Description

 

How to add / amend a user’s buyer record in COINS.

This is to allow users to raise, amend and commit orders. 

  • User limits are set based on the Limits of Approval guide published by Internal Audit, on behalf of the ELT, on Vistry Vibe.
  • We don't change a user’s limit away from the published limits. If a user requests an uplift in their procurement limits, you will need approval from their Regional Finance Director, and Internal Audit.
  • Any user can have a £1 limit, which will allow them to raise orders for any value. However, they cannot commit them as their limit stops them from committing orders over the value of £1.
  • If a user has a £0 limit, this means unlimited in the COINS system. Only ELT members should have a £0 limit. 
  • The plant module is not used in Vistry so nobody will be able to raise orders, so the value should always be £1. 

Process

 

Before you add the buyer record in COINS, you will need to get the following information: 

 

  • Users Job title – (You can find this on Outlook, Vistry Vibe or Fresh Service)
  • KCO access (Check this on the User workbench Or on the COINS User setup / amendment form).
  • Do they have access to raise payments? (VIPAY1M - Check this on the User workbench Or on the COINS User setup / amendment form). 
  • Buying limit as per LOA Document (based on job title – See below guide).

 

To find out what limits to provide, click on the below link and open the relevant guide. 

  • If the User is in Housebuilding, you will need to open the HB Procurement Guide. 
  • If the User is in Partnerships, you will need to open the VP Procurement Guide.
  • If the user is in Group / Services, you will need to open the VS Procurement Guide.

 

Procurement Limits - Click Here


The below screenshots are examples only, please click the link above for the latest procurement guides. 

Housebuilding: 

Here, put the same limits in all 3 boxes based on the “Order Limits” field on the document.  If the users Job Role is not on the list, we would set everything to £1 as default.





 

Partnerships: 

Update the limits based on the user’s job role as below. Plant limits are £1 as default.

If the users Job Role is not on the list, we would set everything to £1 as default. 



 

Adding a new buyer record: 

Once you are ready to add the buyer record, open COINS, select the KCO you want to create the buyer record in, and search for ‘Buyers (IT)’ in the desktop tiles and click on it.





Once here, you will need to add the buyer record for each KCO the user has access too, if it does not already exist. 

Once you have created it in the KCO you are currently in, you can copy it across to the others. 


Enter the users account in the search filter to make sure they don’t already have an account; it also helps to search another buyer to copy from and compare:





Please be aware that the configuration is different depending on if the buyer record is in Housebuilding or Partnerships, so if you are copying from another buyer record, it is best to make sure they both have access to the same KCO. 


To create a new buyer record, click on the “Add” button at the bottom of the page. 

If you want to copy from an existing buyer record, you will need to select it first, and then click the “Copy” button. 

Graphical user interface, text, application, website Description automatically generated


It will then open the record; on this page we need to amend the following:

  • Buyers Code
  • Buyers Name
  • Buyer Limits - Please refer to the Procurement guide to ensure you are giving the user the correct buying limits. 

 

Please see examples near the beginning of this document if you’re not sure what limits to provide.  



You will also need to add the users email address. 

If there is anything in the “Telephone” field already, you can clear this out if you do not know the correct telephone number. Either way it will automatically be populated the day after creation by the Mosaic Script that runs daily in the morning. 


 

 





Once this is done, click save. It will then refresh and allow you to continue creating buyer records. If the user you have created needs a buyer record in multiple KCOs, you can now amend the "KCO" field, and then click save again and it will create a 2nd buyer record under the additional KCO: 



Notes


Please see TI for new Buyers (IT) page. This will give you more detail regarding the differences between the standard and IT versions of the buyers page and shows how to use the buyers (IT) page correctly. 

VUM-010 -  https://servicedesk.vistry.co.uk/support/solutions/articles/50000187622