What This Process Does

  • This report process is for archiving approved purchase orders. The purchase order archive is attached to the Purchase Order Master, located on the Archive tab. The purchase order can then be e-mailed (if the vendor's e-mail address is in the order address file). It can also be viewed from the Purchase Order Master.
  • Ranging on Entry Date (as well as selecting open POs) is recommended.


Archive Purchase Order(s)

  1. Procurement → Purchase Orders → Add/Approve Tab → Archive PO(s)
  2. Range on Entry Date and do not range on anything else to get all POs that are eligible to be archived.
  3. Run Report


FIELDSOpt.Rec.Req.Description
Range on Entry Date—♦—Purchase Order that you wish to archive
Opt. = Optional  Rec. = Recommended  Req. = Required


Archiving One Purchase Order

  1. Procurement → Purchase Orders → Query → Masters
  2. Range on PO Identification and select
  3. Pull up the Purchase Order Master and go to the Archive tab
  4. Select the Archive PO button
  5. Cancel out of the PO Master, then select again and go to the Archive tab
  6. The Archive Type and Filename of the archive will be populated and the archive is available for viewing and/or emailing


NOTE:  Shenandoah was having an issue on a fresh desk ticket  [#133076] PO 1300-192 and 0790-492.


With David Crowe's assistance, we discovered that when the client prints and/or archives the PO, the flags on the select tab must be set as follows in order to have the Accounting Codes for the PO print on the PO pdf print/archive file:


If the client unchecks "Select Non-Finaled Accounts" or checks "Select Finaled Accounts", the Accounting codes for the PO will not be printed on the PO.  If they are not printed on the PO, they also will not be printed on the Archived Copy of that PO.