Sending the PO

When you send a PO, Logistified transitions it to Sent. There are two ways to do that — via Logistified (email + PDF) or manually (status change only). This page covers both paths, what gets emailed, the delivery-status callback, resending, prerequisites, and how supplier confirmation flows back in.

The Send button — two paths

From a Draft PO, click Send to Supplier on the status stepper or action bar. A dialog opens with two options:

Send via Logistified. Generates the PO PDF, queues a supplier email with the PDF attached, moves the PO to Sent, stamps the Sent date, logs the action. This option is greyed out if email sending isn’t configured — the dialog tells you what’s missing and offers a deep-link to fix it. A supplier email address is no longer required to open the dialog: you can type recipients by hand, or set default email recipients on the supplier so the To/CC fields pre-fill automatically.
Mark as Sent (Manual). Flips the status to Sent without sending email. The PDF is still generated on demand from the actions menu; the supplier just doesn’t get it automatically. Use this when you’ve already placed the order out of band (phone, supplier portal, in person) and want Logistified to track it from here on. This manual path does not require a supplier email address.

Both options move the PO to Sent — the difference is whether an email goes out.

What gets emailed (Send via Logistified)

Three pieces:

Subject — from the configured email template (Settings → Purchase Orders → Email Templates).
Body — from the same template. Supports placeholders like supplier name, PO number, your shop name. You can override the template per supplier.
Attachment — the supplier-facing PDF (PO number, addresses, line items, totals, payment terms). The PDF layout comes from the export template linked to the email template — pick a column set, date-field mapping and labels, your logo, etc. via Settings → Purchase Orders → Export.

The To and CC fields accept multiple addresses — add or remove recipients as chips before sending. To pre-fills from the supplier’s default email recipients if any are set, falling back to the supplier’s Email field otherwise; CC pre-fills from the email template’s CC list plus the supplier’s default CC recipients. When you resend, the To field remembers the recipients from the previous send instead of re-seeding from the supplier.

If a supplier has more default To recipients than fit next to its email address, the Supplier & Location card on the PO detail page shows a “+N default recipients” hint — hover it to see the full list before you open the send dialog.

Supplier instructions

Supplier instructions is a free-text note that travels with the whole PO — your message to the supplier about the order as a whole (delivery requirements, packaging, where to call on arrival). It’s a single PO-level field, distinct from the per-line Notes column on the line-item table.

Where to edit — open the PO → Notes & Activity Log tab → Supplier Instructions. Type your note and click Save instructions. Unlike the rest of the PO, this field stays editable even after the PO reaches a terminal status (Completed or Cancelled) — useful for adding a final note (e.g. “receipt attached”) after the order is closed.
Filled automatically on import — when you create a PO from a CSV / XLSX or Stocky import, free-form fields the file carries (such as the raw shipping method and shipping terms) are captured here as plain text, one line each.
On the PDF — supplier instructions print on the supplier-facing PDF only when the linked export template has Include supplier instructions turned on. It’s off by default, so existing templates are unchanged until you enable it. See Exports → Custom column sets and export templates.

Email delivery status

After sending, the Emails card on the PO detail page shows the email’s delivery status. Possible states:

Queued — accepted by Logistified, about to be sent.
Sent — handed to the email provider.
Delivered — the recipient’s server accepted it.
Bounced — the recipient’s server rejected it.
Failed — never accepted.

The status updates automatically as the provider reports back — usually within a minute or two of sending.

Resending

Resending is done from the PO’s Actions dropdown — look for Re-Send Email. It’s available in every non-Draft, non-terminal status: Sent, Partially Confirmed, Confirmed, In Progress, Partially Received, Received, On Hold, Disputed. Each resend logs a new row in the Emails card; the PO doesn’t change status.

The Emails card itself is read-only — it shows the delivery history but doesn’t have its own resend button.

What you must have set up

For Send via Logistified to be available, email sending must be configured. If it isn’t, the option is greyed out and the dialog tells you what to fix.

Settings → Email Sending — fully configured. The dialog checks that you have:
- An email prefix (this provisions your [email protected] sender address),
- At least one reply-to address, and
- A sender name set. Without all three, no PO can email. Configure once per shop.
PO email template configured. Sensible defaults ship; customise via Settings → Purchase Orders → Email Templates.

A supplier email address is no longer a prerequisite — if the supplier has no email or default recipients set, the To field opens empty and you type an address by hand. Sending is blocked inline until every address in the To and CC fields is valid.

Mark as Sent (Manual) does not require a supplier or supplier email address. It still follows the normal PO checks, such as being in a sendable status and having the required destination/location details for inventory tracking. Use it when you don’t have email sending wired up yet, or when the order was placed outside Logistified.

Supplier confirmation paths

After the PO is Sent, you need to record the supplier’s confirmation so the system can move toward Confirmed. Two paths exist today:

Manual confirmation (per-line, partial allowed). Open the line-item confirmation dialog from the actions menu. Enter the confirmed quantity per line — including zero for refusals (those go into the rejected column). The PO moves to Partially Confirmed automatically when the first line flips, and to Confirmed when the last one does. You can also record per-line cancellations from here.
Quick Confirm all items. A one-click action in the actions menu that confirms every outstanding line at its ordered quantity. Useful when the supplier confirmed everything verbally and you don’t need to record line-by-line detail.