POPT - PRINTnn or xxPRNnn
Selectively Printing PO Details (or xxPRNnn for Specific PO Format Setup where xx is the PO Format)
Customize a PO Format (a global format or specific PO format) that will add or report details deliberately about a vendor or account. The following details must first be defined within the respective subsystem. Then create and print the PO to see the details as stated. These options enable the user to customize PO content.
The following are categories of details that may be declared:
- Name and Address
- Phone Numbers
- Email Addresses
- SSN / TIN
- Encumbered GL Account and Amount
- Global Printing Assignments
- Account Summary Page
- Automatic Specific Text
In general, declare which line number on a printed PO that specific details will display. The line number is stated within the Associated Numeric Value (whole number, no decimals) and the Associated Codes fields will state the content to display on the printed PO. Configuration for displaying the various types of content is detailed below per category.
Note that PO Formats are defined within the PO Print Format (POUPFO) page. The default Format ID is defined in the PO General Information (POUPGN) page; however, these settings can be overwritten within the PO Print (POPO or POPW) settings using an advanced setting within the NUUPJBQS (typically PO0D) that commands the process of printing the PO, or the user may select an alternative Format ID during the printing process.
Code Category: POPT
Code Value: PRINTnn
Global PO Format — Where "nn" is a number starting at "01" and incremented for each successive Global Printing assignment entry. The first Global Printing assignment entry will have a Code Value of PRINT01, the second PRINT02, the third PRINT03 and so on. The suffix must start at "01" and continue sequentially without breaks to the final Global Printing Assignment entry.
Specific PO Format — If defining Global Printing assignments for a specific format, use the following Code Value definition, xxPRNnn, where xx is the specific PO format defined within POUPFO.
Short Description: Not required.
Medium Description: Used to describe the common code.
Long Description: Used to describe the common code.
Name and Address
PE Name and Address must first be defined within PE Information (PEUPPE) page.
Associated Numeric Values
1: The Item Number that will be referenced on the PO Format screen to cause the name and address of the given ID to be printed.
2-5: Same as 1
Associated Codes
1: Enter "PE"
2: Enter "ADDR"
3: Enter the Person / Entity ID. This is the ID for the name and address that is to be printed on the Purchase Order.
4: Enter the Address Type Code
5: Enter the PEDB Code
Associated Descriptions
1-5: Reserved for future use
Phone Number
A Phone Type for the PE ID must first be defined within PE Information (PEUPPE) page, Phones tab. See also common code POPH/PHONE.
Associated Numeric Values (corresponds with Associated Descriptions; these are Field ID numbers defined on the format in POUPFO)
1: Enter one of the following 16 numbers (these are Field ID numbers defined on the format in POUPFO):
Phone numbers associated with the PEID: 152, 154, or 156
Phone numbers associated with the Shipping ID: 192, 194, or 196
Phone numbers associated with the Buyer: 198, 200, or 202
Phone numbers associated with the Remit ID: 217, 219, or 221
Phone number associated with the Contact: 252
2-5: Same as 1.
Associated Codes
1: Enter PHONE (upper case).
2-5: Reserved for future use.
Associated Descriptions
1: Enter the two-character Phone Type code associated with a phone number in PE. The two-character codes are defined in common code PEPH/xx, where xx is the Phone Type code. Use this code when defining the type of phone number for a given PEID within PEUPPE.
2-5: Same as 1.
Email Address
An Email Type for the PE ID must first be defined within PE Information (PEUPPE) page, Emails tab.
Associated Numeric Values (corresponds with Associated Descriptions; these are Field ID numbers defined on the format in POUPFO)
1: Line number to print the Primary Email for the PO's stated Vendor
2: Line number to print the Remit-to related Emails for the PO's stated Vendor
3: Line number to print the Shipping-related Emails for the PO's stated Vendor
4: Line number to print the Billing-related Emails for the PO's stated Vendor
5: Reserved for future use.
Associated Codes
1: Enter EMAIL (upper case).
2-5: Reserved for future use.
Associated Descriptions
The following are two-character codes defined within common code PEEM/xx, where xx is the Email Type code. Use this code when defining the type of email address for a given PEID within PEUPPE.
1: Primary Email type for the POs Vendor
2: Remit Email type code for the POs Vendor
3: Ship Email type code for the POs Vendor
4: Bill Email type code for the POs Vendor
5: Reserved for future use.
SSN / TIN / EIN — A PE SSN (Social Security Number) and/or TIN (Tax ID Number)
Note that SSN or TIN are often referred to as EIN by some entities, where EIN is the Employee Identification Number. Any of the above must first be defined within PE Information (PEUPPE) page, Vendor tab.
Associated Numeric Values
1: The first numeric value contains the item number that relates to this type of printing assignment. The number entered here will be referenced on the PO Format screen to cause this field to print.
2-5: Reserved for future use.
Associated Codes
1: Enter "PE"
2: Enter "SSN" to print the Social Security Number of the Vendor. Enter "TIN" to print the Tax ID number of the vendor. Enter "SSN" to print the Social Security number if non-blank (if blank, TIN will be printed). Enter "TINSSN" to print the Tax ID number if non-blank (if blank, SSN will be printed).
