TABLE OF CONTENTS

• Print PO
• Send to Vendor
  • Attach Release of Lien document
  • View Email Log
• Revise VPO
• Cancel PO
• Close Short VPO

As soon as a Vendor Purchase Order (VPO) is transferred to the “Approved” Stage, the Purchaser who originally created and sent it for approval is notified.

Your options are:

•    Print the VPO (to paper or file to send to Vendor – available before, but ill-advised before approval).

•    Send to Client

•    Cancel the VPO (also available at Draft stage, but no Vendor notification will be sent)

•    Close-Short the VPO

•    Revise the VPO

These options (except for printing) are ONLY available after approval but before any invoice has been charged against it.
You can print the PO both before and after the approval.

The system automatically closes the VPO after its balance is exhausted.

Print PO

Use the "Print PO" option to generate the VPO in PDF format.

Along with a VIM PO, you can also print a Release of Lien document. To do it, click "Print Release of Lien" checkbox in the Print PO option. It will generate a VIM PO (PDF) and a Release of Lien (Word) documents. Only specific regions are editable in the release of lien, like add e-sign and names of services in the attachment.

Print Release of Lien option is available only if the template is specified in your instance. Ask FCX Support to set up the template.

You can send a request to the FCX support to customize the Purchase Order template with your company's logo, address and invoicing terms.

Send to Vendor

"Send to Vendor" only works if:

1. This option is enabled at your company 

2. An e-mail address (PO Email), to which a purchase order must be sent, is specified in the Vendor Card. 

You can check this on the Vendor card.

You can set up options for the Vendor email:

• Attach all Related Documents or don't.
• Attach Release of Lien document (configurable part).
• Add Vendor Responsible to BCC. Responsible is the Email on the Employee’s card to which the Vendor card is assigned. 
• Add Purchaser to BCC.
• Add a list of required Employees to CC.
• Write email notes to the Vendor (can be filled with the default value from Settings/Constants).

Attach Release of Lien document

When sending PO documents to a Vendor, you can also attach a Release of Lien document to an email.

It is configurable part. Ask FCX Support to add a template of release of lien to access this feature.

 The template identifier is saved in one of the system constants. Once the template is added, you will see the "Attach Release of Lien" checkbox in the Send to Vendor dialog window. You will be able to attach a release of lien to the Vendor's email.

When you select to attach a release of lien, the system generates a new document from the template and adds all necessary information from Vendor PO, Site. The generated document has Word extension, and it is blocked from editing. Only specific fields are opened — e-sign fields.

View Email Log

Revise VPO

If you click “Revise” on a VPO, the system:

• Creates a new Record with the same VPO# that has “Rev #” in its name.
• The revised VPO is in the “Draft” Stage and needs to go through the approval process again.
• Once the new VPO is approved, the previous version will be closed (moved it to “Obsolete” Stage”).

Cancel PO

You can also cancel the draft VPO, but no Vendor notification will be sent.

Close Short VPO

The system automatically closes the Vendor Purchase Order once its balance is exhausted. 

Close VPO Short

•    Prevents any new invoice charges to it.

•    You are required to enter comments on why you closed the PO short (in case of future invoices to which refer).

You cannot close short for a purchase order if there are pending invoices.