Send Messages Through a Purchase Order

Open the purchase order's messages

Send questions, updates, and files from the purchase order they belong to. You can return to the conversation on that order later.

To open your purchase orders, go to Stock Control > Purchase Orders in the top navigation bar, or click Purchase Orders on your dashboard. This example uses PO0001 for North Pine Apparel.

1. Double-click the purchase order you want to open.

   

   The purchase order details open in a drawer on the right side of the screen.

2. Click the Message icon.

   

   The message button is the speech-bubble icon in the header at the top right of the drawer. Hovering over it displays the tooltip Message.

Vendor Message opens for that purchase order.

Choose the email recipients

The names beside Sent To are the vendor contacts who will receive your email. If they are already correct, continue to Write and send your message.

1. Click the pencil beside Sent To.

   

2. Select the contacts who should receive the email.

   

   Vendor contacts come from the vendor profile in Stock Control > Vendors.

3. Close Email Recipients.

   

   Click the X button in the top right corner. YoPrint saves your contact selections automatically when you close the window.

Check that the intended names appear beside Sent To before sending.

Write and send your message

1. Type your message in the text box.

   

   Attach files or use templates before sending

   If you want to include a file, follow Attach a file before clicking Send.

   For wording you use regularly, see Create and use a message template. You can manage templates in Settings > Templates.

2. Click Send.

   

The message appears below the composer. Your vendor receives an email and can reply directly to it from their email client. YoPrint logs incoming replies into the purchase order's conversation thread so your team can track all vendor communication in one place.

Attach a file

Attach files to your message before sending it to the vendor.

1. Click Attach Files below your message.

   

2. Choose your files through Select Files to Upload. You can also drag files into this area.

   

3. Click Upload once the file list shows Upload Success.

   

   Upload Success confirms that your file transferred. Clicking Upload attaches the file to your draft message.

The attachment appears below your message. When you are ready, return to Write and send your message and click Send.

Review the conversation

Reopen Vendor Message on the purchase order to return to its conversation. Messages appear below the composer; scroll down if needed.

1. Click See full message beneath the message you want to read.

   

Full Message shows the original email. The vendor email includes View Purchase Order, which opens the purchase order's shareable page.

A message appearing in the conversation does not by itself mean it reached the recipient. To check delivery progress (such as Sending or Delivered), go to Sales > Messages. See Message delivery status for delivery results and troubleshooting.

Share the purchase order link

Start on the opened purchase order drawer, with the message window closed.

1. Click View Link under Shareable Link.

   

   You can find Shareable Link in the left metadata column of the purchase order drawer.

The purchase order opens in a new browser tab. The page's web address is the shareable link. You can send that address to your vendor through your usual email or messaging app.

Your vendor can view the purchase order online without a YoPrint account. The page is a read-only document for your vendor's reference. The page includes order details, any files attached to the purchase order, and Print PDF.

Find files on the shared page

When files are attached to the purchase order, a notice appears at the top of the shared page.

1. Click There are downloadable files attached to this purchase order.

   

2. Click the download icon beside the file you want in Downloadable Files.

   

Files attached only to an email message are sent with that email and do not appear on the shareable page. To make documents (such as artwork proofs or purchase agreements) available on the shareable page, upload them to the Files tab on the purchase order drawer.

Open a PDF copy

Start at the top of the purchase order's shared page.

1. Click Print PDF.

   

The PDF opens in your browser, where you can save or print a copy.