Documentation/ Purchase orders and projects/ Sending by email
Sending an order by email
The email goes out from the application, not from your own email program. Before it is sent, the screen shows who it is going to, who is copied in and where the supplier will reply.
Purchase order › Send › the Email route
On this page
How it is sent
- Open the order and press Send.
- Choose the Email route.
- Check the destination address and the copy the screen shows.
- Confirm.
The dialogue announces it without ambiguity: an email with the order's detail will be sent to the address shown. There is nothing to write.
Who receives it
| Address | Where it comes from | Its role |
|---|---|---|
| Recipient | The main email on the supplier's record | Receives the order. |
| Copy | The second email on the record | Receives a copy. May not exist. |
Both come from the supplier's record; they are not typed at the moment of sending. If they have to change, they change on the record, and the order itself lets you do that without leaving the screen.
With no main email address there is no sending. The message is blunt: this supplier has no main email address set, edit their record before sending. A second address does not stand in for it.
Where the supplier replies
This is the detail most often overlooked. The dialogue says it before sending, naming who the supplier will reply to, and there are two cases:
- A reply address is set in the order settings. The answer goes to that address, typically the purchasing mailbox.
- There is none. The answer goes to the email of whoever sent the order.
The second works until that person is on holiday. Setting up a shared mailbox is the difference between the team seeing the supplier's reply and its sitting in somebody's personal inbox.
What the email carries
The email includes the order's detail: supplier, expected delivery date if one was given, the lines with their code, description, unit and quantity, and the notes if there are any.
It carries no prices. A purchase order in Dijit.app asks for goods; the price is what the supplier puts on their own document.
What happens to the status
Sent successfully, the order becomes sent and the sent date is recorded, showing in its column on the list.
The confirmation on screen says the email was sent to the supplier. If the sending fails, it says so, and the order does not change status: it stays a draft and can be tried again.
Sending again
An order already sent offers Send again instead of Send. It is for when the supplier says they did not get it, when their record's email address has been corrected, or when you want to chase.
Sending again does not change the status, it stays sent, and it updates the sent date.
What you need
- A supplier chosen on the order.
- At least one line. An empty order is not sent.
- A main email address on the supplier's record.
- Optionally, the reply address set.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| It says the supplier has no email address | The main address is missing from their record. | Fill it in from the contact block on the order itself. |
| The supplier replies to one person rather than the purchasing mailbox | No reply address is set. | Set it in the order settings. Only the administrator can. |
| The supplier says it never arrived | It may be in their junk folder, or the address is wrong. | Confirm the address with them and send it again. |
| The sending fails | A momentary drop or a badly formed address. | Try again. The order is still a draft, nothing was left half done. |
| An item is missing from the email | It was not added as a line before sending. | Add it and send again. |