Printing Purchase Orders

When you are ready to send a purchase order to the vendor, you can print it and mail or fax it to the vendor. When you print a purchase order, you can choose to print a negotiable purchase order, a draft purchase order, or a cancellation notice. Here are explanations of the options:

Negotiable Purchase Order. This option prints the official purchase order you will send to the vendor. If you choose this option, Horizon records an order activity for each item, initiates the claim cycle, and may create copy or item records for the items (depending on the option you selected in the Copy/Item Creation field on the PO header).
Draft Purchase Order. This option prints a draft of the purchase order so you can review it without actually ordering it. If you choose this option, Horizon does not record any order activity, initiate claiming, or create copy or item records.
Cancellation Notice. This option prints a cancellation notice for any items you have canceled on the purchase order. The cancellation notice only includes items that have been canceled. It does not show the other items that were included on the original order. (For more information about canceling PO lines and printing cancellation notices, see Canceling Items. For more detailed information about this option, see Cancellation Notice.)

You must print purchase orders with the Print PO(s) option on the PO menu, not the Print option on the File menu.

Printing Distribution Slips

If you want, you can handle billing from one central location but still have the vendor ship items to the individual locations specified on the PO line. To do this, you must mark the Drop Ship box on the PO header before you print the negotiable purchase order. If you mark this box, Horizon automatically prints distribution slips for the individual locations on the PO line when you print the order. These slips specify the items that should be sent to each location. (For more information, Central Ordering)

You can highlight multiple purchase orders from a search list and print them all at once, instead of opening and printing them individually. (For example, if you want to print all the purchase orders created on a given date, you can search for the orders by date and highlight and print the ones you want.)

To print purchase orders

1 Start the Find PO by Header process.

The default location of this process is the Acquisitions\Purchase Order folder on the navigation bar.

Horizon displays the Compound Search window.

2 Search for the purchase orders you want to print.

Horizon displays a list of purchase orders that match your search term.

3 Highlight the purchase orders you want to print.
4 Choose PO, Print PO(s) to display the Print PO(s) window. (Be sure to choose the Print PO(s) option, not the Print option.)

5 Mark the type of purchase order you want to print and click OK.

Horizon notifies you if the purchase order does not meet the vendor’s minimum order amount or the minimum amount required for a discount. Click OK to print the purchase order anyway, or click Cancel to not print the purchase order.

Horizon displays the Print window.

6 Choose the print settings you want.

To display help for an item, click in the upper-right corner of the window, then click the item.

Note: If you choose a font that is too large, Horizon displays an error message asking you to choose a smaller font. This is because a font that is too large allows only the header to fit on the page.

7 Click OK.

Horizon prints the purchase orders.

 


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