How To: Send Emails based on your Purchase Order Line Status

Table Of Contents

Prerequisites
Steps
Steps
Results
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Khaos Control can generate customer emails based on the status of purchase order lines. This is particularly useful for keeping customers informed about the progress of back-ordered items.
When a purchase order line status changes, you can create emails that are placed into the Email Manager's pending queue, ready to be reviewed and sent.
Important: This feature only works for purchase order items that have been created as back-order items for a specific customer.

Prerequisites

Before using this feature:
  • Purchase order line statuses must be configured.
  • Email templates and trigger rules must be set up for the required statuses.
For setup instructions, see How To: Setup Emails to be Sent Based on Your Purchase Order Line Status.

Create Status Update Emails

Use this process to generate emails and add them to the Pending Emails queue.

Steps

  1. Open a Purchase Order screen (show me how).
  2. Open the [ On Order ] tab.
  3. Use the available filters to locate the items you want to update.
    Note: Some filters use a traffic light indicator and must be turned green before they become active.
  4. Click Go to populate the grid.
  5. If required, update the purchase order line status. For instructions, see How To: Change the Status of a Purchase Order Line.
  6. Click the Email button.
  7. When the confirmation message appears, click Yes.
  8. An information message will display the number of emails created.
  9. Click OK to close the message.
The emails will now be available in the Email Manager as pending emails.

Send the Generated Emails

Once the emails have been created, they can be sent from Email Manager.

Steps

  1. Open an Email Manager screen (show me how).
  2. Ensure the Pending Emails option is selected.
  3. Click Go to populate the grid.
  4. Green-select the emails you want to send.
  5. Right-click and select Send Selected Emails from the context menu.
  6. When the confirmation message appears, click Yes.

Results

The selected emails will be sent to customers, providing an update on the status of their back-ordered items.
Sent emails will be removed from the Pending Emails list unless the option to display sent emails is enabled.

Additional Information

Purchase Order Line Status emails can be used to keep customers informed throughout the back-order process, for example:
  • Awaiting supplier confirmation.
  • Supplier stock received.
  • Item due into stock.
  • Item ready for dispatch.
  • Alternative supplier delays.
Using automated status updates can help reduce customer enquiries while providing greater visibility of outstanding orders.

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