Send a purchase order to your supplier

You can email a purchase order to your supplier straight from Shelfcast, or print it and save it as a PDF to send however you like.

Email it

1. Open the purchase order and press Send to supplier.
2. Check the Send purchase order form:
   • To — filled in with the supplier’s email address. Required.
   • CC — filled in with the supplier’s CC emails. Separate addresses with commas, up to 10.
   • Subject and Message — filled in from your template, with this order’s details already in place. Change them for this order if you like.
   • Also mark as ordered — on drafts only, and ticked by default. Leave it ticked to place the order as you send it.
3. Press Send.

You’ll see “Purchase order emailed to [address]”, and the order’s Details show when it was emailed.

You can send an order as many times as you need — if the supplier lost it, say — at any status except Cancelled.

The supplier needs an email address

If the supplier has no email address, the form says “[Supplier] has no email address. Add one to send purchase orders from Shelfcast.” Add it on the supplier’s page, then send again. → Add your suppliers

What your supplier receives

• Your message.
• A table of what you’re ordering: each product, its supplier SKU (or your SKU if there isn’t one) and the quantity. The email itself doesn’t show prices.
• Where and when: the destination’s name and address, and the expected date.
• A View purchase order button that opens the full order, with costs and totals, ready to print or save as a PDF. The link works for 60 days.
• A CSV file named after the order, such as PO-1001.csv, with the columns SKU, Supplier SKU, Product, Quantity and Cost — handy for suppliers who key orders into their own system.

The email shows your store’s name as the sender, and replies go to your store’s email address in Shopify, not to Shelfcast.

Your email template

Set the subject and message every order starts with in Settings → Supplier email. Leave either one blank to use the default.

The default subject is:

Purchase order :number from :shop

The default message is:

Hi :contact,

Please find our purchase order :number below. We would like it delivered by :expected.

Let us know if anything is out of stock or will be late.

Thanks,
:shop

These placeholders are filled in for each order:

Placeholder	Becomes
:number	The purchase order number.
:supplier	The supplier’s name.
:contact	The supplier’s contact name, or their name if there’s no contact.
:shop	Your store’s name.
:expected	The expected date, or “as soon as possible” if there isn’t one.

Print it or save it as a PDF

Press Print or save PDF on the order. A printable copy opens in a new tab; press Print or save as PDF to open your browser’s print dialog, and choose a printer or Save as PDF. Shelfcast doesn’t create a PDF file itself — your browser does.

The printable order shows:

• the order number, your store’s name, and the ordered and expected dates;
• your supplier reference;
• Supplier: the supplier’s name, contact, address, email and phone;
• Deliver to: the destination’s name and address;
• Bill to: your store’s name and email;
• each product with its supplier SKU, your SKU, quantity, cost and total;
• the subtotal, each additional cost (discounts shown as negative) and the total, in the order’s currency;
• your Notes to supplier, and the Terms from Settings → Purchase orders.

It doesn’t show the order’s status, a logo, or the supplier’s payment terms and minimum order value. To print payment terms on every order, add them under Terms printed on purchase orders in Settings → Purchase orders.

The tab you open from Shelfcast works for an hour. After that, open it again from the order.

If the supplier says it didn’t arrive

Check the Email on the supplier’s page, and ask them to look in their spam folder. Shelfcast can’t see whether an email was delivered or opened. Sending again is always fine, or print the order and send it yourself.