1Overview #
Licence. Purchase Order Automation is a feature of Order Management, bought on its own. Without it this page, Generated Purchase Orders and the Generate PO button on purchase orders are not offered.
2Step by step #
- Arriving from Generate PO, the list shows the orders just generated . Switch that filter off and press Apply filters to see earlier ones.
- View (or double-click) opens an order on the voucher screen, where it can be changed like any order.
- Tick the orders that are right and press Approve . Reject and Cancel order ask for a reason.
- Print an order, and send it with E-mail or WhatsApp / SMS .
- Where the voucher type has a workflow, press Workflow to submit the order and to follow or act on its steps.
3Approve, reject, cancel #
- These change the order's status , exactly as Change Status does on the voucher screen. You need the Status Change right on the voucher type.
- The status must be one the voucher type allows (Voucher Manager, Available statuses).
- Several orders can be done at once; the result lists each one and why any was refused.
- Where the voucher type runs under a workflow (the Workflow column says Not submitted, Submitted or Completed, not None), the status cannot be changed directly: the workflow's steps change it. Press Workflow to submit the order or to act on your step.
- If Workflow then says no workflow is attached, no route of the workflow covers this order (a route can depend on the branch or the value). An administrator adds a route that covers it in the workflow set-up, or switches the workflow off for the voucher type.
- A cancelled order no longer counts as On order in Purchase Planning.
4Print, e-mail, WhatsApp #
- Print opens the order in System Print, one order at a time. The print right and the reprint right of the voucher type apply.
- E-mail uses the e-mail profiles of the voucher type (Settings → E-mail Profiles). With more than one profile you pick which. Each order is shown before it goes — the address, subject and message can be changed — and the printed order is attached when the profile says so.
- WhatsApp / SMS uses the SMS / WhatsApp profiles the same way. The message is text; a document is not attached.
- The supplier's address and mobile come from its address book entry. Fill them there once and every order finds them.
- Each send is recorded in the Notification Log.
5Shortcut keys #
- F3 Refresh the list.
- F5 confirms the reason window.
- Esc closes the window that is open; with none open, it closes the page.
6If something does not work #
"Tick at least one order." / "Tick one order for this." / "Tick up to ... orders at a time (... are ticked)."
- Why
- The buttons act on the ticked orders. View, Workflow and Print take one order; the others take up to fifty (sending: twenty).
- What to do
- Tick the order or orders in the first column, then press the button again.
"The status '...' is not in this company's status list, so it cannot be set from here."
- Why
- Approved, Rejected and Cancelled are looked up in the company's status master, and that one is missing.
- What to do
- Change the status on the voucher screen with one this company uses, or ask an administrator to add the status.
"... is already Approved." / "These orders are already ..."
- Why
- The orders ticked already carry the status asked for.
- What to do
- Nothing to do. Press Refresh (F3) to see the latest state.
"Enter the reason."
- Why
- Rejecting or cancelling an order needs a reason, kept with the order.
- What to do
- Type why, then confirm.
Result: "Not done" - Restricted user permission (Changing Status)
- Why
- Changing a status needs the Status Change right on the voucher type.
- What to do
- An administrator grants it in User Manager, or somebody who holds it approves the order.
Result: "Active workflow is present, You can not change status directly. This voucher type runs under a workflow ..."
- Why
- The voucher type runs under a workflow, so the database refuses a direct status change: the workflow's steps change the status. The Workflow column shows Not submitted, Submitted or Completed for such an order.
- What to do
- Tick the order and press Workflow, then submit it or act on your step there.
Workflow says "No workflow is attached to this document" but Approve is still refused
- Why
- The voucher type has the workflow switched on, but no route of it covers this order - a route can depend on the branch or on the value. The order can then be neither approved directly nor submitted.
- What to do
- An administrator adds a route that covers such orders in the workflow set-up (Voucher Manager), or switches the workflow off for the voucher type.
Result: "Not done" - the status is not available
- Why
- The voucher type allows only certain statuses (Voucher Manager, Available statuses).
- What to do
- Allow the status on the voucher type, or use one it allows on the voucher screen.
"This order may not be printed." or a message about the print right
- Why
- Printing needs the Print right on the voucher type; printing again needs Reprint.
- What to do
- An administrator grants the right, or somebody who holds it prints the order.
"The order could not be printed: nothing came back from System Print."
- Why
- System Print returned no document for this order.
- What to do
- Open the order with View and print it from the voucher screen; if that fails too, an administrator checks the System Print settings of the voucher type.
"No e-mail profile is defined for .... Add one in Settings > E-mail Profiles, then send again."
- Why
- E-mail goes out through an e-mail profile of the voucher type, and it has none.
- What to do
- Add a profile for the voucher type in Settings > E-mail Profiles.
"No SMS / WhatsApp profile is defined for .... Add one in Settings > SMS / WhatsApp Profiles, then send again."
- Why
- A WhatsApp or SMS message goes out through a profile of the voucher type, and it has none.
- What to do
- Add a profile for the voucher type in Settings > SMS / WhatsApp Profiles.
"... is Cancelled - it is not sent. Untick it." / "... of the ticked orders are cancelled or rejected - they are not sent."
- Why
- A cancelled or rejected order is not sent to a supplier.
- What to do
- Untick those orders and send the others.
Result: "Not sent - the window was closed."
- Why
- The message was shown before sending and the window was closed without Send.
- What to do
- Tick the order and send again.
Result: the message could not be prepared, or it was not sent
- Why
- The supplier has no e-mail address or mobile number in its address book, the profile's account is refused, or the gateway did not answer. The message says which.
- What to do
- Fill the supplier's address book entry, or type the address in the send window; an administrator checks the profile's account.
An order I generated is not in the list
- Why
- The list is cut by the dates it was generated, by Only the orders I generated, by the Generate PO you came from, and by the branches of your reporting option. An order deleted on the voucher screen is gone from here too.
- What to do
- Clear the dates, switch the two switches off and press Apply filters.
This is the help InvoiceNET® ERP shows beside the Generated Purchase Orders screen. Whether you have the screen depends on the modules of your licence and the rights your administrator has given you.
See this screen for yourself
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