Faxing Purchase Orders via WinFax

In this Topic: ShowHide

Overview

The Order Manager is capable of sending Purchase Orders and Drop-ship Orders via fax automatically using Symantec WinFax Pro, or it will print the fax template you have selected for the supplier vendor so that you can send the fax manually.

You can choose your default methods and templates for faxing to all of your suppliers or you can choose a particular method and fax template for individual suppliers. Settings for individual suppliers override the defaults. Therefore, if the majority of your suppliers prefer to receive orders one way but a few prefer a different way, you can set the default for all of your suppliers using the System Parameters and then open the Supplier screen and enter settings for a particular supplier to override the default methods or templates.

Once you enter the settings on either the Purchase Order Options tab of the View Suppliers screen, the Purchase Order Group of the System Parameters, or the Printing & Report Options tab of the Store Setup Wizard, anytime you click a button to create or send a purchase order or a drop ship purchase order in the Order Manager, the process you setup happens automatically.

Note: Stone Edge Technologies does not support issues between the Order Manager and Symantec WinFax Pro version 10 running on Windows XP.

**Important**: You must install WinFax on each machine from which you wish to fax.

Faxing Purchase Orders

Go to the Main Menu>Maintenance Menu>Inventory & Suppliers tab>Suppliers or Quick Clicks>Suppliers. The View Suppliers dialog box opens. Navigate to the appropriate supplier record. Click Add to enter a new supplier record if necessary or click Edit to edit an existing supplier record; enter the supplier's fax number on the Company Info tab:

Select which type of order method you or the supplier prefers, Print for Faxing or Fax Automatically, and then click in either the Fax or Auto Fax fields to select a template from the drop down list.

Click Save. Click Close to exit the View Suppliers dialog box.

To set the defaults for purchase order faxing, go to the Main Menu>Maintenance Menu>Maintenance tab>Set System Parameters or Quick Clicks>System Parameters. Select the Purchase Order group. Set the appropriate system parameter accordingly (see table below).

System Parameters - Purchase Order Group

Parameter	Description
FaxUse1Prefix	If TRUE, the program will add a "1" prefix to fax numbers that need it (long distance or international calls). If FALSE, no prefixes will be added.
POAutoFaxTemplate	Default template for purchase orders sent by automated fax. Can be over-ridden by settings for individual suppliers.
POManualFaxTemplate	Default template for purchase orders printed for manual faxing. Can be over-ridden by settings for individual suppliers.

Faxing Drop-ship Orders

To set the default drop-shipping templates, go to the Main Menu>Maintenance Menu>Setup Functions tab>Store Setup Wizard or Quick Clicks>Setup Wizard. Click on the Printing & Report Options tab. Click in the Drop-ship Manual Faxing field or the Drop-ship Auto Faxing field or both if necessary and select a template from the drop down list. Click Save and Exit.

To configure settings for faxing to particular suppliers, go to the Main Menu>Maintenance Menu>Inventory & Suppliers tab>Suppliers or Quick Clicks>Suppliers. The View Suppliers dialog box opens. Navigate to the appropriate supplier record. Click Add to enter a new supplier record if necessary or click Edit to edit an existing supplier record; enter the supplier's fax number on the Company Info tab:

Select which type of order method you or the supplier prefers, Print for Faxing or Fax Automatically, and then click in either the Fax or Auto Fax fields to select a template from the drop down list.

Click Save. Click Close to exit the View Suppliers dialog box.

To set the defaults for drop-ship purchase order faxing, go to the Main Menu>Maintenance Menu>Maintenance tab>Set System Parameters or Quick Clicks>System Parameters. Select the Purchase Order group. Set the appropriate system parameter accordingly (see table below).

Related System Parameters - Purchase Order Group

Parameter	Description
FaxUse1Prefix	If TRUE, the program will add a "1" prefix to fax numbers that need it (long distance or international calls). If FALSE, no prefixes will be added.
DropShipAutoFaxTemplate	Default template for drop-ship purchase orders sent by automated fax. Can be over-ridden by settings for individual suppliers.
DropShipManualFaxTemplate	Default template for drop-ship purchase orders printed for manual faxing. Can be over-ridden by settings for individual suppliers.

Created: 1/18/12

Go to Top