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Email Defaults - Purchase Order tab

Accounts Professional only

You can save lots of time when setting up email layouts by entering your email settings within Settings > Email Defaults. Once you do this you can select all of the layouts you'd like to apply the settings to. The email settings are applied and you don't need to edit each individual layout.

Within Email Defaults, in the Purchase Order tab you can configure email settings specific to your purchase orders.

To complete the Purchase Order tabOpen this section

Email Fields

To

Select one of the following options:

  • Supplier Record Email1
  • Supplier Record Email2
  • Supplier Record Email3
  • Addresses & Contacts' Preference Email
  • Manually Entered Address - Select this option then enter the required email address.

CC

Select one of the following options:

  • None
  • Supplier Record Email1
  • Supplier Record Email2
  • Supplier Record Email3
  • Addresses & Contacts' Preference Email
  • Manually Entered Address - Select this option then enter the required email address.

Subject

For the email subject, select one of the following formats:

  • Purchase Order 25 from [company name]

  • Purchase Order from [company name] - [date]

  • None
  • Manually Entered Subject - Select this option then enter the required subject.

Tip: Order 25 is used as an example, 25 is replaced by the actual order number when the email is generated.


Attachment Settings

Send information in the body of the email, not as an attachment

If you prefer to send information in the body of the email, and not as an attachment, select this check box.

If you select this check box, the remaining attachment settings become inactive.

Attachment Format

To define the attachment format to use for your purchase order layout, choose from the following:

  • PDF
  • HTML
  • Excel
  • Text

Attachment Filename

To define the file name format to use for the attachment, choose from the following:

  • Purchase Order 25
  • Purchase Order 25 from [company name]
  • Purchase Order from [company name] - [date]

Tip: Order 25 is used as an example, 25 is replaced by the actual order number when the email is generated.
PDF Password

This option is only active if the Attachment Format is PDF.

To specify whether or not to define a reporting password for a PDF attachment, choose from the following:

  • No - No password is applied to the attached document.
  • Yes - From Supplier Record - This applies the reporting password from the supplier record to the attached document.


Outlook Settings

If you select Microsoft Office Outlook in the Email Client tab, the following settings also appear:

Override Default Outlook Signature

To use a different Outlook signature to the one set as default in Outlook, choose the required signature.

Tip: In order to appear on this list, the email signatures must first be created within Outlook.

Sending Options

To send the email as soon as you generate the layout, choose Send Immediately.

To save the email in Outlook, for example, to check the email or send it later, choose Save To Mailbox.

To apply the email settings to existing layoutsOpen this section

  1. To add your email settings to any existing purchase order layouts, click Apply.
  2. Double-click the Purchase Order folder > select the check boxes that correspond to the purchase order layouts you want to copy the email settings to > OK > OK.

    The email settings are applied to the layouts. Depending on the number of layouts you select, this may take some time.

For more information

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