Printing Purchase Orders

This help file applies to an out-of-date version of MainBoss.
The most recent version of MainBoss is MainBoss 4.2.4.
For the latest version of this help file can be found here.

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You can print your current purchase orders by clicking the Print button in Purchase Orders or with Purchase Orders | Print.

When a purchase order is printed, it can include contact information for someone in your organization who is authorized to deal with vendor questions. This person is called your organization's purchasing contact. You specify your purchasing contact in Administration | Company Information.

When you ask to print purchase orders, MainBoss opens a window that contains the following:

Sorting section: Options controlling how the report is organized.

Sort by list: These options determine how purchase orders will be sorted in the resulting report. If you choose a Sort by option, you will be offered a second set of Sort by options which let you sort purchase orders within the initial sort criteria.

Sort Direction options: Determine whether the report is sorted from lowest values to highest or vice versa.

Filtering section: Options controlling what kind of purchase orders will be included in the report.

Show only active records: If this checkbox is checkmarked, the Active filter will automatically be applied when preparing the report; this means that information from old purchase orders will not be included in the report. If this checkbox is blank, the Active filter is ignored; MainBoss uses information from all purchase orders, no matter how old.

For more about the active filter, see The Active Filter.

Advanced section: Miscellaneous options.

Suppress Costs: Omits any money information that might otherwise be displayed in the report.

Format Report in Columns: If this checkbox is checkmarked, the report will have information formatted in columns; this has the advantage of compressing a lot of information into a small amount of space, but may be difficult to read, especially if you ask for many pieces of information to be displayed. If the checkbox is blank, information will be laid out in a less rigid format.

Title: The title to be printed at the beginning of the report.

Font Size: The font size to be used for all standard characters in the print-out (i.e. anything that isn't a heading).

Main Font: The font that will be used for most of the characters in the report. This should be a font that is supported by both your Windows system and your printer.

Fixed-width Font: The font that will be used for information that is printed with fixed-width characters (mostly unit specifications). This should be a font that is supported by both your Windows system and your printer.

Additional Lines: May be filled in with a number. If so, MainBoss will add that number of blank lines to the purchase order. This can be used to write in any extra information that might be needed.

Additional Information: Extra information to be printed in the purchase order. For example, you can use this area to specify a line reading Authorized by which would then be followed by the signature of someone authorizing the purchase.

Show checkboxes: A list of checkboxes that let you determine what information is displayed in the report. If a box is checkmarked, that type of information will be displayed; if a box is blank, that type of information will not be displayed.

Preview section: Displays a visual preview of the report. If you click the Preview button, you automatically go to this section.

The Preview section contains buttons for looking through the report preview and for actually printing the information. For more on using the Preview section, see Report Buttons.

Preview: Clicking this button generates a preview of the report, displayed in the Preview section of the window.

Print: Immediately prints the report.

Export Data: Exports the report's data in XML format.

Cancel: Cancels the preparation and printing of a report. This button is enabled only when MainBoss is preparing a report, i.e. gathering the data and formatting it. For more information, see Report Buttons.

Clear Select for Printing: If you click this button, MainBoss removes the checkmark from all Select for Printing boxes on all purchase orders. Typically, you do this after printing purchase orders that have been marked Select for Printing. For more, see Select For Printing.

Close: Closes the window.

For more on purchase orders, see Purchase Orders. For more on reports in general, see Reports.

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