Phone - Email
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Parts of the Purchase Order Screen: Phone - Email |
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On the bottom of the Main Purchase Order Screen is a blank for the vendor's email address. This blank is optional, but you may find it handy if you communicate with the vendor via email.
External Email Program Button Next to the email blank is a light blue email button. By clicking the button, an external email program will be activated and the address inserted in the "To" blank. The external program must be something like Eudora, Microsoft Outlook, Thunderbird, Pegasus, etc. For more information on using the button, see Email. Auto Send Button (Level III Feature). The Auto Send button will send an email to the vendor along with a standardized message. (You prepare the standardized message for the email in Basic Program set-up.) Additionally, the Auto Send feature attaches an html copy of the purchase order, and will also attach a text copy of the purchase order. The text version of the purchase order assures that it will get through to the vendor no matter what settings they have on their email program. This is a very quick and efficient way to send PO's to vendors. If you use this feature, you should monitor the email account to make sure you don't get any bounced back mails. AnyPO doesn't receive emails, but you can monitor the account with your normal email program. You'll also want to send a blind copy to a company email address so that you have a record of the PO's sent. When you set-up the standardized message in Basic Set-up, you can indicate an address for blind copies. Open Button (Level III Feature). The "Open" button is used when you want to personalize the message to the vendor. You can use it to add instructions or ask for more information. When you click on the Open button, a form appears on which you type out a message to the vendor. By default it will attach a copy of the PO. If you don't want to attach the PO, remove the checkmark. You can also insert you standardized message. Do that by clicking on the "Defaults" button. The standardize message along with any CC, BC, or Reply To addresses that you have indicated in Basic Program set-up will all be pasted in place. You can, then, alter the text and send the mail to the vendor. Long Email Addresses On rare occasions you may run into an email address that doesn't fit in the email address field on the Main Purchase Order Screen. In those cases, leave the email address field blank and enter the address in the "Notes" area. Surround the address in double angle brackets, like this: <<jacqueline.zimmermann@someverylongnamedcompany.com>> If you click on either the "Open" or "Auto" buttons and if AnyPO doesn't find an email address in the email address field on the Main Purchase Order Screen, it will look in the Notes area. If it finds an address surrounded by double angle brackets, it will use that address.
Vendor's Phone Number Near the email field is a blank for the vendor's phone number. This blank is optional. If the vendor's number is a long distance number, include the "1" before the number, i.e. 1-208-232-6857. If an extension is associated with the vendor's number, follow the number with an "x" and the extension, i.e. 234-5678 x456. When you activate the Advanced Dialer, the extension will be extracted and will be entered when you click on the extension button. To the right of the phone number field is a button with "Dial" printed on it. By clicking the button, AnyPO's internal Phone Dialer program will be activated. Note that you can determine how you want the button to function. You may wish to change the function of the button from Dial to Copy or Copy to Dial. The button's function is set in Basic Set-up.
Other Parts of the Purchase Order Screen: Purchase Order # - Vendor # - Drop Shipment Item Area: Quan - Your & Cat # - Item Description - Price - Disc & Disc Total Item Area: Add, Place & Toggle Buttons Closed - Purchase Order Code- Overall Discount - Less Discount Terms - Taxable - Shipping Method - FOB - Shipping - Ordered By Purchase Order Screen Buttons: Navigation (VCR Buttons), Calculations, Help Other Buttons: VC Center, Revised?
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