Customizing Automated Purchase Order Emails to Vendors

Josh Smith

May 17, 2022 19:54

Overview

This article shows you the two template options available for sending purchase order (PO) emails to vendors, how to create each template, and also offers instruction on how to customize the Basic Message Template.

Customizing the Basic Message template will allow you to add a greater level of detail to POs submitted to your suppliers.

To manage automated PO emails, two templates are available:

PO Email Default System Template
PO Email Basic Message Template

To use the templates found in the body of this article, simply copy and paste the HTML code found in the grey-background sections below.

There are also .txt versions of the templates attached. To download the .txt formats, click on the attachments at the bottom of this article.

NOTE: A basic understanding of HTML is helpful, but not required.

Setting up the Templates

To create Automated PO Emails in Solid Commerce, follow these steps:

In the Vendors menu -> Manage Vendors ->> click on the desired vendor and a pop up window will appear.
Scroll to the "Orders Sync Options" section, check mark the box "Send Purchase Order Email to Vendor."
Include an email address where you wish a copy of the PO Email to be sent in the field labeled "Purchase Order Email CC."

NOTE: By default, a copy of the PO Email will be sent to the admin email address on your Solid Commerce account.
You may include other CC recipients in the field provided--addresses must be separated by commas, 50 character limit.

In the "Purchase Order Email Template" field, copy/paste the HTML code from the template options below.

For the "Basic Message Template" Edit the HTML version as necessary.
PO templates use the same tags as Invoice templates. To view a full list of tags that can be used in the template, please refer to the article Available Fields for Packing Slips, Invoices.

NOTE: There are 5 tags that can be added to customize the Purchase Order Email Template. These can be found in the following table:

Tag	Used for
<order: poid/>	Adding the Vendor Purchase Order ID to the email.
<vendor:notes/>	Adding specific notes about the order into the email.
<company:businessname/>	Adding your business' name into the email.
<company:phone/>	Adding your business phone number to the email.
<company:businessemail/>	Adding your business' email address to the email

Once you have finished editing your template, click on the "Update Changes" button.

The template is now set up to send PO emails to your vendors when orders are processed. To preview the template...

NOTE: Below are the two template types available for use.

Default System Template

###

Purchase Orders Request:
Seller: <company:businessname/>
Phone: <company:phone/>
Email: <company:businessemail/>

Purchase Order No.: <order:poid/>
SC Sale ID: <order:saleid/>
Purchase Date: <order:date/>
Requested Shipping Method: <ship:method/>

Ship To:
<ship:toname/>,
<ship:street1/><ship:street2/>,
<ship:city/>, <ship:state/> <ship:zip/>
<ship:country/>
-------------------------------------------------------------------------------------------------------------
Phone: <buyer:phone/>


Order Items:
<order:orderedItems showColumns="upc, csku[Vendor SKU], qtyordered[Qty], price[Cost], title, taxable[Is Taxable], giftMessage, giftWrap"/>


-------------------------------------
SolidCommerce

###

Basic Message Template

###

<style type="text/css">
<!--
table {
	width:90%;
	margin: 0 0 20 0
}
td {
	font-family:Arial, Helvetica, sans-serif;
	font-size:10pt
}
.Body {
	font-family: Arial, Helvetica, sans-serif;
	font-size: 10pt;
	text-align:left
}
.ParagraphRegular {
	font-family: Arial, Helvetica, sans-serif;
	font-size: 9pt;
	font-weight: normal;
	color: #000000;
	vertical-align: top;
	text-align: left
}
.SmallBodyRegular {
	font-family: Arial, Helvetica, sans-serif;
	font-size: 7pt;
	font-weight: normal;
	color: #000000;
	vertical-align: top;
}
-->
</style>


<!-- begin Header - Company Information -->
<table cellpadding="0" cellspacing="0" align="center">
	<tr>
		<td valign="top" class="ParagraphRegular">
			<div align="center" style="margin:0 0 0 0">
			
		
			<b>Purchase Order Request From:</b>
			
			<br/>
			
			Company Name
			
			<br/>
		
			Phone:
		
			<br/>
		
			Email:
		
		</div>
		</td>
	</tr>
</table>

<!-- end Header - Company Information -->


<!-- begin Statement or Message -->

<center>
<p class="ParagraphRegular" style="width:90%">

If you need to include a statement or message to your vendor, you can include it here. If you want additional paragraphs or line breaks, 
add "&lt;br/&gt;" once or twice after your text. To make text bold, put "&lt;b&gt;" in front of the section you want bold, and "&lt;/b&gt;" after it. 


<br/><br/>


You can also copy the code into an online HTML editing program to view and edit it as a composition and not HTML code. After you finish your revisions,
copy the HTML code from the editor and paste it back in here over the original code.


<br/><br/>


If you want to remove this section, delete from "&lt;!-- begin Statement or Message --&gt;" through "&lt;!-- end Statement or Message --&gt;".

</p>
</center>

<!-- end Statement or Message -->


<!-- begin Order Info -->

<center>
<p class="Body" style="width:90%; border-top:1px black solid">

<br/>

<b>ORDER INFO</b>


</p>
</center>

<table cellpadding="5px" cellspacing="0" align="center">
	<tr>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
									
			Purchase Order No.:
									
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">

			SC Sale ID #:
		
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
		
			Purchase Date:
			
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
		
			Shipping Method Requested:
			
		</td>
	</tr>
	<tr>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
									
			<order:poid/>
									
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">

			<order:saleid/>
		
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
		
			<order:date/>
			
		</td>
		<td valign="top" class="ParagraphRegular" width="25%" style="text-align:center">
		
			<ship:method/>
			
		</td>
	</tr>
</table>

<center><div class="ParagraphRegular" style="width:90%">&nbsp;</div></center>

<!-- begin Ordered Items Chart -->

<center>
<table cellpadding="0" cellspacing="0" width="102%">
	<tr>
		<td><order:orderedItems showColumns="upc, csku[Vendor SKU], qtyordered[Qty], price[Cost], title, taxable[Is Taxable], giftMessage, giftWrap"/></td>
	</tr>
</table>
</center>

<!-- end Ordered Items Chart -->

<!-- end Order Info -->


<!-- begin Ship To Information -->

<center>
<p class="Body" style="width:90%; border-top:1px black solid">

<br/>

<b>SHIP TO</b>


</p>
</center>

<center>
<p class="ParagraphRegular" style="width:90%">

<ship:toname/>,

<br/>

<ship:street1/><ship:street2/>,

<br/>

<ship:city/>, <ship:state/> <ship:zip/>

<br/>

<ship:country/>

<br/><br/>

Phone: <buyer:phone/>

</p>
</center>

<!-- end Ship To Information -->


<!-- begin Solid Commerce -->

<center>
<p class="SmallBodyRegular" style="width:90%;">

Message sent by Solid Commerce

</p>
</center>

###

Additional

A great tool that will allow you to view edits to your HTML in real time is http://htmledit.squarefree.com/.

Attachments

PO Email Default System Template.txt
(724 Bytes)
PO Email Basic Message Template.txt
(4 KB)