Background: PO Print

Use the PO Print (VOP) program to print or reprint a purchase order. See Road Map for work flow.

This topic has these subtopics:

Print or Reprint Purchase Orders

The PO Print program is designed to print or reprint a purchase order for a specific vendor.

Caution
Be sure to enter Selection options for a specific PO number or range or click List to enter non-sequential order numbers. If you do not, you will reprint all orders in the system.

The program outputs to the device that you selected for the Output device run time option. The program does not check the customer or vendor document profile and output to the devices specified in it.

ERS Vendors

Invoices are not required for ERS (evaluated receipt settlement) vendors. For exceptions (i.e., orders that will be paid for based on the PO price and receipt quantity), the ERS invoice field (maintained in PO Maintenance) controls printing of Invoice Required on the purchase order document to alert the vendor that they will have to submit an invoice to receive payment.

Process the Print Queue

If you set up the Document Output Parameters Maintenance (TDOC) program to queue new and/or changed documents, use the Purchase Order Print Queue (VOPPM) program to process or maintain the print queue. See Overview: Document Management System.

Envelopes

The PO Print program prints the billing address to fit #10 single-window (left) envelopes.

ASCII File Format

PO Print (VOP) can output an ASCII file in two different formats. If you select the Output for EPI import? program option the output file is formatted so that POs can be imported to sales orders using the Order Import (EPI) program. This is beneficial when multiple companies use PowerShift and one company's sales orders are fulfilled by another's purchase orders. The purchase order from one company can be imported directly as a sales order in another company without any file manipulation.

Note
Only the Qantel sequential file format is available for this feature at this time

If Output for EPI import? is not selected the output file is created in a generic format that can be mapped to an EDI X12 850 requested by the vendor.

The ASCII file can contain multiple orders. Each order must have a HEADER statement and at least one LINE statement.

Each HEADER can have one or more note (comment) statements (COMNTS) and a ship-to (SHIPTO), bill-to (BILLTO), and deposit (DEPOST) statement. For example, this order header has two notes (comments) and a ship-to address:

HEADER
COMNTS
COMNTS
SHIPTO

Each HEADER can have multiple LINE statements. Each LINE statement can have multiple notes (COMNTS). For example, this order has four lines, two of which have notes (comments).

LINE
COMNTS
LINE
LINE
COMNTS
COMNTS
LINE

Use the Data Dictionary Inquiry (DFQ) program to list the variables that you can include, their position, and length. Enter the data file name for each statement to list this information.

The program retrieves default data from the vendor's record in the Vendor Maintenance (VM) program. The program also retrieves data from the item's record in the Enterprise Item Maintenance (IM) and Branch Item Maintenance (IMB) programs for the items ordered. These are the only variables that are required:

The purchase orders that are written to the EDI export file are also written to the terminal's printer in a one-line summary format for an audit trail. When all purchase orders have been written to the export file, the system erases the pointer file so duplicate orders will not be sent.

Purchase Orders

Each purchase order includes this information if data exists:

• The document title: PURCHASE ORDER

• Branch address, phone number, and fax number or your logo if you entered a filename in the Header image name field for this document in the Document Output Parameters Maintenance (TDOC) program

• The words ORDER CONFIRMATION if Print confirm? is selected PO Maintenance

• Vendor number, contact, vendor name and address

• Ship to number, contact, ship to name and address

• Vendor fax and phone numbers

• Vendor's email address

• Sales tax license information, if you selected 1, 2, or B for the Print sales tax licenses on PO? program option.

• Page number

• PO number

• Revision number

• PO date

• Terms

• Ship via

• Ship via account

• Freight on board (FOB) code; if Incoterms was specified on the PO, it is printed rather than FOB

• Freight terms

• The original PO number if it is a replacement PO (i.e., a receipt was returned to the vendor for replacement in Rejected Material Disposition)

• Invoice required notation if it is a non-ERS purchase order for an ERS vendor

Each PO line includes this information if data exists:

• Type B header notes

• Type B line user fields

• Type B line notes

• PO line number

• Item number

• Vendor item number if you selected Y to Print vendor item number Program option or you selected M, and no manufacturing item number exists.

• Item description: If you selected a language other than yours in this vendor's record in Vendor Maintenance (VM) and you entered a description for the item ordered in that language in Language Codes Maintenance (TLM), the description prints in the foreign language

• Engineering change level; ECL can be omitted if you select the Suppress print of ECL Program option

• Quantity of the item ordered

• Purchasing unit of measure

• The date wanted or date promised depending on the Program option Print P=Date promised or W=Date wanted

• Whether tax applies to the item

• Unit price of the item

• Extended amount: Quantity x Unit price
  OR
  Entered extended line value / Qty ordered (if you clicked the Ext amt button and entered an extended amount and purchase quantity)

• Purchase unit of measure description, if you selected the Print UOM description? Program option

• Surcharge amounts, if you selected the Print surcharge detail? Program option and surcharges apply

• Engineering drawing number, if you selected I From branch item master or L From PO line for the Print engineering drawing number on PO? Program option

• GL organization and account numbers, if you selected the Print GL account information? Program option

• Demand order number and line that generated this purchase order, if you selected the Print demand order information? Program option

• Certificate of compliance message if you selected one for the Certificate of compliance message Program option and the Receiving cert reqd? field is selected for this item in the Enterprise Item Maintenance (IM) program

• Type P line user fields

• Type P line notes

• Compliant manufacturers with item number and reference:

• • you selected Y to the Print compliant manufacturers? Program option and you entered manufacturers for this item in the Compliant Items by Manufacturer (VGMI) program. An asterisk (*) indicates an item that matches one on the purchase order.

  • you selected M and the item exists on the purchase order line

The bottom of the purchase order includes this information:

• Type P header notes

• The buyer's name with space for the buyer's signature and approval signature if you selected the Print signature line at bottom of PO? Program option

Or

If a buyer is not selected, space to write in the buyer's name and space for an approval signature if you selected the Print signature line at bottom of PO? Program option

• Subtotal of extended amounts for each PO line

• Amount of the PO that is taxable

• Tax amount for the PO

• Estimated total surcharge

• Total PO amount

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