How to send a purchase order

This article explains how to send a purchase order to a supplier and the options available.

Sending a purchase order directly from the interface is only available on plans Pro and Pro +.

Send the purchase order

If you want to send the procurement to the supplier as a PDF, XLSX, or CSV, it is very simple.

When you are ready, just click on "Send purchase order" in the upper right corner.

This will open a window so you can review and customize:

Comment to procurement
This comment will be visible to the supplier.
Sender's email address
This is by default set to the email address defined in the settings, but you can customize the sender's email address for each procurement.
Select format
Should the attachment (the procurement itself) be sent as PDF, XLSX, or CSV? You decide this yourself, but perhaps your supplier has a preferred format?
Pssst! The default format can be set in the settings.
Language
The choice of language affects the subject field and description in the email sent to the supplier.

A copy of the purchase order will also be sent to yourself.

This is sent to the email address that is set up in Configuration > General > Email > "Email address when sending from Administration"

Mark as sent

What if you don't want to send out the procurement, but still register it as sent?

Several suppliers have their own online stores/dealer portals where goods are ordered, and to avoid having to submit orders both via Acendy and a possible dealer portal, you can mark a purchase order as sent.

The purchase order will then have the status "Sent" with the current date without being sent to the supplier's email address.

Edit a sent purchase order

To adjust the quantity or delete a product line on a sent purchase order, you must first activate edit mode in the "Actions" menu.

Then make the changes you want. Autosave ensures that changes are saved along the way. When the editing is complete, simply press the banner at the top to exit editing mode.

Edit prices:

Even after the purchase has been sent, you can adjust both purchase and sales prices by putting the purchase in edit mode and adjusting the price in the usual way.

For those who use " Extended supplier support" you can change currency and exchange rate in the same editing mode.
PS! Changing the exchange rate does not require the use of editing mode.

Adjust quantity:

After the purchase order has been sent, it is still possible to adjust the quantity.

This is because there may be deviating stock levels at the supplier and you should then be able to correct a purchase order.
For example, if the store has ordered 10 items of an outgoing item and only 5 items can be delivered. By adjusting down the quantity on the purchase order, you ensure that the entire order can be received and get the status "Received".

Delete sent product line:

In the same editing mode, you can delete a product line, for example if the supplier could not deliver it. Deleting product lines means that you can mark the purchase as received even if not all of the ordered goods could be delivered.
It is not possible to delete a product line that has reservations, then the reservations must first be released.

How to send a purchase order