Fax Purchase Orders

Purchase Order Menu -> Purchase Orders -> Fax option -> Fax Purchase Orders

Purchase Order Menu -> Inventory Re-Ordering -> Generate P.O. From Worksheet -> Fax option -> Fax Purchase Orders

When a Purchase Order or series of Purchase Orders have been selected to be faxed to the suppliers this paging screen is generated listing the Purchase Orders to be faxed with the Vendor number, name, and the Sales fax number currently stored in the Vendor Information .

Any P.O. that should not be faxed can be deleted from the list, and the fax numbers can be changed as required.

The prompts are:

PO#

The Purchase Orders selected display.
P.O.'s can be deleted from this fax queue, by highlighting the record and clicking the DELETE button.

A window is provided to drill down to the P.O. details as outlined in View Document Information .

VENDOR#

The vendor number for each P.O. displays.

NAME

The vendor name displays.

FAX NUMBER

• The Sales Fax# for the supplier as stored in Vendor Information, is displayed automatically.
  This can be over-typed as required.

• If there is no Sales Fax# saved on record, then the supplier's primary company Fax# is displayed, and if the action to update the fax numbers is accepted, this primary fax number will be copied back to the Sales Fax#

• If the fax number does not display, it must be typed in manually.
  Do not use spaces between the numbers in the fax number as this is not acceptable to the fax modem.
  Dashes are acceptable.
  If the vendor is long distance, type a 1 in front of the area code and fax number.

  Acceptable fax numbers examples: 14165551000 or 1-416-555-1000

Finished?

When the fax list is complete and correct, click ACCEPT twice, once to accept the last fax record and once to accept the screen.

CONFIRMATION SCREEN

Select on of the following actions for the Purchase Order Fax run:

• Select Return To Details to return to the vendor P.O. fax list and make further changes before sending.

• Select Send Faxes to send the P.O.'s.
  The current default time can be accepted for the fax run or type in the time when they should be sent.
  Faxing after normal working hours is usually the most economical.

• Select Send Faxes and Update Vendor Fax# if changes have been made to the fax numbers on the screen, and if these changes should also be saved in the Vendor Information replacing existing fax numbers.
  The Purchase Orders will be sent to the updated fax numbers.

• Select Exit Without Faxing to abort the fax run.

FAX INFORMATION

This pop-up window is triggered if any Purchase Orders are being faxed to capture the time to initiate the faxing.
This allows the faxes to be delayed to a preferred time.

Accept the time displayed or over-type it with the correct time to send the faxes.