Sending Purchase Orders to Vendors

When a quote is approved and a sale is created, Brandengine automatically generates the required Purchase Orders to send to your suppliers.

To view info on PO Details, Instructions and Addresses – click here

The functionality to email PO’s to vendors is similar to sending quotes.

Once you are happy with the content in the PO, navigate to the Action panel on the right of screen.

Here you will find various distribution options, along with the ability to add attachments and generate delivery labels (if the supplier permits)

NB – When orders are placed via online supplier portals – to record the order placement – click Mark purchase order as sent

Send to vendor

Selecting Send to vendor will open a familiar email dialogue pre-populated with your Purchase Order (PO) Email template text and the default vendor’s email address. (You can edit the default email—see below).

The PO and any associated attachments are automatically loaded and ready to send.

Adding Recipients

Add PO Vendor Contacts: Place your cursor in the To: field. A dialogue box will appear where you can click to +Add other vendor contacts already in your Brandengine (BE) database.

Add Other Existing Contacts: To include other existing contacts, start typing their name or details to search the main BE contacts database.

Add New Contacts: If the recipient is not in the database, continue typing their full email address and press [Enter] to add them instantly.

Smart Email Attachments

The email file handling process has been upgraded to ensure your emails always land safely in your recipient’s inbox:

Automatic Links for Large Files: To help with delivery, any attachments exceeding 10MB will now automatically be converted into a link. Don’t worry—you’ll see a notification in the email dialogue before you hit send so you’re always in the loop.

Custom Link Toggle: If you prefer, you can also choose to send smaller files as links whenever you like.

Clearer Recipient View: We’ve made sure these download links are easily visible in the footer of the recipient’s email.

Double-Check with Previews: You can now preview all email attachments before they go out, giving you that extra bit of confidence before clicking send.

Need to change the default Vendor email address?

By default, Brandengine will insert the general email address loaded for the Vendor. This may have come from Promodata – or – may have been entered when adding the supplier manually.

If the supplier has a dedicated email address for orders, or you want to send orders to your Account Manager (eg) – you can select this person from the vendors contacts list and designate them to receive all PO’s.

This selection is done at the top right corner of the vendor edit window – in the Send PO to dropdown

If there are no contacts listed, you can add them to the Vendors listing