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The creation of a purchase order is quite simple once the component information has been entered. Click on the word Project at the top of the Design Manager window and choose Purchase Orders from the menu that drops down. Enter the code for the project requiring a purchase order in the box next to the word "Project". The name of the project and the name of the client will appear to the right of the project code. You will see in the grid below a list of all purchase orders that have been made for this project. If this is your first purchase order for this project then the grid will be blank. Click the Add button in the lower left of this window and a new window titled New Purchase Orders will appear. The new window will show you all of the

components that have been entered for this project. The components will be shown in alphabetical order by vendor code. You will notice that the left most column is titled Tag. To order a component, simply click on the box in the Tag column for that component. A check mark will appear indicating that the computer intends to put this component on a purchase order. At the time that you place the check mark in the Tag box the computer will look to make sure you have selected a vendor from whom to purchase the component and also a ship to destination. If either of these pieces of information is not yet entered then the computer will display an error message and will be unable to order the component. If you know the information that is missing from the component, you can easily enter it here after clearing the error message. Just double click on the component whose information is missing. The computer will take you directly to the window on which the information is to be typed. After typing the information and clicking the OK button at the bottom of the window, you will return to the New Purchase Orders window. Continue placing check marks in the Tag column until you have selected all of the components that are to be ordered at this time. Then click the OK button in the lower right portion of this window.

After clicking the OK button, a window, titled Generated Purchase Orders, will appear. The grid on this window will list all of the purchase orders that are required to order the components you have selected. If you selected two or more components that have the same vendor code and same ship to code the components will be combined on one PO. You can force the components to print on individual POs by checking the Single Item PO checkbox in the advanced options (see below) If necessary, you may place additional instructions on any of these purchase orders by simply highlighting the purchase order and clicking the edit button on the right side of the window. A new window titled Edit Generated PO will appear in which you may enter information such as shipping instructions, verbal purchase order numbers and other important information specific to this purchase order. After adding any desired information to the purchase orders, click the OK button in the lower right portion of the window to print the purchase orders.

After the purchase orders are printed, a small window will appear asking whether you would like to accept or reject the purchase orders. If you choose accept the computer will assume that the printing was successful and that the orders will be sent to the vendors. If you choose reject the computer will assume that something went wrong with the printing and that this batch of purchase orders is not usable.

Advanced Options – PO Tab

From the Company Advanced Options section click on the PO tab. This window holds settings that get passed to the project setup at the time a new project is entered. After the project has been entered, changing the setting in the company information will NOT change the settings in the project. The window appears below:

The Title fields are used to change the title of each type of component as it appears on the PO. The style field is used to specify how the different component types are to be treated and displayed on the PO. The selections are Combine, List, Total and Ignore. Any component types set to Combine will have its cost added into the merchandise cost. List will cause the component type to be listed under the merchandise with a total shown for each type. Ignore means the component type will be ignored on the PO.

Under PO Options you can set the profile of the purchase orders you create. The title field lets you enter a different title than Purchase Order. The revised title will print on all future POs. Single Item PO should be checked if you want a separate PO for every item you order. Normally Design Manager will consolidate on one PO all components with the same vendor and ship to that are selected for ordering within a project. The Agent For selection is used where you are acting as an agent for your client and that information will be printed on the PO. If Default to Change Order is checked then edited POs that are reprinted will be titled Change Order rather than Purchase Order. The PO Closed By allows you to select the test for determining when a PO is no longer considered Open. The final field, Fax Prefix, is used when you are faxing POs and need a prefix to the dialing string.

The PO Dates allow you to exclude the different component types from the various order tracking functions. The screen above shows Design Fee checked. This means that all Design Fee type of components will be ignored when tracking orders. You can set the others as needed.

