Operators
Operators are the users of the ActivityHD Purchasing package including users who enter purchase information and/or those who approve purchase orders. You can restrict the ability of certain operators to enter and process purchases by PO department.
Note
Each operator must be data linked to an authorized user record.
Create an operator record
- In the Navigation pane, highlight the Purchasing > Setup > Operators folder.
- Click . The New Operator window opens.
- Select the Data Links tab.
- Click Add and select "Authorized User" from the pop-up menu. The Find dialog box for authorized users opens.
- Select an authorized user and click OK. The authorized user's name is filled in the Name field and linked fields turn
blue . - Select the Operator tab.
- 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.
- 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.
- Select the Notifications tab.
- Set up any notifications the operator needs. For each notification:
- 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.
- 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.
- In the Filters column, select a filter to apply to the notifications if needed. To select multiple filters, press Ctrl while selecting additional filters.
- In the Notifications column, select the type of notification from the drop-down list. Your options are:
- When you finish, save the new operator record.
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.
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
- In the Navigation pane, highlight the Purchasing > Setup > Operators folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of operators:
- Right-click the Operators folder and select Select and Report > Operators Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected operators:
- In the HD view, select the operators to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click .
- To report on a particular operator from the Operator window:
- In the HD view, locate and double-click the operator to report on. The Operator window opens with the operator loaded.
- Click .
- To report on all or a filtered subset of operators:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- 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).
- - Provides access to two preview options.
Data extensions
The following data extension is available for the report:
- Operators
Operator Record ID
Operator tab
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Notifications tab
- 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.
- 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.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Data Links tab
See "Data Links".
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Operators security
Common accesses available on operators
Report Email dialog
- 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.
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