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We are now ready to issue Vendor Purchase Orders. From Order Entry use the Actions Menu > Prepare Vendor Purchase Order. You will now find yourself in the Prepare Vendor Purchase Order dialog.
| • | In this example there is just one line item from one vendor so the Vendor data field will be automatically populated. When multiple vendors are present on a job they will all be listed in the drop down box for quick reference. |
| • | Confirm P.O. Date (which defaults to the current date) and Production Contact (which will default to the Sales Rep on the job). While both will initially default, you may choose to alter the entries as needed. You will notice the Shipping Information to the right of the screen is defaulting to the information you previously supplied when entering the Alternate Address. This is currently grayed out and cannot be adjusted. If you had not entered Shipping Information with the Alternate Address, or had not used the Alternate Address at all, these options would be available to you. In that case, you would now be able to choose from already established options available in the drop down box or manually enter your desired method. You would also have the available option to select Inside Deliver, if appropriate. |
| • | Notice two separate list boxes are present. The first shows all purchase orders for this job already created for the vendor you have specified (since this is a new job for this example, no existing purchase orders are present). Information for each entry includes the P.O. Number, Date the P.O. was created and each item (accompanied by its description) that was included on the P.O. The second list box will represent all line items assigned to the selected vendor that have not been included on previous purchase orders (in this example, you will see just one listed). Initially, every line item in this list box will have an “X” in the far left column, signifying that it is to be included on the purchase order we are currently creating. To exclude a line item from the purchase order, simply double-click the item and the “X” will be removed. Double-clicking the item again will restore the “X” and, once again, include the item as we create the purchase order. |
| • | Using Commands > Create Purchase Order, let’s move forward. |
| • | The Purchase Order Editor dialog is your opportunity to review all information as it will be portrayed to the vendor. You may also choose to use the options menu to add additional instructions either after the last line item or on a separate page. Once you are satisfied with the resulting purchase order, use File > Save to continue to Xebra Print Preview. |
| • | Through Edit you may now choose your method of delivery. For this example, choose File > Email. Xebra will now automatically convert the purchase order to a PDF and team with your default email server. A new email will be created and you will notice the To: address, Subject: and message body have all been automatically populated. Also, you will see the PDF version of our purchase order and the “artwork” (remember the line item file attachments) have been attached. We could now simply click send, return to Xebra, close back to Order Entry and move on to other responsibilities. |
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