Printing and Faxing Purchase Orders (MPRP)
Purpose: Use the Print Purchase Order menu option to:
• print hard copies of purchase orders or email them if the vendor is flagged to receive purchase orders by email
• fax purchase orders via the fax interface
• transmit data electronically to other companies via Electronic Data Interchange (EDI)
This function differs from the Print PO and Receiving Worksheets (PPWS) in that you can select a range of purchase orders to print.
Note: You can also fax or email a purchase order at the purchase order header screen by pressing F19 in purchase order entry or maintenance, or pressing F9 in purchase order inquiry. See Print and/or Fax Pop-Up Window.
Purchase order status: All open purchase orders (status = O) are eligible for printing or emailing through this menu option. Held purchase orders (status = H) are also eligible for printing or emailing if the Allow Printing of Held Purchase Orders (F18) system control value is set to Y.
When to email purchase orders: This option automatically emails purchase orders rather than printing them if the vendor’s Email P/O flag is set to Y. See Purchase Order Emails for more information.
In this topic:
• PO Print/EDI Generation Selection Screen
• PO Print Selection Window (Additional Selections)
• Completing the Print/Email Process
• PO Receiving Worksheet (POR0167)
• PO Receiving Worksheet (POR0740)
• Receiving Worksheet -- Weight Method
• PO Receiving Worksheet -- Unit Method
PO Print/EDI Generation Selection Screen
How to display this screen: Enter MPRP in the Fast path field at the top of any menu or select Print Purchase Order from a menu.
POR0091 ENTER PO Print/EDI Generation Selection 8/30/06 15:24:04 The KL Mail Order Company
Sequenced by . P=Sort by P/O #, V=Sort by vendor Fax P/O Y (Y/N) Email P/O Y (Y/N) --- Date --- OR ---- PO # --- Receiving Item Options: Y/N From To From To W/s labels
Unprinted . . . . Entry : (Y/N) Revised . . . . . Revised: (Y/N) Reprint . . . . . Print : (Y/N)
Receiving worksheet Due : Item Labels Due :
Enter any or all selection criteria.
F3=Exit F9=Accept F11=Reject F12=Cancel F14=Additional Selections |
Field |
Description |
Sequenced by |
Indicates how to sort the purchase orders. Valid values are: P = by purchase order number V = by vendor number. Alphanumeric, 1 position; required. |
Fax P/O |
Indicates whether to fax the purchase order(s). The system generates a fax only if you have set up the related system control values, and the Vendor's fax number is defined in the Vendor file. Valid values are: Y = Fax the purchase order(s). N = Do not fax the purchase order(s). If a vendor requires printed purchase orders as confirmation of a fax, you can indicate this in the Vendor file, and the system will print a confirming purchase order as well as the fax. See Working with Vendors (WVEN). Alphanumeric, 1 position; required. |
Email P/O |
Indicates whether to email the purchase order(s) rather than printing. The system generates an email only if the vendor’s Email P/O flag is set to Y and if there is an email address specified. Valid values are: Y = Email the purchase order(s). N = Do not email the purchase order(s). See Purchase Order Emails for an overview. Alphanumeric, 1 position; required. |
To generate (print or email) purchase orders and, optionally, receiving worksheets and item labels, complete each of the following rows: |
|
Unprinted |
This option indicates whether to generate unprinted purchase orders. Valid values are: Y = Print purchase orders that have not already been printed, and email purchase orders that have not already been emailed. N (or blank) = Do not print purchase orders that have not already been printed, and do not email purchase orders that have not already been emailed. Complete the Date OR PO# fields in this row to generate unprinted purchase orders. Alphanumeric, 1 position; optional. |
Entry date |
If you enter a “from” and “to” date here, the system restricts printing or emailing to unprinted purchase orders created on or between these dates. Numeric, 6 positions (MMDDYY format) each field; optional. |
Entry PO # (Purchase order number) |
If you enter a “from” and “to” purchase order number, the system restricts printing or emailing to unprinted purchase orders within this range. Numeric, two 7-position fields; optional. |
Revised |
This option indicates whether to print or email purchase orders that have been changed since they were printed or emailed. Valid values are: Y = Print or email revised purchase orders. Note: The system only selects purchase orders that have a print date defined and a revised date greater than the print date. N (or blank) = Do not print or email revised purchase orders. Complete the Date OR PO# fields in this row to generate revised purchase orders. Alphanumeric, 1 position; optional. |
