Responsible
A responsible is a person who can be named on documents as the one in charge: the sales responsible on an order, the buyer on a purchase, the head of a department. Its Basic Data tab lists the screens on which they may be named.
What it is for
Responsibles are kept per company. A responsible appears in a screen’s pick list only when that screen is on their Basic Data tab, they are not blocked, and they belong to the company the user is in.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Responsible | The code that identifies the responsible person. You type it on New, before Create. | Required. A short code; it cannot be changed once the record exists. |
| Name | The name of the responsible person, shown next to the code wherever it is picked. | Required. |
| Position | The person’s position, from the HR positions list. | Optional. Pick from the Position list. |
| Phone | Phone number. | Optional. |
| Email address. | A valid email address; Save refuses one that is not. | |
| Employee | The employee record of the same person, when the HR product is used. | Optional. Pick from the Employee Information list. |
Basic Data
Basic Data: one line per screen.
| Column | What it means | What to put |
|---|---|---|
| Process Code | A screen on which this person may be named. | Required. Pick from the list. |
How to configure it
The screen allows import, so a long list can be loaded from a file instead of typed. Which fields are required, greyed, hidden or pre-filled for a company is set on Organizational Structure Setting, in its Default Parameters grid, and one user can differ through User Parameter Value.
Scenarios
- A salesperson must be pickable on quotations and orders. List Sales Quotation and Sales Order on Basic Data.
What it is connected to
- Department, Sales Organization, Sales Group, Purchase Organization and the sales demographics name a responsible.
- Picked on Asset Master, Billing Proposal, Project, Project Estimation, Project Quotation in Assets and projects.
- Picked on Bank Facility Agreement, General Ledger Account Budget, Letter of Guarantee, Purchase Budget, Request for Letter of Guarantee, Sales Budget in Cash and bank.
- Picked on these company setup screens: Department, Purchase Organization, Resource Assignment, Resource Movement, Sales Area, Sales Group, Sales Organization, Sales Region, Sales Territory.
- Picked on Campaign, Expense Submission, Post Expense Submission in CRM and expenses.
- Picked on Gate Pass, Inventory Movement, Inventory Movement Request, Inventory Reconciliation, Inventory Reservation, Inventory Reservation Request, Item Requirement, Item Transfer, Item Transfer Request, Picking List, Picking List Registration in Inventory.
- Picked on Instrument Number Setup, Payment, Release Vendor In Legal Entity, Vendor In Legal Entity, Vendor Invoice, Vendor Invoice Memo in Payables.
- Picked on Bill Of Material, Combo, Formula, Manufacture Operation Confirmation, Manufacture Order Confirmation, Material Requirement Planning, Pricing Profile, Routing in Products and manufacturing.
- Picked on Purchase Agreement, Purchase Group, Purchase Journal, Purchase Order, Purchase Quotation, Purchase Requisition in Purchasing.
- Picked on Document Request, Pricing Profile, Rental Order, Rental Quotation, Sales Agreement in Real estate and rental.
- Picked on Customer In Legal Entity, Customer Invoice, Release Customer In Legal Entity, Tracking Number Setup in Receivables.
- Picked on Lead, Opportunity, Sale Agreement, Sales Order, Sales Order Journal, Sales Quotation in Sales.
- Picked on Billing Proposal, Fleet Maintenance Order, Fleet Maintenance Quotation, Maintenance Notification, Maintenance Order, Maintenance Order Confirmation, Notification Request, Resource Reading, Service Agreement, Service Object Base on Parameter, Service Object Movement, Service Object Reading and others in Service and maintenance.
- Picked on Adjustment, Warehouse Receipt, Warehouse Release in Warehouse.
- Set up a new company - where this screen fits in the setup order.
If something looks wrong
- “… is not a valid email address” The Email field does not hold a valid address.
- A person is missing from a document’s list. The document’s screen is not on their Basic Data tab, they are blocked, or they were created in another company.