Configure the Automatic PO Sending

Owned by Oksana Vishchuk
Last updated: Apr 19, 2024 by Damian Rozmiarkowski
2 min read

Introduction

This automation sends the vendors an e-mail with a purchase order (PO). The PO is sent after the payable is ready and the job gets the correct status.

Enable the global automatic PO sending

To activate the automation, go to the Configuration menu → Projects and Quotes → Automations (Smart) → Automatic PO Sending and toggle the On/Off switch in the top right-hand corner of the automation card.

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  • In the Send PO When section, select the job’s status that will trigger the sending:

    • When the job is accepted, and payables are prepared

    • When the job is started, and payables are prepared.

  • Uncheck the Send PO to external (non-in-house) vendors only to send the purchase order to all vendors.

The e-mail sent within this automation is based on the When purchase order for jobs is sent to vendor in Smart Project template. To edit this template, go to the Configuration menu → Templates → Notifications → Templates tab.

Configure the automatic PO sending per project

If you want to enable or disable the automation or select different settings only for a specific project, perform the following steps:

  1. Open the project in question.

  2. Go to the Jobs card.

  3. Click the button.

  4. In the Automation Configuration pop-up:

    1. Switch the Automatic PO Sending On or Off using the top right-hand corner switch.

    2. Select the job’s status that will trigger the sending.

    3. Decide whether you want to send purchase orders only to external vendors.

    4. Click the Apply changes button.