Releasing Purchase Orders

Use the PO Release Queue, the PO Expedite Queue, or the POE Status tab to evaluate purchase orders before releasing them for purchase. The system provides two levels of authorization for releasing purchase orders.

Purchasing agents can have authorization to view any purchase orders, but only release those purchase orders that have a negative quantity, called return purchase orders, or purchasing agents can have authorization to release any purchase orders in the system.

For example, your company may have three purchasing agents and a purchasing manager. The agents build and submit purchase orders daily. The purchasing manager reviews the purchase orders and determines if some purchase orders can be combined or added to purchase orders already in the system.

When purchase orders are released and invoiced, a message is appended to any associated tracker. Use the Update Associated Trackers Upon Invoicing Of Orderscontrol maintenance record to indicate if you want messages send to those users on associated trackers.

To release a purchase order from the PO Release Queue:

From the Purchase > Queues menu, select P/O Release to display the PO Release Queue window.

Note: If prompted, log on to the character-based system.

In the Br field, enter the branch for which you want to list open purchase orders. Type all to search all branches.
In the Vendor field, enter the vendor name for which you want to list open purchase orders. Leave the field blank to search all vendors.
In the Writer field, enter the writer name if you want to search for a specific purchasing agent. Leave the field blank if you want to search all purchasing agents.
In the Start Date and End Date fields, indicate the time frame for which you want to search for purchase orders.
Press Enter to begin the search and populate the queue.
Enter a P for print, and F for fax, or an E for e-mail next to the purchase orders you want to release.
Use the Prt All hot key to print, fax, or email the purchase orders you selected in step 7.

The system prints any orders marked with P, displays the Send E-mail screen for any orders marked with an E grouped by vendor, and the Fax Memo screen for any orders marked with an F. Complete the necessary information for each to release the purchase orders.

Press Esc to return to a blank queue.
Press Esc to exit the PO Release Queue screen.

To release purchase orders from the PO Expedite Queue:

Display the PO Expedite Queue selecting the purchase order parameters needed.
In the S column, select the check box for the purchase order you want to release.
Exit the window to release the purchase order.

To release purchase orders from the POE Status screen:

Display the purchase order you want to release.
Click the Status tab display the Status window.
In the Print field, enter one of the following:

Y - Yes Print
N - No Print
F - Fax
A - E-mail
H - Hold for Printing

Exit the window to release the purchase order and return to the main menu.