Printing Purchase Orders

There are two ways to print a Purchase Order.
  1. While entering or inspecting a Purchase Order, click the Printer icon in the Button Bar or select 'Print' from the File menu. If you want to print to screen, click the Preview icon.

  2. In the Purchase Orders module, click the [Documents] button in the Master Control panel or use the Ctrl-D (Windows and Linux)/⌘-D (Macintosh) key combination. Double-click 'Purchase Orders' in the 'Documents' list window or highlight it and press the Enter key. Indicate the Purchase Order Number (or range of Purchase Order Numbers) to be printed and press [Run].
Whichever method you use to print a Purchase Order, the Form used is determined as follows:
  1. Using the Form register in the System module, design the purchase order and name it "PURCHASE_ORDER". Use the 'Properties' function on the Operations menu to assign a Document Type of "Purchase Order". A sample Purchase Order Form is supplied with HansaWorld Enterprise: you can modify this to suit your requirements. You might want to design different Forms for use with different Languages or Delivery Modes.

  2. Select the Purchase Orders module using the [Select Module] button in the Master Control panel or the Ctrl-0 (Windows and Linux) or ⌘-0 (Macintosh) keyboard shortcut..

  3. Click [Documents] in the Master Control panel or use the Ctrl-D/⌘-D key combination. The 'Documents' list window is opened: highlight 'Purchase Orders'.

  4. Select 'Define Document' from the Operations menu.

  5. In the subsequent window, enter "PURCHASE_ORDER" in the Form field of the first row (you can use 'Paste Special' to ensure the spelling is correct).

  6. If you have designed different Forms for use with different Languages or Delivery Modes in step 1 above, enter the Form Code of each one on separate rows in the grid. In the Lang. field of each row, enter the appropriate Language or Delivery Mode. You can use 'Paste Special' to open a list of Languages from which you can choose the correct one.

    You can also use Languages or Delivery Modes to specify the printer that will be used to print Purchase Orders. This can include sending a Purchase Order to a fax machine, if your hardware can support this feature. To do this, enter separate rows in the 'Define Document' window for printing and faxing, with appropriate Languages and Printers.

    If you only want to be able to print Purchase Orders that have been approved, enter 'OKed' in the Status column in every row in the 'Define Document' window. This will prevent the printing of Purchase Orders that have not yet been approved. If you have also used Access Groups to control who can approve Purchase Orders, this feature helps prevent the fraudulent creation and printing of unauthorised Orders.

    You can also use this feature to use a different Form when printing unapproved Purchase Orders, as shown below:

  7. Click [Save] to save the Purchase Order Form definition. From now on, the Purchase Order Form that you have designed will be used, from the 'Documents' function and from the Printer icon. If you have designed more than one Form, the correct one will be used depending on the Language or Delivery Mode of the Purchase Order.