Finance Division
Smarter Purchasing Print PO To PDF Document Purpose How to print a Purchase Order directly as a PDF Document Contents Document Purpose ..................................................................................................................................................... 1 Contents ..................................................................................................................................................................... 1 Create Print Document ............................................................................................................................................... 2 Printing A Single PO to PDF: ....................................................................................................................................... 3 Spool Print Document – Method 1 ......................................................................................................................... 3 Spool Print Document – Method 2 ......................................................................................................................... 6 Printing Multiple POs To PDF: .................................................................................................................................. 10 Spool Print Document – Method 1 ....................................................................................................................... 10 Spool Print Document – Method 2 ....................................................................................................................... 18 X:\MIS\Cashiers\Policies & Training Guides UNIVERSITY OF LEICESTER 2 FINANCE DIVISION Create Print Document Access ME9F print transaction to choose the purchase orders you will need to print or create as PDF Complete the information you use to access your orders (i.e. PO Document Number / Purchasing Group / Document Date etc.) Click Execute Tick the box at side of PO to be printed and click on ‘Output Message’ The following screen will be returned: UNIVERSITY OF LEICESTER 3 FINANCE DIVISION Printing A Single PO to PDF: Spool Print Document – Method 1 If you want to create your order as a PDF instead of print the order you should follow the above steps and then you will need to access the Spool Output to create the PDF. From the ‘Message Output’ screen click on the ‘Menu’ drop down, select ‘System’ and ‘Own Spool Requests’ On the next screen tick the box against the PO to be emailed as a PDF UNIVERSITY OF LEICESTER 4 FINANCE DIVISION From the ‘Menu’ drop down box select ‘Spool Request’, ‘Forward’, ‘Send using SAPoffice’ On the next screen enter your email address in the ‘Recipient’ field and click on the ‘Green Tick – copy’ button A pop‐up ‘Select Address’ box will appear. Click on Ext. Address and click on the ‘Green Tick’ button UNIVERSITY OF LEICESTER 5 FINANCE DIVISION The screen will return to the screen below and you should receive an email in Outlook with the PDF of the PO attached. UNIVERSITY OF LEICESTER 6 FINANCE DIVISION You can now forward the PDF PO to your supplier or back to the Shopper as required. Spool Print Document – Method 2 Alternatively after you have sent your PO(s) to print using transaction ME9F you can access the print spooler by going to the ‘Search’ bar in SAP, type in SP01 and choose ‘Output Controller SP01’ The following page is displayed – Click the Execute button All POs created and processed for printing will be displayed. Tick those you need to create as PDF and go the ‘Menu’ drop down UNIVERSITY OF LEICESTER 7 FINANCE DIVISION Select ‘Spool Request’, ‘Forward’, ‘Send using SAPoffice’ On the next screen enter your email address in the ‘Recipient’ field and click on the ‘Green Tick – copy’ button UNIVERSITY OF LEICESTER 8 FINANCE DIVISION A pop‐up ‘Select Address’ box will appear. Click on Ext. Address and click on the ‘Green Tick’ button UNIVERSITY OF LEICESTER 9 FINANCE DIVISION The screen will return to the screen below and you should receive an email in Outlook with the PDF of the PO attached. You can now forward the PDF PO to your supplier or back to the Shopper as required. UNIVERSITY OF LEICESTER 10 FINANCE DIVISION Printing Multiple POs To PDF: When choosing