Concepts

Tasks

Settings

**Setting Options for Printing, Emailing, and Faxing Purchase Orders

You can select the default purchase order form that will be used when a purchase order is emailed, mailed (printed), or faxed to suppliers. APM provides a default form to use for this purpose. If necessary, you can customize this form for your organization.

If you have created a new custom report for this form, you can select it as the default form here. To modify the existing standard report, see Modifying Standard Reports. To create custom reports, see Creating a Custom Report.

If you will be faxing purchase order forms to suppliers using the MS Fax Server, you can also select a default subject line and cover page for the faxes that are sent. This information can also be edited when sending a purchase order form to a supplier.

Note: Cover page files must be in the *.cov file format and accessible on the server. You can create a cover page file using the MS Fax Cover Page Editor on the machine with the Fax Server.

To Set up Purchase Order Forms and Faxing Defaults

1.	From the Site window, select the Administration menu and then Purchasing Management Settings. The Purchasing Management Settings dialog appears.

Tip: You can also access purchase management settings from the Site window by selecting the Purchasing view, Settings tab, and the Purchase Order Management Settings node in the tree.

2.	Select the Printing, Faxing and Email tab.

3.	In the Purchase order form section, select the form that you want to use for the site.

4.	If you select Keep an audit copy of the PO, a copy of the purchase order is saved in the format you specify in the Report format list. You can access the report on the History view on the Purchase Order window.

5.	Enter the following options:

Setting Name

Description

Subject

If you will be emailing or faxing documents to suppliers, select a default message to appear on the subject line for the faxes and emails. This information can also be edited when sending a document to a supplier.

Body	If you will be emailing or faxing documents to suppliers, select a default message to appear in the body for the faxes and emails. This information can also be edited when sending a document to a supplier.

Tip: You can also right-click in the message boxes and click Browse to select messages.

Report format

The format selected controls the type of file used when printing or emailing a supplier a purchasing document or saving an audit copy of the document.

Default fax cover page

If you will be faxing purchase orders to suppliers using the MS Fax Server, select the file that will be used for the default cover page. Note: Cover page files must be in the *.cov file format and accessible on the server. You can create a cover page file using the MS Fax Cover Page Editor on the machine with the Fax Server.

6.	When you are finished setting the defaults, click OK.