This process will print a Purchase Order document that can be sent to the vendor. Purchase OrderThis process is used for both signed contracts and purchase orders and it will display the desired document in the AA Sends Exec. PO/Contract to Vendor ... step. When a contract is displayed the supporting purchase order is still generated. To print the purchase order: - Click the Print button.
- Click the Merge Templates radio button.
- Choose Purchase Order from the drop down menu.
- Click the Print Button on the Mail Merge Templates menu.
Sample Purchase Order DocumentThis process produces two mail merge documents, the Purchase Requisition and the Purchase Order. Purchase OrderBelow is an example of a Purchase Order.
| PO Mail Merge Field | Notes/Description |
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| Purchase Order Number | The Purchase Order Number in the top right hand corner of the PO (highlighted in yellow on this example) will only appear when the process has progressed through the SAP PO/Contract Hold step. Prior to that step it is possible to preview the Purchase Order, but the PO number will not appear on the form. | | Date | The date field is the date that the purchase order mail merge is generated. If you reprint the purchase order the date will update. | | Vendor and Vendor Address | The Vendor and vendor addresss information is derived from the Contacts module in e-Builder. If address information is missing from that module the PO fields for this information will be blank. If you update the Contacts information in e-Builder you may reprint the PO and the information will appear as updated. | | Ship To | This information is derived from the building information that is part of the e-Builder project information. If room information has been added to e-Builder the room information will also print on the purchase order. | | Delivery Date | This information is hardcoded. Each purchase order will have "Per Previous Agreement" in this field. Changing this field requires the assistance of an e-B admin. | | Shipping Method | This information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin. | | Shipping Terms | This information is hardcoded. Each purchase order will have "N/A" in this field. Changing this field requires the assistance of an e-B admin. | | Payment Terms | This information is hardcoded. Each purchase order will have "Net 30" in this field. Changing this field requires the assistance of an e-B admin. | | Items | Each commitment line will use the dollar figure and commitment description for the corresponding commitment in e-Builder. Each line will be sequentially numbered beginning with 001. | | Project Number | The project number from e-Builder. | | Project Name | The project name from e-Builder. The project name may contain the room number. | | Project Contact | The proect contact is derived from Project Manager 1 in e-Builder. The phone number is hard coded and is the general switchboard number for MIT DoF. | | Description of Services | | | MIT Contract # | | | Vendor Billing Instruction | | | MIT Sales and Use Tax Exemption | |
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