Approve and Email PO

Check out this short tutorial on approving and emailing a purchase order.

Approving a purchase order

To require approval of a PO before emailing it to the vendor, you must enable the Client Setting Require PO to be approved before it can be emailed.

Users can be granted permission to approve purchase orders from the Employee Roles tab (show me where).

When a purchase order is ready for approval, open the PO > Action Menu > Approve Purchase Order:

Note that when approval is required, a notice will appear if you try to email an unapproved purchase order.

Emailing a purchase order

There are 2 prerequisites before you can email an approved PO:

  • You must configure your settings to enable outgoing emails through SellerCloud: Go to Settings > Company > Toolbox > Email Settings > SMTP Settings. After completing the credential information, click Test to send yourself an email with those credentials.
  • Enter the vendor’s email address. (If you must update a vendor’s address, click the vendor detail link to open the vendor profile page, edit the email address, and save your changes.)

To email a PO:

  1. Open the PO > Action Menu > Email Purchase Order.
  2. A message is required to email a purchase order. If you have an email template, choose it from the Email Template list to auto-populate the Message (see a sample PO template).
  3. The attached purchase order is sent in the PO’s default file format. Note: You can set different PO formats for each vendor based on their requirements: In the vendor > Dropship Preferences > choose any format from the PO Export Format menu. If you choose Custom, a second menu appears with a list of plugins available on the server (generic PO export plugins are available). Show me where.
  4. The Sender’s address defaults to the user sending the email. This can be edited by deleting and entering a new email address.
  5. Click Send PO via Email.
You can always set up a scheduled task to automatically email the vendor with unreceived items from open POs. Learn more about scheduled tasks.

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