Talk to vendors and record what you pay them

Before you start

A reply and a resend do different jobs. A reply continues the conversation without attaching a new PO PDF. Resending shares the purchase-order document again.

Talk to the vendor

1. 1

   Step 1: Open Conversation

   Open the PO and click Conversation. Its tooltip reads Emails with the vendor, and its count identifies new replies.

   Vendor conversation shows messages labeled Sent to vendor and Vendor reply. Open the original email when you need its full context.

   The conversation shows the newest 50 emails.

2. 2

   Step 2: Check the reply's sender

   Read the sender before acting on a requested change. Sender does not match the vendor on file means someone other than the saved vendor address replied.

   Check the vendor's contact details if the sender is unfamiliar. Use vendor settings to correct an address when your team has confirmed it.

   The reply remains visible for review; its sender badge is information you should resolve before treating it as an instruction.

3. 3

   Step 3: Reply to the vendor

   Enter your message under Reply to the vendor, then send it. The confirmation reads Reply queued.

   This reply attaches no PDF and does not change the PO status. To share changed quantities or specifications in the document, use the updated-PO sending flow.

4. 4

   Step 4: Leave an internal note

   Choose Internal note and enter information intended for your team. Save the note through the conversation's note action.

   Internal notes are never emailed to the vendor. Use this for Jo Park's warehouse reminder, keeping the vendor-facing answer in the reply.

   Vendor conversations also appear under Vendors in the Inbox. PO rows have a PO label and a side panel with Open purchase order.

Check which emails were received

1. 1

   Step 1: Open the email log

   In the PO's Activity card header, click View all emails. Emails for PO-10001, for example, opens with Email, Status and Opened columns.

   Use All statuses to filter the log when looking for a failed or delivered message.

2. 2

   Step 2: Investigate a failed message

   Check the email status and vendor address. Correct an incorrect address in the vendor record before using Resend email.

   If no message exists, the dialog says No emails have been sent for this purchase order yet. A PO marked sent outside OrderPilot can have no sent email here.

Record a payment to the vendor

1. 1

   Step 1: Open Record payment

   In Vendor payments, click Record payment. Record a vendor payment opens with the balance prefilled as Amount.

   Use the amount actually paid, even when you paid only a deposit. Confirm it against your payment record before saving.

2. 2

   Step 2: Enter the payment details

   Enter Amount and Date paid, then choose Paid by: Bank transfer, Check, Card, Cash or Other.

   Add Reference, such as your transfer reference, and an optional Note. Reference allows 60 characters; Note allows 500.

   The date cannot be in the future, and the amount accepts up to 2 decimal places.

   

3. 3

   Step 3: Save and review the balance

   Save the record. Paid and Balance due update in the card.

   The balance uses the planned total until everything is received, then the received total. If you record more than is owed, the warning identifies the excess but allows the record.

   An overpayment appears as Paid over the PO total. Check the amount before accepting that result.

4. 4

   Step 4: Remove an incorrect payment record

   For a payment entered in error, choose Remove. Read Remove this payment?, then confirm Remove payment.

   The record is deleted in OrderPilot. If already sent to QuickBooks, it is deleted there on the next sync. This action does not recover money from the vendor.

What happens next

Vendor replies add Vendor replied by email to Activity. Payment changes add Vendor payment recorded or Vendor payment record removed.

With QuickBooks connected, recorded payments follow the QuickBooks purchasing sync. A PO with payment records cannot be cancelled until those records are removed.

Keep valid payments recorded while resolving the commercial arrangement with the vendor.

If something goes wrong