Introduction

In XTRF, there are two ways of sending a purchase order (PO) to a vendor: automatically or manually. This way, project managers can either save time and effort by automating the process or have more control over the moment when a vendor gets access to the document.

Automate sending POs

1. Go to the Configuration menu → Projects and Quotes → Automations (Smart).

2. Scroll down to the Automatic PO Sending card.

   

3. Enable the automation with the switch in the top right-hand corner.

4. Select the job’s status that will trigger the sending:

   1. When the job is accepted and payables are prepared.

   2. When the job is started and payables are prepared.

5. With the checkbox, decide whether you want to send POs only to external vendors.

Send PO manually

Open the project in question. You have two alternative ways of sending POs.

From the step side panel

1. Go to the Process card.

2. Click on the step in question.

3. In the step side panel on the right, scroll down to the Purchase Order section.

4. Open the Edit & Send drop-down, and select the desired option:
   💡 You can click the ‘Edit & Send’ option without opening the drop-down.

   

   1. Edit & Send → the default action that allows you to edit the accompanying e-mail before sending the PO.

   2. Send → immediately sends the e-mail with the attached PO.

   3. Preview → opens the purchase order’s PDF in a new tab.

From the Job Actions menu

1. Go to the Process or Jobs card.

2. Click on the step or select the job in question.

3. Click the Job Actions button.

   

4. From the drop-down, select the desired option:

   1. Send PO → to immediately send the e-mail with the attached PO.

   2. Edit & Send PO → to edit the accompanying e-mail before sending the PO.

   3. Preview PO → to open the purchase order’s PDF in a new tab.