If you need to send a Purchase order (PO) or Request for quote (RFQ) document to a supplier, you can do this directly from Katana via email. Once the initial email has been sent, any replies will continue via the email Inbox that was added to the Reply to field.
Using this feature helps you to make sure that Purchase order documents are always attached to these emails and it also gives you an overview of which orders do and do not have documents sent (the also applies to Outsourced purchase order documents that are sent to suppliers).
How to email documents for orders
Navigate to a PO card.
Click on the Email icon at the top right corner.
A side panel will open which allows you to send order documents with pre-filled data.
Send to - This is for the recipient's email address where documents will be sent. You can add additional email addresses (up to 10) by using a comma between each address or by pressing "Enter" on your keyboard. By default, this is pre-filled with the email address from the Supplier card.
A blind carbon copy (Bcc) is sent by default to the Katana login email address of the sender.
Reply to - The email address where replies are sent to. This is pre-filled with the sender's login email address. You can add additional email addresses (up to 10) by using a comma between each address or by pressing "Enter" on your keyboard.
Subject - An auto-filled field with a default subject which can be edited. *Maximum length of 78 characters.
Email body - The body of the email, auto-filled with editable default text from Katana. *Maximum length of 30,000 characters.
Note: At the moment, Katana doesn't offer template creation for Subject and Body.
Add documents button - Opens a dropdown that lists all the document types that have been set visible under Settings screen > Print templates tab > Purchase order templates. To add one or more documents as email attachments, simply click on each one. *At least one document has to be added.
To customize print templates, Katana offers a flexible PDF Editor, which allows complete customization of design, data fields and special components (barcodes, images, logos). See how to create print templates.
Tip: To view a document preview, generate a PDF from the PO card top corner, but note that any changes made will not save when closing the document sending side panel.
The Email icon on the PO will show the status of the last sent documents.
You can send documents for a PO as many times as you need by following the same process of clicking on the Email icon.
Note: You can only send PO documents by email individually. Katana doesn't currently support bulk sending.