Purchase Order Email Notifications

Print
Dark
Light
PDF

Article summary

Did you find this summary helpful?

Thank you for your feedback

Purchase order emails are detailed here with examples and an explanatory table.

See Documentation Topics:

Purchase Order Grid and Details

Imported Purchase Order Grid and Details

Supplier Access to Purchase Orders

Purchase Order Management

Integration Logs

Purchase Order Emails - BuyerQuest Integration Center

Purchase Order-related emails sent by the system include all relevant details and present purchase order details consistently across all the types, including Purchase Orders transmitted by an outside ERP and imported to the BuyerQuest system.

All Purchase Order-related emails feature the same details in the body of the message, with the Subject line and Greeting/message specific to the type of email being sent. Sample Emails are included here for each Email Type.

Configure Supplier Email Receiver

Email to supplier is configurable by going to the Admin Control Panel Suppliers > Manage Suppliers.

In the Supplier settings go to Supplier Notifications tab and set the fields under the PO Notifications section
- Specify Supplier User
- Add Alternative Email Address if needed.
Access the General tab and make sure the PO Transmission Method filed is set to 'Email' and then the set the Supplier PO Confirmations field to either 'Optional' or 'Required'. 'No' is the default setting
Then set the Send Email POs field to the email address that should receive the Supplier PO Confirmation emails.

Email Type	Email Received By	Email Name/Template	Subject Line	Greeting
Purchase Order is Created	1. Requestor 2. Supplier 3. User acting on Behalf of Requestor	buyerquest_approvers_template_ supplier_email_template	Purchase Order {ERP PO-number or BuyerQuest PO number} was Created for {Supplier Name}	Dear {Requestor}, {PO-Number} was created on {date}. Dear {Supplier User}, {PO-Number} was created on {date}. Supplier Email includes one of these buttons: Create Invoice Confirm and Confirm and Create Invoice
Inbound ERP Purchase Order Submitted Failed to be Created	1. Administrator 2. Recipients specified in Global Email Management		Purchase Order {ERP PO-number} Failed to be Created
Inbound ERP Purchase Order Failed to be Submitted to Supplier	1. Administrator 2. Recipients specified in Global Email Management		Purchase Order {PO-number} Failed to be Submitted to {Supplier Name}
Outbound cXML Purchase Order Failed to be Transmitted	1. Administrator 2. Any other recipient configured in Global Email Management		Purchase Order {PO-number} Failed to be Submitted to {Supplier Name}
Credit Card Details Provided for Purchase Order	Supplier	buyerquest_cc_payment_notification_template	Credit Card Details Provided for Purchase Order {BQ PO Number}	Dear {Supplier Name}, Credit Card details have been added to the Purchase Order ({BQ PO Number}). The link to view the information will expire on {<Request creation date + 7 days>}. If there are any questions, the buyer can be reached via the Comments section on the Purchase Order page.
Purchase Order is Canceled	1. Requestor 2. Requestor OBO (if applicable) 3. Supplier	buyerquest_approvers_template_ supplier_order_cancel_email_template	Purchase Order {PO-number} was Canceled for {Supplier Name}	Dear {Requestor}, {PO-Number} was cancelled on {date}. Dear {Supplier User}, {PO-Number} was cancelled on {date}.
Purchase Order is Changed	1. Requestor 2. Requestor OBO (if applicable) 3. Supplier	buyerquest_approvers_template_ supplier_order_cancel_email_template	Purchase Order {PO-number} was updated on {date}	Dear {Supplier User}, {PO-Number} was updated on {date}.
Supplier Purchase Order Confirmations	1. Email 1 to Supplier (PO email confirmation) 2. Email 2 to Supplier (Confirm PO)	buyerquest_approvers_template_ supplier_email_confirmation_template	Purchase Order {ERP-PO number or BuyerQuest PO-number} Confirmation for {Supplier Name}	Email 1: Dear {Supplier User}, {PO-Number} was created on {date}, and requires Confirmation. Please click the button below, and our system will email the PO to you at this address. {Email PO button} Email 2: Dear {Supplier User}, {PO-Number} was created on {date}, and requires Confirmation. Please acknowledge this PO according to your Supplier agreement. {confirm button}
External Comment made on Purchase Order	1. Requestor 2. Supplier 3. 3. User acting on Behalf of Requestor	buyerquest_sales_order_ template_comment	Purchase Order {PO-number} was Commented for {Supplier Name}	Dear {Supplier User}, A comment on {PO-Number} at {date and time stamp of comment(s))} was added by {User name of commenter}. Dear {Requestor}, A comment on {PO-Number} at {date and time stamp of comment(s))} was added by {User name of commenter}.