Modifying Purchase Order Report

A Purchase Order is a document sent from a buyer to a supplier with a request for an order. The document usually contains the type of item, quantity, and agreed upon price for the order. The more specific the order, the more details included, the more effective the Purchase Order will be. When a seller (aka, supplier, Vendor, etc.) accepts a Purchase Order, a legally binding contract is formed between the two parties. In addition, the buyer should always clearly and explicitly communicate their requests to the seller so there is no confusion when the Purchase Order is received. In the event the buyer refuses payment, the seller is protected since the Purchase Order is a binding contract between both parties.

Configuration

The "Print outs menu" and "Printouts -- maintenance" security settings must be set to "Yes" for users who will build and modify report layouts. Additionally, the "Printouts -- edit report layouts for purchases" setting is required to modify this report. Other configuration considerations include sample Purchase Order and Vendor master data created in DEACOM. If customers have just recently installed the DEACOM software, they may need relevant data loaded or created. This occurs during the Implementation process.

Users should also reference the "Configuration" section of the Managing Report Layouts page prior to creating any report.

Process

General process information on designing Report Layouts can be found in the Managing Report Layouts page.

Designing the Purchase Order layout

  1. Navigate to Print Outs > Maintenance > Report Layouts.
  2. Locate and select the "purchase" system report in the list then click "Modify" to display the Printing Defaults form.
  3. In the "Name" field enter an appropriate name for the report. Note that this indicates the name of the report as it will appear in the pick list throughout the system when users select the report to print.
  4. Ensure "Type" is set to "Purchase" and complete other fields on the Printing Defaults form as desired. Complete information on the fields available to this form are covered on the Report Layouts Encyclopedia page.
  5. Click "Add" to display the Printing Defaults form.
  6. Enter a caption for the new report, such as "u_purchase_order" so the system recognizes this version as a user-created version of the master system report. The value entered is up to the user, but we recommend that the value entered be preceded by "u_".
  7. Click "Save" to create the new report copy then close the Printing Defaults form.
  8. In the Edit Printing Default section of the Printing Defaults form, locate and select the newly added copy then click "Edit Report".
  9. On the User Report Name form, enter a name for the report then click "Continue" to open the Report Designer, which should display the default purchase order template as supplied by DEACOM.
  10. Modify the general layout of information on the report.
  11. Users may wish to print a few Purchase Orders using the default template to understand what type of information is generally printed. This is accomplished by clicking the "Preview" button on the Report Designer toolbar.
  12. Typically, Purchase Orders will contain the following:
    1. Header: Form title, Company information (company name, logo, address, and contact information), Order information (Purchase Order Number including a barcode for easy receiving in WMS using the proper syntax of TRANS(m.tp_purnum,"9999-99-99999"), Vendor and Ship-to names and addresses including any linked Contact People using the dmcontpeople fields, Facility to which the order will be delivered, Ordered and Wanted dates, Freight payment method, Ship Via)
    2. Detail: Item Master information of the materials being purchased (Part Number or Vendor Part Number and Description, Purchase Unit of Measure, Quantities, Prices, and extensions, etc. and specific Lot Numbers being requested if Lot Tracking is used), Notes from various records such as the order itself, items ordered, Vendor, Hazardous or special storage information.
    3. Footer: The total cost of the Purchase Order, date and time document was printed, page numbers, etc.
  13. Once all sections have been designed, click "Save" to commit the changes, then close the Report Designer.
  14. Back on the Printing Defaults form, click "Save" then close the form to complete the process.

Printing the Purchase Order report

To print a Purchase Order:

  1. Navigate to Purchasing > Order Reporting > click "View". Users may also utilize the available filters to narrow down the list of Purchase Orders that will be displayed.
  2. Locate and select the desired Purchase Order and click "Print".
  3. On the Copies To Print form, confirm the "Report" selected and print settings then click "Print".