You can send purchase orders (POs) directly to vendors by email from ConnectStock. Here's how to set it up.
Step 1: Add an email address for your vendor
Each vendor needs an email address saved in ConnectStock before you can email them a PO.
Go to ConnectStock, then Lists.
Find the vendor you want to email and make sure their name and email address are filled in.
Step 2: Set up your email settings
Go to Stores & Files, then Inventory Files, and click your inventory file.
Click Edit.
In the left panel, click Purchasing & Vendors.
Click Company Info. This controls what shows on the PO, and the company name here shows as the "From" name in the email. When you're done with Company Info, click Purchasing & Vendors at the top of the panel to go back.
Then find Purchase Order Email Settings and click its Email Settings button. Fill in these fields:
Email Greeting: for example, "Hi [Vendor Name]" shows as "Hi John Doe".
Reply-To Email Address: where vendor replies go. It defaults to your ConnectBooks account email.
Email Subject Line and Email Content: by default the email reads "Please see attached Purchase Order.", with the PO attached as a PDF.
Step 3: Add CC recipients (optional) and save
At the bottom of the email settings, add addresses under CC Email Addresses if you'd like others to get a copy of each PO email.
When you're done, click Save.
Step 4: Preview the PO PDF (optional)
Want to see exactly what the vendor will get before you send it?
On the Purchase Orders page, click the 3 dots next to the PO and select Download PDF.
Step 5: Send the purchase order
Go to the Purchase Orders page.
Click Send to Vendor next to the PO you want to email.
Ignore old or unwanted POs
To stop older POs from being emailed:
Click the 3 dots next to the PO and select Ignore Email, or
Tick the boxes on the left to select several POs, then click Action, then Ignore Emails.
Ignored POs are marked as Ignored and won't be sent.
Tip: Want to test this before you email a real vendor? Create a test vendor with your own email address and send yourself a test PO to see exactly how it looks.
Frequently asked questions
Can I see the PO before I send it?
Yes. Download the PDF from the 3 dots next to the PO, or send a test PO to yourself.
Can other people get a copy of each PO email?
Yes. Add their addresses under CC Email Addresses in the email settings.
What happens when I ignore a PO?
It's marked as Ignored and won't be sent.