How to Send a Purchase Order (PO) to Your Supplier in Luminous

Sending purchase orders to suppliers in Luminous is simple and efficient. This guide provides step-by-step instructions for exporting POs as PDFs or sending them directly via email.

Step 1. Access the Purchase Orders Page

1. Navigate to the Inventory section.
2. Select Purchase Orders to view your list of active POs.

Step 2. Export the PO to PDF

1. Locate the desired PO in the list.
2. Click the three dots next to the PO.
3. Select Export to PDF.
   • The PDF will include your company logo and all necessary details for the supplier.
4. Save the PDF to your computer.
5. Attach the PDF to an email and customize the message for your supplier before sending it.

Step 3. Send the PO Directly via Email

1. Click the three dots next to the PO.
2. Select Send to Contacts via Email.
   • The email will be sent to the supplier contacts stored in Luminous.

Step 4. Manage Supplier Contact Details

1. Go to Manage > Suppliers.
2. Edit an existing supplier to view or update their contact details:
   • Add or modify email addresses to ensure the PO is sent to the correct recipient.

Step 5. Customize the PO Email Template

1. Navigate to System Settings (bottom left corner).
2. Click on Purchase Order Settings.
3. Locate the Purchase Order Email Content section:
   • Add or update the default message that will be sent with the PO.
   • Include any specific instructions or details for the supplier.
4. Save your changes.

Key Features

• PDF Export: Ideal for attaching POs to custom emails.
• Direct Emailing: Simplifies the process by sending POs directly to supplier contacts stored in Luminous.
• Customizable Email Templates: Ensure consistency and professionalism in communication with suppliers.

Key Takeaways

• There are two ways to send a PO: Export to PDF and attach it to your own email, or Send to Contacts via Email straight from Luminous.
• The PDF includes your logo and the details your supplier needs to fill the order.
• Emails go to the contacts saved on the supplier under Manage > Suppliers, so keep those up to date.
• The default email message is set in System Settings > Purchase Order Settings > Purchase Order Email Content.

PDF or Direct Email: Which to Use?

Export to PDF works best when you want to write a personal note, copy in other people, or send the PO through a channel other than email, such as a supplier portal or messaging app.

Send to Contacts via Email works best for routine POs. It's faster, uses your standard message every time, and goes straight to the supplier contacts already saved in Luminous, so nobody has to look up an email address.

Before You Send: Checklist

• Quantities and SKUs match what you intend to order, including case packs or minimum order quantities.
• Unit costs match the supplier's latest quote or price list.
• The expected arrival date and ship-to warehouse are correct, so receiving knows what's coming.
• The supplier contacts are current, especially if you're using Send to Contacts via Email.
• Any approvals your team requires have been completed.

What to Include in Your PO Email Template

A clear standard message saves back-and-forth with suppliers. Consider including:

• A short request to confirm receipt of the PO and the expected ship date.
• Your shipping or delivery instructions, such as receiving hours or labeling requirements.
• Who to contact with questions about quantities, pricing or lead times.
• A reminder to reference the PO number on invoices, packing lists and shipments.

Common Questions

Where does the PO email get sent? To the contacts stored on that supplier. Go to Manage > Suppliers and edit the supplier to check or update them.

Can I change what the email says? Yes. Update the Purchase Order Email Content in System Settings > Purchase Order Settings.

Can I change how the PO looks when exported? See How to Set Up Purchase Order (PO) Export Templates in Luminous. To keep supplier files with the PO, see How to Store Files and Information Within a Purchase Order. For sign-off before POs go out, see How to Set Up Purchase Order Approval Flows in Luminous.

By following these steps, you can streamline the process of sending purchase orders to your suppliers, whether by email or as a PDF attachment.