If you manage purchase orders in your business solution, you can make the correspondence with your vendors easier and keep better track of it by combining two apps: the Purchase Order Management app and the Document Handling app. Together they let you send a range of different correspondence to your vendors by email.
The Purchase Order Management app gives you ready-made mail templates for new quotes, new orders, changes to quotes and orders, cancellation of orders, reminders to confirm order lines, and reminders for open requests.
The templates are automatically sent in the language set up on the vendor. If you need a language that is not included, you can set up new languages yourself through the Document Handling app.
Two apps that work together for vendor correspondence
The Purchase Order Management app does not stand alone. To handle the actual sending of correspondence by email, it works together with a second app called Document Handling. When you use the two apps together, you can send many different types of messages to your vendor straight from your purchase orders.
This covers the full lifecycle of a purchase order. You can send a new line on an existing purchase order, communicate a change to an order where the relevant line is shown with the changes highlighted, or send a cancellation of a request.
Ready-made mail templates for purchase orders
With the Purchase Order Management app, you get mail templates for the most common situations in your vendor communication:
- New quotes
- New orders
- Changes to quotes and orders
- Cancellation of orders
- Reminders to confirm your order lines
- Reminders for open requests
These templates save you from writing the same emails over and over and help you keep a consistent line of communication with your vendors.
Correspondence in the vendor’s language
The templates are sent in the language that is set up on the vendor. If a vendor is registered with German as the language, for example, the correspondence goes out in German without you having to think about it.
If you need a language that is not already available, you can set up new languages yourself. That part is handled through the Document Handling app, so take a look there when you want to add or adjust languages.
Q&A
Which apps do I need to send purchase order correspondence by email?
You need both the Purchase Order Management app and the Document Handling app. The Purchase Order Management app provides the mail templates, and the Document Handling app handles sending the correspondence by email.
What mail templates does the Purchase Order Management app include?
It includes templates for new quotes, new orders, changes to quotes and orders, cancellation of orders, reminders to confirm order lines, and reminders for open requests.
What language is the vendor correspondence sent in?
The correspondence is sent in the language set up on the vendor. You can also set up new languages yourself through the Document Handling app if the one you need is not already available.
Can I send a change to an existing purchase order?
Yes. You can send a change to an order, and the relevant line is shown with the changes highlighted so the vendor can see exactly what has changed. You can also send a new line on an existing order or a cancellation of a request.