Purchasing. Section 12 Dispatching and Printing Purchase Orders

Transcription

1 Purchasing Section 12 Dispatching and Printing Purchase Orders Dispatching a purchase order is the process in which a purchase order is sent to the vendor. During this process, the status of the purchase order changes from Approved to Dispatched. Purchase Orders in a Dispatched status can be received and paid. There are three ways to send a purchase order to a vendor: Send it via . The first section of this document shows how to setup the vendor file to a purchase order to a vendor. Print the purchase order. The buyer assumes the responsibility to print the order and manually send it to the vendor, whether by fax or mail. Send the purchase order information via cxml. This is an electronic exchange of data between us and the vendor. Prior programming with the vendor must occur before this option can be used. Vendors set to dispatch via cxml receive their orders at the top of every hour. Printing a memo copy of the purchase order does not change the status of the order from approved to dispatched. Not authorized also prints on the bottom of the order. Setting up a Vendor to Dispatch via Step 1 Navigate to Suppliers Supplier Information Add/Update - Supplier. Enter the Setid. Enter the Vendor ID. Click Search Click on the Location tab Click on the Procurement link Under the Dispatch Methods section of the Location page Change PO Dispatch Options to Specify at this Level Change PO Dispatch Method to Change the Transmit Change Orders to Specify at this Level Change Dispatch Change Orders to Yes Click the OK button (See Diagram on next page.) 84

2 Step 2 Click on the Contacts tab of the Supplier File. Add a new Contact ID by clicking the first set of Add buttons as shown on the diagram on the next page. Enter a Description. Select the Contact Type as Purchasing. (Very Important) Enter an ID for the vendor. This will be the address the order will be sent to. Select an Address that best descriptions the location of this contact. Enter a Business Phone Number. 85

3 Dispatching a Purchase Order Dispatch of Orders A process automatically runs at ten minutes to the hour dispatching all purchase orders with a dispatch method of . A buyer can also dispatch one-off orders at any time. Dispatch of cxml Orders A process automatically runs at the top of every hour dispatching all purchase orders with a dispatch method of cxml. Dispatch of Print Orders It is up to the buyer to dispatch order that have a dispatch method of Print. This can be done at any time of the day. It is up to the buyer to manually send a print order to the vendor. 86

4 Running the Purchase Order Dispatch Process There are two places a buyer can dispatch a purchase order. 1. Using the Dispatch button on the Purchase Order Entry page. 2. Using the formal Dispatch Process. Using the Dispatch button on the Purchase Order Entry page to Dispatch a Purchase Order Navigate to Purchasing Purchase Orders Add/Update POs. Enter the Business Unit. Enter the PO ID. Click Search From the Purchase Order Entry page, click on the Dispatch button on the right side of the page. This example shows a purchase order with a Dispatch Method of Print. The Dispatch Options page will appear. Make sure the Print BU Comments and Print PO Item Description fields are checked. Click the OK button. 87

5 You will receive a message asking you if you want to wait for the process to complete. Choose Yes or No depending on your preference. To find the copy of your purchase order, navigate to Reporting Tools Report Manager. Click on the PO_DISPATCH-PO_DISPATCH.pdf file. The purchase order will be displayed. Note that you can also get to the Report Manager quickly by using the My Reports Pagelet on your Home page. 88

6 Using the formal Dispatch Process to Dispatch a Purchase Order Navigate to Purchasing Purchase Orders Dispatch POs. Select a valid Run Control Note: Extreme care should be used when running the formal Dispatch process, as you can dispatch purchase orders you did not mean to. It is strongly recommended that a buyer dispatch one purchase order at a time. Enter the Business Unit of the PO to Dispatch Enter the PO ID Make sure Print BU Comments and Print PO Item Description fields are on. Click the Run button. 89

7 Click the OK button. Click on the Report Manager link. To find the copy of your purchase order, click on the PO_DISPATCH-PO_DISPATCH.pdf file. The purchase order will be displayed. 90

8 Printing a Memo Copy of the Purchase Order Printing a memo copy of the purchase order does not change the status of the purchase order from approved to dispatched. The vendor does not receive a copy of a memo purchase order. It is entirely for internal purchasing use and shows as unauthorized. Use the View Printable Version link located at the bottom of every PO Entry page, PO Inquiry page, PO Approval page, etc. to print a memo copy of the purchase order. 91