Revised date |
If you enter a “from” and “to” date here, the system restricts printing or emailing to purchase orders revised on or between these dates. Numeric, 6 positions (MMDDYY format) each field; optional |
Revised PO # (Revised purchase order number) |
If you enter a “from” and “to” purchase order number, the system restricts printing or emailing to revised purchase orders within this range. Numeric, two 7-position fields; optional. |
Reprint |
This option indicates whether to print or email purchase orders that have printed or emailed previously. Valid values are: Y = Print purchase orders that have printed previously, and email purchase orders that have been emailed previously. N (or blank) = Do not print purchase orders that have printed previously or email purchase orders that have been emailed previously. Complete the Date OR PO# fields in this row to reprint or re-email purchase orders. Alphanumeric, 1 position; optional. |
Reprint date |
If you enter a “from” and “to” date here, the system restricts printing or emailing to purchase orders reprinted on or between these dates. Numeric, 6 positions (MMDDYY format) each field; optional. |
Reprint PO # (Reprinted purchase order number) |
If you enter a “from” and “to” purchase order number, the system restricts printing or emailing to reprinted purchase orders within this range. Numeric, two 7-position fields; optional |
If you select a date or PO # range for unprinted, revised, or printed purchase orders: |
|
Receiving was (Receiving worksheet) |
A report that lists each purchase order, each line on a purchase order, and amount due. The worksheet is used as a checklist at PO Receiving. Y = Print a receiving worksheet for each purchase order printed based on your selections. N (or blank) = Do not print a receiving worksheet. Note: The system does not email receiving worksheets. Alphanumeric, 1 position; optional. |
Item labels |
Labels that display the company, item and SKU for each unit on a purchase order. Valid values are: Y = Print item labels for each unit ordered on the purchase order(s) you selected. N (or blank) = Do not print item labels. Note: The system does not email item labels. Alphanumeric, 1 position; optional. |
To generate just receiving worksheets and/or item labels without also generating purchase orders: |
|
Receiving worksheet |
Use this field to print receiving worksheets without printing purchase orders. Y = Print a receiving worksheet without printing the POs. N (or blank) = Do not print a receiving worksheet without printing the POs. Complete the Date OR PO# fields in this row to generate receiving worksheets without also generating purchase orders. Note: The system does not email receiving worksheets. Alphanumeric, 1 position; optional. |
Due date |
Enter a "from" and "to" date here to print receiving worksheets due on or between these dates. Numeric, 6 positions; optional. |
Due PO # (Due purchase order number) |
Enter a "from" and "to" purchase order number to print receiving worksheets for POs within this range. Numeric, 7 positions; optional. |
Item labels |
Use this field to print item labels without printing purchase orders. Y = Print item labels without printing purchase orders. N (or blank) = Do not print a item labels. Complete the Date OR PO# fields in this row to generate item labels without also generating purchase orders. Note: The system does not email item labels. Alphanumeric, 1 position; optional. |
Due date |
Enter a "from" and "to" date here to print item labels for purchase orders due on or between these dates. Numeric, 6 positions; optional. |
Due PO # (Due purchase order number) |
Enter a "from" and "to" purchase order number to print item labels for purchase orders within this range. Numeric, 7 positions; optional. |
Screen Option |
Procedure |
Accept the settings to print, email, or fax the purchase order |
Press F9 to create a batch print job. See Completing the Print/Email Process. |
Reject the settings to print, email, or fax the purchase order |
Press F11. See Completing the Print/Email Process. |
Display additional selections |
Press F14 to advance to the PO Print Selection Window (Additional Selections). |
PO Print Selection Window (Additional Selections)
Purpose: Use this window to select the specific vendors, buyers, and/or warehouses for printing or emailing purchase orders and/or receiving worksheets.
