Purchase Order Automation Workflows

Automate supplier communication and keep your product pricing accurate when goods arrive.

Purchase Order Triggers

• Purchase Order Created - | Event | A purchase order is created.
• Purchase Order Received - | Event | A purchase order is marked received.
• Purchase Order Timer - | Timer (daily) | Runs daily over **open** POs (not cancelled, not fully received and invoiced).
• Purchase Order Invoiced - | Event | A purchase order is invoiced.
• Purchase Order Back Ordered - | Event | A purchase order is backordered.

Purchase Order Conditions

Common purchase order fields to filter on:

• Supplier, Status, Dates and Totals - on the purchase order, depending on what you want to target.
• PO Timer - useful for "still not received after N days" style chase-ups.

Purchase Order Actions

• Send Purchase Order Email - emails the PO (as a PDF) to the supplier or an internal contact.
• Update Product Pricing from PO - when goods are received at a different price than ordered, updates the affected products' default cost (to the actual price) and recalculates the sell price using a markup.

Automation Library Purchase Order Templates

There are no pre-built Library templates for purchase orders yet, but the triggers and actions above are fully available when you build your own workflow (Workflows → Add Workflow).

Example purchase order custom workflows:

• Email the supplier automatically when a PO is created - Purchase Order Created → Send Purchase Order Email.
• Keep product costs current on receipt - Purchase Order Received → Update Product Pricing from PO, so your margins stay accurate without manual price updates.

Purchase Order Workflow Tips

• The pricing update only changes products whose received/invoiced price differs from the ordered price, so it won't touch anything that arrived as expected.
• If you leave the markup blank or invalid, it falls back to 130%.