Printing Purchase Orders

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 print screen in the P/O Forms folder when you want to print several purchase orders together. For step-by-step instructions on printing immediately after posting, see Printing a Purchase Order Immediately After Posting.

  • 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 purchase orders:

  1. Open Purchase Orders > P/O Forms > Purchase Orders.

    For information about the Purchase Orders screen, see P/O Purchase Orders Screen.

  2. Specify options for the purchase orders, as follows:
    • Use Purchase Order. Specify the report format to use for printing purchase orders. You can accept the default format that appears, or click the Browse button to select a different one. (Purchase Orders displays the format that you last used for printing purchase orders.) 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 report formats connect directly to the Purchase Orders database and are easier to change if you need to customize your purchase order forms.

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

    • From Purchase Order Number/To Purchase Order Number. Specify the range of purchase orders to print.

    • 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 e-mail message you want to send with purchase orders for vendors that use 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 Active / Future / Standing / Blanket Orders. Select the types of purchase orders to print.
    • Include Purchase Orders Already Printed. Specify whether to print new copies of purchase orders that you printed before.
    • Include Details Already Printed. Specify whether to include details that you printed before (if you have added to the purchase order) or only details added later.
    • Use Custom Form. Do not select this option unless you are using a customized purchase order format that requires it. (This option is for formats that do not use the report selection criteria sent by this print window.)
  3. Click Print.

    Tip: If you are printing purchase orders on a printer, you can click the Align button to print a sample copy to check that the information prints in the right places on a preprinted PO form.