to print multiple POs to PDF you can either email all chosen POs to one email address or to individual email addresses (the email can be sent directly to the shopper) To email several POs to one email address: Spool Print Document – Method 1 From the ‘Message Output’ screen click on the ‘Menu’ drop down, select ‘System’ and ‘Own Spool Requests’ On the next screen tick the boxes against the PO to be emailed as a PDF From the ‘Menu’ drop down box select ‘Spool Request’, ‘Forward’, ‘Send using SAPoffice’ UNIVERSITY OF LEICESTER 11 FINANCE DIVISION The following screen will be displayed: Click the ‘No’ option Enter your email address in the ‘Recipient’ field, select ‘Express’ and click on the ‘Green Tick – Copy’ button: UNIVERSITY OF LEICESTER 12 FINANCE DIVISION A pop‐up ‘Select Address’ box will appear. Click on Ext. Address and click on the ‘Green Tick’ button. You should receive an email in Outlook with the PDF of the PO attached. Note multiple POs will create multiple email messages: UNIVERSITY OF LEICESTER 13 FINANCE DIVISION You can now forward the PDF PO to your supplier or back to the Shopper as required. To email multiple POs to several individual email addresses: From the ‘Message Output’ screen click on the ‘Menu’ drop down, select ‘System’ and ‘Own Spool Requests’ Tick the box against the POs to be emailed as PDF and follow the menu path as below: UNIVERSITY OF LEICESTER 14 FINANCE DIVISION Choose ‘Yes’ Enter the email address in the ‘Recipient’ field, select ‘Express’ and click on the ‘Green Tick – Copy’ button: UNIVERSITY OF LEICESTER 15 FINANCE DIVISION A pop‐up ‘Select Address’ box will appear. Click on Ext. Address and click on the ‘Green Tick’ button. Repeat this process for each PO to be emailed using the different email addresses as required: UNIVERSITY OF LEICESTER 16 FINANCE DIVISION UNIVERSITY OF LEICESTER 17 FINANCE DIVISION UNIVERSITY OF LEICESTER 18 FINANCE DIVISION Each recipient should now receive an email in Outlook with the PDF of the PO attached. Note: from the above example recipient 1 ([email protected]) received PO 4100032696, recipient 2 ([email protected]) received PO 4100032695 and recipient 3 ([email protected]) received PO 4100032694. Spool Print Document – Method 2 To email several POs to one email address: Alternatively after you have sent your PO(s) to print using transaction ME9F you can access the print spooler by going to the ‘Search’ bar in SAP, type in SP01 and choose ‘Output Controller SP01’ The following page is displayed – Click the Execute button UNIVERSITY OF LEICESTER 19 FINANCE DIVISION All POs created and processed for printing will be displayed. Tick those you need to create as PDF and go the ‘Menu’ drop down Select ‘Spool Request’, ‘Forward’, ‘Send using SAPoffice’ UNIVERSITY OF LEICESTER 20 FINANCE DIVISION The following screen will be displayed. Click on the ‘No’ option: Enter your email address in the ‘Recipient’ field, select ‘Express’ and click on the ‘Green Tick – Copy’ button. UNIVERSITY OF LEICESTER 21 FINANCE DIVISION A pop‐up ‘Select Address’ box will appear. Click on ‘Ext. Address’ and click on the ‘Green Tick’ button. You should receive an email in Outlook with the PDF of the PO attached. Note: multiple POs will create multiple messages. UNIVERSITY OF LEICESTER 22 FINANCE DIVISION To email multiple POs to several individual email addresses: From the ‘Message Output’ screen click on the ‘Menu’ drop down, select ‘System’ and ‘Own Spool Requests’ Choose ‘Yes’ UNIVERSITY OF LEICESTER 23 FINANCE DIVISION Enter the email address in the ‘Recipient’ field, select ‘Express’ and click on the Green Tick – Copy button A pop up ‘Select Address’ box will appear. Click on ‘Ext Address and click on the Green Tick button UNIVERSITY OF LEICESTER 24 FINANCE DIVISION Repeat this process for each PO to be emailed using the different email addresses as required: UNIVERSITY OF LEICESTER 25 FINANCE DIVISION UNIVERSITY OF LEICESTER 26 FINANCE DIVISION Each recipient should now receive an email in Outlook with the PDF of the PO attached. Note: from the above example recipient 1 ([email protected]) received PO 4100032703, recipient 2 ([email protected]) received PO 4100032704 and recipient 3 ([email protected]) received PO 4100032705.