PUR - Print POs
Print POs Overview
This program provides the ability to:
- Print or email a single purchase order.
- Print or email a range of purchase orders that have not yet been printed.
- Reprint or email a range of purchase orders.
The format of the school's purchase order can be customised to:
- Include your own specific wording directly under the 'Order Total' line.
- Include your own footer text.
Further options are available at runtime on the 'Print' tab that will affect the Purchase Order format.
These 'Reporting Options' are 'sticky'. This means that the program will remember the selections that were made the last time it was used. These selections will become the default the next time the program is used.
If multiple users access this program, then you should agree on a school standard for 'Reporting Options'.
General Tab
Printed Status | Use the 'Not Printed' option to print or email purchase orders that have not yet been printed. Use the 'Already Printed' option to re-print or email purchase orders. Take care when using the 'Already Printed' option with the 'Deliver via email where possible' option on the 'Print' tab. If you select these and include a wide range using the filters below, you can potentially email a lot of purchase orders to suppliers that have already been emailed. |
Supplier Code | Enter a supplier code to print purchase order(s) for a single supplier. |
PO Number From/To | You can optionally select a range of purchase orders to print. If you are only printing or emailing new purchase Orders (by leaving the 'Printed Status' above as 'Not Printed'), leave these fields blank to include all new purchase orders. |
PO Date From/To | You can optionally select a range of purchase orders to print based on a date range. If you are only printing or emailing new purchase orders (by leaving the 'Printed Status' above as 'Not Printed'), leave these fields blank to include all new purchase orders. |
PO Amount From/To | You can optionally select a range of purchase orders to print based on a monetary range. For example, Purchase Orders with a value of between $0 and $1000. Important! If your school imposes monetary limits on the value of a purchase order that you are able to print, the upper limit on this range will be predetermined for you. This will also be displayed at the bottom of the screen. You will not be able to print or email a purchase order that exceeds this value. |
Print Tab
| Formatting Options | |
|---|---|
Export to PDF | Use this option to print purchase orders. |
Deliver via email where possible | When this checkbox is ticked, the program will send the selected purchase order(s) to the email address defined on the supplier record setup in Finance > Accounts Payable > Supplier Information > Suppliers on the 'Contacts' tab. The recipient email to be used is in the 'Purchasing Contacts' section at the bottom of the screen. If you have chosen the 'Already Printed' option on the 'General' tab, you will be required to enter the search criteria (on the 'General' tab) before emails can be generated. Important! Take care when using the 'Already Printed' option on the 'General' tab with this 'Deliver via email where possible' option. If you select these and include a wide range, using the filters on the 'General' tab, you can potentially email a lot of purchase orders to suppliers that have already been emailed. |
Attachment to email | You could use this to include your purchasing policy or other associated documents for suppliers who will receive their purchase order via email. Create a suitable document and save it as a PDF. Use the 'Browse' button to attach it to each generated email. The supplier will then receive an email with two PDF attachments; one is the purchase order, and the other is the school's purchasing policy or similar. |
Update Printed Status | Leave this checkbox ticked so that the purchase orders selected will have their 'Print Status' set to 'Already Printed'. You would untick this if you print your purchase orders to PDF to check — and intend to rerun the program to email the same purchase orders. |
Reporting Options | |
Print PO total | Tick this checkbox to print a Tax Total and Order Total on your purchase order(s). |
Print GL Account Code on PO Lines | Tick this checkbox to print the General Ledger account code that was entered against each purchase order line. |
Include supplier's fax number | Tick this checkbox to print the supplier fax number and the purchasing contact person. These are set up on the supplier record setup in Finance > Accounts Payable > Supplier Information > Suppliers on the 'Contacts' tab in the 'Purchasing Contacts' section at the bottom of the screen. |
Include supplier reference for each line | Tick this checkbox to print the 'Supplier Reference' that was entered against each purchase order line. |
Include PO comment at the bottom | Tick this checkbox to print the 'Comment' that was entered in the purchase order. This will print below the last line item. |
Include delivery contact person and phone | Tick this checkbox to print the school's contact person and phone number for this purchase order. This is determined by the 'Deliver To' option (Delivery Point) that was entered on each purchase order. Each Delivery Point can have its' own 'Contact Person' and 'Contact Phone'. These are set up using program Finance > Purchasing > Setup Information > Purchasing Setup. |
Include item reference for each line | Tick this checkbox to print the 'Item Reference' that was entered against each purchase order line. |
Double space the PO Line items | Tick this checkbox to allow a blank line between each purchase order line. This produces a more readable purchase order; however, fewer line items will fit on each page of an order. Untick this box to allow for more items to print on each purchase order page. |
Supplier Account No. | TASS Supplier Code — check this radio button to print the TASS Supplier code on the purchase order. Supplier Account No. — check this radio button to print the code entered using program Finance > Accounts Payable > Supplier Information > Suppliers on the 'Payment Info' tab in the 'Our Account Code' field. |
You also have the option to include your school's logo in the top left-hand corner of your purchase orders along with customizable wording and a scanned signature file in the footer section. This should be only set up and edited by your TASS.web administrator. Custom setup information follows.
Click the 'GO' button to print or email your purchase order(s).
Important!
Based on the selection criteria that you entered on the 'General' tab, if the program is going to produce more than 10 emails, you will be prompted with a 'Bulk Email Confirmation' pop-up. You will need to read the message and take note of the number of emails that are about to be produced. You will then need to enter this number into the field on the 'Bulk Email Confirmation' pop-up before proceeding.
Customising Your Purchase Orders
Order and Footer Comment Sections
For instructions on customising the order and comment section of your purchase order print.
Refer to the How TO/ Checklist guide:
'Include a Customised Footer with a Scanned Signature on the Purchase Order Print'.
Inclusion of a Scanned Signature
You may also include a scanned signature file in the footer section of your purchase orders.
Refer to the How TO/ Checklist guide:
'Include a Customised Footer with a Scanned Signature on the Purchase Order Print'.