Fax a Purchase Order to a Vendor
Purchase orders may be faxed to a vendor. This feature enables your organization to accommodate vendors who would prefer to have their purchase orders faxed and allows for more efficient delivery of purchase orders to vendors for whom faxing is the preferred electronic communication method.
Before this feature can be used, the faxing service needs to be installed.
Setup
Several areas of the system need to be set up before purchase orders can be faxed to a vendor. The following three areas—Buyer, Department, and Company Suite Settings—form the hierarchy of the From fax number that is used on the cover sheet.
To use this feature, you must set up the following components:
Security
Permissions to the Vendor Contacts - Vendor Contact Fax security component must be given to any user who should have the ability to fax a purchase order to a vendor. Only users with access to this feature will be able to populate the fax number fields for vendors who will receive their purchase orders via fax.
Buyer
If a buyer is referenced on the purchase order, the system first checks the buyer record. If the buyer has a fax number, that number prints on the cover sheet as the "from" fax number.
Department
The fax number on the Department page (Maintenance > new world ERP Suite> Miscellaneous Definitions > Departments > Structures) is used if the purchase order is not associated to a buyer. If the department has a fax number, that number prints on the cover sheet as the "from" fax number.
Company Suite Settings
If there is no fax number defined for the buyer or the department, the system uses the fax number defined on the Company tab of the Company Suite Settings screen as the "from" fax number on the cover sheet.
Company FM Settings
Setup also needs to be done on the Procurement tab in Company FM Settings. Select the Fax Purchase Orders check box if the company will fax purchase orders to any of its vendors. Select the Email/Fax Confirming Purchase Orders check box if the company plans to electronically transmit confirming purchase orders.
Purchase Order Types
The purchase order type record contains a Fax Defaults section that also needs to be defined.
Vendor Contacts
Select an existing vendor or create a new vendor. On the Contacts page in the Vendor Service record, select the Fax P.O. check box for vendors whose purchase orders are to be faxed and type the fax number in the Fax field.
Processing
Financial Management > Procurement > Purchasing > Purchase Orders
Fax Purchase Order is a workflow step on the Purchase Orders screen. Purchase orders to be faxed display in this list and can be selected for faxing. The To Be Faxed 
icon in the Delivery column indicates that the purchase order will be faxed. The vendor receives both the purchase order and a fax cover sheet:
Inquiry
The purchase order inquiry displays an icon in the General header bar to show that the purchase order was sent via fax. Click this icon to re-fax the purchase order. Show me.
The Purchase Order
Inquiry also displays a Fax History section for purchase orders that were delivered via fax. Show me.
