Auto Send

Email - see Automatic Email of a Purchase Order
Fax - see Automatic Faxing of Purchase Orders
EDI - see Automatic EDI of Purchase Orders

Auto Send on a Requisition

There is an Auto Send check box on a Requisition.

While the Requisition status is New, the check box can be selected or cleared:

By default (controlled by the Default Allow Auto Send for PO setting in Global Setting Maintenance. See Global Settings)
By the Requisitioner
By the Administrator

Auto Send for Change Orders

When the Requisition is for a Change Order, the Auto Send check box can be selected or cleared:

By default (controlled by the Default Allow Auto Send for Change Order setting in Global Setting Maintenance. See Global Settings)
By the Requisitioner
By the Administrator

Auto Send on a Pro-Forma Order

If the Auto Send check box is selected when a Pro-Forma Order is created, the Pro-Forma Order will have this selected.

The Administrator can update the Auto Send check box, unless a Purchase Order is automatically created from the Pro-Forma Order (see Automatic Purchase Orders for Vendors).

The Purchase Order

If Auto Send is selected on the Pro-Forma Order, the resulting Purchase Order (whether it is manually created, or auto created) is sent to the Vendor via the selected configured methods (Auto Fax, Auto EDI, Auto Email).

Auto EDI/ Auto Email Hybrid Functionality

For vendors configured with Auto Email and Auto EDI:

ARM checks for the existence of PunchOut lines in the Purchase Order. These lines are omitted from the email if Auto EDI is enabled on the Vendor. If Auto Email and Auto EDI are both enabled on the Vendor, a Purchase order with a combination of both normal and PunchOut lines will send the PunchOut lines via EDI and the normal lines via email.

Automatic Email of a Purchase Order

Purchase Orders can be emailed automatically to a vendor.

Requirements

Auto Email functionality is set up.
The Auto Send check box is selected on the requisition associated with the purchase order.

Setting up Auto Email Functionality

Ensure that an email is included in the contact details for the supplier, in Kinetic.

The contact details used for the vendor in ARM depend on which details are available and also on whether a Supplier Email Contact Role Code exists in the Company Settings. See Contacts for Purchase Orders.

Select the Auto Email check box for the vendor. (See Maintaining Vendors.)
Edit the value for the relevant settings in ARM’s Global Setting Maintenance (see Global Settings).

Contacts for Purchase Orders

There may be multiple contacts set up for a supplier (vendor).

ARM chooses contact details as follows, when emailing a PO to a vendor:

First option: If there is a Role Code specified in the Company Setting Supplier Email Contact Role Code and a Vendor Contact record for the vendor, with a matching Role Code.
Second option: If there are contact details from a Purchase Point for the Vendor (the Primary Purchase Point takes precedence here).
Third option: If the vendor has Vendor Contacts, then these details are used (Primary Contact takes precedence here).
Fourth option: The Contact Email on the header record for the Vendor.

Automatic Faxing of Purchase Orders

Purchase Orders can be faxed automatically to a Vendor.

Requirements

Auto Fax functionality is set up.
The Auto Send check box is selected on the PFO.

Setting up the Auto Fax Functionality

The Auto Fax functionality must be set up in order for ARM to fax POs automatically to vendors.

Ensure that a fax number is included in the Contact details for the Supplier, in Kinetic.
Select the Auto Fax check box for the Vendor. (See Maintaining Vendors.)
Edit the value for the relevant Report settings in ARM’s Global Setting Maintenance (see Global Settings):

Auto Fax Directory

The full path of the auto fax directory on the server

Auto Fax Server Printer

Define the printer on the server to be used for auto faxing. If this field is left blank, the PBS ARM Task Agent will use the default printer of the current user.

Reporting Service

The reporting service engine used to render report and PDF export. For on-premise value is default to SSRS. For SASS value is default to HTML.

Update the following in the Company Settings, under the Report Templates tab (see Company Settings):

Auto Fax Purchase Order Report Name

Enter the Report template file name of the purchase order to be used for Auto Printing/Faxing

Technical Notes Regarding the Auto Fax Process

When ARM identifies that a PO is to be faxed, it writes a record to the PBSPrintService10_PrintJob in the Back Office Company Database.
The ARM Auto Fax settings affect what data is written to this table. For example:
- the ReportSource field is populated from the Auto Fax Purchase Order Report setting
- the PrinterName field is populated from the Auto Fax Server Printer setting
- the DestinationFile field is prefixed with the Auto Fax Directory setting.
The PBS ARM Task Agent polls the PBSPrintService10_PrintJob table (i.e. it reads records with the CompletedDate field and Result field with a value of NULL).
If the ARM setting Auto Fax Server Printer is blank, the PBS ARM Task Agent will use the default printer based on the User Profile of the user.
The PBS ARM Task Agent needs to be changed to run under a specified user. That user account needs to log on to the server (so that Windows creates a user profile), set up a printer, and set it as the default printer (for that user on that machine). When the service runs, it will use the default printer for the user profile that it is running under.

The PBS ARM Task Agent uses a .pdf reader to open the report files on screen. Most internet browsers have a built in .pdf reader.

Automatic EDI of Purchase Orders

ARM uses Electronic Data Interchange (EDI) when sending Purchase Order to a vendor and also when auto-sending Purchase Orders where the lines have been created using a PunchOut website.

Requirements

ARM must be licensed for PunchOut for this functionality to work.

If you add Requisition lines from a PunchOut website, ARM uses the EDI URL field configured on the PunchOut page to send the Purchase Order to the Vendor. See PunchOut.

The EDI URL on the ARM PunchOut details is supplied by the vendor.

ARM will Auto EDI a purchase order to a vendor, if the following conditions are met:

Select the Auto EDI check box for the Vendor. (See Maintaining Vendors.)
Ensure that the Requisition has Auto Send selected.
Create the Requisition lines from a PunchOut website.
Ensure the EDI URL field is populated on the ARM PunchOut details page.