Printing a Purchase Order Immediately After Posting

You can print purchase orders until they are completed. Once they are completed, you can no longer print them, and they will be deleted when you run Day End processing if you do not keep transaction history. More...

You can print an order immediately after posting it in the Purchase Order Entry screen, or use the Purchase Orders screen in the P/O Forms folder when you want to print several purchase orders together. For step-by-step instructions on printing several purchase orders, see Printing Purchase Orders.

  • Find out which report format to use for printing the form you are working with.
  • If you are e-mailing forms to vendors:
    • Use the E-mail Messages screen in the P/O Setup folder to create the e-mail message that you want to send to vendors.
    • Select an Email delivery method for each vendor that you want to e-mail. You set the delivery method on the Processing tab of the vendor record in Accounts Payable.
  • Check the print destination for forms and reports that you are printing.

To print a purchase order immediately after posting it:

  1. In the Purchase Order Entry screen, click Post while the purchase order is displayed.

    When Purchase Orders finishes posting, it displays a message asking whether to print the purchase order.

  2. Click Yes.

    Purchase Orders opens the P/O Purchase Orders print screen, selecting the purchase order that you just posted.

  3. Select options for printing the purchase order, as follows:
    • Use Purchase Order. Use the default purchase order report format, or click Browse to select a different one. More...
      Purchase Orders ships with four standard formats for printing purchase orders:
      • POPOR01.RPT—for printing on blank paper.
      • POPOR02.RPT—for printing on preprinted forms.
      • POPOR04.RPT—for printing on blank paper.
      • POPOR05.RPT—for printing on preprinted forms.

      The first two reports connect directly to the P/O database, and are easier to change if you need to customize your purchase order forms.

      The second two print more quickly, but may be less adaptable to your needs.

      Note: Purchase Orders displays the format that you last used for purchase orders.

    • Delivery Method. Specify how to send documents to your vendor:

      • Select Print Destination to print to your usual print destination.
      • Select Vendor to use the delivery method specified in each vendor record in Accounts Payable.

        If you select Vendor as the delivery method, select the ID for the e-mail message you send with e-mailed documents for vendors that use an e-mail delivery method.

    • Message ID. If you selected Vendor as the delivery method, select the ID for the message you want to send with the e-mailed purchase order (if the vendor record uses an e-mail delivery method). More...

      To view or edit the message for the selected ID, or to add a new e-mail message for purchase orders, click the Zoom button for the Message ID field.

    • Include Details Already Printed. Choose whether to include the details that you printed before (if you have now added to the PO) or only details added later.
    • Use Custom Form. Do not select this option unless you are using a customized purchase order form that requires it. (This option is for custom forms that do not use the report selection criteria sent by this print window.)
  4. Click Print.

    Tip: If you are printing the purchase order on a printer, you can click the Align button to print a sample copy of the purchase order to check that the information prints in the right places on preprinted forms. If the sample form does not line up correctly, ensure that you have correctly inserted the forms in the printer.