Princeton University - University Financial Systems - New Purchase Order Fax Capability

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Nothing but the Fax!

We are able to announce that the capability to automatically fax PeopleSoft purchase orders to vendors via the Campus Fax Gateway is now operational.

Since the system went live on December 15, 1998, staff in the Purchasing Office has been manually faxing purchase orders to the appropriate vendors. This has resulted in the potential for duplication if an order was placed to confirm a phone order, but the header comment was not entered to indicate "confirmation."

We have been testing/monitoring the Electronic Fax capability for the past month to ensure that the correct dispatch method was being used. All transmissions have been successful, so we are confident about implementation.

We will activate this capability on Monday, April 19. Beginning that day the following procedures should be followed for direct purchase orders (not requisitions):

Choose dispatch method on the purchase order header panel. Be sure you do not remove the checkmark from the dispatch checkbox.	Dispatch methods and their meanings: PHONE: No hardcopy purchase order will be provided to the vendor. FAX: The hardcopy purchase order will be faxed to the vendor (using the fax number in the vendor database). PRINT: The hardcopy purchase order will be mailed to the vendor
Use the correct dispatch method to guarantee shipment.	For a PO that confirms an order already called into the vendor, ask the vendor if a hardcopy purchase order is required to guarantee shipment. Copy not needed: Choose dispatch method PHONE. Hardcopy needed: Select either FAX or PRINT as your dispatch method.
Add Header Comment	In addition to indicating the dispatch method, you must add a header comment specifying Confirmation Do Not Duplicate. Without this comment some vendors have been duplicating orders, shipping from both the phone and the fax/printed order.

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