How to set up a default Email to the Supplier (NetSuite)

How to set up a default Email to the Supplier (NetSuite)

ApprovalMax supports setting up a default Email to the Supplier for NetSuite-connected Organisations.

As a prerequisite some settings should be performed in NetSuite.

This is how it works in ApprovalMax:
  1. In the main menu, select your Organisation and open the "Approval Workflows" page under "Workflows and settings" section. Select the Purchase Order workflow::
  2. Click on the gear icon and scroll down to the Email to the Supplier settings:






  3. In the Email to the Supplier settings section you can:


Enable/disable this option:

    1. Enabled (the Email to the Supplier block in Purchase Orders is enabled; however, the checkbox “Email approved Purchase Orders automatically to the Supplier” is not ticked automatically)
    2. Enabled and checked (with this option, the Email to the Supplier block is enabled in Purchase Orders and the checkbox “Email approved Purchase Orders automatically to the Supplier” is ticked automatically)
    3. Disabled (the Email to the Supplier block in Purchase Order requests is hidden)



Set up a default CC email address

Multiple email addresses can be added in the CC section; each email address can be removed in Purchase Orders:


Set up a default email template

You can create a template to be used for e-mail to supplier.
The section contains:
  1. Email subject
  2. Email body
The following variables are supported in subject and body and are replaced with exact values when sent.
  1. [PONUMBER] - the number of the Purchase Order, assigned to a PO after final approval
  2. [COMPANYNAME] - the Organisation name 
  3. [TOTALAMOUNT] - the total amount of the Purchase Order, is set after the PO has been submitted for approval
  4. [SUPPLIERNAME] - the name of the Purchase Order supplier, is filled in once the supplier is selected in the PO
 

This is how it looks like in the PO itself:

There are limitations to the length of a Purchase Order's email subject and body:
  • Subject - 998 characters
  • Body - 4,000 characters
5. When finished, save your changes.

Please note: NetSuite API does not support the generation of Purchase Order (PO) PDFs. In order to do this, please follow the instructions to adjust the settings directly within the NetSuite application itself.

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