Purchase Order Print

Menu Path: Purchasing $Images\bluerarw.gif$ Purchase Processing $Images\bluerarw.gif$ Purchase Order Print

Purpose

Print purchase orders.

Overview

Use Purchase Order Print to output purchase orders, using various criteria to broaden or narrow down your printing process. You can filter by supplier names, supplier codes, purchase order numbers, entry dates, ship-to addresses, bill-to addresses, originators, and buyers. You can also output a specific type or status of purchase orders.

Outputting Purchase Orders

To output purchase orders:

Select criteria for outputting purchase orders.
Select the type of purchase orders to output in the Purchase Order Type field. You can select the All radio button to output all types of purchase orders.
Select the status of purchase orders to output in the Purchase Order Status field. You can select the All radio button to output purchase orders of all statuses.
Click the Print Options tab and select output options for the purchase order(s).
Click the Print button in the ribbon. The purchase orders are output based on your selections in steps 1 to 4.

Ribbon Home Tab Buttons

Button

Description

Exit

Click this button to close the Purchase Order Print window.

Click this button to output purchase orders based on selected criteria.

Note You can only print purchase orders that have been ordered unless your user ID has authorization to print unordered purchase orders.

Select Tab Fields and Buttons

Field or Button	Description
All Supplier Names	Select this check box to output purchase orders for all supplier names. This check box is selected by default.
From (Supplier Name)	Enter the first supplier name in a range of suppliers for which to output purchase orders, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Supplier Names check box.
To (Supplier Name)	Enter the last supplier name in a range of suppliers for which to output purchase orders, or click the Lookup button to select a supplier name. This field is only enabled if you clear the All Supplier Names check box.
All Supplier Codes	Select this check box to output purchase orders for all suppliers codes. This check box is selected by default.
From (Supplier Code)	Enter the first supplier code in a range of suppliers for which to output purchase orders, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Supplier Codes check box.
To (Supplier Code)	Enter the last supplier code in a range of suppliers for which to output purchase orders, or click the Lookup button to select a supplier code. This field is only enabled if you clear the All Supplier Codes check box.
All Purchase Orders	Select this check box to output all purchase order numbers. This check box is selected by default.
From (Purchase Order)	Enter the first purchase order number for a range of purchase order numbers you want to output, or click the Lookup button to select a purchase order number. This field is only enabled if you clear the All Purchase Orders check box.
To (Purchase Order)	Enter the last purchase order number for a range of purchase order numbers you want to output, or click the Lookup button to select a purchase order number. This field is only enabled if you clear the All Purchase Orders check box.
All Entry Dates	Select this check box to output purchase orders for all dates on which purchase orders were entered. This check box is selected by default.
From (Entry Date)	Enter the first purchase order entry date in a range of dates for which you want to output purchase orders, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Entry Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Entry Date)	Enter the last purchase order entry date in a range of dates for which you want to output purchase orders, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Entry Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Ships To	Select this check box to output purchase orders for all ship-to locations. This check box is selected by default. If you clear this check box, enter a location prefix or name for the ship-to location for which you want to output purchase orders, or click the Lookup button to select a location prefix or name.
All Bills To	Select this check box to output purchase orders for all bill-to locations. This check box is selected by default. If you clear this check box, enter a location prefix or name for the bill-to location for which you want to output purchase orders, or click the Lookup button to select a location prefix or name.
All Originators	Select this check box to output purchase orders for all originators (user ID's that entered purchase orders). This check box is selected by default. If you clear this check box, enter a user ID of an originator for which you want to output purchase orders, or click the Lookup button to select a user ID.
All Buyers	Select this check box to output purchase orders for all buyers. This check box is selected by default. If you clear this check box, enter a user ID of a buyer for which you want to output purchase orders, or click the Lookup button to select a user ID.
Purchase Order Type	Select whether to output purchase, quote, returns, transfer, drop ship, group, special order, or blanket purchase orders, or to output all types of purchase orders. The Purchase radio button is selected by default.
Purchase Order Status	Select whether to output open purchase orders, closed purchase orders, or both open and closed purchase orders. The Open Purchase Orders radio button is selected by default.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the purchase orders. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the purchase orders attached as a PDF file. If you are outputting a single purchase order, the attached purchase order file name is the purchase order number. If you are outputting a range of purchase orders, the attached file name is the range of purchase order numbers. If the Email Attachments in PO Print check box is selected for a purchase order, the files attached to the purchase order are also attached to the email. Note The number of attachments is limited by the value entered in the Max.# of Email Attachments field in Purchasing Control Maintenance. If an attachment was copied to a purchase order from a product, the Allow Email check box must be selected for the attachment in Attachment Entry. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the purchase order includes additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file. Contact - Output to contacts based on contact preferences. If you select this option, when you click the Print button in the ribbon, Output Option Selection appears, and allows you to select an output option for suppliers without contacts.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output purchase orders. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output purchase orders, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output purchase orders, or click the Lookup button to navigate to and select a location and file name. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the purchase orders email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the purchase orders title.
Report File Prefix	Enter a prefix for the purchase orders file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed purchase orders. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button, and only enabled if you select the Run Now radio button.
Include Attachments	Select this check box to include attachments when emailing, printing, or faxing purchase orders. Only attachments that are set up to be emailed, printed, or faxed for purchase orders are included. This check box is only enabled if you select the Printer, Email, or Contact radio button. This check box is selected or cleared by default based on the Include Attachments Default field on the Purchasing tab in User Extended Options.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the purchase orders on all pages of the purchase orders. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the purchase orders title, page number, and printed date/time on all pages of the purchase orders. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	This field displays the language for the purchase orders you are printing.
Report Language 2	This field is not used in this window.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the purchase orders to make it easier to read the data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the purchase orders you are printing. This check box is selected by default, and is only enabled if you select the Printer radio button.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the purchase orders. This Lookup button is only enabled if you select the Horizontal Shading radio button.
Number of Copies	Enter the number of copies of the purchase orders to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the purchase orders is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the process occurs. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the purchase orders, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.