[Printing a Department Copy of a Purchase Order]

Transcription

1 myufl provides a way for you to generate and print PDF copies of purchase orders generated by your business unit. These copies are marked unauthorized and are for reference or your departmental files only. They may not be used to purchase items from vendors. Only purchase orders generated by UF Purchasing may be used for this purpose. Use the following instructions to generate and print a hard copy. You must have the Adobe PDF Reader installed in order to complete this process. If not, you may download it from The Print PO functionality is available for those with the UF_PO_DEPARTMENT_APPROVER role. Note: Please print purchase orders selectively. Before you begin, you will need to know the Business Unit and PO number to print. Refer to the "Finding Purchase Orders" instruction guide to find the number of your PO and to check its status before you print. Best business practice is to only print dispatched POs. Sign onto the myufl portal ( using your GatorLink user ID and password. Navigate to Purchasing > Purchase Orders > Review PO Information > Print Pos If this is the first time, click on the Add a New Value tab to begin Otherwise, use the "Find an Existing Value" NOTE: You will be prompted to add a value called a Run Control. You should create a name you can remember and identifies you or your business unit. You may also want to add the date. For example, "6101_POPRINT_0922." Do not include spaces in your Run Control ID. You may save and reuse the same Run Control again and again to print POs. After you add the Run Control ID, use Find an Existing Value to use it again. Enter a Run Control ID in the Run Control ID box Press the "Add" button Printing PO s require that you enter selection criteria. Please note: The more information you include, the faster you will find the PO's for which you are looking! Running large PO print jobs slows down processing University-wide. Be selective when you print POs. Created in conjunction with Training & Organizational Development Revised July 6, 2006 Page 1 of of Human Resource Services, University of Florida, Gainesville, FL 32611

2 1. To select a single PO: Purchase Orders Print Tab: Enter your business unit into both the Business Unit: and the To: fields Click on the Select Purchase Order link and enter terms to find the purchase order. Use the Search button and select with a checkbox. Click the OK button. Under Statuses to Include, check the box next to Dispatched Click the Run button 2. To select multiple POs: Purchase Orders Print Tab: Enter your business unit ID into the Business Unit field Enter as much information as you can in the following fields: - From Date - Thru Date - Vendor ID - Buyer TIP: Use the lookup icons to help find these Make sure you check at least one box under Statuses to Include: - Dispatched - Recommended - Approved - Canceled - Open - Pending - Completed Click the Run button CAUTION: Running large PO print jobs slows down processing University-wide. Be selective when you print POs. Page 2 of 5

3 Possible Scenarios Print POs dispatched for your Business Unit the prior day. Above is an example of a run control with these criteria. Print POs for a specific vendor by using the Vendor ID. Be sure to include a date range and your business unit. See the Finding Vendors instruction guide. 3. Generate a PDF On the Process Scheduler Request panel: Check the box next to PO Dispatch/Print option From the Type drop down menu, select "WEB" From the Format drop down menu, select PDF Click on the OK button The Process Name for printing a PO will always be "POPO005." 4. Monitor the Process On the Purchase Orders Print Tab: Record the Process Instance Number for future reference Click on the Process Monitor link Page 3 of 5

4 5. Use the Refresh Button This panel lists processes that are currently running and that have already run for your business unit Use the Process Instance number to identify yours the most recent process displays first In the Run Status column, you will see Queued, Success, No Success or Error Click the Refresh button until "Success" replaces "Queued" (Wait 15 seconds between each click) Distribution Status must change from "N/A" to "Posted" Click on the Details link 6. View the PDF On the Process Detail panel: Click on the View Log/Trace link at the bottom Click on the link ending in PDF - it will show the Process Instance number This will open the purchase order as a PDF file Page 4 of 5

5 7. Print the Purchase Order: Select from the zoom options to change your view of the document To view more than one PO, advance the pages at the bottom of the window The number of pages or PO's in the.pdf file will also be displayed Select File > Print to print the document Note: Next time you print PO's, click on the Find An Existing Value tab and use the Search button to find this run control. myufl saves the search criteria you entered when you added the Run Control. You may modify this each time. Troubleshooting: If you attempt to print a PO and do not get a.pdf file do not run the process again. Contact Purchasing at purchasing@ufl.edu or , or the UF Help Desk at helpdesk@ufl.edu and include the PO number you are trying to print. For further information, please call the UF Help Desk at 392-HELP. Page 5 of 5