Changes to purchase order confirmation NOT to be printed

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Posted on by JacksNZ

Requirement here is to print (email) only the first version of purchase order confirmation. Though Procurement module, we have set up a batch job to automatically Confirm all Approved purchase orders.

We are also able to decide if we wish to print the selected orders that will be confirmed through this Periodic requirement

If a Purchase order has been previously confirmed, we do not want to reprint this again (though we would need to reconfirm)- Yes, clients do not want to reprint even if the values, lines change.

Is there a table join or other configuration I am able to use to eliminate previously confirmed POs from printing.

Thanks

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Guy Terry 28,621 Super User 2024 Season 2 on at

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Changes to purchase order confirmation NOT to be printed

Hi nperez

I would setup your PO Confirmation Batch job with two Batch tasks, which are configured using a Constraint, to run one after the other. Both tasks will run the Purchase order confirmation update (using a Class called PurchFormLetter_PurchOrder).

The first task will be configured to Print/Email the PO document. The second task will be configured to create no printed document.

Both tasks will be configured to use Late selection, and both tasks will have a different selection criteria.

The selection on the first task will have a Not Exists join to the Purchase order confirmations table:

This means the first task will apply only to Purchase orders which have not previously been Confirmed.

The selection on the second task will have a normal join to the Purchase order confirmations table:

and on the Range tab, it will have a selection for Purchase order confirmations Purchase order field is not blank:

This means the second task will apply only to Purchase orders which have previously been Confirmed.

On both tasks, you could have a selection for Purchase order Approval status = Approved, since only Approved POs are relevant for the Confirmation update. Both tasks could have other selections which are appropriate to your needs (for example, exclude Purchase orders where Purchase type = Returned order).
nperez 2 on at

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Changes to purchase order confirmation NOT to be printed

Hi,

We have a similar requirement where the business only intends to send the original PO confirmations to the vendor.
Any changes/amendements to the PO are not to be printed/sent by the PO confirmation batch job.
Otherwise, send the updated PO confirmation manually.

I tried the suggested answers below but appears to be the reverse.

We set up a new PO confirmation batch job (joined with Purchase order confirmations table), filtered on Purchase journal = *-1.
This batch job picks up the amended POs only, and not the original POs.
We then set this batch job to Print = No, so one part of the problem solved.

We still need to confirm and send any Approved POs with no existing confirmations.

However, we are unable to identify a correct filter to denote any PO with no existing confirmations.
A separate batch job is set to attempt to cover this.
We tried Purchase journal = "" (since there has been no existing journals) - but this did not confirm any Approved POs with no existing confirmations.
We also tried Purchase journal = !*-1 (just to negate the condition stated above) - but this also did not confirm any Approved POs with no existing confirmations.
JacksNZ on at

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RE: Changes to purchase order confirmation NOT to be printed

Thanks, I will test this.
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Aparisi82 2,180 on at

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RE: Changes to purchase order confirmation NOT to be printed

Ok,

in that case I would create 2 batches.

One with print management ticked and condition like Andreas suggested and another one with print management unticked and exclude confirmations which ends with 1.

Having said all of that , what the customer is requesting doesn't hold up as it assumes that the first confirmation is always correct which is an idealistic scenario.

For example , the trade agreement is not set , you fire an email to the supplier at zero price, the procurement team will set the price , the PO will change into approved and then the 2nd batch job could kick in and set it to confirmed without sending the PO.
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andreasraithel 4,818 Super User 2024 Season 2 on at

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RE: Changes to purchase order confirmation NOT to be printed

Hy JackNZ,

all PO Versions are stored in the Purchase order confirmation Journal, even if you only use "Confirm" button in PO.

So if you setup your PO confirmation Batch job you can add this table to the selection using the joins option.

Aftre that you can add a new row to the filter for the batch job and select the "Purchase order confirmation" table and then the field "Puchase Journal" .

To select only the first confirmation set the filter like "*-1" as usual the journals are numbered in this style.

Hope this helps.
JacksNZ on at

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RE: Changes to purchase order confirmation NOT to be printed

Thanks Alessandro,

There are numerous purchase order approvals (using Workflow) during the day.

We are using Purchase order confirmation function through Procurement and sourcing module- running a batch job-that will identify all purchase orders that have been approved but not yet confirmed.

This periodic job will 'confirm' the approved purchase orders and will also 'print' the purchase orders-in our case, send purchase orders by email.

Clients require the first version of the confirmed purchase order to be printed. If a previously confirmed PO is changed for some reason, say date of delivery change (or even quantity change), clients want these to be merely confirmed and not reprinted.

For now, clients are using the 'Confirm" button as a work around-the problem is that it relies on users remembering to just 'confirm" only when there is a change and not for other POs that have just been approved. The current process and workaround is not ideal. Therefore, I am looking to insert a condition in the batch job filter to exclude POs that have been previously confirmed.
Aparisi82 2,180 on at

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RE: Changes to purchase order confirmation NOT to be printed

Use the function Confirm , this will skip Print Management but still confirm the PO.
WillWU 22,350 on at

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RE: Changes to purchase order confirmation NOT to be printed

Hi JacksNZ,

As far as I know, your requirements do not fit into the logic of print management. Maybe you could consider another solution.