Purchase Entry Processing Print POs Report ranges and options

Ranges

Options

Enter a List of Purchase Order #’s?

Select Yes, and then click List to specify an unlimited number of individual purchase order numbers. All line items on the purchase orders print. The list of purchase orders overrides all range values and date restrictions. The purchase orders print regardless of the stage. If a purchase order is in Stage 5 (Received) or Stage 6 (Costed), a heading is printed to indicate the stage the purchase order is in, but the line items are not reprinted.

Print Purchase Orders thru Order Date

The order date works with the Purchase Order # range. If you specify an order date, all orders with an order date on or before the date specified in this field are printed.

To print all of the purchase orders within the Purchase Order # range, specify 12/31/49 in this field.

You can specify -1 to -7 in the day field to go back up to 7 days. For example, if you specify **/-7/**, the current date less 7 days is used for the date.

Days to Allow Forward

Specify a specific number of days to allow forward to print purchase orders through the order date plus forward a number of days. Because the order date defaults to the current date, specify the number of additional days that should be used to print purchase orders.

Print Rush Purchase Orders Only?

Select Yes to print only rush purchase orders.

Print Changes Only?

This option can be used with the Purchase Order # range or the Enter a List of PO #’s option.

If you make changes to purchase orders and select No for this option, the entire purchase order is printed for the range or list of purchase orders specified.

If changes have been made to a previously printed purchase order and you select Yes, only the line items with changes are printed.

If the purchase order is for a TWL warehouse and you select Yes, all lines are downloaded to TWL again, although only the changed lines are included on the purchase order.

Print Our Product Number?

Select Yes to print the product from Purchase Order Entry line items.

If you select No, the vendor product number is printed, if one is set up. For stock order lines, the vendor product from Product Warehouse Product Setup is printed. For nonstock catalog product order lines, the vendor product from Product Catalog Setup is printed. For nonstock operator-specified order lines, the product from Purchase Order Entry is printed. If a vendor product is not set up in Product Warehouse Product Setup or Product Catalog Setup, the product from Purchase Order Entry is printed.

Print Order: (Z)ip (B)uyer (P)O# (E)ntry

Use this option to indicate the order in which to print the purchase orders. If you select Entry, you must also select Enter a List of Purchase Order #s, and then specify the POs in the List window.

Note: If you are generating purchase order forms using Print Format 4 and ION BODs are created for the output, this option is honored when the report is run. However, there is a possibility that the BODs will not be processed by ION in the intended order.

Print to Email-Fax Where Appropriate?

Select Yes to send purchase orders directly to vendor email or a fax device.

The Send By value for Purchase Orders in Vendor Setup-eCommerce or Vendor Ship From Setup-EDI determines whether the documents are sent by email or fax.

If Email is selected, the purchase order is sent to the email addresses specified on the Contacts context widget records for the vendor or the email specified on the vendor or ship from records.

If Fax is selected, the fax number must be set up on the vendor or ship from records, and the fax device has a SA Printer Setup record. If a ship to is specified on the order, the fax phone number from Vendor Ship From Setup is used to send the fax.

To use this option, you must select Print as the Print Type and specify a valid printer device on the Information page. If Email or Fax is selected, this option is ignored, and the PO is sent to the email or fax specified on the Information page.

To fax to a location other than the default fax number on the Vendor Setup or Vendor Ship From Setup record, specify No.

If the Print Headings option is not selected in SA Administrator Options-Documents-Purchase Order-Printing, the headings do not print on the faxed copy.

Print to EDI-ION Where Appropriate?

Select Yes if you communicate with your vendor via EDI or ION, and the Vendor Setup-eCommerce and Vendor Ship From Setup-EDI records contain EDI information. If you select Yes, your purchase orders are sent to your vendors via EDI. This also produces the PurchaseOrder BOD if the PO Communication Method for ION in SA Administrator Options-Vendors-Analysis is Electronic.

Note: Even though CloudSuite Distribution uses the SyncPurchaseOrder BOD to transmit purchase orders to vendors, you must specify EDI as the Send By method for purchase orders for vendors and ship froms. Do not specify ION.

The method by which a purchase order has been submitted to a vendor is stored on the PO Header record (POEH). The POEH is updated when the purchase order is first printed by EDI, Email, Fax, Print, or ION BOD.

If a PO is submitted through EDI, VMI, or ION, it is considered electronically transmitted or received. If it is faxed, emailed, or printed, it is considered manually transmitted. This distinction is important if you use the Vendor Scorecard metric analysis to identify those transactions that are submitted electronically. Electronic submittal of POs can reduce errors, increase processing time, and ultimately, improve your customer service levels.

EDI Flat File Directory

Leave this field blank.

EDI Include Product Notes?

Select Yes to include notes. If a note is printable, it can be added to the EDI output.

Print if Tied to Open OE?

Select Yes to print the purchase order, even if it is tied to an open tied sales order.

Select No to check all non-DO transfers for an open tied sales order. If there is an open tied sales order, it does not print even if it falls within the specified range.

Note: This option does not impact Direct Order prints. DOs are not printed if the tied sales order is open, suspended, or not approved.