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Auto Export Purchase Orders (On Premise)

The Auto Export Purchase Orders Task is a task you set to run on a specified schedule in e-agent that automates the process of exporting purchase orders that are in an exportable state to vendors associated with a specific export module.
Note: The system only installs this e-agent task when you install the VendorConnector database component. For more information, see the “Installing the VendorConnector Export Module Database Component” section of the VendorConnector topic.

The system considers a purchase order to be in an exportable state if the purchase order:

Has a Status of Open (Open)

Does not require approval, or has already been approved

Is not on hold

Has a Send method of Export

Has not already been sent to the vendor

When setting up a task, you select the PO export module you want to associate with the task. When the task is processed, the system exports exportable purchase orders to vendors whose Vendor record lists in the PO export module field of the Miscellaneous tab the Export module you specify on the e-agent task's Filter tab.

General Task InformationGeneral Task Information

From the e-automate Tools menu, select E-agent to open the E-agent - Tasks window.

From the e-agent toolbar, click [New]. E-agent opens the new task window.

From the list, select Auto export purchase orders.

Click [OK]. E-agent displays the task setup window.

In the Task name field, leave the default name or enter a new name for the task.
Note: All tasks must have a unique name. If you are using multiple tasks for a variety of reasons, each task must have its own, unique name. You can schedule all tasks at different intervals.

In the Task engine field, use the drop-down menu to select the task engine on which you want to run the task.

In the Task user field, use the drop-down menu to select the user under which e-agent is to run this task.

To make this task operational, check the Enabled checkbox.

Options TabOptions Tab

Verify the Options tab is forward.

In the E-mail from address region, enter an e-mail address from which you want the e-mail delivered and to which recipients can reply.

Filters TabFilters Tab

Click the Filters tab to bring it forward.

In the Export module field, use the drop-down menu to select the PO export module (e.g., VendorConnector Export) you want to associate with this task. When this task is processed, the system will export purchase orders that are in an exportable state to vendors for whom the selected PO export module is listed in the PO export module field on the Miscellaneous tab of the vendor's Vendor record.

Schedule TabSchedule Tab

You can choose to schedule the e-agent task so that it runs on an interval and/or you can run the task manually whenever you choose.

To manually run the task see the "Manually Running Tasks" section of the Task Functionality topic.

To schedule the task to run on a defined schedule, do the following:

Click the Schedule tab to bring it forward.

In the Recurrence pattern region, select Hourly, Daily, Weekly, Monthly, Last day of month, or No recurrence to indicate the frequency with which you want e-agent to process this task.

If you selected Weekly in the previous step, e-agent displays a Run on region with a checkbox for each day of the week. Check the box for each weekday on which you want e-agent to process this task.

In the Start recurrence field, enter (or use the drop-down calendar to select) the date and time you want this schedule to begin.
Note: This field is not available if you set Recurrence pattern to No recurrence.

In the End recurrence region, do one of the following:
Note: The options in this region are not available if you set Recurrence pattern to No recurrence.

To have e-agent process the task indefinitely using the specified Recurrence pattern, select No end date.

To have e-agent process the task only a specified number of times using the specified Recurrence pattern, do the following:

Select End after __ occurrences.

In the End after __ occurrences field, enter the number of occurrences.

To have e-agent process the task through a specified end date and time using the specified Recurrence pattern, do the following:

Select End by __.

In the End by __ field, enter the date and time by which processing of this task is to end.

Completing the TaskCompleting the Task

In the Notification e-mail field, enter the e-mail address(es) of the person or persons the system should notify each time e-agent completes processing of this task. To notify multiple recipients, separate each e-mail address using the delimiter associated with your e-mail program (e.g., if your e-mail program accepts a semicolon as a delimiter, you could enter janedoe@company.com; johndoe@company.com; joe@company.com to have the system send notifications to three e-mail addresses each time e-agent completes processing of this task).

Click [OK] to save the task settings.