Sign Purchase Order With  
Two Different Graphics 

On the page "How to Sign Purchase Orders Graphically," we assumed that only one signature was required for approval. In some cases, more than one signature may be required for purchase order approval. This might be routine company policy for all purchase orders, or maybe purchases above a certain cost threshold require a second signature.

This page describes how to add two graphical signatures to a purchase order. First, this option is not available in the single-user version. It makes no sense for a single individual to be able to attach two separate signatures from his/her own pc. Two blank signature lines can be added, either in multi or single-user modes. In the single user case, however, the second signature will always need to be hand-written.

Multiple-signing capability is available on OrderGen Network Version, Builds 799 (3.1.9.799) or higher.

To have any credibility, each graphical signature needs to be applied to the purchase order from two distinct workstations on the network, each with "Approval Authority". Also, the OrderGen User Administrator will want to be sure that the two signers can't either accidentally or deliberately overwrite the other's signature. This can be easily configured using the OrderGen user administration utility, installed from the Network CD.

1) Open the user administration tool, OrderGen Workstation Management. It is in the program group at 

Start | Programs > AAS Software > OrderGen Purchasing > Network Tools > User Management

The management utility opens.

2) On the menu at the top, select "Database" and "Open" to open the administration database table on the network file server. This allows the configuration of rights on all workstations on the network, as explained in its help document.

Database opens. The status bar shows the database location on the file server. In this case OrderGen Server points to N:\OrderGen\Data\. 

This example case has only two users currently in the database. Both workstations have Approval Authority.

3) To manage the signature attachment that each workstation will provide, the following information is added somewhere in 4) Workstation Comments field:

Signature=Signature Location\Signature Filename;

Position=Position Number for Signature (1 or 2);

Specifically, in the screen shot above, the "Workstation Comments" field contains: Signature=N\OrderGen\Graphics\dkfoley.jpg; and Position=1; 

Don't forget the semi-colon (;) immediately after each statement, or this will not work. Also, of course, the referenced file must actually, physically be in the stated signature location (e.g. folder N\OrderGen\Graphics\).

Similar information is contained in the second user's record. So for this example, the Purchasing Manager signs in Position #1 and the Chief Operating Officer signs in Position #2.

4) Now, when the user below clicks the pencil icon, the addition of the signature is automatic. The user does not have to search the network drive and find his/her signature and s/he cannot overwrite a signature that has already been added to a P.O. 

Authorized Signer #1 Clicks on Pencil Icon

Purchase Order is Signed by Authority #1

5) At another point, Authority #2 will open the PO Builder on his/her workstation and click the pencil to sign.

Authorized Signer #2 Clicks on Pencil Icon

Purchase Order is Signed by Authority #2

6) Below is the purchase order after it has been signed by both "approval- authorized" employees. Note that it is not necessary for either approver to have created the purchase order.

This PO clearly has two, distinct signatures. If it now complies with company policies, it can be printed and sent by regular mail, faxed directly to the vendor, or exported to PDF and attached and emailed to the vendor.