Emailing Purchase Orders

Note:  In order to utilize the Email Purchase Orders option, complete the following:  1) complete the General Options tab in the Email Manager option (if not already done) by selecting the Enable Email Manager field and completing the remaining fields; 2) if needed, on the Email Addresses tab in the Email Manager option, add an email address to use when emailing the purchase orders; 3) complete the Default Email Address ID field in the Report Options section on the Accounts Payable tab in the Email Manager option, if desired; 4) enter up to three email addresses (for Business, Personal, and/or Other) in the Employee File or Vendor File for each employee or vendor who will be emailed purchase orders; and 5) select the Other Communication field for each applicable email address for the employees or vendors (a checkmark will appear in the box if the field is selected).

• From the Accounts Payable screen, select the Options menu and then Email Purchase Orders.

• The Email Purchase Orders screen will appear.

• Enter the name of the purchase order format setup to use when emailing the purchase orders in the Purchase Order Report Name field, or click the down-arrow button to select the correct one.

• Specify who should receive the emailed copies of the purchase orders by selecting the appropriate fields:  Approval Tree Contacts, Employees, and/or Vendors.  Select the Approval Tree Contacts field to email the designated users from the approval trees (those entered in the User ID for Email Purchase Order field) for the purchase orders converted from approved requisitions.  Select the Employees field to email the employees who will receive the items on the purchase orders.  Select the Vendors field to email the vendors to whom the purchase orders are issued.  A checkmark will appear in the box if the field is selected.

• If your organization has licensed the K12Docs module, the Attach Related Documents field will be enabled.  If applicable, select the Attached Related Documents field to send any supporting documents previously uploaded and filed (saved) for the purchase orders as additional attachments on the emails.  A checkmark will appear in the box if the field is selected.

Tip:  If this field is selected, the supporting documents for the purchase orders from K12Docs will be emailed as follows:  1) any .TIFF files that are single-page documents will be attached as .TIFF files; 2) any .TIFF files that are multi-page documents will be converted and attached as .PDF files; and 3) all other file types, such as .PDF files or .DOC files, will be attached as their original file type.  Also, if this field is selected, the supporting documents will not include any annotations or redactions, but will include E-signatures, if applicable (any .TIFF files will include the E-signatures, while all other file types will attach both versions of the files--the original file without the E-signatures and the file with the E-signatures saved).

• In the Batches to Include List, select the batch(es) for which to email the purchase orders.  To select a batch, click on the box in the Selected column to the left of the desired batch description.  A checkmark will appear in the box if the batch if selected.

• All the purchase orders within the selected batches appear in the Purchase Orders to Include List.  The general information for each purchase order appears, including whether or not the vendor and employee are defined to have other communication emailed, whether or not the approval tree utilized for the requisition from which the purchase order was created (if applicable) has the User ID for Email Purchase Order field completed, and if the purchase order has any supporting documents in K12Docs.  In the Purchase Orders to Include List, specify which purchase orders to email by clicking the box for the Selected column to the left of the desired purchase order.  A checkmark will appear in the box if the purchase order is selected.  To select all the purchase orders listed on the screen, click the Select All button located above the Purchase Orders to Include List.  If desired, change the filters to modify the purchase orders displayed here.

• Click the Email button.

Note:  If the Attach Related Documents field is selected and the total file size of all the supporting documents for any purchase order is greater than 25MB, a message will appear stating the related documents will not be included for the particular purchase order(s); click OK to continue emailing the purchase orders and only include the related documents for the purchase orders where the total file size of the related documents is less than 25MB.

• The Email Options screen will appear; complete the email options as needed.

Steps to Complete the Email Options

Note:  If the Attach Related Documents field is selected, the Email Options screen may take a while to appear depending on the number and size of the documents that will be attached to the purchase orders.

• Click the Execute button to email the purchase orders.

Note:  If the first email is unable to be sent successfully, a prompt will appear asking to continue trying to send the remaining emails; click Yes to continue sending the remaining emails, or click No to quit sending the emails at this time (and, if desired, edit the Recipients List and then resend).  If an email is rejected because an incorrect email address was entered for a recipient, the rejection notice will be sent to the address entered in the Reply To Email Address field if using the hosted mail server, or the address entered in the From Email Address field if using your organization's mail server.

• A message will appear in the status bar on the Email Options screen once the purchase orders have been emailed.

• Click the X in the upper right-hand corner to close the Email Options screen.

Note:  If there were one or more emails not successfully sent, the Cancel button and Retry button appear at the bottom of the Email Options screen.  If desired, edit the Recipients List and then click the Retry button to try resending the emails to those recipients who did not have one sent initially; otherwise, click the Cancel button to close the Email Options screen.