Email an individual document—Purchasing

You can email an individual purchasing document from a purchasing transaction or from a purchasing transaction list.

Email an individual Purchasing document

Depending on your permissions, you can change the email addresses for the default recipients, add recipients, and change the From (Sender) information.

1. Do one of the following:

   • In a transaction list, find the transaction that you want and select Print or email.
   • View the transaction and select Print or email.

2. In the Print or email dialog box, select Email.

   The default recipient addresses, email template, and sender information appear.

   If Print is selected and you do not want to print, clear the Print checkbox.

3. To preview the document, select Preview the PDF attachment.
4. Edit recipient or sender information as needed.

   To select the email address for the sender, add that email address to the allowed email list.

5. When ready, select OK.

What happens when you print or email a document

• Sending or printing a posted document changes the Printed status on the History tab of the transaction to Yes.
• If the transaction definition prevents edits after printing, you cannot edit or delete the transaction after it’s printed.
• Printing a draft document does not change the Printed status.

Troubleshoot sent emails

The Email delivery log lets you check whether any emails that were sent encountered errors. You'll see a list of emails that failed to send, with the ability to drill down and see exactly which email addresses caused problems.

Field descriptions

The following table describes the fields on the Print or email dialog box.

Print or email dialog box field descriptions

Field	Description
Delivery method	Select Print, Email, or both.
Preview the PDF attachment	Preview the document as a PDF. The PDF uses the document template defined on the transaction definition.
To, Cc, and Bcc	The email recipients. Addresses are populated from the selected email template. If no template is used, To defaults to the Pay-to email address on the transaction. You can add or edit recipients. Use commas or semicolons to separate addresses. You can add email addresses (separated by commas or semicolons) or edit the email addresses as needed. Learn how to correct email addresses.
Email template	The email template used to send the transaction. This field defaults to one of the following values: The template assigned to the transaction definition on the Document configuration tab of the Configure Purchasing page. The template assigned to the supplier and transaction definition combination with the supplier settings taking precedence. If blank, the email is sent using a default system message. We recommend that you use an email template. Use the dropdown list to select a different template.
Name	The sender's name. Required. This field defaults to the Reply-to name from the email template. If no template is selected, this field defaults to the Administrative contact name on the Company information page. You can enter a different name in this field if needed.
Email address	The sender's email address. This field defaults to the Reply-to email address from the email template. If no template is selected, this field defaults to the Administrative contact name on the Company information page. You can select a different name in this field if needed. The email addresses in this list are those that are set up in the allowed email addresses list of your company by an admin. This field is required.