Purchase Orders

1. Complete the Purchase Order

Select the supplier name, enter the desired receive by date and if required, a memo (typically used for an internal reference such as "Add on" or "Special order for Customer XYZ") and any special notes that need to be passed onto the supplier (such as asking for material that would not be listed in the items section).

Add the required items to the Purchase Order much like adding items a new Sales Order.

2. Save the Purchase Order

Once complete, select the Save button. This will save the Purchase Order to NetSuite and generate a Purchase Order number (in the format PXXXX, e.g. P3910).

Note: selecting the Save this does not automatically send the Purchase Order to the supplier. Instead, this is an opportunity to double check that all entered detail in step 1 is correct.

(If you really want to save and automatically email the Purchase Order to the supplier in one step and are confident that the entered details are correct (useful for smaller Purchase Orders of a handful of items), select the Save & Email button. It must be noted that that the Purchase Order will be automatically emailed to the supplier in a few seconds and there is no chance to customise the recipient list or message. Any changes required to the Purchase order will require a phone call to the supplier to rectify)

3. Email the Purchase Order to the supplier

The Purchase Order has been saved and number generated (P2682 in this example). Select the Email button

4. Select the recipient(s) and optionally customise message

A new windows will open with email options. The default recipient will be automatically chosen (typically an orders@ email address for the supplier).

Additional recipients can be added (e.g. if an account manager also request a copy of the Purchase Order) to the list towards the bottom of the window. Enter the first few letters of the recipient's name to narrow down the list.

Optionally, the message sent to the supplier may be customised however this is typically not required.

Select the Merge & Send button to email the Purchase Order to the supplier

5. Confirm that the Purchase Order has been emailed

The window with the email options will close. Select the Communication tab on the Purchase Order to determine whether the email has been sent to the supplier.

Note: this is a confirmation that NetSuite has emailed the Purchase Order to the supplier. It does not guarantee that the supplier will receive the Purchase Order (although this is rare). However, most suppliers send automated acknowledgement emails that the Purchase Order has been received. These responses will also be listed in the Communication tab.