Purchase Letter of Attorney
Letter of Attorney is a written document issued by one person to another person to act on their behalf before third parties. The issuer is the grantor, and the recipient is the agent. By its nature, a Letter of attorney is a unilateral legal act, so only the grantor's signature is required on it, and the agent does not need to sign.
If it is necessary to make a purchase using a letter wer of attorney, the Business Central functionality allows you to create and print a purchase letter of attorney.
Settings
Before working with the purchase letter of attorney document, you need to perform or verify the settings on the Purchases & Payables Setup page:
- Unique Letter of Attorney - determines whether only one letter of attorney can be created for each purchase document.
- Letter of Attorney Validity - determines the end date of the validity of the purchase letter of attorney.
- Letter of Attorney Nos. - specifies the series and number code to be used for assigning numbers to new purchase letter of attorney documents.
Structure of the Purchase letter of Attorney Document
The purchase letter of attorney document consists of a header and a tabular section. In the header, special attention should be paid to filling in the following fields:
| Field | Description |
|---|---|
| Employee No. | Specifies the number of the employee for whom the purchase letter of attorney is issued. Filled in manually. After filling in, the information regarding the full name, position, and type of document certifying the person will be automatically pulled from the Employee Card page and the associated Identity Documents page. |
| Buy-from Vendor No. | Specifies the number of the supplier associated with the document. In the case of creating a letter of attorney directly from the purchase document, it is filled in automatically. |
| Document Date | Specifies the date of the document, by default filled in with the creation date of the document. |
| Validity Date | Specifies the end date of the document's validity, by default determined based on the purchase module settings formula. The value in this field is used to select orders in purchase documents due to availability restrictions for selecting an order whose validity date is less than the date of the Purchase Order and/or Purchase Invoice. |
| Qty. in Documents and Qty. in Receipts | Specifies the number of related purchase documents and the number of related accounted purchase invoices, respectively. These fields are not editable, and changes are automatically reflected when the number of documents is changed or after their accounting. |
The rows in the tabular section of the purchase letter of attorney contain information about the purchased product: description, quantity, unit of measurement. The type and number of the document, which serve as the basis for the letter of attorney, are indicated in the Source Document Type and Source Document Number fields, respectively.
Creating a Purchase letter of Attorney and Linking it to a Purchase Document
You can create a purchase letter of attorney in several ways:
- From the Purchase Order or Purchase Invoice page, using the Actions > Functions > Create letter of Attorney function. In this case, the fields of the letter of attorney will be automatically filled in, as well as the supplier information.
- From the Purchase Order or Purchase Invoice page, using the letter of Attorney Number field. By calling the drop-down list and clicking the +New button.
- From the Vendor Card page.
- Simply from the List of Purchase letter of Attorneys page.
To link the letter of attorney to a purchase document, you need to specify the letter of Attorney Number on the Purchase Order or Purchase Invoice page. In this case, the information about the Supplier, Product, its quantity, unit of measurement, and the underlying document will be automatically filled in.
If the Unique Letter of Attorney parameter is enabled in the Purchases & Payables Setup, the letter of attorney can only be linked to one purchase document.
The purchase letter of attorney should be issued upon completion of the filling process. Once the purchase letter of attorney is created and linked to the purchase document, it is possible to print the letter of attorney using the Form M-2.
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