How a purchase order is generated upon sending depends on how each supplier is set up to send orders. Open the Suppliers section in the tree view and go to the List View. From there double click the supplier to see the Form View specifics for each vendor. The field to look at is Send PO Via: - in the drop down list are several formats and options for generating a purchase order to your supplier.

Generic Direct Email

If your supplier will accept a text file that contains your store account number, the product and supplier codes, description, order quantity, and cost attached to a specific email for that vendor, the Generic Direct Email option can be selected. You will also need to set the Account Number and E-Mail address on the supplier form view for each vendor that is set to use this method for sending PO's. Save your settings and they will immediately take effect for sending an order.

In addition, your store Email Address also needs to be set in the software. Open System Configuration on the tree view and go to the Retail Environment section. The bottom tab in this section is the E-mail Setup. Most stores will only require an Email address to be set, whereas others may require a user and password. Call tech support if you are unsure.

To send an order using this format, go to the Unsent Purchase Orders, select the specific order, and in the toolbar, click the Send PO icon. The Send PO window should be set to Generate an Order File to E-Mail with the format set to Generic Direct Email. When you click the OK button, the Direct Email PO window will open with an automated Email Message and the generated PO attached. Click the Send button and a message informing whether the E-Mail was sent or failed will pop up. Upon accepting the message, the PO will be moved from Unsent Purchase Orders to Sent Purchase Orders awaiting check-in and receival.

To verify whether the email was sent, go to the Security section on the tree view.

Print For Fax

If your supplier only accepts phone in or faxed orders, you will need to select the option to Print for Fax on the Supplier form view.

When the Send PO icon in the purchase orders toolbar is clicked, the PO send method will be automatically checked to send the order to your printer. Click the OK button and the PO will print and be moved from Unsent Purchase Orders to Sent Purchase Orders awaiting check-in and receival.