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.

Subscription

Purchasing

Regional availability

All regions
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions

Purchasing Transactions: List View
Restrictions Employee users can only email transactions where the Transaction type is Quote.

  1. Do one of the following:

    • In a transaction list, find the transaction that you want and select the corresponding Print or email link.
    • Open the transaction and select the Print or email button.

    The Print or Email dialog box appears.

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

    The dialog box expands and displays the attachment ID for any attachments (if the email template includes attachments), the default recipient addresses, email template, sender information, and a link to preview the PDF attachment prior to sending the email.

  3. To view the document PDF, select Preview the PDF attachment.

    The PDF document appears in a separate browser window.

  4. Depending on your permissions, edit any recipient or sender information as needed.
  5. When you are ready to send the email, select OK.

Printing or emailing a posted document sets the Printed flag in the transaction History tab to Yes. If the transaction definition has its Edit policy or Delete policy set to Before printing, you will not be able to edit or delete the transaction after the Printed flag is set to Yes.

Printing a draft document has no effect on the Printed flag.

  1. From the applicable transaction list, open the transaction in view or edit mode. For example, open a PO purchase invoice.

  2. Select the History tab and select Definition in the row of the History table that contains the first instance of the transaction.

  3. Select the Security configuration tab and find the Edit policy or Delete policy field.
  1. From the applicable transaction list, open the transaction in view or edit mode. For example, open a PO purchase invoice.
  2. Select the History tab. The value of the Printed field is Yes if the transaction has been printed or No if not.

Troubleshoot sent emails

The Email Delivery Log displays a list of emails sent from your company. You can view details about each email to verify whether or not an email was sent successfully.

Learn more about the Email Delivery Log.

Field descriptions

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

Print or email dialog box field descriptions

Field

Description

Delivery method

Options are Print and/or Email.

Preview the PDF attachment

Select this link to preview the document as a PDF. The document template that's used for the PDF is set on the transaction definition.

Attachment

Select the attachment list icon to view a list of attachments associated with the transaction or select Attach to view the corresponding attachment. This field is only applicable if the email template has Attachments set to true. The maximum file size for an attachment in an email is 20 MB.

All attachment documents are included every time you send an email using the selected template.

To, Cc, and Bcc

The email addresses to which the email will be sent. The sources for the To, Cc, and Bcc email addresses are defined in the selected email template. If there's no email template associated with the transaction, the To field defaults to the Pay-to email address identified on the transaction.

You can add email addresses (separated by commas or semicolons) or edit the email addresses as needed. See Correcting email addresses for information on how to change contact email addresses when applicable.

Email template

The email template that will be used to send the transaction. The email template defaults to either the email template setting that's associated with the transaction definition on the Document Configuration tab of the Configure Purchasing page or the email template and transaction definition combination that's defined in the supplier record. The email template that's defined on the supplier record takes priority over the email template that's defined on the transaction definition.

If this field is blank, then the email will be sent using a system-default hard-coded email message. Intacct strongly recommends that you use an email template.

You can use the drop-down selection list to select a different email template.

Name

The sender's name. This field defaults to the Reply-to name defined on the email template. If no email template is selected, this field defaults to the Main contact name in the Company information page. You can enter a different name in this field if needed. This field is required.

Email address

The sender's email address. This field defaults to the Reply-to email address defined on the email template. If no email template is selected, this field defaults to the Main contact Email address in the Company Information page.

You can enter a different name in this field if needed. This email address can be a user's email address, a group email address, a generic company address, and so on. This field is required.