> Reports and documents / Sending reports and documents via email. / Example: Set up purchase orders to send via email

Set up purchase orders to send via email

Set up your purchase order layout in Report Designer

Open: Report Designer > Report Designer.

  1. Select the purchase order layout that you are using: File Explorer > Layouts .

  2. From the Properties pane, select Email options and click .

  3. Enter your email options:

    1. From the Email message should contain: drop-down list, choose the group that matches the header section of the order layout .

      For the POP Purchase Order (Single ) layout, select Group 6 - POPOrderReturns.POPOrderReturnID.

    2. Click To....,and add the required recipients. To send your purchase orders to the preferred contact for each supplier, add the PL Supplier Accounts > ContactEmailAddress expression.

    3. If required, enter a CC address. This can be entered as text or an expression.
    4. Enter a Subject for the email:

      This can be entered as text or you can use an expression to include information such as your company name and the order number.

    5. Choose whether to send the order as plain text or as an attachment.

    6. Choose whether to send the order via email straight away or to your outbox for checking before sending to email recipients.
    7. Choose your email account provider.

      Microsoft Outlook Select this if you are using Microsoft Outlook 2003, 2007 or 2010.

      Select this if you send email using an SMTP provider such as Hotmail, Gmail or Yahoo Mail.


      MAPI Select this if your email application uses a MAPI (Outlook / Exchange) mail server.

      Note: You can set up a default email provider for all reports in Report Designer > Tools > Options | Email Setup.

  4. To save the new order layout, select File > Save As.

    When you change a default layout, letter or report, you must save the new layout, letter or report in the custom or company folder.

Set up your supplier accounts and document layouts

  1. Choose to use the new purchase order layout.

  2. Use an existing supplier role or set up a new one.

  3. Associate this role with Purchase Order document type.

  4. Set up a Preferred Contact for the role with a valid email address for each supplier account that you want to send invoices to via email.

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