Send a purchase order to the supplier

Once a purchase order is approved, you place it with the supplier. Solmex can email the order PDF to the supplier's address, or you can send it your own way and simply record that it was sent.

#Before you start

• You need Procurement: Order to send an order.
• The order must be Approved.
• To email it from Solmex, the supplier needs an Email on the register. See Suppliers.

#Send the order

1. Open the approved order. The banner says Approved by and the approver's name.
2. Click Send to supplier. The Send to supplier window opens.
3. To email it, tick Email the order to followed by the supplier's address, and write an optional message to the supplier. Click Send email.
4. To send it some other way, such as by phone or on your own email, leave the box unticked and click Mark as sent.

The order becomes Sent to Supplier and the banner records when it was sent and how: by email or by other means.

#What happens next

Record each delivery as it arrives. See Receive a delivery.

#Download the order PDF

Click Download PDF at the top of the order. The file is named after the order number. It prints your company's details, the supplier, where to deliver, the terms, the priced lines, the totals, the Notes to supplier and who approved it.

It never prints the Internal notes, and nothing about your warehouse.

The PDF is available from Approved onwards. A draft or an order waiting for approval has none, because the document says on its face that the company has committed.

#Attach quotations and supplier documents

Under Attachments on the order, click Attach and choose the file: a quotation, a pro forma invoice, the supplier's confirmation. You can attach files at any stage until the order is finished (received in full, closed short or cancelled), including while it waits for approval, because supplier paperwork keeps arriving after the order is placed. Attaching needs Procurement: Order.

#Rules worth knowing

• Receiving does not need the order to be marked as sent. A phone order that nobody marked as sent can still be received when it arrives.
• Only an approved order can be sent.

#Troubleshooting