Creating a Purchase Order Template
Using OrderGen Database Software
Templates are particularly useful for
purchasing when the purchasing officer is responsible for creating POs on
behalf of multiple divisions or companies, each with a different name and/or
OrderGen allows users to establish multiple purchasing entities (companies), and to
set the header, logo, fonts, and verbiage that is used on purchase orders.
Add multiple company names to the OrderGen database, and use this to create a template for each of companies. As an example of how to create PO templates, below are several screen shots that show the process of creating templates for three different purchasing entities -- each a branch office of the same professional firm, located in different cities.
P O Template Headers
1) First, open the "User Organization" form
by selecting "Company Data" > "Add Company" from the "Options" menu.
In this context, a "company" can be a branch office or an internal division
or practice that differs from the main company name. For the current
example, our purchasing officer, Susan Palmer, handles all purchasing for
the Atlanta, Chicago, and Washington DC offices of the following
fictitious consulting firm.
Callahan, Miller & Strauss Atlanta Office
Callahan, Miller & Strauss Chicago Office
Callahan, Miller & Strauss Wash DC Office
It is desirable that each
company name have some subtle difference. For this example, we have added
the city name to the end of the company name to distinguish between branch
Of course you can add the
Callahan logo to any or all of the headers if desired.
PO Template Appearance
The appearance of finished
purchase orders is governed by the font settings form, which is described in
detail on the
purchase order form
page. This form could be used to create alternate looks [fonts and colors]
for the purchase order if, for example, one branch wants to project a fairly
different look than another. The mid-western office might want their forms
to have a conservative appearance, while the west coast office may prefer a
more stylish, artsy look -- just an example.
Also, the language or
terminology may differ between offices or companies. One may refer to a
"vendor" as a "supplier" or maintain a "salesperson" name instead of the
corporate "account number" or "customer id" number. These can be modified by
using the phrase settings form.
Using a P O Template
When a purchase order is
created using OrderGen's PO Builder, the user selects the purchasing
organization from a drop-down list in Step 5 of the purchase order creation
process. This establishes use of the corresponding purchase order template,
in addition to using the associated contact and related employee information
for the purchase order.
Purchase Order Builder selecting the Callahan DC
In the above case, Callahan
et. al. Washington DC is the purchasing organization. All future purchase
orders created for Callahan DC will look essentially like the purchase order
below until the template is modified.
Purchase Order created using the Callahan -
Washington DC PO Template