How to Send a Purchase Order to a Supplier Manually or Automatically

TABLE OF CONTENTS

• How to Set Up Purchase Orders Sent to Suppliers by Email
• How to Send a Purchase Order to a Supplier Manually
• How to Automate the Process to Avoid Manual Sending of Purchase Orders
• How to Select the PO Documents That Will Not Be Sent to Suppliers
  
  • How this works
  • How to resolve the already existing number of POs in the “Send to Supplier” info card
    

How to Set Up Purchase Orders Sent to Suppliers by Email

Choose the file format, layout, and languages of the POs your suppliers receive by email.

Choose the File Format and Layout

1. Go to Configuration → Basic Settings → Document Setup → Purchase Orders.
2. In Format of Orders Sent to Suppliers, select PDF or XLSX.
3. In Layout for Orders from Requisitions sent to Suppliers, select the PDF layout for POs created from purchase requisitions: Regular, Vertical, or Horizontal.
4. Click Save.

The Vertical and Horizontal layouts also show the related purchase requisitions and requests for proposal (RFPs): location name, address, and phone, and the requester's name and email. Use them when one PO combines requisitions from several locations: your supplier sees how quantities split across locations.

Choose the Languages

Orders sent to suppliers are available in the languages enabled in Configuration → Basic Settings → Misc → Exported Document Language.

How to Send a Purchase Order to a Supplier Manually

1. Go to the Purchase Order page → choose the required Purchase Order from the list. You can also filter Purchase Orders by their sending statuses (in this case, choose not sent purchase orders).
   
   
2. Check the info and click the Send to Supplier icon.
   
   
3. Check the email details in the Send Purchase Order panel:
   
   
   
   1. Sender's Full Name: the sender name your supplier sees. Edit it if needed.
   2. Format of Orders Sent to Suppliers: select PDF or XLSX for this email. The default comes from your Basic Settings. Learn more here.
   3. Language: select the language of the order for this email. The list shows the languages enabled in Configuration → Basic Settings → Misc → Exported Document Language, see this section.
   4. Recipients: the supplier's email fills in automatically from Supplier Management. If it's empty, enter it. Click Add Recipient... to send the order to more contacts.
   5. + Add Note... to add a note for the supplier.
      
      
4. Click Send.
5. You can check the Supplier’s email activity with the statuses listed below. 

You can send a PO document to several addresses at once. Regardless of the recipient number, you will see a status for each email sent to the Supplier.

• Not sent — you have not sent the Purchase Order yet.
• Sent — the Purchase Order is sent but not received.
• Email is received — the Supplier received your email.
• Opened — the Supplier opened the letter.
• Failed — the email did not reach the recipient for one of the possible reasons:
  • The letter was sent, but the server rejected it.
  • The inbox does not exist.
  • Any other unexpected error that prevented the email from reaching the recipient.
    
  If the letter fails to reach the recipient, we will include the possible reasons for that in the "i" icon next to the status.

Below, you can find an example of an email your Supplier will receive.

The note you added for the Supplier is displayed, and your contact details are added as well. In the attachment, your Supplier can find a Purchase Order document available for download.

 

How to Resend a Purchase Order

Send an order again, for example after a revision or when your supplier asks for a different file.

1. Open the purchase order you already sent.
2. Click Resend to Supplier.
3. In the confirmation dialog, click Yes.
4. Change the details you need for this email in the Send Purchase Order panel as in step 3 of manual sending, then click Send.

How to Automate the Process to Avoid Manual Sending of Purchase Orders

Go to the Supplier Management page, add the contacts of all of your suppliers, and activate the PO Automatic sending toggle.

 

To choose the file your suppliers receive, see How to Set Up Purchase Orders Sent to Suppliers by Email.

How to Select the PO Documents That Will Not Be Sent to Suppliers

You can separate the Purchase Order documents that you would like to send to Suppliers or not.

How this works

When creating a new PO document, you can now select whether you would like it to be sent to the Supplier or not:

1. On the Supplier Management page, choose the Supplier, and select the necessary option in the Send PO to Supplier field.

2. If you do not wish to send the PO document to the Supplier automatically after the Confirmation and Approval, select the “No” option.

In that case, you will NOT see the following:

• Send to Supplier button on the PO page
• Not sent status
• Documents listed in the “Send to Supplier” info card.

How to resolve the already existing number of POs in the “Send to Supplier” info card

1. When pressing on the “Send to Supplier” info card, you will see boxes next to the documents.
2. Check the necessary documents, and you will see the Do not Send to Supplier button.
3. After selecting the needed documents and pressing the Do not send to Supplier button, you will see the following information:

• The number of POs in the “Send to Supplier” info card will decrease.
• There will be no Send to Supplier button or Not Sent status on the PO view page.
• When editing the PO in the Send PO to Supplier field, the “No” option will be selected automatically.