After you have raised a purchase order or return order, you need to send it to your vendor. With Zenoti, you can email a PDF copy of the raised order to the specified email address of the vendor.
Before you begin, ensure that
- Email notifications are enabled for your organization.
- Email template is configured using a setting in Admin > Organization > Organizations > Email/Texts tab > Inventory.
- Vendor email address is configured by your Admin while adding the vendor. The email will be sent to this email address.If the email address is not defined, Zenoti prompts you to enter the email address.
Note: The email address that you enter in the prompt, gets updated in the Vendor page and all future communications will be made to the same email address.
To email a raised order to a vendor
- Navigate to Procurement > Orders.
The Manage Procurement & Transfer Orders page appears.
- Locate the order with status as Raised.
- Select a time period.
- Click Refresh.
A list of orders based on the selected criteria is displayed.
- Click the desired Ref # of the order you want to email.
The order is opened for editing.
Let’s consider that we want to email a raised purchase order to the vendor.
6. Click Email to Vendor.
Zenoti checks if the vendor’s email address is configured by the Admin. If it is not, you are prompted to enter one.
12. (Optional) Enter the email address and click Save.
The email address is saved for the vendor on the Add Vendor page and the email is scheduled.
The status of the email suggests that it is ‘Queued’ and will be sent in a minute or more based on the network speed. Once, the email is sent, its status changes to ‘Success’.
Note: If you want to CC the inventory owner of your center on all emails going out to vendors, ensure you have a valid email address configured for the Inventory Owner that you have selected under Admin > Organization > Centers > Name of the Center > Settings > General > Inventory Owner.
Follow all the steps in this article to email a raised return order to the vendor.
Add Additional Email Addresses
You can also add additional vendor email addresses when emailing a purchase order, but it is possible to copy other internal email addresses/users into purchase orders.
This can be configured at the following path:
Org Admin > Organizations > Email/Texts > Inventory > Vendor Invoice Mail
Users with the Manager role and a specific email address are being included in purchase order emails to the vendor. It looks like the email address is incorrect though, which will need to be corrected in Lisa Farmer's employee profile (accessed from Head Office Centre).
Note: For recipients added by Role, all employees mapped to the role selected in the guest's base center, will receive the email notification provided they have a valid email address.
You can also CC the inventory owner of a center on all emails going out to vendors. To configure this, ensure you have a valid email address configured for the Inventory Owner you select under Admin > Organization > Centers > Name of the Center > Settings > General > Inventory Owner.