How To Send A Purchase Order Copy By Email To The Vendor From eZee Optimus?

Modified on Sat, 27 Jan 2024 at 01:38 PM

eZee Optimus is offering an inventory management and store transaction facility which includes purchases from the vendors, stock receive, etc.

While dealing with vendors the purchase order comes into the picture when requesting goods in the desired quantity. In today’s world where everything is digital, we are providing the same facility through eZee software. Here the store manager creates a purchase order, the very next moment, it will be sent over email to the vendor as well requesting goods. The process will be fast, paperless, and smooth.

To send the purchase orders to the various vendors, some one-time configuration steps are important and listed below.

Path: Configuration and setup will be done from the eZee Optimus back end.

User privileges required: 1. In the Back office section access to Account, access to Email/SMS Providers, access to Setting, access to Email/SMS template. 2. In the Configuration section, Access to Back office. 3. In the front office section, Access to Purchase order

Some steps of configuration are a must to shoot an email to the vendor with the Purchase order as below:

Step 1: SMTP (Simple Mail Transfer Protocol) should be enabled to send secure emails from the eZee Optimus.

Step 2: The email address of the sender (Hotelier or Manager email address) should be added to the section Email/SMS providers and it should be verified through AWS (Amazon Web Services).

Step 3:Add the Email address of the sender

On Save, It will notify for email verification

Step-4: Email address will be added with Verification status as “Pending”

Step 5: Login to an Email account to verify the email address of the sender

Step 6: Click on the link to verify the email address

Step 7: Verification process completed

Step 8: Status update as “verified”

Step-9: Supplier email address should be added to the profile to receive an email

Step-10: Template should be configured for the Purchase order

Step 11: At the store/Outlet level we need to select the verified email address with the purchase order template

Step 12: Approval for Purchase order should be check-marked

If the above setting is active, Then and then only the Email button will appear in the PO list from where the user can manually send the PO.

Operation:

Step-1: Go to eZee Optimus inventory management, Create the Purchase order, and Save. Select the purchase order by tick mark, and click on the Email button to shoot an email to the vendor.

The vendor will receive the Purchase order as below.

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