Email a Purchase Order to a Vendor

Purchase orders may be emailed to a vendor. This feature enables your organization to accommodate vendors who would prefer to have their purchase orders emailed and allows for more efficient delivery of purchase orders to vendors for whom emailing is the preferred electronic communication method.

Setup

Several areas of the system need to be set up before purchase orders can be emailed to a vendor.

System Settings

The System Settings Maintenance page contains some Email-related fields that need to be defined. To access the page, go to (Maintenance > new world ERP Suite > System > System Settings).

Company FM Settings

Setup also needs to be performed on the Procurement tab of the Company FM Settings page. Select the Email Purchase Orders check box.

Departments

The department record contains a Sender's Contact Information for Procurement section where the email defaults needs to be defined. Contact information defined here overrides the contact information on the Purchase Order Type page (if it is entered).

Purchase Order Types

The purchase order type record also contains an Email Defaults section that also needs to be defined. Contact information defined here is ignored by the system if contact information is also entered on the Department page.

Vendor Contacts

Select an existing vendor or create a new vendor. On the Contacts page in the Vendor Service record, select the Email P.O. check box for vendors whose purchase orders are to be emailed and type the email address in the Email Address field.

Processing

Financial Management > Procurement > Purchasing > Purchase Orders

Email Purchase Order is a workflow step on the Purchase Orders screen. Purchase orders to be emailed display in this list and can be selected for emailing. The To Be Emailed icon in the Delivery column indicates that the purchase order will be emailed. The vendor receives the purchase order in an email message.

See Also

Fax a Purchase Order to a Vendor