Princeton University - University Financial Systems - New Printing Capability for PO's and PR's

You may print a requisition (P.R.) or purchase order (P.O.) at any time in the purchasing process after the P.R. or P.O. is generated and saved and before the document is complete. To reduce the amount of paper used in printing these documents, you are advised to view the document prior to sending to the printer. This method is for viewing or printing a single P.R. or P.O. at a time. Another method that may allow bulk printing is being investigated. Until a suitable method for printing more than one document at a time is developed, the current method under Requisition Items-Reports-Requisition Print or Manage Purchase Orders-Reports-Purchase Order Print will be removed from the Department User menus. This method did not have adequate precautions to avoid printing additional documents not wanted by the user.

The departmental copies developed for this printing method were modified to include the accounting information for distribution of charges. These are called “chartfields” in the PeopleSoft system. Multiple chartfield distributions should appear on the reports if they are used for the P.R. or P.O.

There are methods for printing useful department reports for purchase requisition or purchase order activity within a given organization or by project/grant. These reports are located under the Requisition Items-Reports-Department Reports and Manage Purchase Orders-Reports-Department Reports menu selection. Department staff should investigate if these reports may help with management of the purchasing activity.

Again, we should all strive to reduce the reliance on multiple copies of paper reports and try to use the query and online viewing method for getting information if at all possible.

While generating or viewing a Requisition in Requisition Items-Use Reqs-Add (once it’s saved) or Update/Display, you will notice two buttons on the upper right-hand portion of the panel. The flashlight button should be active and the printer button should be dimmed-out.
Depress the flashlight button once. An SQL process will run which is preparing the requisition information to view and print. Wait for the process to complete. The printer button below the flashlight will activate.
Depress the printer button. If the process for preparing the P.R. to view and print is not complete, a message will so indicate. If the report is not ready, wait a few seconds and depress the printer button again. You may also status the print copy generation process through Process Monitor which should appear as a tab on your Windows NT Toolbar after you press the printer button. Click the tab for Process Monitor and depress the Sparky button. You should be able to see either if the process is complete (Success in status field) or if it is still underway (Initiated or Processing).
The first time a user does this you may receive an error message about the SQR Viewer not being mapped. You will need to press OK or Continue and the mapping should be done automatically. You may have to hit the Red X to get out of the hang-up and by going back into Use Reqs for that P.R. the SQR Viewer will work using the commands indicated above in steps 1. through 4. The SQR Viewer should work fine after the initial time setting it up. If not, contact the Help Desk.
The P.R. should appear on the screen in an application called SQR Viewer. From here the user can view the complete P.R. or may print it by depressing the printer button on the upper tool bar. When the print dialog box appears, press OK to print the P.R. on your designated windows printer.

IMPORTANT NOTE!!! There is a glitch in the SQR Viewer application that may cause problems if you try to view multiple page P.R.’s by pressing the Page Forward button. To get around this, print the P.R. first and then the Page Forward and Back buttons will work correctly. We will resolve the glitch and will notify you when it is fixed.
Click the close button on the SQR Viewer panel to close the SQR Viewer. Done.

Go into Manage Purchase Orders-Use POs-PO Workbench-PO Lookup and select the P.O. you want to view or print. You may select by buyer (requestor) or by entering the specific P.O. # you want to see. Check the box next to the P.O. you want to view or print.
You will notice a magnifying glass with a red X on the lower right side of the panel and a printer button that is dimmed-out. Depress the magnifying glass button once. This will activate a process to generate the P.O. department copy. Wait for the process to complete. The printer button next to the magnifying glass will activate.
Depress the printer button. If the process for preparing the P.O. to view and print is not complete, a message will so indicate. Wait a few seconds and depress the printer button again. You may also status the print copy generation process through Process Monitor
which should appear as a tab on your Windows NT Toolbar after you press the printer button. Click the tab for Process Monitor and depress the Sparky button. You should be able to see either the process is complete (Success in status field) or the process may still be underway (Initiated or Processing).
The first time a user does this you may receive an error message about the SQR Viewer not being mapped. Press OK or Continue and hit the Red X to exit P.O. Workbench. By coming back into the Workbench and repeating steps 1. through 3. You should be successful. The SQR Viewer should work fine after the initial time setting it up. If not, contact the Help Desk.
The P.O. should appear on the screen in an application called SQR Viewer. From here the user can view the complete P.O. or print it by depressing the printer button on the upper tool bar. When the print dialog box appears, press OK to print the P.O. on your
designated printer.

IMPORTANT NOTE!!! There is a glitch in the SQR Viewer application that may cause problems if you try to view multiple page P.O.’s by pressing the Page Forward button. To get around this, print the P.O. first and then the Page Forward and Back buttons will work correctly. We will resolve the glitch and will notify you when it is fixed.
This is a department copy of the P.O. It should not be sent to the vendor. The status of the P.O. can be seen on the report on the upper right hand corner. DISPATCHED means that the order has been placed with the designated vendor. Be careful about notifying vendors of P.O.’s or you may instigate duplication of orders if the vendor is notified over the telephone and then receives the official copy from the Purchasing Office. If you phone in an order directly, make sure you so indicate on the P.O. before it is routed to Purchasing.
Click the close button on the SQR Viewer panel to close the SQR Viewer. Done.