Purchase

Email a Purchase PDF to a Supplier

Email supplier generates the current purchase PDF at send time and passes it through the configured mail transport. A typed address overrides the supplier email for this message only; sending does not edit the supplier, purchase, payment or stock.

Menu path: Purchase -> Purchases -> open purchase -> More -> Email supplier
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

demo.posnic.io purchase document More menu and Email purchase order dialog captured 2026-09-08, frontend/static/script/js/modules/js/receiving_add.js current renderPurchaseDoc, frontend/static/script/js/modules/js/receiving_view.js receivingPdf and emailToSupplier, api/src/controllers/receivings.controller.js emailToSupplier and generateReceivingPDF, api/src/routes/receivings.routes.js POST /receivings/emailToSupplier

Live Posnic purchase document with More menu open and Email supplier action visible — **Open Email supplier from the purchase**The current purchase More menu keeps document output actions together: Print, Download PDF and Email supplier.

Live Posnic Email purchase order dialog with optional supplier email address field — **Choose the recipient deliberately**Leave the field empty to use the supplier's saved address, or type a checked address for this send only.

Posnic report email and SMTP settings used to configure outgoing mail — **Outgoing mail must be configured**Use the email and SMTP settings chapter when the server reports that email is not configured.

Know Exactly What Will Be Sent

Part	Current behavior	Operator check
Attachment	Posnic generates the current purchase document as a PDF when Send is selected.	Check the purchase number, supplier, lines and total before opening the email dialog.
Filename	The attachment uses the purchase order number followed by .pdf.	Make sure the order number identifies the intended supplier transaction.
Subject	The current interface supplies a default subject containing the purchase number and shop name.	The dialog does not expose subject editing; correct shop identity before sending.
Message	The standard message identifies the purchase, item count and order value and asks the supplier to confirm availability or delivery.	Add separate context through your normal communication channel when the supplier needs special instructions.
Sender	Posnic uses the mail transport resolved for the shop or platform.	Configure and test outgoing email before relying on it operationally.
Purchase state	Email is a document-output action and does not change status, stock, tax or payment.	Receive, return, void and payment work remain separate controlled actions.

Choose the Recipient

What you enter	Where Posnic sends	What is saved
Leave the field empty	The supplier email stored on the current supplier record.	Nothing changes.
Type a valid email address	The typed address instead of the saved supplier address.	The override applies only to this send; it is not written back to the supplier.
Leave empty when the supplier has no valid email	Nowhere. Posnic rejects the request with a missing-address message.	Add or correct the supplier email, or reopen the dialog and type a checked address.
Type an invalid address	Nowhere. Posnic validates the address before sending.	Correct the typo and submit again only after rechecking the purchase.

Pre-Send Checklist

Open Purchase -> Purchases and select the exact document by purchase number and supplier.
Confirm the purchase status and review every visible line, quantity, tax and total against the approved order or invoice.
Confirm the supplier name and saved email in Purchase -> Supplier List when you plan to leave the recipient field empty.
Decide whether the saved supplier address or a one-time recipient is appropriate. Treat a typed address as sensitive business data.
Check that your user has Purchase / Receiving Write access; the server rejects the send without it.
For the first live send from a shop, verify outgoing email or SMTP configuration with an administrator.
Do not use the public demo for real supplier addresses or confidential purchase documents.

Send the Purchase PDF

With the verified purchase open, select More -> Email supplier.
Read the Email purchase order dialog before entering anything.
Leave the field empty to use the saved supplier email, or type the complete one-time address and check its spelling and domain.
Select Send once and wait for the server response; PDF generation and the mail provider can take a moment.
Look for Purchase order emailed to supplier before treating the submission as accepted.
Keep the purchase number in your follow-up record and confirm receipt through your normal supplier process when the order is time-sensitive.
If Posnic reports an error, do not repeatedly click Send. Use the troubleshooting table and correct the cause first.

What Sending Does Not Do

It does not save a typed recipient to the supplier record.
It does not change Open, Partial, Received or Cancelled status.
It does not receive goods, increase stock, create an inventory log or update item cost.
It does not return goods or reverse a receiving movement.
It does not record or settle supplier payment.
It does not let the current operator customize the subject or body in this dialog.
A success response means Posnic's configured transport accepted the send request; use supplier confirmation for delivery-critical orders.

Outgoing Email Setup

Ask an administrator to open the report email and SMTP settings documented under Settings.
Enter only approved sender credentials and keep passwords or app passwords out of screenshots, tickets and chat messages.
Confirm the From identity belongs to the shop and that supplier replies reach a monitored mailbox.
Send a controlled test to an address owned by the business before emailing a supplier.
Verify the received PDF opens, displays the correct shop identity and is not routed to spam.
When the server says email is not configured, fix the mail transport; generating or downloading the PDF is not proof that email was sent.

Troubleshooting

Message or symptom	Likely cause	Controlled response
The supplier has no email address - add one on the supplier, or type an address	The dialog was left empty and the supplier record has no valid email.	Add and verify the supplier email or enter a checked one-time recipient.
Email is not configured on this server - the PDF was generated but not sent	The resolved mail transport is a development or unconfigured transport.	Configure approved outgoing email, then retry from the verified purchase. Do not report the PDF as emailed.
Unauthorized	The signed-in user lacks Purchase / Receiving Write permission.	Have an administrator review the employee role; do not share an administrator login.
Receiving not found or Branch not found	The document is stale, removed, belongs to another tenant context or its branch cannot be resolved.	Return to Purchases, refresh once, reselect by purchase number and escalate if it remains missing.
Provider or server error	SMTP credentials, sender policy, network connectivity, attachment processing or provider rejection failed.	Record the time and purchase number, preserve the exact message and ask the administrator to inspect mail-service logs.
Supplier says nothing arrived	Delivery may be delayed, filtered, bounced or sent to the wrong address.	Verify the recipient, ask the supplier to check spam and have an administrator check provider delivery or bounce records before resending.
Sent to the wrong address	A saved or typed recipient was not checked.	Notify the responsible manager immediately, follow the business privacy procedure and correct the supplier record before any resend.
Need a copy without sending	Email is unnecessary or transport is unavailable.	Use More -> Download PDF and transfer it only through an approved business channel.