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Sending Purchase Orders

Send purchase orders to vendors via email or download as PDF.

Requirements for Sending​

Before you can send a PO, ensure:

  • A vendor is selected
  • A contact email is entered
  • The total is greater than zero (has line items with costs)

The Preview and Send buttons are disabled until these requirements are met.

Previewing the PO​

Click Preview to see how the PO will appear to the vendor:

  • Opens the vendor view of the PO
  • Shows company logo, PO details, and line items
  • Useful for reviewing before sending

Sending via Email​

  1. Click the Send or Resend button
  2. The send dialog appears with:

Recipients​

  • To: Primary contact email (from vendor details)
  • CC: Additional CC emails (from vendor details)
  • BCC: Company BCC email (configured in settings)

Attachments​

Select any uploaded PO attachments to include with the email. The PO PDF is automatically attached.

Email Template​

Select from:

  • Default Template - Standard PO email
  • Custom Templates - Any additional PO email templates on your company's account (only companies with templates carried over from a previous system have these)

The email template supports merge fields:

FieldReplaced With
{COMPANY_NAME}Your company name
{PO_NUMBER}The PO number
{LAST_NAME}Customer's last name
{PO_LINK}Link to view PO online

Email Subject and Body​

  • Pre-populated from the selected template
  • Can be edited before sending
  • Merge fields are replaced when sent
  1. Click Yes, Send to deliver the email
Status Change

Sending the PO changes the status from Draft to Sent.

Resending a PO​

POs can be resent after the initial send:

  1. Open the PO
  2. Click Resend
  3. Modify the email content if needed
  4. Click Yes, Send

Resending does not change the PO status.

Mark as Sent​

For POs sent outside of Readybuild (phone, fax, in-person):

  1. Ensure the PO has a vendor selected
  2. If there's no contact email, the Mark as Sent button appears
  3. Click Mark as Sent
  4. Confirm the action

This updates:

  • Status to Sent
  • Sent date to current date/time

Vendor View​

When vendors click the link in the email, they see:

  • Your company logo and contact information
  • PO number and dates
  • Ship-to address
  • All line items (can be hidden via company settings)
  • PO totals
  • Option to print/download as PDF
  • Text sections configured in company settings (before items, after items, footer)

Downloading as PDF​

Generate a PDF of the purchase order:

  1. Click Preview to open the vendor view
  2. Use your browser's print function (Ctrl+P / Cmd+P)
  3. Select "Save as PDF" as the destination

Use PDFs for:

  • Printing for job site reference
  • Faxing to vendors without email
  • Record keeping and filing

Permission Required​

Sending POs requires the Send PO permission. Users without this permission can create and edit POs but cannot send them.

After Sending​

Once sent, the vendor should:

  1. Review the purchase order
  2. Confirm they can fulfill the order
  3. Contact you with any questions

When the vendor confirms, you can move the PO to Receiving status to begin tracking deliveries.