Submitting Purchase Orders

Learn more about the different ways you can submit a purchase order to your supplier.

On this page:

Emailing a purchase order

Email contacts

Email options

Attaching a file

Email templates

Subject line/Message Body

Purchase order preview

Mark as...

FAQ

Emailing a purchase order

You can email purchase orders through a project and the Production Report.

To email a supplier purchase order through the project's Purchase Orders tab:

  1. In the Purchase Orders tab, click Email to Supplier next to the relevant purchase order
  2. Enter your email details
  3. Click Send Email (bottom of the page)

To email a supplier purchase order through the Production Report:

  1. In the Production Report, click the Operation-Production icon next to the relevant purchase order
  2. In the slide-out, click Actions > Email Supplier
  3. Enter your email details
  4. Click Send Email (bottom of the page)

The purchase order's stage will automatically update to Submitted once your email has left the system.

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Email contacts

Sending From

Emails sent from commonsku appear to come from your contact email, but you can also send emails on your team members' behalf.

To change the "From" address:

  1. Click the "From" drop-down at the top of the page
  2. Select the team member/email address you'd like the email to appear that it's coming from

Sending To

Purchase orders are automatically addressed to contacts from the supplier page's production department.

If no contact is listed, you can click into the "To" box and add an email address(es) to your email by either:

  • Choosing a contact listed on the supplier's page
  • Manually typing a new email address
You can also click into the "CC" or "BCC" fields to cc/bcc a contact from the supplier's page.

There's no way to automatically populate your teammates' emails in the "To," "CC," or "BCC" fields. The drop-down list only shows contacts listed on the supplier's page.

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Email options

You can check or uncheck any of the "Options" boxes to:

  • BCC yourself (BCC Me) 
  • BBB the production rep (BBC Production Rep)
  • BCC the order rep (BCC Order Rep)
  • Request a read receipt (Request Read Receipt)
  • Attach an HTML version of the purchase order (Attach HTML Form)
  • Attach a PDF version of the purchase order (Attach PDF Form)
  • Attach an HTML version of the packing slip (Attach HTML Packing Slip)
  • Attach a PDF version of the packing slip (Attach PDF Packing Slip)
  • Attach an HTML version of the shipping label (Attach HTML Shipping Label)
  • Attach a PDF version of the shipping label (Attach PDF Shipping Label)

commonsku (14)-2

Purchase orders send as static documents, which means they don't update in real-time. If you make adjustments to a purchase order, you will need to send your supplier the revised version.

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Attaching a file

A product's artwork (from the sales order) is automatically attached to the outgoing supplier/decorator's PO email.

To upload an additional file to your email, click the Upload File button. 

From there, you can choose a file by either:

  • Clicking Project Files > select the file
  • Clicking Client Files > filter through the folders (optional) > select the file
  • Clicking Upload > select the file by dragging and dropping or click within the blue lines to load from your computer > click Done > click Close

All file attachments are accessible from the original email in the project's overview.

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Email templates

Email templates are a collection of pre-written text that you can pull into your email's message body. Your Admin can create/edit your teams' shared templates through the Admin Tab.

To use a template, you can either:

  • Click the "Template" drop-down and select from the existing templates
  • Click Add Template to create a new one

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Subject line/message body

The email's subject line automatically populates with:

  • Your company name
  • The form type
  • The form number

Your message body is a text field where you can compose your email.

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Purchase order preview

Scroll to the bottom of the email screen to see a final preview of the purchase order.

  • If you need to adjust something, click Close & Return to Order
  • If everything looks good, click Send Email.

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Mark As...

Click Mark as... if you need to submit your purchase order by other means.

From there, you can mark the purchase order as:

  • Submitted by Fax
  • Submitted by FTP
  • Submitted on Supplier Site
  • Otherwise Submitted

Once you've made your selection, the purchase order's stage will automatically update to Submitted.

commonsku Tip: If you select the option "Otherwise Submitted," click Notes and leave a note detailing how the purchase order was submitted. That way, if you or your production coordinator need to follow up with the supplier at a later date, you'll have a full history of the purchase order.

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FAQ

What if I'm submitting my purchase order through a different method than what has been listed above?

If you are submitting a purchase order by another method, you can manually change the purchase order's stage to Submitted > click the Notes button > and leave a note detailing how the purchase order was submitted.

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