Easily send Purchase Orders (POs) and Requests for Quote (RFQs) directly from Katana to your suppliers via email. This ensures:
Your documents are always attached to the right emails.
Status tracking for sent documents is visible inside Katana.
All replies go to your chosen email inbox.
You can use this feature for both standard POs and outsourced purchase orders.
Sending order documents via Email
1. Open the purchase order (PO) or RFQ
Navigate to the PO card.
Click the email icon at the top-right corner.
2. Fill in the Email side panel
A side panel will open with pre-filled details:
Send to: Recipient email address (pulled from the Supplier card).
Add up to 10 addresses, separated by commas or by pressing Enter.Reply to: Where replies will go (defaults to your Katana login email).
Add up to 10 reply-to addresses.Subject: Auto-filled with a default subject (max 78 characters).
Email body: Auto-filled message body (max 30,000 characters).
Templates for Subject or Body are not yet available.
Add documents:
Click to attach PO/RFQ documents.
At least one document must be selected.
Document visibility is managed in Settings > Print Templates > Purchase Order templates.
Tip: To preview a document before sending, click the print icon at the top of the PO card.
Customizing print templates
You can customize attached documents using Katana’s PDF Editor, where you can modify:
Design layout
Data fields
Visual components (e.g. logos, barcodes, images)
Sending the Email
Click Send.
The email is sent from Katana’s delivery service address.
A Bcc is automatically sent to your own Katana login email.
Replies will be received at the address(es) listed in the “Reply to” field.
Email status tracking
You can see the email’s status via the icon on the PO card:
Status | Meaning |
Not sent  | No documents have been sent for this order |
Sending  | Email is being processed (can take several minutes) |
Failed  | Sending failed. Try sending the email again. |
Sent  | Email was successfully delivered to the supplier |
You can send documents multiple times by clicking the Email icon again.
Note: Only one PO email can be sent at a time. Bulk emailing is not supported at this time.
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