Print Confirmation Reminder

Explanation

A purchase order can be confirmed by the supplier regarding prices, quantities, time of delivery, etc. In case the supplier does not confirm the purchase order within a specified time period, you have the option to send a reminder that the order confirmation has not been received.

A reminder created directly upon entry of the order line is only valid for a particular purchase order. A reminder for a purchase order can be sent as long as the order is in status Planned or Released.

Use Purchase Order Confirmation Reminders to print and overview the confirmation reminder for the supplier. The Reminder Due check box will get enabled when it is the time to print the confirmation reminder and the time is decided from the values you have defined for the Days Before Delivery and Order Confirmation Reminder Intervals fields in the Supplier/Purchase/Misc Supplier Info tab. When the check box in the Reminder Due column is enabled, it is possible to print a confirmation reminder by using the Operations menu. Among other things, this window provides information about the time to send a reminder, the last confirmation reminder date, and how many confirmation reminders have been sent.

However, sometimes you need to print a reminder earlier than specified. Use Reset Order Confirmation Reminder Data… in the Operations menu and the Reminder Due check box will be enabled, provided a reminder is due to be printed according to the value of the Days Before Delivery parameter compared to the Planned Delivery Date of the order. You can now print out a confirmation reminder.

Prerequisites

Printing a confirmation reminder:

• The purchase order must be in status Planned or Released.
• You must have specified that you want to dispatch a reminder in either the Supplier/Purchase/Misc Supplier Info tab or directly at the entry of the order line.
• The Reminder Due check box must be enabled on the line in question in the Purchase Order Confirmation Reminders.

Printing a confirmation reminder earlier than specified:

• The date for the first reminder must have occurred and a reminder must have been printed.

System Effects

• A confirmation reminder for the order is created. You have the option to print this reminder. The name of the supplier contact will be printed together with the supplier's address.
• When resetting the order confirmation reminder, the Reminder Due check box is enabled and you can print a new reminder. The data in the fields Last Conf Remind Date and the Confirmation Rem Number are removed.
• If the Print Amounts incl. Tax check box on the Supplier/Purchase/Misc Supplier Info tab is selected, amounts inclusive of tax will be printed in the report. 

Window

Purchase Order Confirmation Reminders

Related Window Descriptions

Purchase Order Confirmation Reminders

Procedure

Printing a confirmation reminder:

1. In case the supplier does not answer in desired time, open Purchase Order Confirmation Reminders.
2. Populate or query for the desired order. The Reminder Due check box on the appropriate line is enabled when it is time to print a confirmation reminder.
3. Select the line for which you want to print a reminder and either select Print Order Confirmation Reminders… in the Operations menu or right click on the line in question. The Print Order window is displayed.
4. In the print window, you may choose printer, layout of the reminder, and number of copies. You can also preview the created reminder by using Preview. Select OK to print the reminder.

Printing a confirmation reminder earlier than specified:

1. Populate or query for the appropriate purchase order.
2. Select the appropriate line and select Reset Order Confirmation Reminder Data… in the Operations menu. A message box is displayed. Click on the OK button and the Reminder Due check box is enabled.
3. Make sure that the order line still is selected. Select Print Order Confirmation Reminders… in the Operations menu or right click on the line in question. The Print Order is displayed.
4. In the print window, you may choose printer, layout of the reminder, and number of copies. You can also preview the created reminder by using Preview. Select OK to print the reminder.