Managing and Sending Purchase Order Emails

Derek Torres
Derek Torres
  • Updated

Important Note: PartsLedger is now PartsManager. PartsManager retains all of the parts purchasing and warehouse management automation benefits of its predecessor. To read more about this exciting change, click here.

 

PartsManager, formerly known as PartsLedger, allows users to email Purchase Orders to the Vendor on the PO. This article will walk you through the process of emailing a Purchase Order to a Vendor. It will also walk you through setting up your email template and settings, and verifying the Vendor email.

 

Sending your Vendor a Purchase Order Email

After you have set up your email settings and verified the Vendor's email follow the steps below to send an email to your Vendor.

Note: Your User's Location should never be Global. If you have Set up your "Send Email On" Settings with Purchase Order Issued toggled on, an email will automatically be sent when you Issue the Purchase Order.

If you cannot send an email to a Vendor, please contact Customer Support.

  1. On the Navigation Bar, click Purchasing.
  2. Then click Purchase Orders.
  3. Under the Actions column, click the 3-dot icon on the row of the Purchase Order you want to email.
  4. Click the Envelope (Email) Icon.
    • A Confirmation Message will appear asking if you would like to Cancel or Confirm.
  5. Click Confirm to send the email.

Note: The email address that the Purchase Order email will be sent from is a no-reply email and cannot be changed at this time. It is recommended to include your contact information in the Body of your email template for your customers.

There also isn't currently a way to send emails in bulk. You can have Purchase Orders emails set to automatically send when a PO is Issued so you don't have to send them individually.

Semd_Email.gif

Viewing the Purchase Order Email History

Clicking the Emails tab, on the Purchase Order page, takes you to the email history. Here you can view 45 days of this Purchase Orders email history. See the image below:

Email_Tab.png

 

Setting up your Purchase Order Email Template and Settings

PartsManager automatically creates a default email template message when sending Purchase Orders. However, you may want to customize this message.
You can also have PartsManager automatically send an Email to your Vendor when a Purchase Order has been issued.

This section will walk you through setting up your email template and settings. You must be an Admin User with the permission "update:Settings".

Setting up your Email Template

  1. On the Navigation Bar, click Settings.
  2. Then click Email.
  3. Click the Type drop-down, and select Purchase Order. You will see the default email template.
    •  If you want to change this template continue to the next step.
    • If you prefer the default template, then you are done!
  4. In the Subject field, enter your preferred email Subject.
  5. In the Body field, enter your preferred email message to your customers.
    • Variables can be added to either the Subject or Body using double braces. (Ex. {{companyName}}.)

      The following variables are available to use(invalid variables will be left as is).

      • companyName: Entity name of the location used. (Most likely your company)
      • number: Document number
  6. Click Save.
    PO_Email_Template.png

Note: The email address that Purchase Order email will be sent from is a no-reply email. It is recommended to include your contact information in the Body of your email for your customers.

Setting up your Email Settings

PartsManager can automatically send an Email to your Vendor when a Purchase Order has been issued.

  1. On the Navigation Bar, click Settings.
  2. Then click Email.
  3. In the Send Email On Menu, toggle Purchase Order Issued:
    • On if you want an email automatically sent to your Vendor when the Purchase Order is Issued.
    • Off if you do not want emails automated for Purchase Orders.
      Purchase_Order_Issued.png
  4. Click the Save button.

 

Verify the Vendor's Email Information

Before we send an email to a Vendor it's important to verify that the Vendor's email address is correct.

  1. On the Navigation Bar, click Accounts Payable.
  2. Then click Vendors.
  3. Select the relevant Vendor by clicking their name.
    • This will direct you to that Vendor's page. If there is no email or the email is incorrect in the Vendor's details continue to the next step.
    • If the email is no action is needed.
      Correct_Email.png
  4. Click the Pencil icon to edit the Vendor information.
    Edit_Vendors.png
  5. In the Email field, enter the correct email address for this Vendor.
    Update_Vendor_Email.png
  6. Click Submit.

 

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