Summary:

This article will explain how to change purchase order (PO) sending method to suppliers for individual orders and how to utilize the feature.

With this feature users are able to:

• Change the order sending method from Network (including SmartOrder) to email
  • This can be useful in case the user wants to send a requisition containing free-text items to the supplier by email to allow more direct email communication, even if they would like all catalog items to be sent via Network
• Change the sending method from email back to Network. Allowed only if the default sending method is Network for the supplier. in P2P Admin.
• Change the supplier's email address, if the order needs to be sent to another email address than the default email address.
  • It is possible also add a missing email address for the supplier. This can be useful, if the user is expected to know to which person the order is sent to from the supplier side, in case the user does not want the orders to be sent for example to a supplier's centralized email address.
• Select that a copy of the purchase order is sent by email to the purchase requisition owner and/or other email recipient(s) in case if the creator of the requisition wants to keep others informed about the purchase.
• Select that the purchase order is sent by email to the purchase requisition owner and/or other email recipient(s) instead of sending it to the supplier.
  
  

Instructions:

Changing the sending method

The users need to change the sending method for an individual purchase order, while they are editing the purchase requisition.

If the order has been sent to workflow without editing the requisition, some of these changes may be required in the Finalize step, for example when adding a missing email address or changing the order's sending method for a blanket order, if user has selected a Network supplier.

The action to change the sending method is available in the Purchase orders panel.

When the user selects Change sending method, the user will then see a dialog that will allow to change sending method.

If the user changes the sending method from Network to email, the email is pre-filled if it is has been added to that supplier in P2P Admin. If it is has not been added, the user is expected to add the email address in the field. Multiple email address can be added to the supplier's email address field. Emails are separated by a space.

Self-service order

In the same dialog, the user can also choose Other email recipients which can be used for self-service order. This can be used for example in cases when the ordered items should be picked from a store instead of the supplier delivering the ordered items.

The order can be sent either to supplier and other email recipients or only to other email recipients.

In case the self-service order is handled by the purchase requisition owner, there is a shortcut, Add owner, for adding the owner's email address.

Multiple email address can be added to the email field.

Purchase order view

The following fields in the purchase requisition's purchase orders panel contain information on order sending:

• Send purchase order to – tells whether the order is sent to supplier, other email recipients or both
• Supplier's default sending method – supplier's sending method in P2P Admin
• Order sending method - selected order sending method
• Supplier email – email address(es) to which an email purchase order is sent
• Other email recipients – email address(es) to which a self -service order is sent
  
  

Additional Information:

Purchase - How to - Order sending settings in data management