You use this function to close off the order you have entered.
| Field | Description |
|---|---|
| This prints the purchase order document
on-line. If Windows printing is not enabled and you selected to preview documents before printing them (see SYSPRO Printing) then you can select the email function from the Preview screen. The email address defined against the supplier is automatically used as the default address, but can be changed using the Send Email program. See Activity considerations in Notes and warnings. |
|
| Reprint | This reprints the purchase order document
on-line. When you first raise a purchase order, you typically use this option when the print has failed (e.g. the paper jammed in the printer). All lines are reprinted and the purchase order is set to a status of 4 - printed. When maintaining a purchase order, you typically reprint the order after receipting some of the lines (possibly to send an updated purchase order to the supplier). You can indicate whether you want to reprint all lines including the completed (receipted) lines or only the outstanding lines by enabling the Reprint completed lines document format option. |
| Preview | Previews the document before you print it. |
| Alignment | This prints the relevant document using test characters to verify that your stationery is correctly aligned in your printer. This typically applies when using pre-printed continuous stationery. |
| Continue Order | This returns to the main order entry screen to continue processing the order. |
| End Order | This closes the order. |
| XML Export | This generates a purchase order in XML format. You can also use the Purchase Order Export program to create the XML file. |
| This emails the document (MS Word format only) to the
supplier using the Send Email program. Standard document formats cannot be emailed and SRS document formats can only be emailed from the Preview screen. |
|
| Fax |
This faxes the purchase order document to the supplier. This only applies when the Office Automation & Messaging module is installed and the Fax/mail integration is required option is enabled for the operator. The fax number assigned to the supplier is used by default. |
| Field | Description | ||||||
|---|---|---|---|---|---|---|---|
| Printing details | |||||||
| Document type |
|
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| Document format | Indicate the document format to use to print the
purchase order document. Select Define Format to amend the local or foreign document format using the Purchase Order Format program, before actually printing the order document. |
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| Options | |||||||
| Fax number | This defaults to the fax number configured against the supplier, but can be changed. | ||||||
| Print document if faxing | Select this to print the document after faxing. If you are using SRS and enabled the Print Preview option from the SYSPRO Desktop (->) then you can email the document. |
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| XML document directory | This defaults to the destination folder specified using the XML Document Control program, but can be changed. If you enter a different folder, it must already exist on file. | ||||||
| Email XML document | Enable this to email the XML order file to the
supplier.
|
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| Set P/order status to ready to print |
Enable this to set the status of the order to 'ready to print' after maintenance. This only applies when the Set 'ready to print' after maintenance option is enabled (Purchase Orders Setup) and the order has been maintained. |
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| Print translated text | If you enabled the Multi-language for document
printing option (System Setup) then you can indicate whether to print
the stock description, long description and notes in the required language
(see Multi-language capability).
|
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| Order discount | |||||||
| Discount percentage |
Enter up to three chained discounts, or surcharges to assign to the order.
|
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![[Note]](images/note.png)
This indicates that the system could not allocate a purchase order number automatically according to the Purchase order numbering method defined in the Set Key Information program.
You will need to determine what the next purchase order number should be, and manually change the Next purchase order number field to allow the system to automatically allocate PO numbers again.
A typical reason for this error is that purchase order numbering is defined as Alphanumeric and Prefixed by branch, and the same prefix was used for different AP branches.
For example:
In AP Branches you define the following:
| Branch | Purchase order prefix | Next purchase order number |
|---|---|---|
| 00 | ABC | 300 |
| 01 | ABC | 300 |
You add a purchase order for Branch 00 and the PO number is allocated as ABC300. When you add a purchase order for branch 01, the PO number should be allocated as ABC300, but the system determines that this number already exists, so it allocates ABC301and on AP Branch 01 it moves the next PO number on.
However, the system only tries 50 times to allocate a unique purchase order number. Therefore, if, for example, you create 52 purchase orders for a supplier belonging to Branch 00, numbers ABC300 - ABC351 are created. The Next purchase order number for Branch 00 is now ABC352, but for Branch 01 it is still ABC300.
When you create the next purchase order for a supplier in Branch 01, the system detects that PO number ABC300 has been used. The program tries 50 times to determine a unique PO number but fails. The above message is then displayed and you will have to manually increment the Next purchase order number on Branch 01 to 353 to allow the program to add purchase orders.
-
If you enabled the Set 'ready to print' after maintenance option (Purchase Orders Setup) then the entire purchase order is reprinted and the Reprint completed lines option is ignored.
Operator access to the following activities within this program can be restricted. You configure this using the Operators program.
| Activity | Description |
|---|---|
| PO Print purchase order | Controls whether an operator can print a purchase order using the Purchase Order Entry or Purchase Order Print programs. |