Print/Email Purchase Orders

Form ID: (PO503000)

On this form, you can print the selected purchase orders or send them by email. Also, you can apply the Mark as Do not Email action to selected orders to ensure that they are not sent by email. This causes the Do Not Email check box on the Purchase Orders (PO301000) form to be selected for the particular purchase orders.

Form Toolbar

The form toolbar includes the buttons described below.

Button Description
Process Processes the documents you have selected in the table.
Process All Processes all documents listed in the table.

Selection Area

In the Selection area, you can select (by owner or workgroup or both) the documents to be displayed in the table. You also select the action to be applied to the documents you process.

Element Description
Action The action to be performed on the selected purchase orders if the Process or Process All action is invoked:
  • Email Purchase Order: Generates emails for the purchase orders in accordance with the mailing settings
  • Do Not Email: Marks the purchase orders as not requiring emailing
  • Print Purchase Order: Prints purchase orders that are ready for printing
  • Do Not Print: Marks the purchase orders as not requiring printing
Assigned To A box and the Me check box, which you use as follows to select the employee to whom the purchase orders to be displayed are assigned:
  • Select the Me check box to display the purchase orders assigned to you. The box will display your username.
  • Clear the Me check box and select another user to view the purchase orders assigned to the user.
  • Leave the elements blank to view the purchase orders of all users of the selected workgroup (if one is specified) or all workgroups (if no workgroup is specified).
Workgroup A box and the My check box, which you use in the following ways to select the workgroup the purchase orders to be displayed are assigned to:
  • Select the My check box to view the purchase orders assigned to your workgroup.
  • Clear the My check box and select another workgroup to display the purchase orders assigned to everyone in the group or to a particular user of the group.
  • Leave the elements blank to view the purchase orders assigned to all workgroups.
Send Documents in One Email

A check box that indicates (if selected) that the system attaches a vendor’s documents to a single email to be sent during processing.

Attention: You can attach up to 100 documents to one email. If more than 100 documents of a recipient are included in processing, the system creates multiple emails, keeping each email’s attachments within this limit. For example, if 225 documents are being processed for a recipient, the system creates three emails: two emails with 100 documents attached, and one email with 25 documents attached.

This check box appears only if Email Purchase Order is selected in the Action box.
Combine Documents into One File

A check box that indicates (if selected) that the system combines the processed documents into a single file and attaches it to the email.

Attention: You can combine up to 100 documents into one file attached to an email. If more than 100 documents of a recipient are included in processing, the system creates multiple emails, keeping the documents of each attachment within this limit. For example, if 225 documents are being processed for a recipient, the system creates three emails: two emails with 100 documents combined into a single file, and one email with 25 documents combined.

This check box is available only if Email Purchase Order is selected in the Action box and the Send Documents in One Email check box is selected.
Print with DeviceHub

A check box that indicates (if selected) that when you select a printing action and process documents, the system generates the preview and prints all selected documents using the DeviceHub tool application.

This check box appears on the form only if both of the following conditions are met:

  • The DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
  • A printing action is selected in the Action box of the current form.
Create Print Job per Document

A check box that indicates (if selected) that the system will create a separate print job for each document sent to DeviceHub from the current processing form. You can use this check box, for instance, to prevent two different documents from being printed on different sides of one sheet.

If the check box is cleared and you select multiple documents, the system may combine them into a single print job based on the type of the printed documents.

This check box appears on the form only if both of the following conditions are met:

  • The DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
  • A printing action is selected in the Action box of the current form.
Define Printer Manually

A check box that indicates that you want to specify the printer to be used for printing documents. If the check box is cleared, the printer is automatically defined by the system.

This check box appears on the form only if both of the following conditions are met:

  • The DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
  • A printing action is selected in the Action box of the current form.
Printer

The identifier of the printer to be used for printing documents.

This box appears on the form only if both of the following conditions are met:

  • The DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
  • A printing action is selected in the Action box of the current form.

The box is available for selection if the Define Printer Manually check box is selected.
Number of Copies The number of copies of each document to be printed via DeviceHub.

This box appears on the form only if both of the following conditions are met:

  • The DeviceHub feature is enabled on the Enable/Disable Features (CS100000) form.
  • A printing action is selected in the Action box of the current form.

Table

In this table, you can view the list of purchase orders with the Balanced status that match any selection criteria you have specified. You can also select the documents to be processed—that is, those to be printed, emailed, or marked as not intended for emailing, depending on the action you have selected.

The table toolbar has only standard buttons.

Table 1. Table Columns
Column Description
Included An unlabeled check box that you select to include the document in processing if you click Process.
Date The date when the purchase order was created.
Order Nbr. The purchase order number.
Status The current status of the purchase order.
Owner The employee ID of the owner of the purchase order.
Employee Name The name of the employee who is the owner of the purchase order.
Description Any description that has been provided for the purchase order.
Currency The currency used in the purchase order.
Control Total The manually entered total amount of the purchase order document.
Vendor ID The vendor associated with the order.
Vendor Name The name of the vendor associated with the order.
Vendor Class The class of vendors to which this vendor is assigned.