Sharing a Purchase Document
Send a purchase order or bill to a vendor, and control exactly what the PDF shows.
Every saved purchase document can be sent to the vendor by email or by link, and downloaded as a PDF or a spreadsheet. Purchase orders are the ones vendors most often need — a PO is the document that authorises them to ship.
Share
Navigate to: the document's detail page → More → Share.
The dialog opens with an email pre-filled and ready to edit:
| Field | Details |
|---|---|
| To | Pre-filled from the party record where one is stored. Validated before sending. |
| Cc | Optional, comma-separated. Each address is validated. |
| Subject | Pre-filled as the document type, number and your business name. Editable. |
| Message | A pre-written covering note, fully editable. |
Two ways to send:
- Send Email — delivers the message with the document attached.
- Copy link — puts a link on your clipboard, for pasting into a chat, a portal or a message of your own.
The share dialog pre-fills its recipient from the party record. Where a vendor has no email stored, the To field opens empty — fill it in, or add the address to the vendor first so future sends are pre-filled. See Creating a vendor.
Download
The Download button beside the primary action offers:
| Option | What you get |
|---|---|
| The document as your vendors see it, with your business logo. | |
| Excel | The line items as a spreadsheet, for analysis or re-import. |
| Customize PDF… | The same PDF with specific sections switched on or off, for this download only. |
Customize PDF
Eleven toggles, applied to a single download. They change nothing on the stored document and nothing about any future download.
| Group | Toggles |
|---|---|
| Branding | Business logo · Document number (footer) |
| Item columns | Quantity column · Rate column · Discount column · Tax column · Item numbers (#) |
| Content blocks | Subject line · Note · Payment details |
| Digital | QR code and live link |
This is how you send a purchase order that shows quantities but not rates, or a document with the note stripped out before it leaves the building.
When you print a GRN for the receiving bay, switch the Rate, Discount and Tax columns off. The receiver's job is to verify counts, and prices on the sheet invite an argument that belongs on the bill instead.
The Logo
Your business logo renders on every document PDF where one is configured. Businesses running multiple locations can set a logo per center, and a document belonging to that center uses it in place of the business logo.
Related
- Sending the order that authorises the shipment: Creating a purchase order.
- Where the vendor's email is stored: Creating a vendor.
- Telling a vendor which bills a payment covers: Payment advice.
- Sending a whole statement rather than one document: Vendor statements.