Submitting a Purchase Order

Once the Purchase Order has been approved, or if approval is not required, the green Submit Order button will become available.

When you submit the order, a pop-up window will immediately appear, allowing you to send an email to the supplier. This is based on the email address registered for the supplier in the Address Book. If no email address has been entered for the supplier, this pop-up will not appear.

You will then have the option to:

• Write a message
• Change the recipient email address
• Edit the subject line
• Send a copy to your own email address
• Attach one or more files

Note that the system has already attached both a Purchase Order and a Job Report as PDF files. These documents are generated using the dynamic report templates configured in Setup. A Job Report is included because this Purchase Order contains a job reference. If no job is linked to the Purchase Order, no Job Report will be attached.

If you do not wish to send a message to the supplier at this stage, you can click Cancel. The order will still be marked as Ordered, but the supplier will not receive any notification. It is important to understand that SERTICA assumes any follow-up on an ordered Purchase Order will be handled manually.

If you later decide to send the message, you can do so by clicking the small envelope icon.

Note: Like many other templates in SERTICA, the Purchase Order layout can be customised in Microsoft Word and configured as the default Purchase Order template under Dynamic Reports, as mentioned earlier in this article. For more information, see the Purchase Order Report Template article.

The next and final step is to receive the order.