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Version: Current

FAQ: How do I send a Purchase Order to a supplier?

You can send an approved Purchase Order (PO) directly to your supplier from within Zudello using the Place Order action. This typically involves generating a PDF copy of the PO and emailing it.

Steps:

  1. Ensure PO is Ready: Navigate to Purchasing > Orders. Find the PO you want to send. It must be in a status of type Pending (e.g., the default "Pending" status that usually follows approval). You cannot place orders that are still in Draft or Approval, or already Completed/Closed.
  2. Open the PO: Click on the PO to open the document viewer.
  3. Select Place Order Action: Click the More Actions (...) menu at the top right. Select Place Order.
    • Note: You need the PURCHASING:ORDER#PLACE_ORDER permission to see and use this action.
  4. Choose Email Option: A modal window will appear. Select Email order to supplier.
    • (Example: Email order option - image temporarily unavailable)
  5. Configure Email:
    • From: Select the Zudello inbox address the email should be sent from.
    • To: Enter the supplier's email address. Zudello might suggest addresses linked to the Supplier record.
    • CC/BCC (Optional): Add any other recipients.
    • Subject/Body: Use a pre-configured Inbox Template or manually enter the subject and body text. You can use placeholders like {{ document_number }}.
    • Attachment: Ensure the option to attach the generated PO PDF is selected (this usually requires a PDF Template to be configured for POs).
    • (Example: Email configuration - image temporarily unavailable)
  6. Send: Click Send.

Outcome:

  • Zudello generates the PO PDF (if configured).
  • The email is sent to the specified recipients with the PDF attached.
  • The PO's status is automatically updated to Placed.
  • The is_placed, placed_by, and placed_at fields on the PO are updated.
  • An entry is added to the PO's Audit History and potentially the Inbox tab.

Alternative: Place Order without Emailing

If you send the PO to the supplier through other means (e.g., via their portal, manually), you can still use the Place Order action but select Place order without emailing. This will simply update the PO status to Placed and record the action in the history without sending an email from Zudello.

See also: Placing an Order.