Using Forms or Buyer Work Center, you can select or update the communication method for your purchase orders, releases and agreements. The communication methods are Print, Fax and Email. XML / EDI are also used, and take precedence over the rest of the transmission methods.
When you create purchase orders, releases, or agreements using Forms, the system supports one or more of the available communication or transmission methods to send the order document to suppliers: email, print, fax, XML / EDI.
In the Purchase Orders form and in the Purchase Orders Summary form, you can specify the Communication method.
Enter the purchase order, release, or agreement information in the Purchase Orders form, and then click Approve. The Approve Document window displays, with the Approval Details tab highlighted. The Approval Details tab has a Transmission Methods region with the following checkboxes: Print, Fax, E-mail. There are fields for the Fax number and email address next to the respective checkboxes. You can select one or more communication methods to the suppliers. Note that if a communication method has not been specified for this supplier in the supplier site or supplier contact pages, then these checkboxes are not selected. However, if a value is entered by the buyer in the supplier site or supplier contact pages, the selected value will be checked by default. You can override the default communication method by unselecting the checkbox and selecting the communication method of your choice.
Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site).
If they have been set up, the EDI and XML options are enabled for use.
Please ensure you enter an email address or a fax number in the fields provided next to the checkboxes, otherwise an error message displays while submitting the document for approval.
Find your purchase orders or agreements using the Find window of the Purchase Orders Summary form. The Summary window displays the approved purchase order or approved agreement information. Select Tools > Communicate from the menu option. The Communicate window displays, where defaulting of transmission or communication method is governed using the profile option PO: Default Communication method from Order document. If the value for the Profile is set to No, the communication method is defaulted from the supplier site or from the supplier contact information. If the value for the profile option is set to Yes, the communication method is defaulted from the latest approved purchase order document.
You can select one or more of the following communication methods: Print, Fax or Email. Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site).
Select one or more communication methods and click Ok. You get a confirmation message that the concurrent request for submitting communication methods is processing.
Using View > Requests, verify if the request is processed successfully. You can view the output for the Print option using the View Output button in the Requests window.
Note that the defaulting of transmission or communication method is governed using the profile option PO: Default Communication method from Order document. If the value for the Profile is set to No, the communication method is defaulted from the supplier site or from the supplier contact information. If the value for the profile option is set to Yes, the communication method is defaulted from the latest approved purchase order document.
When you change or revise purchase orders, releases, or agreements using Forms, the system supports one or more of the available communication or transmission methods to send the order document to suppliers: email, print, fax, XML / EDI.
In the Purchase Orders form, you can specify the Communication method (print, fax, email) and this is stored as part of the revised purchase order header information.
Enter the purchase order, release, or agreement revision information in the Purchase Orders form, and then click Approve. The Approve Document window displays, with the Approval Details tab highlighted. The Approval Details tab has a Transmission Methods region with the following checkboxes: Print, Fax, E-mail. There are fields for the Fax number and email address next to the respective checkboxes. You can select one or more communication methods to the suppliers.
Defaulting of transmission method during Purchase document revision is determined by the value of the profile option PO: Default Communication method from Order document.
If the profile option value is set to No, the communication method is defaulted from the supplier - site or from the supplier contact. Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site).
If the profile option value is set to Yes, the communication method is defaulted from the latest approved purchase order document.
If they have been set up, the EDI and XML options are enabled for use.
Please ensure you enter an email address or a fax number in the fields provided next to the checkboxes, otherwise an error message displays while submitting the revised document for approval.
Purchase Orders, Contract Purchase Agreements and Blanket Purchase Agreements are cancelled using the action Cancel PO that is available in the Tools > Control menu option of the Purchase Orders Summary form. Buyers can communicate purchasing document cancellations to their suppliers using one or more transmission methods (Print, Email, Fax, XML / EDI) in the Control window. The transmission methods (Print, Email, Fax) are available as checkboxes in the Control window.
Defaulting of transmission method during Purchase document cancellation is determined by the value of the profile option PO: Default Communication method from Order document.
If the profile option value is set to No, the communication method is defaulted from the supplier - site or from the supplier contact. Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site).
If the profile option value is set to Yes, the communication method is defaulted from the latest approved purchase order document.
