Print, email, or export a purchase order

In WorkflowMax, printing a purchase order creates a document that can be printed, emailed to a supplier or exported into 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, select the Current, Draft or Orders Archive tab, as required.
   3. Drill down on the number of the purchase order you wish to work with.
   or
   1. On the Financial tab of any Job, in the Purchase Orders section, drill down on the number of the purchase order you wish to work with.
2. Select Print Purchase Order.
3. On the Print Purchase Order screen, choose the required print options.
   1. If the Template drop-down list is visible, 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.
   2. Provide the following information, as required.

      Checkbox	Description
      Mark as sent	This checkbox is displayed only when printing a purchase order that has not already been marked 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 Marking a purchase order as sent).
      Checkboxes displayed only when 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.

4. Print. 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.

5. (optional) Email the purchase order.
   1. Select Email.
   2. On the Print Purchase Order screen, provide the following information, as required.

      Field	Description
      Contacts	A list of contacts at the selected supplier. Deselect 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.
      Additional / Email to	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.
      Send me a copy	This checkbox is selected by default. Deselect the checkbox if you do not wish to receive a copy of the email you are sending.
      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 appropriate Default Email Subject field on the Business > Settings > 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.
6. (optional) Export the purchase order in the required format. The options available depend on whether you're printing using the System Default template or a custom print template.
   1. Do one of the following:
      • Select Export to Excel (.XLS format), Export to CSV (.CSV format) or Export to PDF (Adobe PDF format) (when using the System Default template).
      • Select Export to Word (.DOCX format) or Export to PDF (Adobe PDF format) (when using a custom print template).
   2. View or save the exported file, as required.