Managing Purchase Orders: Additional Functions

• Creating custom columns
• Approving and emailing POs
• Splitting POs
• Adding notes to a PO

To learn how to create, import, or receive POs, check out our article Managing POs.

Creating custom columns for POs

Custom columns can be created for your purchase orders. They act similarly to the custom columns on the product level. You can request them by sending a ticket to Sellercloud Support. Once enabled, the columns are easily accessed from Select Action when editing a PO.

Each column is defined as a specific data type:

• String— String is the most common, since it can handle any sort of text.
• Integer— Will only accept a numerical value
• Decimal— Accepts decimal values
• DateTime— Provides a calendar for date selection
• Boolean— Adds a checkbox to mark value as True/False.

Default value can be added to each column.

Applying PO defaults

You can set default information, statuses, and actions to be applied to purchase orders. These settings are available under Purchase Orders > Manage Defaults > Company. Show me where.

• Default Company Name & Address— The default contact profile that appears in the PO PDF. If left blank, the regular company profile is used.
• Emails can be auto-sent when a PO is changed. For example, it gets received. An email template must be created and selected on the PO Received and/or PO Changed template assignment. Choose from the following settings:
  • Send email to purchaser when PO changes 
  • Send email to PO Creator when PO changes
  • Also send email to these email addresses
• PO Default Status— The status of a PO when it is created: Saved, Ordered, Pending.
• Mark PO as Approved by Default— For clients who require POs to be approved before emailing, this setting sets the default to approved. Manually unapproving can be done from the PO action menu.
• Include Logo in PDF— Will include the logo of the company on the PDF

Adding PO-related notes
Each Purchase order can contain Notes. This is an easy way to enter relevant PO information with a timestamp on it. PO notes can be added during PO creation or on a preexisting one.

1. Select a PO > Go to Notes. Here, you can add or remove notes. They contain a log with date, time and user.
2. Vendor Notes are displayed on the PO below Notes. Clicking Edit Notes will redirect you to the related vendor profile settings.

Notes can also be entered on product level and filled in when adding products on the purchase order. You must check Enable Notes for Purchase Items in the Client Settings. A notes field will appear for each item on the Purchase Order.

Emailing POs

Understanding email approval

In Sellercloud, you can require the approval of a PO before mailing it to a vendor. This is done by enabling Require PO to be approved before it can be emailed in the Client Settings. When approval is required, a notice will appear if you try to email an unapproved purchase order. When a purchase order is ready for approval:

• Open the PO > Action Menu > Approve Purchase Order.

Emailing a PO

Before emailing an approved PO, you must:

1. Configure your settings to enable outgoing emails through Sellercloud.
   • Go to Settings > Company > Toolbox > Email Settings > SMTP Settings. After completing the credential information, click Test to send yourself an email with those credentials.
2. Enter the vendor’s email address.

To email a PO, refer to the following instructions.

1. Open the PO > Action Menu > Email Purchase Order.
2. A message is required to email a purchase order. If you have an email template, choose it from the Email Template list to auto-populate the Message (see a sample PO template).
3. The attached purchase order is sent in the PO’s default file format.
4. The Sender’s address defaults to the user sending the email. This can be edited by deleting and entering a new email address.
5. Click Send PO via Email.