Creating an Electronic Order

You can create an electronic order for a single purchase order from the PO window, or you can highlight multiple purchase orders from a search list and create a single file for all of the orders. However, you do not want to combine purchase orders for different vendors in the same file. Make sure the purchase orders you highlight have the same vendor. (If you accidentally highlight purchase orders with different vendors, Horizon displays an error message.) You create EDIFACT orders with the Create EDIFACT Order option on the PO menu. You create BISAC orders with the Create BISAC Order option on the PO menu.

To create an electronic order

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 order electronically.

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

3 Highlight the purchase orders you want to include in the electronic order.

Remember that the purchase orders must have the same vendor.

4 Do one of these tasks:
To create an EDIFACT order, choose PO, Create EDIFACT Order.
To create a BISAC order, choose PO, Create BISAC Order.

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 create the electronic order anyway, or click Cancel to not create the order.

Horizon displays a window like this:

This window lets you enter a name for order file and specify the location where you want to save it. The default location is the Horizon folder where the Horizon software is installed; however, you can choose a different location. To open a folder, double-click it. To go up one level, click the button with the up arrow.

You may want to create a folder specifically for electronic orders. To create a folder, go to the location where you want to create the folder and click the New Folder button.

The vendor may require that you follow a certain naming convention. At the least, you may want enter a name that is eight characters or less to conform to MS-DOS filename conventions, which is the standard for most operating systems. (This convention also allows you to enter a period and a three-character extension after the name.)

5 Save the file.

Horizon saves the purchase order in EDIFACT or BISAC format, depending on which one you chose.

6 Send the order to your vendor.

Ask your vendor how they would prefer to receive the electronic order.

Note: When using the Unicode font for Horizon, characters in EDIFACT or BISAC orders that cannot be represented in either standard’s client code pages will be converted to an asterisk ( * ).

 


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