Skip to main content

Send a purchase order

Last updated July 23, 2026

Purpose and common uses​

Review the complete order before sending it to the vendor. The generated PDF uses the purchase-order vendor, ship-to, items, dates, notes, and totals.

Before you begin​

Confirm PO number and type, vendor identity and email, ship-to address, line items, quantities, unit prices, tax, required date, related records, and total.

Open, review, and download​

  1. Click Purchasing.
  2. Search by PO number, vendor, customer, or job.
  3. Click the PO #.
  4. Review the status and total.
  5. Review Vendor, Ship To, Customer & Location, Related Records, Items, totals, and dates.
  6. Use the edit control on any card that needs correction.
  7. Open the three-dot Purchase order actions menu.
  8. Click Download PDF and review the file.

The purchase-order detail page is the final review before vendor delivery.

Email the purchase order​

  1. Open Purchase order actions.
  2. Click Email PO.
  3. In Email Purchase Order, choose Recipient Email.
  4. Select the vendor contact or Custom Email.
  5. If using a custom recipient, enter Custom Email.
  6. Review the Subject.
  7. Add a Message (optional).
  8. Click Send Purchase Order.
  9. Confirm the send finishes before closing the page.

Use Custom Email when the saved vendor contact is not the intended recipient.

What happens next​

The vendor receives the current purchase-order PDF. Keep the order open until all required items have been received, including partial receipts.

Troubleshooting​

No vendor recipient appears​

Edit the vendor record and add an email, or select Custom Email.

Send Purchase Order is disabled​

Choose a recipient and enter a non-empty subject. Check the custom address format when used.

The PDF contains old information​

Close the send window, save corrections on the purchase order, download the PDF again, and reopen Email PO.