Our new automations feature lets you set up email notifications for suppliers (and requesters) whenever a PO is approved, deleted, or cancelled. The email notification will contain the relevant document and PO details.

Prerequisites

In the Supplier Account, ensure that the following are correct:

• Business Contacts and/or Primary Contact as these will be used for the automation contacts.
• The “PO Required” flag is ticked where relevant for speedier automation setup.

In Company Details & Settings, ensure the following is correct:

• Email Address as this will appear in the automated email as your contact.

User Permissions

In the Maintain User Profile screen, the following permissions should be enabled as needed:

• Automation: This gives access to Automation listing grid without permission to create new or edit existing automations.
• Add/ Edit Automation: This allows user to create new and edit existing automations. Automations can only be set up by Finance Users.

For more on user permissions, see Setting Up System Users.

See:

PO Emailing Automation (18.5N) - AIQ Academy

1. Go to Setup > Automation and click New Automation.
   
2. Select the required automation type and click Next:
   • Auto-emailing PO
   • Remittances (coming soon)
   • Approval Reminders (coming soon)
     
3. Click Rules and Conditions and give the automation a unique name.
4. Click When and select as many status conditions as required. 
   • PO Approved: By default, PO Approved is selected, ensuring all approved POs are automatically emailed to suppliers. 
   • PO Edited: The supplier will be notified to hold PO.
   • PO Cancelled: The supplier will be notified of cancellation. 
     
5. Click And If to select suppliers. Only active, non-employee, and supplier accounts not already part of an automation will be available for selection. Select the suppliers individually or alternatively:
   • Click A/C with PO Required Flag. If “PO Required” is checked in a supplier account, this will select them automatically.
   • Click A/C with PO and Email History to select supplier accounts that have a record of POs emailed from system.
   •  Check Select All. 
     
6. Click Then and select whether the document should be sent to the Business Email and/or Primary Contact Email. Both come from the Supplier Master Record. The Business Email field can include up to three email addresses whereas the Primary Contact Email includes only one. In the CC option, you can enter one further email address. 
   
   The transaction document will be included as an attachment. Use the attachment icon to add up to three more optional documents via the document manager. To delete documents, open the document manager and delete from there. 
   
   A preview of each email type (Approved/Edited/Cancelled) is included. The email body text cannot be edited but the contact email referenced will update to that in Company Details & Settings.
   
7. Click Save to create a draft automation or Activate if you want to start using the automation immediately.

Automations Listing Grid

The Automation listing grid lets you view and manage your automations as well as create draft automations.

Under Actions, you can perform the following:

• Edit: To edit automations, click on the blue hyperlink. All details can be edited. Click Save when finished.
• Activate/Deactivate: Use these to toggle the automations availability on or off. 
• Delete automations: Only automations that have not be used can be deleted. 

Advanced Filters

1. Click the advanced filter icon
2. Select as many filter criteria as needed. These are based on the grid's column headings.
3. Click Apply Filter to view the results or Clear Filter to start over.

Viewing All Emails Sent

To view all emails sent, go to Reports > Email Log. The Email Log contains a record of all emails sent, whether manually or using automations.  Automated emails will be labeled “Automation Service”. 

Viewing Automated Emails for a Transaction

To view the Email log for a specific transaction only, go to the relevant listing grid and select Show Email Log in that transaction's Action dropdown. 

The Email Log will open for that transaction only. Click Return To Orders to go back to the listing grid.

Editing an Auto-Emailed PO

If you edit a PO relating to an automation, you will receive the following notification: "This PO has been auto-emailed to the supplier. If you continue editing, a revised email will be sent to the supplier." 

The PO will go through approval again and once re-approved after editing, a revised PO will automatically be sent to the supplier. The system will automatically send a new email with the subject: “Revised Purchase Order [PO Number]” with the email body explaining that the PO has been edited.

Cancelling an Auto-Emailed PO

If you cancel a PO relating to an automation, you will receive the following notification: “This PO has been auto-emailed to the supplier. If you continue, a cancellation email will be sent to the supplier.” The system will automatically send an email to the supplier with the subject: "Purchase Order [PO Number] Cancellation" with the email body explaining that the PO has been cancelled.