Print, email, or export a purchase order

In , printing a purchase order creates a document that can be printed, emailed to a supplier or exported to several file formats.

To print, email or export a purchase order:

1. Do one of the following:
   1. In the Business menu, select Purchases.
   2. On the Purchase Order Manager screen, drill down on the number of the purchase order you wish to work with.
   or
   • On the Financials tab of any Job, in the Purchase Orders section, drill down on the number of the purchase order you wish to work with.
2. Click Print PDF.
3. On the Print Purchase Order screen, in the Template drop-down list, do one of the following:
   • Select a custom print template. The System Default template print options are not available for custom print templates.
   • Leave the System Default template selected.
4. Provide the following information, as required.

   Checkbox	Description
   Mark as sent	Select this checkbox to mark the purchase order as sent. Marking a purchase order as sent does not actually send it to the supplier, but simply displays a in the right-most column in the Purchase Order Manager screen. This makes it easy to see which purchase orders have been sent out. Deselect the checkbox if you do not yet wish to mark the purchase order as sent – you can do it later (see Mark a purchase order as sent).
   Checkboxes displayed only when the System Default template is selected
   Job No. Costs Notes	Items to include in the printed purchase order. Select as required. The job number checkbox is not shown for bulk purchase orders.

5. Scroll down and click Generate. The contents of the purchase order are displayed on screen.

   You can use the print icon  on the PDF toolbar to send the purchase order directly to your printer.

6. (optional) Email the purchase order.
   1. Click Send.
   2. On the Email dialog, provide the following information, as required.

      Field	Description
      To	A list of contacts at the selected supplier. Delete any contacts that you do not wish to receive the email. This field is displayed only if you have one or more contacts (with email addresses) set up for the supplier.
      Cc	Optional additional email addresses with a comma or semicolon between each address. Type any additional email addresses, as required. This field is called Email (and is mandatory) if you do not have any contacts set up for the client. Type one or more email addresses, as required.
      Subject	The subject line of the email. If you need to, you can change the subject text: in this field for the current email, or in the Default Email Subject > Purchase Orders field on the  > Settings > Features > Personalise > Email tab. The new text will become the default subject line for future emails of this type.
      Message	The message text of your email.

   3. Send Email. The selected purchase order is emailed to the specified contacts or email addresses as an attached PDF document.
7. (optional) Export the invoice in the required format. The options available depend on whether you're printing using the Default template or a custom print template.
   1. Do one of the following:
      • Default template: Select Export to Excel (.XLS format), Export to CSV (.CSV format) or Export to PDF (Adobe PDF format).
      • Custom print template: Select Export to Word (.DOCX format) or Export to PDF (Adobe PDF format).
   2. View or save the exported file, as required.