When a buyer leaves the company

A buyer leaves. Their replacement gets a new account and takes over the portfolio. The decisions the leaving buyer made stay readable. This page says how, and what the takeover does not do.

Read before acting

Start by reading what is in force: is the leaving person’s account active, which suppliers do they hold, are any waiting for an assignment, and what is the replacement’s exact identifier.

Who does what

• The purchasing manager or the administrator takes over the portfolio (Portfolios screen). A buyer cannot: the refusal is made on the server side.
• The purchasing manager (for a buyer) or the administrator creates the replacement’s account and deactivates the old one.

The procedure

1. Read the accounts and the leaving person’s portfolio (portefeuille lister --acheteur …).
2. Create the account of the replacement and hand over their single-use code (72 hours).
3. Preview: portefeuille reaffecter --de … --vers … --apercu writes nothing. It lists the suppliers that would change hands, from whom to whom, from which effective date, says whether the successor is accepted and recalls what does not move on its own. No reason is needed for the preview.
4. Take over the portfolio: Portfolios screen, batch takeover card. Choose who leaves, who takes over (the list offers the active accounts that have the buyer profile, including a brand-new account), the effective date and the reason, which is mandatory (at least 10 characters). The screen shows the suppliers concerned before confirmation. It all happens as a single block, which can be undone as a block.
5. Hand over the entered tasks: the takeover offers the successor the leaving holder’s entered tasks that are still to do. To pass them on: taches transmettre --de … --vers … --motif … (with --apercu to look without writing). One operation, which can be undone as a block.
6. Set the objective of the successor: the leaving buyer’s objective is never transferred on its own, it is flagged to the manager.
7. Check: the successor sees the suppliers, the leaving person holds none.
8. Deactivate the old account.

What the tool checks

The successor is read in the accounts registry at the time of the operation. The takeover is refused, with its reason and nothing written, if the account does not exist, if it is deactivated, if its profile does not hold a portfolio (today: buyer) or if the reason is too short. The same applies when a single supplier is assigned to an account (as soon as an accounts registry exists).

What is kept

Each supplier receives a new version of its assignment; the old ones are neither modified nor erased. A saving or an increase recorded before the effective date stays attributed to the buyer who held the supplier on that day. Each supplier’s history (who, since when, for what reason, by which author) can always be read again. Each task handed over also keeps its history: you can see who held it before.

Splitting the portfolio in pieces

A reorganisation is almost never “everything to one person”: the adhesives go to one, the rest to another.

• On screen (Portfolios, “Partial handover” card): choose the portfolio, then the suppliers — one by one, or by family or by company — then the new holder, and “Add to the distribution”. The table shows one line per supplier; the preview says how many change holder and how many would be left without one.
• By command: portefeuille reaffecter --de … --fournisseurs A,B --vers …, or a table (--table CSV or JSON, --table-json) giving one successor per supplier; --apercu writes nothing.
• All or nothing, one block: every line is judged before anything is written and every successor is checked as above. A single refused line and nothing is written; otherwise the operation is single and can be undone as one block, even when the destinations differ. The past stays with the previous holder.

A supplier can have no holder

Leaving a supplier without an assignment is allowed (choose “Without assignment”, or write sans_affectation in a table): it is not an error. It is in no buyer’s portfolio; its tasks and price alerts go to the purchasing manager. The Portfolios screen shows it in the “Without assignment” section. As long as any remain, the purchasing manager and the administrator receive a “N suppliers without a holder” alert, with the list. A buyer account that holds no supplier yet is a normal account.

Deactivating an account that still holds suppliers

The Accounts screen warns — how many suppliers are left without an active holder, and where to hand them over — and never blocks: a departure does not wait for everything to be prepared. The account and its history are kept.

What the takeover does not do

• It does not move on its own the entered tasks or the objective: the tasks are offered and then handed over by an explicit command, the objective is flagged to the manager. The tasks the tool computes follow the assignment in force.
• It neither creates nor deactivates any account: that is another operation, which warns you when the account still holds suppliers.
• The batch takeover passes the whole portfolio to a single account; to split it, use the partial handover.
• It does not handle a temporary absence (leave): no delegation exists yet.

For how long

Assignments are kept with no automatic purge. The technical log, which holds the account actions, is kept for 12 months. The legal retention periods for decisions are to be confirmed with the legal team. The administrator can pseudonymise a former employee whose account is deactivated: their decisions stay readable under an alias.