Send a purchase order to the supplier

Send the purchase order from Techstyles so the supplier gets a consistent email and PDF, and the order is marked as sent.

Before you start

• The supplier has an email address. Add one to the supplier's contact if it is missing.
• Check the purchase order: lines, quantities, prices, due date and delivery address.

Steps

1. Open the project and select Finance, then Purchase orders.
2. On the purchase order's row, open the ⋯ menu and choose Send to Supplier.
3. Optional: in CC, add colleagues who should get a copy.
4. Optional: in Attachments, add extra files, such as a specification sheet or drawing.
5. Read the Email Preview. It is exactly what the supplier will receive.
6. Click Send Email.

What happens next

• The supplier gets an email from your studio with the purchase order's details: date, Required by (the due date), total, delivery address and a table of the lines. The PO is attached as a PDF, with any files you added.
• Replies go to you, so the supplier's answer about stock or lead times reaches the person who sent it.
• A Draft purchase order becomes Sent, and the second dot fills in on each item's PO column.

Good to know

• The email text can't be edited. Use Attachments for anything extra.
• If the supplier has no email address, you'll see Supplier has no email address.
• If you change a purchase order after sending it, send it again so the supplier has the new copy. See Edit a purchase order.
• The purchase order's due date appears in the email as Required by, so set it to the date you need the goods.