Send purchase order alerts and notifications

Overview

Use purchase order (PO) alerts to keep your team updated on PO statuses and shipment activity. Send notifications through text message or email to communicate important information about POs without the need to be physically present at the office or warehouse, or on repeated phone calls and messages.

Who uses this feature

Managers, purchasing team, and technicians

Feature configuration

Account configuration is required to use this feature. Please contact Technical Support for details.

Note: If these instructions don't work for you, you may still be using the previous version of this feature. For more information about that version, see Overview: Send PO alerts and notifications.

Set up alerts based on purchase order type

Go to the top toolbar and click Settings.
From the side menu, click Inventory > Purchase Order Types. The Purchase Order Types page opens.
Select the PO type you want to add PO alerts then click Edit.
On the Edit Purchase Order Type page that opens, select the PO alerts you want to enable:
1. Send Email alerts to technician when PO moved to Send status
2. Send Email alerts to technician when PO moved to Received/Partially Received status
3. Send Email alerts to Purchasing team when PO moved to Send status
4. Send Email alerts to Purchasing team when PO moved to Received/Partially Received status
When you're finished, click Save Changes.

For example, if you select the first option and a PO #12345 updates to Sent, the technician assigned to the PO receives the following email: "Hello, The PO #12345 is now in Sent status. Please find the PO attached to this email for reference".

Send PO notifications to technicians

Go to the navigation bar and click Inventory.
From the side menu, click Purchase Orders. The Purchase Orders page opens.
Click the Partially Received or Received tab. The Partially Received or Received page opens.
Select the PO record you want to send to the technician. The PO record opens.
From the Actions dropdown field, select Notify Technicians.
In the Notify Technician pop-up window that opens, select how you want to notify your technician:
1. Send Text
2. Send Email with copy of PO
In the Instructions for Technicians field, enter additional information you want your technician to know.
When you're finished, click Send Notification.

To view an audit trail of notifications you sent for a PO:

In the Partially Received or Received tab, select the PO for which you want to see an audit trail.
Do one of the following options:
1. Click the Commenticon.
2. Select the PO record for which you want to view an audit trail of notifications, and on the PO record that opens, click the Commenticon.

The Comments page opens listing the notifications sent out for this PO. In the Live a comment field, you can add a reply to a comment.

Image showing the Comments screen.