Sending the PO

When you send a PO, Logistified transitions it to Sent. There are two ways to do that — via Logistified (email + PDF) or manually (status change only). This page covers both paths, what gets emailed, the delivery-status callback, resending, prerequisites, and how supplier confirmation flows back in.

The Send button — two paths

From a Draft PO, click Send to Supplier in the action bar at the top of the page (the progress stepper beside it is a read-only indicator). A dialog opens with two options:

Send via Logistified. Generates the PO PDF, queues a supplier email with the PDF attached, moves the PO to Sent, stamps the Sent date, logs the action. This option is greyed out if email sending isn’t configured — the dialog tells you what’s missing and offers a deep-link to fix it. A supplier email address is no longer required to open the dialog: you can type recipients by hand, or set default email recipients on the supplier so the To/CC fields pre-fill automatically.
Mark as Sent (Manual). Flips the status to Sent without sending email. The PDF is still generated on demand from the actions menu; the supplier just doesn’t get it automatically. Use this when you’ve already placed the order out of band (phone, supplier portal, in person) and want Logistified to track it from here on. This manual path does not require a supplier email address.

Both options move the PO to Sent — the difference is whether an email goes out.

What gets emailed (Send via Logistified)

Three pieces:

Subject — from the configured email template (Settings → Purchase Orders → Email Templates).
Body — from the same template. Supports placeholders like supplier name, PO number, your shop name. You can override the template per supplier.
Attachment — the supplier-facing PDF (PO number, addresses, line items, totals, payment terms). The PDF layout comes from the export template linked to the email template — pick a column set, date-field mapping and labels, your logo, etc. via Settings → Purchase Orders → Export.

The To and CC fields accept multiple addresses — add or remove recipients as chips before sending. To pre-fills in this order: the recipients of the previous send (when you resend), then the per-order supplier address’s email if this PO carries a custom supplier address, then the supplier’s default email recipients, then the supplier’s Email field; CC pre-fills from the email template’s CC list plus the supplier’s default CC recipients.

If a supplier has default To recipients beyond the single address shown, the Supplier & Location card on the PO detail page shows a “+N default recipients” hint — hover it to see the full list before you open the send dialog.

Supplier instructions

Supplier instructions is a free-text note that travels with the whole PO — your message to the supplier about the order as a whole (delivery requirements, packaging, where to call on arrival). It’s a single PO-level field, distinct from the per-line Notes column on the line-item table.

Where to edit — open the PO → Notes & Activity Log tab → Supplier Instructions. Type your note and click Save instructions. Unlike the rest of the PO, this field stays editable even after the PO reaches a terminal status (Completed or Cancelled) — useful for adding a final note (e.g. “receipt attached”) after the order is closed.
Filled automatically on import — when you create a PO from a CSV / XLSX or Stocky import, free-form fields the file carries (such as the raw shipping method and shipping terms) are captured here as plain text, one line each.
On the PDF — supplier instructions print on the supplier-facing PDF only when the linked export template has Include supplier instructions turned on. It’s off by default, so existing templates are unchanged until you enable it. See Exports → Custom column sets and export templates.

Email delivery status

After sending, the Email History card on the PO detail page (Documents tab) shows the email’s delivery status. Possible states:

Queued — accepted by Logistified, about to be sent.
Sent — handed to the email provider.
Delivered — the recipient’s server accepted it.
Delayed — delivery is temporarily delayed; the provider retries automatically.
Bounced — the recipient’s server rejected it.
Spam Report — the recipient marked the email as spam; future emails to that address may be blocked.
Failed — never accepted.

The status updates automatically as the provider reports back — usually within a minute or two of sending.

Resending

Resending is done from the PO’s Actions dropdown — look for Re-Send Email. It’s available in every non-Draft, non-terminal status: Sent, Partially Confirmed, Confirmed, In Progress, Partially Received, Received, On Hold, Disputed. Each resend logs a new row in the Email History card; the PO doesn’t change status.

The Email History card itself is read-only — it shows the delivery history but doesn’t have its own resend button.

What you must have set up

For Send via Logistified to be available, email sending must be configured. If it isn’t, the option is greyed out and the dialog tells you what to fix.

Settings → Email Sending — fully configured. The dialog checks that you have:
- An email prefix (this provisions your prefix@logistified.app sender address),
- At least one reply-to address, and
- A sender name set. Without all three, no PO can email. Configure once per shop.
PO email template configured. Sensible defaults ship; customise via Settings → Purchase Orders → Email Templates.
An export template linked to that email template. The send dialog builds the PDF attachment from it, and blocks sending with “No export template assigned to email template” if the selected email template has none. A blank subject blocks sending too.

A supplier email address is no longer a prerequisite — if the supplier has no email or default recipients set, the To field opens empty and you type an address by hand. Sending is blocked inline until every address in the To and CC fields is valid.

Mark as Sent (Manual) does not require a supplier or supplier email address. It still follows the normal PO checks, such as being in a sendable status and having the required destination/location details for inventory tracking. Use it when you don’t have email sending wired up yet, or when the order was placed outside Logistified.

Supplier confirmation paths

After the PO is Sent, you need to record the supplier’s confirmation so the system can move toward Confirmed. Two paths exist today:

Confirm Manually (per-line, partial allowed). Open the line-item confirmation dialog from the Actions menu under Confirm Items. Enter the confirmed quantity per line, or untick a line to record it as unconfirmed (its confirmed quantity goes back to zero). The PO moves to Partially Confirmed automatically when the first line flips, and to Confirmed when the last one does. The dialog records confirmed quantities only — rejected and cancelled quantities are entered later, from the receive dialog or Bulk Edit, once the PO reaches In Progress.
Quick Confirm. A one-click action in the Actions menu under Confirm Items that confirms every line at its full ordered quantity — including lines you had already confirmed short, whose confirmed quantity is raised back to ordered — and moves the PO straight to In Progress. Useful when the supplier confirmed everything verbally and you don’t need to record line-by-line detail.

Searching, sorting, and grouping the Confirm Items dialog

On a PO with many lines, the Confirm Items dialog can be searched, sorted, and grouped by vendor — the same controls as the receive dialog:

Search — type a product title, variant title, or SKU into the search box. A count beside it reads Showing 3 of 12 items while a search narrows the list (just 12 items otherwise).
Group by — a dropdown next to the search box, offering None or Vendor. Each vendor gets its own header row with the vendor name and how many visible items it holds; lines with no vendor on record land in a No vendor group at the end. Groups always list alphabetically, and whatever sort is active still applies to the rows inside each group.
Sort — click Product, SKU, or Ordered to sort ascending, click again for descending, and a third time to drop the sort and return to the order’s own line-item order. Product can be read as Product title or Variant title — use the small arrow next to the header to choose. The Confirmed and Qty columns aren’t sortable — they’re the checkbox and quantity you’re actively filling in, not fixed data.
Search, sort, and grouping reset each time the dialog opens — to whatever you’ve saved under Preferences → Dialog group and sort defaults, or to the order’s own line-item order if you haven’t set one.

Search, sort, and grouping only change what’s visible — every line’s entered confirmation still saves, whether or not a search or group is currently hiding it.