Emailing purchase orders

Once the order is ready to be sent to the supplier, you can email it to the creditor and other recipients instead of printing. You can:

• preview the order on the screen before emailing it
• email the order without previewing
• add or remove recipients from the email.

Previewing an order

1. Select Module > Creditors > Purchase Order Maintenance.
   The Set Purchase Order Search Criteria window is displayed.
   Tip: You can also access the purchase order functions by clicking . 
2. Search for the purchase order. See Searching for purchase orders.
   The General tab of the Purchase Order Maintenance window is displayed.
3. Select Email from the Notify By drop-down list.
4. Select Preview.
5. Click .
   Note: If the creditor does not have email selected as their Purchase Order Notify Method,  appears next to the Notify By drop-down list. Check the creditor has an email address listed in the Creditor Maintenance window before continuing. See Creditor Maintenance - General tab. Also see Creditor Maintenance - Account tab. 
6. Click .
   The G/L Budget Purchase Order window is displayed.
7. Click .
   The Send Purchase Order Notification Email window is displayed.
   
8. Click .
   The preview of the purchase order is displayed.

Emailing an order
To email an order:

1. Select Module > Creditors > Purchase Order Maintenance.
   The Set Purchase Order Search Criteria window is displayed.
2. Search for the purchase order. See Searching for purchase orders.
   The General tab of the Purchase Order Maintenance window is displayed.
3. Select Email from the Notify By drop-down list.
4. Clear the Preview field if required.
5. Click .
   Note: If the creditor does not have email selected as their Purchase Order Notify Method,  appears next to the Notify By drop-down list. Check the creditor has an email address listed in the Creditor Maintenance window before continuing. See Creditor Maintenance - General tab. Also see Creditor Maintenance - Account tab. 
6. Click .
   Note: If the purchase order has already been emailed,  is displayed. 
   The G/L Budget Purchase Order window is displayed.
7. Click .
   The purchase order notification is emailed.

Adding and removing recipients from the email

To add and remove recipients from the email:

1. Select Module > Creditors > Purchase Order Maintenance.
   The Set Purchase Order Search Criteria window is displayed.
2. Search for the purchase order. See Searching for purchase orders.
   The General tab of the Purchase Order Maintenance window is displayed.
3. Select Email from the Notify By drop-down list.
4. Select Preview.
5. Click .
   Note: If the creditor does not have email selected as their Purchase Order Notify Method,  appears next to the Notify By drop-down list. Check the creditor has an email address listed in the Creditor Maintenance window before continuing. See Creditor Maintenance - General tab. Also see Creditor Maintenance - Account tab.  
6. Click .
   Note: If the purchase order has already been emailed,  is displayed. 
   The G/L Budget Purchase Order window is displayed.
7. Click  .
   The Send Purchase Order Notification Email window is displayed.
   
8. Select the recipients you want to email the purchase order notification to. Clear any recipients whom you do not want to send the email to.
   Note: The Additional Email Addresses field can be configured in the Finance Configuration Maintenance window. See Synergetic Financial Configuration - Business Units - Purchase Orders sub-tab. 
9. Click .