Purchase Orders - Include document attachments when emailing to supplier
Ability to include an attachment with an emailed Purchase Order
Purpose: Because there may be additional specifications or plans that need to be sent to the supplier through PO
Hi everyone, we thank you for your support on the idea here. We understand the needs of being able to attach documents when sending Purchase Orders, however we want to be transparent that this is not planned work at this time.
To begin, purchase orders need an update and this will be a focus for the team before enhancements like this can be considered. We will keep you updated of any related changes, here.
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Liz Timms commented
Totally with @Dean Jenkins on this one...
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Dean Jenkins commented
I'd like to add to the stated Purpose for the idea here - it's not just additional specifications that may need to be sent, it's the actual orders. Xero is not order processing software, nor should it be. It does accounting. Orders are generated by all sorts of other software and the product database needs to be integral to those systems, not the accounting software. Otherwise you're faced with running duplicate product databases, which never works.
However, as has already been pointed out here, you need to send the order and the Purchase Order from Xero together, otherwise the functional and legal integrity is lost.
You don't have to be a techie to know that there is a real block in Xero thinking here. Attaching the document to the PO is already there, as is the ability to send the PO - it makes no sense not to be able to send the PO with the attachment it already has. Just like you can for an Invoice.
I'm sure the tech department could sort this in 5 minutes. It's obviously a question of management will.
Re the response from Xero (Kelly Munro, 13/3/23):
To say that the team is focussed on updating Purchase Orders, but not doing this easy, urgent and hugely requested update, is completely nonsensical.That response is over a year old now. Please can someone from Xero come up with something positive to say about this.
Thank you.
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Michael van Zwanenberg commented
Kelly, What sort of timeframe is this update?
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Vicki Seivwright commented
Its a shame this is not going to be done anytime soon it really makes purchase orders useless. :(
Reading all past comments it is hard to believe that something hasn't been done about this before as it looks like we all find it a critical part of purchase orders. -
Nicole Neale commented
Couldn't agree more Sunny Gill!
People (Your paying customer base) have been requesting this for YEARS!!!!
Unfortunately, Xero don't seem to care about their current customers, they just want to make it look pretty to attract more customers. The new customers will inevitably be unhappy with the product once they find out all the basic accounting features it should have, are non-existent and there are no plans to fix the inadequacies.
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Sunny Gill commented
People (Your paying customer base) have been requesting this for YEARS!!!!
You charge so much money every month for your subscriptions - why can't you just pull your finger out and fix this CRITICAL issue?
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Ana Ward commented
We have been an early adopter of Xero in 2016 and have been waiting to be able to attach and email documents with our Purchase Orders since that date. We are a Meat Export Processing business and so the whole accounting system is based on Buyer Created Invoices (BCI's) and using the purchase order module is the only way we can produce these, but the added work to send documents separately is extremely detrimental to the whole Xero experience.
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Ashley Harbert commented
This is a critical Addition to the purchase order element.
If you are unable to send drawings or specifications with a purchase order, it brings into question issues arising of production errors in the case of a dispute. You need to prove, the order and drawings/Spec were clear at the time of order. They have to be clear and evident on the same documentation to ensure they are a legally binding document. This is only proven if the purchase order and its contents and attachments are clearly together in one email. This has massive legal implication. DONT IGNORE THIS> -
Kat McFearin commented
I agree with the other comments here. I need to send attachments to the 400 plus vendors I work with each month. I went to another service because I couldn't get the things I need from Xero. Don't get me wrong, I love most of what Xero has to offer, but this is something that causes hours of extra work if I have to send the attachments to each one via email instead of the PO.
It's ridiculous that more than a year has passed and this still isn't done. Why can attachments send from almost every other transaction, but purchase orders aren't available?
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Chrissy Harley commented
Hi Kelly
when is it planned for xero to plan updating Purchase Orders? i agree with Craig Hess comment below. I'm no tech expert but i do understand that this is a fairly easy process to obtain being able to attach a file to POs it affects me daily!!! and very frustrating.
thank you for your reply on this..... -
Craig Hess commented
It is with deep-seated frustration and disappointment over the recurring issue of delayed response and lack of progress concerning the redesigning of your Purchase Orders to enable the ability to include attachments when emailing, an extremely basic and simple operational element of your application (which is available in other systems of your software).
The recent response I received from you is disturbingly identical to the one I received years ago when I initially raised this concern. It is inconceivable and utterly unacceptable that a decade has elapsed without a tangible development in the scope of works for this element. In a domain as dynamic as technology, such delays are not only atypical but also alarming.
Moreover, there appears to be a presumption that your users, including us, are oblivious to the conspicuous lack of enhancements to this element over this extensive period. This grossly underestimates our knowledge, insight, and vigilance as users of your application. It is both disrespectful and dismissive.
We, as users and stakeholders of your application, are deeply invested in its growth and improvement, and we remain acutely aware of its evolution. We demand transparency and prompt updates on any developments that directly impact our user experience.
This situation is untenable and requires immediate and substantial corrective action. I insist on a swift and satisfactory resolution to this issue. Do not mistake our patience for passivity; we expect and deserve better.
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Tyler Bowers commented
When I am emailing purchase orders, the email does not include attachments like when sending sales invoices.
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Rob Scott commented
I for one think this should be a feature! We often have quotes from suppliers that would make sense to attach to our PO when we send it to the supplier as an order. Keeps it all nice and tidy.
Id like to know what the point of the upload a file in the current PO is if the system cant do anything with the file?
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Carolyn Murdoch commented
Hi Xero, I have a client that generates approx 40 purchase orders per month and needs to send attachments with all of them. Can you please put this on your radar to provide this as a feature.
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Karen Giles commented
My client is a retail building supply store that sends purchase orders to suppliers and needs to provide plans, dimensions, and architect drawing details.
Purchase orders are sent via Xero, but we need to send the additional information separate and this information can get lost.
To be able to submit this information with the purchase order would eliminate this issue. -
Chrissy Harley commented
Thank you for the update Kelly.
I do about 20 + POs a week and more, so for myself this would be very helpful so as not to have to copy and paste onto a new separate email the information attached on our xero PO. As we already have to save as a bill and edit the dates... a very time consuming process, when all the information is sitting in xero. -
Lisa Pizzardi commented
Hi Kelly
Thanks for the update - but is there any progress on the PO function update which hopefully include the ability to attach files when sending.
Would be awesome to be able to do the attachments to the purchase order.
As we do several RCTI's every month which is generated through the purchase order function and we need to attach files to these as well to support the RTCI. Would save so much time to be able to just send directly from Xero. As it is to create the PO for the RCTI and send it then turn it into a bill is enough without having to also download the RCTI, create an email and then attach the documents and send. Thanks Lisa -
Catherine Klemm commented
Hi there,
This is a critical feature that would save a lot of time and keep everything transparent. Many of our suppliers need additional specifications before they action a purchase order. It would help procurement when raising purchase orders to receive the order and ensure it is correct. It would also save time downloading the PO and sending a separate email with the attachments. -
Fiona McNamara commented
Being able to attach files to Purchase orders would be very beneficial for businesses to run more efficiently. Instead of suppliers receiving a PO then a separate email for other documents is not very productive.
Xero is a massive software program and its extremely disappointing that you are unable to include this feature especially when you are able to with Quotes etc. -
Perrie Hewitt commented
This seems like an issue that many would like resolved. It is possible to include attachments when you send out invoices and there is a section in PO to attach documents, so why not add the option to include those attachments when the PO is emailed out.
It is a bit frustrating that we have to let clients know this is not an option in Xero when other BK softwares have it enabled.