Sending Purchase Orders

Once you have created a purchase order for a supplier you can send them the order using any number of different templates. Purchase orders can be printed or emailed.

Send a Purchase Order

1. Add a new order or search for an existing order using the Quick Search boxes.
2. Once the order is listed you can either click the Print icon and select the template, or open the order by clicking the Order ID number. If you open the order first, click the Email/Print button at the top.
3. The printable order document is displayed on the screen. Use the links at the top to Print, Email or Change the template.
4. When emailing the order, tick the supplier's email address to use (from the Contact record) or enter a new email address.
5. Add a message to the email as required; QuickNotes can be used to add a standard message.
6. Specify the format of the email; HTML or PDF attachment or HTML email
7. Click the Send button.

A record that the order was emailed will be kept in the supplier's contact record in the Timeline tab. The purchase order status will automatically update, go to Setup > Purchases > Purchase settings to select what status is used.

At the bottom of the email will be a link for your client to view the quote online in your web portal. They just click this to be taken straight to the online version, without the need to log in. The link will only work once, after the first click they will need to log in to the portal with their email address and a password.

Bundles on Purchase Orders

It's likely that you want the supplier to just see the bundle itself and not the components, so you can turn off the display of bundle components on the Purchase Order template at Setup > Purchases >Purchase settings.

This PO actually uses an HTML template that we have available on our forums.