×

Generating a Purchase Order

 
Find the Purchase Order you want to preview, print or email in the PO List.  Select it by clicking it with your mouse.  The Purchase Order information displays in the Purchase Order form just to the right of the PO List.
 
Previewing a Purchase Order
1.    Select  File | Preview    or  click the Preview icon  from the speed bar.
 
2.    This displays the “Report Setup” dialog box.
 
             
 
Use this dialog box to print a paper copy of the Purchase Order, change the number of copies, or display the Print Setup dialog box.
 
3.    Click the “OK” button to preview the work order.
 
TIP:  You can print the document from the preview window if it looks good.
 
4.    Close the “Preview” window.
 
Note:  You’ll see the “Report Setup” dialog box appear more than once if you  are generating multiple copies of a Purchase Order.  Hit “Cancel” to bypass previewing a document copy.
        
Printing a Purchase Order
1.    Select File | Print  from the menu   or   click the Print icon   from the speed bar.
 
2.    This sends the Purchase Order directly to your default printer.  All copies of the purchase order are printed.
 
 Emailing a Purchase Order
 
1.    Select  Email PO to Vendor  from the PO List pop up menu (click the PO List grid with your right mouse button to display the pop up menu).
 
2.    Provided you have an email address for the selected vendor's ProjectPAK Contact record or the ProjectPAK Vendor record, ShopPAK automatically generates a PDF of the purchase order, launches your email client program, fills in the email address and subject of the email, and attaches the generated PO PDF to the email.
 
Since you can generate up to 4 distinct layouts of a purchase order, you have to identify which purchase order copy you want ShopPAK to generate as a PDF and attach to the email.  This is done via the Purchase Order tab of the Document Printing Options dialog box.  Select the 'vendor' copy prior to emailing purchase orders.
 
       
 
 
If you attempt to email a purchase order but there isn't a contact or vendor email back on the corresponding ProjectPAK business or contact record, you'll receive the following warning message:
 
       
 
Bring up ProjectPAK and supply an email address.  You'll then be able to email the purchase order.
 
IMPORTANT –  Always keep PO Status updated.  When you phone, fax, or email the purchase order to the vendor……always change the PO Status to  “Open” and post the purchase order.