Send a purchase order to your vendor

Before you start

If you already sent the PO outside OrderPilot, use the mark-as-sent choice. Recording that fact does not email the vendor.

Check delivery and prices

1. 1

   Step 1: Review where goods will arrive

   Open the draft's Edit page and check Delivery Type, Delivery Location and Delivery Address.

   The workbench creates Store delivery. Customer or Dropship is offered only where the active items belong to one customer and the required shipping details exist.

   Standalone POs must use store delivery. Physical receiving needs a subscribed location; a made-to-order location holds commitments instead.

2. 2

   Step 2: Check the delivery address

   Confirm the destination against the vendor's instructions. A location supplies the starting address, but a typed override remains in place.

   The PDF's Deliver to shows the location for store delivery or the customer's name for customer delivery. Check both the name and address before sending.

3. 3

   Step 3: Choose whether prices are visible

   On the PO page, review Show prices on vendor PDF. Its state reads Hidden, All N items or X of N items.

   In the workbench, Hide Pricing provides the starting choice. The shop default is explained in purchasing settings.

   Vendor email prices follow the PDF. Totals appear only when every line shows a price; hiding prices does not hide internal list totals.

   

Send the purchase order

1. 1

   Step 1: Open the email composer

   Click Send to vendor on the draft. Your store's chosen word for Vendor can change this label.

   With a vendor email saved, Send an Email opens on the Purchase order template. To contains the vendor address.

   The location's default CC and BCC recipients are filled in. See sender and copy settings if those need changing.

2. 2

   Step 2: Check the message and attachment

   Review To, CC, BCC, subject and message. The attached Purchase order PDF uses the PO number as its filename.

   Keep the attachment when the vendor needs the document. It can be removed in the composer, so check it before sending.

   Without View costs, you can send only to the vendor and the default copy recipients. Ask someone with cost access before adding recipients.

   

3. 3

   Step 3: Send now or record an outside send

   Click Send now to email the PO. It becomes Sending while the message is submitted, then Sent when the email provider accepts it.

   Choose Confirm as Sent instead if you sent it another way. That records the PO as sent without emailing anyone.

   Confirm as Sent remains available when email delivery is not ready. Use it only when the vendor actually has the purchase order.

4. 4

   Step 4: Mark a PO without vendor email

   When no email is saved, Send to vendor opens a confirmation explaining that nothing will be emailed.

   Click Mark as sent after sharing the PO yourself. The confirmation records Sent and reminds you that no vendor email was available.

   You can add an email to the vendor before using email sending on another occasion.

Resend a purchase order

1. 1

   Step 1: Open Resend email

   For a Sent or partly received PO with a vendor email, open the PO menu and choose Resend email.

   The composer opens without Confirm as Sent. Review the recipients, updated content and PDF attachment.

2. 2

   Step 2: Send the updated copy

   Click Send now. The vendor minimum is checked again, but the existing PO status stays unchanged.

   A failed resend does not return the PO to Draft. If you changed the order first, PO editing also offers a prompt to send the update.

What happens next

Linked customer orders receive a timeline comment when the PO becomes Sent. Their status follows the store's purchasing connections, such as Sent to Vendor or Partially Sent to Vendor.

The message appears in View all emails. Replies can appear in the PO's Conversation when vendor replies are configured.

A failed initial send returns Sending to Draft. Confirm the status before trying again.

Important notes and tips

Screen reference

If something goes wrong