Printer's Plan Purchase Order Tool – Print Reach Help Center

Overview

With this flexible tool, you can now print and email Purchase Orders easily and quickly.

Info: This article shows how to open the Purchase Order window, understand each section, configure templates, and print logos.

How to Open the Purchase Order Window
Purchase Order Window – Data Sections
How Printer's Plan Initializes Data
Purchase Order Template
Creating Vendor-Specific Templates
Template Sections and Fields
Printing Your Logo

See Also: Training video on Purchase Orders

Figure 1 - An example Purchase Order Document

With this flexible tool, you can now print and email Purchase Orders easily and quickly.

To see it in action watch our training video on the Purchase Orders

How to open the Purchase order window

In the Job window of an Order:

1. Right click on a Service.

2. Click Purchase Order.

Figure 2 - The order window has a service selected via a secondary or right-click. In the Service's context menu is the Purchase Order option.

Purchase Order Window - Data Sections

The Purchase Order window has eight distinct Data Sections

Figure 2 - Each data section is labeled within the Purchase Order window (Pictured top to bottom in order: Vendor, Ship To, PO#, Description, Cost, Instructions, Options, Print / Email PDF).

When you open the window, Printer’s Plan initializes the Data Sections based on a Purchase Order Template. Here’s how Printer’s Plan selects a template:

Printer’s Plan selects the Vendor’s Template if a vendor is assigned to the selected Service and the
Vendor’s Template exists, such as PO Vendor103.txt.
Printer’s Plan selects the Default Template (PO Default.txt) if no vendor is assigned to the selected
Service or the Vendor’s Template does not exist.
If both steps fail, Printer’s Plan initializes the data as described below.

Data Sections: How Printer’s Plan Initializes Data

Table: Purchase Order Data Sections
Section	Description
Vendor	Initial Data: The address of the vendor assigned to the selected Service. Click the Vendor button to change the vendor. Changing the vendor in this window does not change the vendor assigned to the Service in the Specs window; however, the data will be re-initialized. Click to open the setup window of the selected vendor.
[Ship To Image]	Initial Data: The Ship To address assigned to the Order. Click Ship to Customer button to select a different address of the customer. Click Ship to us to change it to your address (from Customer# 1 in Customers/Customers+Prospects/Special Customers). You can change this default to your address in the template. Click to open the Ship To setup window.
[PO Number Image]	Initial Data: The Default PO Number is formatted as `Job#-Item#-Service#`. (You can find the Service number in the setup window of the Service in the Services section. The number is to the left of the title bar at the top.)
[Description Image]	Initial Data: The quantity and name of the selected Service. The “Invoice Name” assigned to the Service is used if there is one.
[Note Image]	Initial Data: The note assigned to the selected Service.
[Cost Image]	Initial Data: The cost of the selected Service. Unit Cost is calculated from this cost and quantity.
[Options Image]	Initial Data: Your Default Purchase Order option that you can set in the Settings section > Printing > Document Options > Purchase Order.
[Buttons Image]	Buttons for Print Now, Email PDF, and selecting templates.

Purchase Order Template

The Purchase Order layout is built-in to Printer’s Plan and cannot be customized. However, you can
customize the data that goes into the document.

Printer’s Plan Initializes the Data Sections based on a Purchase Order Template.

Figure 3 - The text files within the file folder Printer's Plan > Documents > Vendor Documents > Templates

Within the Printer's Plan installation directory is the file folder for Purchase Order templates. Navigate to Printer's Plan > Documents > Vendor Documents > Templates to locate the PO Default.txt file. This is the standard PO template for Printer's Plan. Additional templates can be created here.

Fields for PO Templates.txt lists data fields you can use in PO templates.
PO Default.txt is the default template that you can modify or copy and paste to create others.

How to Create Vendor Specific Templates

Copy and paste the PO Default.txt file.
Rename it as “PO Vendor” + Vendor’s Number + “.txt”. Example: PO Vendor103.txt.
Open the template in Windows Notepad.
Add plain text and/or Data Fields to the Template Sections. See the Fields for PO Templates.txt file
for the data fields you can use.

Template Sections: How You Can Customize the Initialization

A Purchase Order Template has six sections.

Template Section Initialization and Data Fields
SECTION	INITIAL DATA: What Printer’s Plan assigns to a section if no template is found or a template section does not exist or template section has no data fields (empty). DATA FIELDS: What you can add to template sections.
`[PO.NO]`	Job#-Item#-Service#. To exclude the Service#, add: `<Jobs.JobNo>-<Items.ItemNo>`
`[VENDOR]`	The address of the vendor assigned to the Service.
`[SHIPTO]`	The Ship To address assigned to the Order. To change it to your company address (Customer #1), add: `<ShipToUs>`
`[DESCRIPTION]`	The name of the selected Service. To change it to the Item Description, add: `<Item.Description> <Item.Size>`
`[INSTRUCTIONS]`	(none)
`[EMAIL]`	(none) Printer’s Plan will add data from the Purchase Order window to the email body (text).

For a complete list of DATA FIELDS, see Fields for PO Templates.txt in the VendorDocuments/Templates folder in the Printer’s Plan directory of your server.

How to Print Your Logo on Purchase Orders

On your Printer’s Plan server computer, where PlanData.mdb is located, create a bitmap image. Add your company logo, address, phone to the image. Name the image as LogoPO.bmp.
TIP: Copy and paste your LogoPrint.bmp and rename it.
Check the Company Logo option. If unchecked or LogoPO.bmp does not exist, your company name and address will be printed.

Figure 4 - The Print & Email window Print Options

NOTE: You can set the default options in the Settings section > Printing > Document Options >
Purchase Order.

Demonstration

If the embedded video fails to load, click here to watch on YouTube.