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Exporting and Emailing a PO to Your Vendor

  • Updated

Available in:  Agile |  Aware  | Analyzer | Multi-Outlet

 

When you’re choosing between emailing a Purchase Order (PO) and calling the vendor, email is often the better option. It gives you a written record, reduces mistakes, and lets the vendor reply when it works for them. It also keeps your message consistent, lets you attach relevant documents, and provides tracking so you can confirm receipt.

 

How To Access Vendor Details 

Before you email a PO, make sure the vendor profile is accurate. This step matters because correct details prevent delays and errors. Opening the vendor record ensures you’re using the right contact and can include any documents they need.

Steps:

  1. Click the Gear icon in the upper-right corner.

  2. Expand Setup.

  3. Select Vendors.

Create or Edit a Vendor Profile

Your vendor profile controls how the PO is sent and what format it uses. Review these fields carefully so the export works as expected.

  • Purchase Order Filename – Enter the name you want saved to the export file.
  • Purchase Order Email Service – Enable this to automatically send the PO to the vendor’s email address.
  • Purchase Order Format – Type csv, pdf, or xls. These entries are case-sensitive and tell reciProfity which file type to send.

Export and Email the PO

Once your PO is ready, you can email it directly or download it for your records.

Steps:

  1. Create and save the PO. The Export button appears.


  2. Click Export. The vendor’s saved configurations display in a pop-up.

  3. Choose Send via E-mail to email the PO or Download to save the file locally.

Custom Text Formats

Custom text file options are available for TW, USF, GFS, and Ben E. Smith. These formats cannot be assigned in the vendor profile. Instead, select the correct export file type on the Export Purchase Order screen.

 

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