Table of Contents

Overview

Setting Up Distribution

To use Email Distribution for A/P, you will need to setup your Vendor records, Buyer Records, create email templates, and set the default Template for Buyers.

Emails can be sent when printing PO’s or when a PO is received. Printing PO’s will send the PO to the Vendor Contact Record. A PO Receipt will email the Buyer

Vendor Contact Setup - Print PO

If your email server is setup for TRX, you can take advantage of our Email Distribution. On Vendor records (A/P > Vendors > Enter/Edit Vendors), the Contact must have an Email address and be marked as the “Prime” contact by checking the “Prime” checkbox next to the Contact record. This will be used when Printing PO’s for this Vendor.

Open

Buyer Contact Setup - PO Receipt

On Buyer records (PUR > PUR Special Functions > Buyers), the Buyer must have an Email address. This will be used when that buyer’s PO is received.

Open

Email Template Setup - Both

Besides setting up the customer, you will also need an Email Template. Please see linked manual page. You will need to create an Email Template to setup a default.

• Use the “Report Template” radio button and the “Purchase Order” Template type for Printing PO’s.

• Use the “Automated Template” radio button and the “PO Received” Template Type for PO Receipts.

PUR Setup - Set PO Receipt Default Template

Once the Email Template for PO Receipts is setup, you can set the default under PUR > PUR Special Functions > PUR Setup. Use F9 on the “Email Template” field to select your default.

Using Distribution

With the Vendor(s), Buyer(s), and Template(s) setup, you are ready to use Distribution Email. When and how to select Distribution Email will depend on what’s being Printed.

Printing/Emailing PO’s - Processing New Purchase Order

The first change to use our Emailing function is when processing your Purchase Order.

After the PO prints:

1. Hit yes when asked if it prints correctly

2. The prompt will come up

3. Select your Template

4. Hit “Run Report”.

Printing/Emailing PO’s - PO Query

You can also use distribution email from the PO Query screen, if you haven’t already printed the PO.

1. Open the PO under PUR > PO Query, or PUR > PO Query/Change

2. Pull up your PO, and hit the clipboard at the top to print

3. Select “Distribution Email” from the dropdown.

4. Select your Template

5. Hit “Run Report”

Printing/Emailing PO’s - Open PO Query

The Open PO Query screen PUR > Open PO Query, also allows you to email the PO.

1. Click the Printer Icon next to your PO

2. Select “Distribution Email” from the dropdown

3. Select your Template

4. Hit “Run Report”

Printing/Emailing PO’s - Print Purchase Orders

You can also use distribution email from the Print Purchase Orders. This is especially useful if you already printed the PO.

1. Open the Print Purchase Orders under PUR > PO Entry Processing > Print Purchase Orders

2. Enter criteria or leave blank for all

3. Hit the “Print” Icon at the top or hit F10

4. Select “Distribution Email” from the dropdown.

5. Select your Template

6. Hit “Run Report”

Email PO Receipt - Buyer Auto-Email

When you receive a PO, we will send an email based on the “On Receipt, Email Buyer with” field on the PO record. This can be found on the PO Query/Change screen (PUR > PO Query), under the “Misc” tab.

This will be set based on the default set under PUR, but if that isn’t setup or it should be different, you will need to adjust it here. The Buyer will receive the email once the PO has been received.