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Print purchase orders

This activity produces the purchase order documentation. Purchase orders can be printed.

Purchase orders documentation cannot be produced for:

• Orders that are on hold.
• Those that are unauthorised, if your are using order authorisation.

If your system is set to print copies of these documents then the copies are automatically sent to print for orders that are not on hold. If you are using order authorisation a copy of the order is sent to print when the order is authorised. If you are not using order authorisation a copy of the new or amended order is sent to print once you save an order.

Order documentation can be produced using a number of options. You can select all documents pending print, amended documents pending print, documents for a particular supplier or for a single order.

To segregate those documents that have been printed and those pending print, the system marks the orders accordingly. If you select either the all, amended or by supplier option, the system only prints those orders pending print provided they are neither on hold or unauthorised. The single order option, provides a means to reprint the documentation, provided the order is authorised and is not on hold.

To print orders

Open: Purchase Order Processing > Order Processing > Print Orders.

1. Select the type of document production required.
2. Select the order(s) for print using the on-screen options (remember that you can use the single order to reprint). The order(s) associated with the selection criteria specified appear in the list below the options.

Depending on the print option you choose, the window displays additional boxes used to select the range of orders for print.

• If you select All orders for a supplier, the window displays additional boxes. Select the supplier using the A/C ref, Short name and Postcode boxes.
• If you select Single order, the window displays additional selection criteria. Select the order using the Order no drop-down or use Find to search for the order.

3. To print orders individually, select an order and click Print. Alternatively, click Print All which selects all the orders on the list and prints the full list.

   Tip: To select more than one item using the mouse, hold down the Ctrl key to pick individual items, or hold down the Shift key to select a block of items.

Orders placed on hold or unauthorised in the print range are not printed. A list of these documents is not produced.