Operators

Create an operator record

1. In the Navigation pane, highlight the Purchasing > Setup > Operators folder.
2. Click . The New Operator window opens.

   

3. Select the Data Links tab.

   

4. Click Add and select "Authorized User" from the pop-up menu. The Find dialog box for authorized users opens.

   

5. Select an authorized user and click OK. The authorized user's name is filled in the Name field and linked fields turn blue.
6. Select the Operator tab.
7. In the Department field, select the operator's PO department. Whenever the operator enters a new purchase order or miscellaneous purchase, this department is used as the default PO department, but it can be overridden depending on which other departments the operator has access to.
8. If the Email Address field did not default from the authorized user record, enter the operator's email address. If PO approval notifications are enabled for the operator, this is the email address the system sends notifications to.
9. Select the Notifications tab.

   

Note

Email notifications for purchase order approval and disapproval include approval history detail if it is available. This is the same information available on the Approval History tab of the purchase order record.

10. Set up any notifications the operator needs. For each notification:
    1. In the Notifications column, select the type of notification from the drop-down list. Your options are:
       • Invoice Approval Complete. The operator receives an email when AP invoice approvals are complete.
       • Invoice Approval Needed. The operator receives an email when AP invoices need to be approved.
       • Invoice Disapproved. The operator receives an email when AP invoices are disapproved.
       • Order Approval Completed. The operator receives an email when orders are fully approved and are ready for further processing.
       • Order Approval Needed. The operator receives an email when orders need to be approved.
       • Order Disapproved. The operator receives an email when orders are disapproved.
    2. In the Method column, select the notification method from the drop-down list. Your options are:
       • Email, All. The operator receives an email for any AP invoice or order for their department which requires any level of approval. This option allows operators with no approval levels to receive approval notifications for their department. This method is available for all notification types.
       • Email, Limit by Department. The operator receives an email only if the operator is in the department which appears on a completed or disapproved AP invoice or order. This method is available for "Invoice Approval Completed", "Invoice Disapproved", "Order Approval Completed", and "Order Disapproved" notifications.
       • Email, Limit to Invoices Owned by Me. The operator receives an email only for completed invoices on which the operator is the owner. This method is available only for "Invoice Approval Completed" notifications.
       • Email, Assigned Level or Higher (Limited). The operator receives an email for any AP invoice or order for their department which requires approval at their level or higher. This method is available for "Invoice Approval Needed" and "Order Approval Needed" notifications.
       • Email, Assigned Level Required. The operator receives an email for any AP invoice or order for their department which requires approval at their level. This method is available for "Invoice Approval Needed" and "Order Approval Needed" notifications.
       • Email, Assigned Level Required and Delayed. The operator receives an email for any AP invoice or order for their department which requires approval at their level and for which all required lower level approvals have been made. This method is available for "Invoice Approval Needed" and "Order Approval Needed" notifications.
       • Email, Limit to Orders Owned by Me. The operator receives an email only for completed orders on which the operator is the owner. This method is available for "Order Approval Completed" notifications only.

       

    3. In the Filters column, select a filter to apply to the notifications if needed. To select multiple filters, press Ctrl while selecting additional filters.
11. When you finish, save the new operator record.

Operators Listing

Purpose

The Operators Listing provides a list of operators defined in Purchasing.

Content

For each operator included on the report, the listing shows:

• department
• email address.

In addition, you can include one or more of the following:

• timestamps
• memos
• custom fields.

The following total appears on the report:

• record count.

Print the report

1. In the Navigation pane, highlight the Purchasing > Setup > Operators folder.
2. Start the report set-up wizard.
   • To report on all or a filtered subset of operators:
     1. Right-click the Operators folder and select Select and Report > Operators Listing from the shortcut menu.
     2. On the Selection tab, define any filters to apply to the data.

        

   • To report on specifically selected operators:
     1. In the HD view, select the operators to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
     2. Click .
   • To report on a particular operator from the Operator window:
     1. In the HD view, locate and double-click the operator to report on. The Operator window opens with the operator loaded.
     2. Click .
3. Select the Options tab.

   

4. To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
5. Mark the checkbox(es) for the additional information to include:
   • Timestamps
   • Memos
   • Custom Fields (only visible if custom fields are set up)
6. Select the Output tab.
7. In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
• - Provides access to two preview options.
  • Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  • Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
• - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
• - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
• - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
• Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
• Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
• Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.

Data extensions

The following data extension is available for the report:

• Operators