Sending Purchase Orders

Send purchase orders to vendors via email or download as PDF.

Requirements for Sending

Before you can send a PO, ensure:

• A vendor is selected
• A contact email is entered
• The total is greater than zero (has line items with costs)

The Preview and Send buttons are disabled until these requirements are met.

Previewing the PO

Click Preview to see how the PO will appear to the vendor:

• Opens the vendor view of the PO
• Shows company logo, PO details, and line items
• Useful for reviewing before sending

Sending via Email

1. Click the Send or Resend button
2. The send dialog appears with:

Recipients

• To: Primary contact email (from vendor details)
• CC: Additional CC emails (from vendor details)
• BCC: Company BCC email (configured in settings)

Attachments

Select any uploaded PO attachments to include with the email. The PO PDF is automatically attached.

Email Template

Select from:

• Default Template - Standard PO email
• Custom Templates - Templates created in Admin Settings

The email template supports merge fields:

Field	Replaced With
{COMPANY_NAME}	Your company name
{PO_NUMBER}	The PO number
{LAST_NAME}	Customer's last name
{PO_LINK}	Link to view PO online

Email Subject and Body

• Pre-populated from the selected template
• Can be edited before sending
• Merge fields are replaced when sent

3. Click Yes, Send to deliver the email

Status Change

Sending the PO changes the status from Draft to Sent.

Resending a PO

POs can be resent after the initial send:

1. Open the PO
2. Click Resend
3. Modify the email content if needed
4. Click Yes, Send

Resending does not change the PO status.

Mark as Sent

For POs sent outside of Readybuild (phone, fax, in-person):

1. Ensure the PO has a vendor selected
2. If there's no contact email, the Mark as Sent button appears
3. Click Mark as Sent
4. Confirm the action

This updates:

• Status to Sent
• Sent date to current date/time

Vendor View

When vendors click the link in the email, they see:

• Your company logo and contact information
• PO number and dates
• Ship-to address
• All line items (can be hidden via company settings)
• PO totals
• Option to print/download as PDF
• Text sections configured in company settings (before items, after items, footer)

Downloading as PDF

Generate a PDF of the purchase order:

1. Click Preview to open the vendor view
2. Use your browser's print function (Ctrl+P / Cmd+P)
3. Select "Save as PDF" as the destination

Use PDFs for:

• Printing for job site reference
• Faxing to vendors without email
• Record keeping and filing

Company Settings for POs

Configure PO sending options in Admin Settings:

Setting	Description
BCC Email	Automatically BCC this email on all sent POs
Text Before Items	Content shown above line items on vendor view
Text After Items	Content shown below line items on vendor view
Footer Text	Footer content on vendor view
Show Items on Vendor View	Toggle whether line items are visible to vendors
Office Phone	Phone number shown on vendor view
Office Fax	Fax number shown on vendor view
Office Address	Address shown on vendor view

Email Templates

Create custom email templates in Admin Settings → Purchase Order Email Templates:

1. Click Add Template
2. Enter a template name
3. Configure the subject line
4. Write the email body using merge fields
5. Save the template

Templates are available when sending any PO.

Permission Required

Sending POs requires the Send PO permission. Users without this permission can create and edit POs but cannot send them.

After Sending

Once sent, the vendor should:

1. Review the purchase order
2. Confirm they can fulfill the order
3. Contact you with any questions

When the vendor confirms, you can move the PO to Receiving status to begin tracking deliveries.