When you create purchase orders, or agreements using Buyer Work Center, the system supports one or more of the available communication or transmission methods to send the order document to suppliers: email, print, fax, XML / EDI.
In the Header page of the purchase order, or agreement, the Communication Method has three checkboxes: Print, Fax, Email.
If you select a communication method before specifying suppler site details, the selected communication method is overridden with the default communication method maintained at the supplier site level.
When the communication method is set to Print at the supplier site level, the Print checkbox is selected by default after specifying the supplier site information in the Purchase Orders or Agreements page.
When the communication method is set to Fax at supplier site and Fax number is specified at the supplier contact or supplier site level, the Fax checkbox is selected by default in the header, and the Fax number is populated after specifying the supplier site information in the Purchase Orders or Agreements page.
When the communication method is set to Email at supplier site level, the Email checkbox is selected after specifying the Supplier site information and the Email address is defaulted based on the value of the profile PO: Communication Email Default. The values are:
Site: the email address specified at the site level is defaulted
Contact: the email address specified at the contact is defaulted
If the fax number and email address are not provided / populated, you see an error message during save. The save action also saves the default value of the Communication Method in the purchase order or agreement header.
When the purchasing document is copied using either Duplicate With Attachment or Duplicate without Attachment action from the Orders Summary page, then the system defaults the communication methods from the source purchasing document.
Note: XML/EDI takes precedence over other modes of communication.
When the user creates a revision to the purchasing document, the defaulting of the transmission method value is governed by the profile option PO: Default Communication method from Order document"
If the profile option value is set to No, the communication method is defaulted from the supplier - site or from the supplier contact. Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site). If the profile option value is set to Yes, the communication method is defaulted from the latest approved purchase order document.
Any values defaulted for the communication methods before changing supplier site details should be overridden with the default communication method maintained at the supplier site level.
When the communication method is set to Print at the supplier site level, the Print checkbox is selected by default after specifying the supplier site information in the Purchase Orders or Agreements page.
When the communication method is set to Fax at supplier site and Fax number is specified at the supplier contact or supplier site level, the Fax checkbox is selected by default in the header, and the Fax number is populated after specifying the supplier site information in the Purchase Orders or Agreements page.
When the communication method is set to Email at supplier site level, the Email checkbox is selected after specifying the Supplier site information and the Email address is defaulted based on the value of the profile PO: Communication Email Default. The values are:
Site: the email address specified at the site level is defaulted
Contact: the email address specified at the contact is defaulted
The Communicate action in the Orders Summary page supports multiple communication methods to transmit Purchase documents to the supplier. The Print, Email and Fax checkboxes support multiple communication modes.
The defaulting of transmission methods in the Communicate page from Orders Summary (action : Communicate) is governed using the profile option PO: Default Communication method from Order document.
If the value for the Profile is set to No, the communication method is defaulted from the supplier site or from the supplier contact.
If the default value is Print, the Print checkbox is selected automatically in the Communication page.
If the default value is Email, the Email checkbox is selected automatically; the Email address is defaulted based on the value of the profile PO: Communication Email Default. The values are:
Site: the email address specified at the site level is defaulted
Contact: the email address specified at the contact is defaulted
If the default value is Fax, the Fax checkbox is selected automatically in the Fax number defined at the supplier site or at the supplier contact will be defaulted in the Communication Methods region.
If the value for the Profile is set to Yes, the communication method is defaulted from the latest approved Purchase order document.
Purchase Orders, Contract Purchase Agreements and Blanket Purchase Agreements are cancelled using the action Cancel PO that is available in the Actions menu in the Purchase Order page. Buyers can communicate purchasing document cancellations to their suppliers using one or more transmission methods (Print, Email, Fax, XML / EDI). The transmission methods (Print, Email, Fax) are available as checkboxes.
Defaulting of transmission method during Purchase document cancellation is determined by the value of the profile option PO: Default Communication method from Order document.
If the profile option value is set to No, the communication method is defaulted from the supplier - site or from the supplier contact. Email addresses (the field next to the Email checkbox) are defaulted based on the value of the profile option PO: Communication Email Default. The Email address is automatically populated from supplier contact (profile option value is Contact) or from the supplier site (profile option value is Site).
If the profile option value is set to Yes, the communication method is defaulted from the latest approved purchase order document.