Automatically Send Drawings with Purchase Orders

Automatically Send Drawings with Purchase Orders

RedAnt can automatically attach drawing files to purchase order emails, ensuring suppliers receive the latest approved drawings alongside the purchase order PDF. This feature relies on drawing files being linked to the stock item and marked for inclusion on purchase orders.

Before You Start

Before using this feature, confirm the following:

  • The required files are attached to the correct Drawing/Register record.
  • The Drawing/Register record is linked to the stock item being ordered.
  • The files can be opened from the computer that will be sending the purchase order email.
  • The correct drawing revision and file format have been selected for the supplier.

Important: Drawing files must be configured before the purchase order line is created. Simply attaching a drawing to a job does not automatically include it with a purchase order.

Setting Up Drawing Files for Purchase Orders

To configure drawings for automatic attachment:

  1. Open the relevant Drawing/Register record.
  2. Select the Drawings file list.
  3. Locate the drawing file you want to send with purchase orders.
  4. Add the file if it has not already been attached.
  5. Tick the PO option against each file that should accompany purchase orders.
  6. Save your changes.

Once configured, any purchase order line created for the linked stock item can automatically include these drawings.

Creating and Emailing a Purchase Order

When creating a purchase order:

  1. Create a new purchase order and add a line using the associated Stock ID.
  2. Save the line.

RedAnt will automatically:

  • Check for any stock documents linked to the item.
  • Check for drawing files associated with the linked Drawing/Register record.
  • Add any drawing files marked PO to the purchase order's Documents tab.
  • Automatically tick the Email option against those documents.

Verify the Attachments

Before sending:

  1. Open the purchase order.

  2. Select Documents.

  3. Confirm that the required drawing files have been added.

  4. Verify that the Email checkbox is selected for each file.

  5. Generate the purchase order report and choose the email option.

  6. Review:

    • The supplier email address
    • The purchase order PDF
    • Attached drawing files
    • Drawing revision numbers

  7. Send the email.

Expected Result

The supplier receives:

  • The purchase order PDF
  • All selected drawing files marked for purchase orders

in a single email.

Adding Drawings to an Existing Purchase Order

If a purchase order has already been created, newly ticking the PO option on a drawing will not automatically update that purchase order.

To manually add drawings:

  1. Open the purchase order.
  2. Select Documents.
  3. Add the required drawing file as a document.
  4. Tick Email against the document.
  5. Save the changes.
  6. Regenerate the purchase order email and verify the attachments before sending.

Troubleshooting

Drawing Was Not Added Automatically

Check that:

  • The purchase order line uses the correct Stock ID.
  • The stock item is linked to the correct Drawing/Register record.
  • The required drawing file has the PO option selected.

Drawing Appears on the Purchase Order but Is Missing from the Email

Check that:

  • The drawing is listed in the purchase order Documents tab.
  • The Email checkbox is selected against the document.

File Cannot Be Attached or Opened

Check that:

  • The file path is valid.
  • The file location is accessible from the computer sending the email.
  • The file has not been moved or deleted outside of RedAnt.

Incorrect or Duplicate Drawings Are Attached

Review the purchase order Documents tab:

  • Remove any unwanted documents.
  • Clear the Email tick against files that should not be sent.

Managing Drawing Revisions

Before reissuing a purchase order, always verify the revision level of every attached drawing.

Important: Updating a file within a Drawing/Register record does not automatically replace drawings already stored against an existing purchase order. Always review attached documents before reissuing a purchase order to ensure suppliers receive the correct revision.

Best Practice

To avoid issuing incorrect documentation:

  • Mark only approved drawings with the PO option.
  • Verify drawing revisions before every issue or reissue.
  • Review the purchase order Documents tab before sending.
  • Send purchase orders and drawings together in a single email whenever possible to maintain a clear audit trail.