How to display this screen: Press F14 at the PO Print/EDI Generation Selection Screen.
PO Print Selection Window
Selected Vendors .
Selected Buyers .
Selected Warehouses
F3=Exit |
Field |
Description |
Selected vendors |
This code identifies a supplier from whom you purchase merchandise. The system restricts printing and emailing to purchase orders and/or receiving worksheets for the vendors you specify here. Vendor numbers are defined in and validated against the Vendor file; see Working with Vendors (WVEN). You can enter up to 10 vendors. Numeric, ten 7-position fields; optional. |
Selected buyers |
This code identifies an individual who places purchase orders for you. The system restricts printing and emailing to purchase orders and/or receiving worksheets for the buyers you specify here. Buyers are defined in and validated against the Buyer file; see Working with Buyers (WBUY). You can enter up to 10 buyers. Alphanumeric, ten 3-position fields; optional. |
Selected warehouse |
This code identifies the warehouse where the merchandise is to be received. The system restricts printing and emailing to purchase orders and/or receiving worksheets for the buyers you specify here. Warehouses are defined in and validated against the Warehouse file; see Warehousing Creating and Maintaining Warehouses (WWHS). You can enter up to 10 warehouses. Numeric, ten 3-position fields; optional. |
Overview: The FAX Interface allows you to fax purchase orders to a vendor by batch, or fax a purchase order immediately if it requires reprinting.
To fax a purchase order, you must have purchased the FAX Interface and set up the FAX Interface System Control file values. See Installation Setting Up FAX Interface Values.
You must also enter the vendor's fax number in the Vendor file. If a vendor requires printed purchase orders as confirmation of a fax, you can indicate this through the Work with Vendors menu option.
Faxing a PO: To accept and print the Fax PO selections, set the Fax PO field to Y and Press F9 at the PO Print/EDI Generation Selection Screen.
Note: You can also fax a purchase order at the purchase order header screen by pressing F19 in purchase order entry or maintenance, or pressing F9 in purchase order inquiry. See Print and/or Fax Pop-Up Window.
Completing the Print/Email Process
Accepting and printing or emailing POs: To accept and print or email the Print PO selections, Press F9 at the PO Print/EDI Generation Selection Screen. The system generates a batch print job (PO_PRINT) and displays a message. Depending on your selections and setup, this job generates the Purchase Order, PO Receiving Worksheet (POR0167), Receiving Worksheet -- Weight Method, and/or Purchase Order Item Label.
A separate drop ship invoice prints for each ship alone item if the Print One Drop Ship Invoice per Ship Alone Item (E38) field in the System Control file is set to Y.
Note: When the purchase order is printed or emailed, a sequence number that is assigned to each line prints rather than the actual purchase order line number. This prevents a vendor from seeing gaps in the line numbers which can occur if a purchase order has canceled lines or has been partially received.
If the Consolidate Like Items/SKUs on PO Print (J26) system control value is set to Y, the system consolidates purchase order lines that contain the same item/SKU into a single purchase order line to include on the purchase order.
Updates: When you print, email, or fax a purchase order, the system writes a PO Header History message such as:
A 4/04/08 EKAPLAN PO Printed Revision #: 001
Additionally, when you email a purchase order, the system also writes a PO Message such as:
PO has been emailed to the vendor's email address. EKAPLA 4/04/08
You can review PO Header History messages at the Purchase Order Header History Screen, and PO Messages at the Work with PO Messages Screen.
Rejecting POs: To reject the Print PO selections, Press F11 at the PO Print/EDI Generation Selection Screen.
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ME10_02 CWDirect 18.0.x 2018 OTN