Editing Purchase Orders

If you lose your copy of the purchase order you can create a replacement copy for yourself at any time. Simply click on the word Project at the top of the Design Manager window and select Purchase Orders from the menu that drops down. Enter the project code of the project for which the purchase order is needed. A list of all purchase orders that have been printed for this project will appear. To obtain a paper copy simply highlight the purchase order you need and click the reprint button at the bottom of the window. A duplicate copy of the purchase order will be printed. Editing or correcting a purchase order that has been sent to the vendor is also quite easy. Once again you will click on the word Project at the top of the Design Manager window and select Purchase Orders from the menu that drops down. Enter the code of the project whose purchase

order requires editing. A list of all purchase orders that have been printed for the project will appear. To change a purchase order simply highlight the purchase order and click the Edit button at the bottom of the window. The purchase order tagging window will appear with check marks in the tag boxes of those components that are on this purchase order. To add or remove

components from the purchase order simply place check marks in or remove check marks from the tag box. You can also correct descriptions, pricing, and other information about the

component by double clicking the component itself. The computer will take you directly to the component window where these changes can be made. After making the changes simply click the OK button at the bottom of the component window and the computer will automatically return you to the tagging window for the purchase order. Click the OK button at the bottom of the window when all of your edits have been completed. The computer will display a list of purchase orders that it intends to print. In this case there will be just one purchase order on the list. Click the OK button at the bottom of the window to print this purchase order. After the order is printed, the computer will ask whether to accept or reject this version of the purchase order. If the printing was successful then click accept, otherwise click the reject button.

If you want the revised PO to be titled Change Order, see the setting in advanced options for purchase orders.

Fax/Email POs

Design Manager has a built in system for faxing & emailing purchase orders in batches. This has many benefits as the system is fully automated with controls to insure that each fax is registered. A status is maintained for each PO indicating pending, sent successfully or error. Faxes and emails can be set to start at any time during the day or overnight as needed.

To use the system you need to check the Fax or Email check box on the Default window of the vendor setup. For faxes, a fax number must also be included on the same window. For emails, an email address must be entered on the default window of the vendor setup.

After a vendor is setup as above each time a PO is accepted for that vendor a copy of the PO will be placed in the Email/fax queue. The email/fax copy of the PO will remain in the queue until it is successfully sent or it is manually removed.

Important: The email/faxing tab of the PO is designed to collect faxes/e-mails from all users so that the entire company’s faxes and emails are sent from a central location. Only the user responsible for sending the faxes and has WinFax installed should have access to the tab. Security can be set under Company Information – Passwords Tab.

To initiate the emailing or faxing, open the PO window and click on the tab labeled Email/faxing. You will see the following window:

To send your POs, tag each PO to be sent by checking the box next to each PO in the far left column. You can just click the Tag button to automatically all POs that have not been sent. Finally click on the Send button. You will see a small window where you can select sending parameters:

Select if you want to send faxes, emails or both. Start lets you select when you want the sending to take place. If you plan to send the POs overnight you may want to click the Exit Design

Manager When Finished. If you use an automatic backup system you must have Design Manager closed for the backup to work correctly. Click OK to start emailing/faxing POs. At that point the process is automatic.

If you want to review activity about sent POs, check the Show Sent Purchase Orders, you will see all purchase orders that have been successfully sent.

Important: For faxing Design Manager requires Winfax Pro version 10.0 and a faxmodem to operate correctly. Winfax and the modem must be installed on the computer from which faxes are to be sent and then only that computer may do the sending. WinFax is manufactured by Symantec Software and can be purchased from most software retailers. Make sure that the computer that you are using to send the faxes is completely compatible with WinFax. Under Terminal Services environments it may be necessary to setup a computer to handle the faxes that has a traditional mapped drive connection to the server for faxing.

For emailing you must have email that supports Microsoft’s MAPI mail system. This is usually found on computers that use Microsoft Outlook or Outlook Express. With emailing the PO will be marked as Sent once the email is accepted by the computer’s email system. If an error occurs

within the email system you must check the logs of the email system for POs sent or not sent. When emailing the email system may require you to validate that you want to send each email. You can usually eliminate this in the security of the email system by setting the security level to low. Please review the security settings with an IT professional before changing from your software’s recommended setting.