Auto PO Creation & Email
Automate direct delivery order processing by validating suppliers, creating purchase orders, adding delivery details, emailing suppliers, and moving orders through workflow stages.
Overview
The RIS-SM-2283 – Auto PO Creation & Email macro streamlines direct delivery workflows by automatically generating purchase orders, sending them to suppliers, and updating order status.
Use this macro for direct delivery orders to ensure fast supplier communication and eliminate manual PO handling.
Purpose
This macro:
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Validates supplier consistency across items
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Creates purchase orders automatically
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Adds delivery and customer details to PO
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Sends PO to supplier via email
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Moves orders to appropriate workflow folders
👉 In short:
Validate → create PO → add details → email → move order.
When It Runs
Typically executed:
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After order import
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For direct delivery orders
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Before supplier fulfillment
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During PO automation workflows
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When supplier-based dispatch is required
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Manually or via automation
Parameters
Email template used to send purchase orders to suppliers.
Simple Explanation
The macro processes direct delivery orders, validates suppliers, creates purchase orders with delivery details, emails them to suppliers, and updates order workflow status.
Step-by-Step Flow
Start Macro
Log execution start and initialize configuration.
Fetch Locations
Retrieve Direct Delivery warehouse/location.
Get Open Orders
Fetch all open orders for the selected location.
Filter Orders
Process only orders in the Direct Deliveries folder.
Loop Through Orders
Process each order individually.
Validate Suppliers
Ensure:
If validation fails → move to Manual Check folder.
Check Existing PO
If purchase order already exists → skip creation.
Create Purchase Order
Generate PO with:
Add Shipping Details to PO
Copy customer name, address, and contact details into PO notes.
Add Order Items
Add all items to PO:
Add Delivery SKU
Add additional SKU "Direct" using supplier cost.
Set PO Status
Set purchase order status to OPEN.
Send Email to Supplier
Send PO using configured email template:
If email fails → move order to Manual Check folder.
Move Processed Order
Remove from Direct Deliveries folder and move to PO Sent to Supplier.
Logging
Log processing steps, PO creation, email status, and errors.
Final Result
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Purchase orders created automatically
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Suppliers receive PO via email
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Orders moved to processed folder
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Failed orders routed for manual review
Usefulness
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Full Automation – Eliminates manual PO creation
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Supplier Accuracy – Ensures single supplier per order
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Faster Processing – Instant PO generation and email
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Error Handling – Routes problematic orders for review
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Clean Workflow – Uses folders for tracking progress
Example Scenario
Key Insight
This macro follows a structured flow:
Validate Order → Check Supplier → Create PO → Send Email → Move Order.
It prevents wrong supplier assignment, duplicate PO creation, manual errors, missed communication, and unprocessed orders.
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