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Auto Confirm Purchase Order and Sending Confirmation Order to Vendor
Introduction
This is a setup which helps users in automating the purchase order confirmation and sending confirmation order to vendors. Once a purchase order is approved, the system automatically confirms and sends confirmation order via email to vendor without further manual intervention.
Setups
Go to Procurement and sourcing > Purchase orders > Purchase Order Confirmation > Confirm purchase orders.
Under Settings Enable Late selection toggle button and click on Select option.
Under Range click Add, in the field table select Approval status and in Criteria table select Approved from drop-down and click on OK.
Click on Batch.
In Batch processing page, enable Batch processing toggle button and click on recurrence
Here, define recurrence and click on OK.
Click on Ok.
Click on ok.
Once created batch job, User get notification as shown below.
Go to Procurement and sourcing > Setup > Forms > Form Setup.
Click on Print management.
In Print Management setup page, click on purchase order > Original <Default>
Click on destination > Printer setup.
Here, Click on Email To field select @Business@ – (means the email address in vendor accounts), if user want to add any email address add in CC, User can write body of email and subject and select file format from drop-down, so that vendors will receive the email as setups made in print destination settings, Click Ok.
DEMO
Create Purchase order
Go to Procurement and sourcing or AP > Purchase orders > All Purchase Orders.
Click on New to create a new purchase order, select vendor, site and warehouse, click ok.
Add lines with items, price and quantity.
Click on workflow and submit it.
Once PO is Approved the status will be changed from review to Approved.
Once PO is Approved as per batch job the PO will be auto confirmed and vendor will get notification via mail.
Note: For Demo/Testing purposes I have given my mail for reference/understanding.
Here, vendor gets PO as PDF as per print management setup via mail, Below screenshot for reference.
Conclusion
Automating the process of confirming purchase orders and sending confirmation to vendors is a game-changer for businesses. It not only reduces manual effort but also ensures accuracy, saves time, and enhances vendor relationships. By integrating automated systems, companies can streamline their procurement process, minimize delays, and maintain transparency with their suppliers. Investing in such automation is a step toward greater operational efficiency and scalability, allowing your business to focus on strategic growth rather than administrative tasks.
We hope this blog has offered valuable insights and practical advice for your professional journey. If you found it beneficial, please consider sharing it with your network. We welcome your feedback and thoughts, so don’t hesitate to contact us directly. Thank you for reading, and we look forward to engaging with you further!
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