3-5: Reserved for future use.
Associated Descriptions
1-5: Reserved for future use.
Association Codes
Associated Numeric Values
1: The first numeric value contains the Item Number that relates to this type of printing assignment. The number entered in the first numeric value is the number that will be referenced on the PO Format screen to cause this field to print.
2-5: Reserved for future use.
Associated Codes
1: Enter "PE"
2: Enter "ASSOC"
3: Enter the Association Type related to the code to be extracted from Person/Entity.
4: Enter "VALUE" to print the Association Value from Person/Entity. Enter "DESC" to print the Association Description from Person/Entity.
5.Reserved for future use
Associated Descriptions
1-5: Reserved for future use
Encumbered GL Account and Amount
Associated Numeric Values
1: Enter the Item Numbers that will be referenced on the PO Format screen to cause the Encumbered GL Account and Amount fields to print on the Purchase Order. Only enter as many Item Numbers as are necessary to print the encumbrance information needed to print.
2-5: Same as 1.
Associated Codes
1: Enter "EN" in the first code.
2: Enter "GL" if setting up the printing of the encumbered GL accounts, or enter "JL" if setting up the printing of the encumbered JL accounts.
3-5: Reserved for future use.
Associated Descriptions
1: In the first description field, enter the number of characters to be printed for the amount portion of the Encumbrance GL Account and Amount. This can be any numeric value from 9 to 14.
2: In the second description field, enter the number of occurrences or number of accounts that are to print in this field. As an example:
"1" entered in this field will cause "3450 60250 3,050.25" to print.
"2" entered in this field will cause "3450 60250 3,050.25 3450 60222 640.32" to print.
3-5: Reserved for future use.
Global Printing Assignments
Purchase Orders which are considered generic (preprinted PO's which do not contain site specific information) need to have standard information printed each time a PO is printed. For example, if the PO stock used does not list the name and address of the institution, assigned values need to be given to site specific information and those values need to be referenced for printing on the PO Format Definition (POUPFO) page.
Associated Numeric Values
1: The numeric values entered to associate the text to print with an Item number must be greater than or equal to 100, and less than or equal to 150. The Associations will vary depending on the type of Global Printing assignment that is being entered. The following describes the use of each field for the valid types of Global Printing assignments.
2-5: Same as 1.
Associated Codes
1: The Associations will vary depending on the type of Global Printing assignment that is being entered. The following describes the use of each field for the valid types of Global Printing assignments.
2-5: Same as 1.
Associated Descriptions
1: The Associations will vary depending on the type of Global Printing assignment that is being entered. The following describes the use of each field for the valid types of Global Printing assignments.
2-5: Same as 1.
Automatic Specific Text
Associated Numeric Values
1: Enter the Item Number that will be referenced on the PO Format screen to cause the text entered in the Description field of this same line to print on the Purchase Order.
2-5: Same as 1.
Associated Codes
1: Enter "AUTO" in the first code field.
2-5: Reserved for future use.
Associated Descriptions
1: Enter the text that is to be printed on the Purchase Order.
2-5: Same as 1.
Print Account Summary Page with PO
This common code prints an Account Summary on a separate page following the PO. It contains the same header and trailer information as the PO. The detail area is used to print Account Summary information. A single PO format can use either the "SUMMARY" or "SUMMARYPAGE" method, but not both."
Long Description: Enter the fields on which to summarize and print. Options are FUND, KEY, OBJ, COMMODITY, AMT, or CFDA. A summary will take place for each field except Amount. Additional options are: ACCOUNT which will print the GLUPGN, Presentation tab "output format" for the GL part of the account; JLACCOUNT will print the GLUPGN, Presentation tab "output format" for the JL part of the account; EXTACCOUNT will print the GLUPGN, Presentation tab "output format" for the GL/JL combined. The code value will vary depending on what POPTs are already set up.
Associated Numeric Values
1: Enter the field number assigned as reference on PO Format (POUPFO) screen.
2: Enter the # of lines allocated to print the summary information on the PO. In order to have all allocated lines print on the PO, the same # must be allocated on the PO Format Screen. If 5 lines are defined here, but only 3 are set on the PO Format, only 3 lines will print.
3-5: Reserved for future use.
Associated Codes
1: To activate the summary process, enter "SUMMARY."
2-5: Reserved for future use.
Associated Descriptions
1: Position and length of each part of summary. For example, if "FUND, KEY, OBJ, COMMODITY, AMT" is entered in the Long Description, and "1,2;4,6;12,4;18,12;30,12" is entered for the Association Description, the following will result:
FUND will start in position-1 for 2 characters
KEY will start in position-4 for 6 characters
OBJECT will start in position-12 for 4 characters
COMMODITY will start in position-18 for 12 characters
AMOUNT will start in position-30 for 12 characters
2-5: Same as 1.
Example of using Account Summary
Based on the "101" in numeric (1) you need to have Field ID "101" defined to print on POUPFO. Based upon the setup example, you will see summarized account information print on the hard copy. The specific location depends on the POUPFO definition. The keyword "ACCOUNT" will print the GLUPGN, Presentation tab "output format" which could be "K-O" or some form of parts if FQA.