. The amount above their maximum amount is then routed to the next approver in the commodity approver tree for approval.

For each organization, to assign an approver to a commodity level:

1. In the tree menu, select Organizations| ...| Buying Organization Name| Attributes| Commodity Approver.
   
   
2. Click the arrow next to Commodities to expand the commodity tree.
   
   
3. For each commodity level that you wish to assign an approver.
   
   
4. Select the commodity level.
   
   
5. In the Approver drop-down list, select the approver for the commodity.
   
   The list of users that appear in the Approver drop-down menu have the Approval Workflow privilege assigned to them.

For more information, see Configuring Roles.

6. In the Order Quantity text box, enter the maximum approval quantity.
   
   
7. Click [Save] for that commodity level.

Configuring an Organization's MarketSite Software Information

To direct your organization to the correct e-marketplace:

1. In the tree menu, select Organization|..| Organization Name| Attributes| Organization MarketSite.
   
   
2. In the Organization MarketSite drop-down menu, select the e-marketplace used by the organization.
   
   
3. Enter the information that your received when you registered with an e-marketplace into the appropriate text boxes.
   
   
4. If you choose the Enter MPID radio button, the Buyer MPID appears as a text box for you to enter the MPID.
   
   
5. If you choose the Select From Pending MPID radio button, the Buyer MPID displays as a drop-down menu containing all available Pending MPIDs.
   
   
6. Click [Save].
   
   
7. Repeat steps 1 through 4 for all organizations.

Moving Multiple Users (Mass Change)

You use Mass Change to copy or move multiple users and roles from one Buying Organization to another one.

Before you do a Mass Change, the Buying Organization that you want to add users to should exist. Either verify that it exists, or create it.

1. In the tree menu, select Organizations | Mass Change.
   
   The browser displays the page in which you can perform a mass change.
   
   
2. In the text boxes, enter the prefix and suffix information.
   
   
3. Choose a Source Organization in the drop-down menu. This is the Buying Organization from which you will move users and roles.
   
   
4. Click [Load Source User List]. 
   
   Enterprise Buyer 2.0 Desktop Edition displays a list of users in the source organization and other controls.
   
   
5. Choose a Target Organization. This is the Buying Organization to which you add users.
   
   
6. Check the users you want to add to the target organization.
   
   
7. Select the users you want to add to the target organization.
   
   
8. Check Copy Roles if you want to add the users and their roles. By default, Mass Change only add the users only.
   
   
9. Click [Copy] or [Move]:
   
   
   1. If you click [Copy], the system adds the users to the target organization. The users still belong to the source organization.
      
   2. If you click [Move], the system removes the users from the source organization and adds them to the target organization.

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