Creating and Sending a PO to a Supplier

Applies to: RFMS E-Commerce (EC)
This process is for sending POs to EC-enabled suppliers electronically.
If your supplier isn’t connected through EC, your PO workflow may be different.

This article explains how to prepare a Purchase Order in RFMS and send it to a supplier through the B2B connection. You’ll create the PO in the ERP as usual, then transmit it through E-Commerce once it’s ready.

Step 1: Create the PO in RFMS

Create the PO using your standard workflow in Order Entry or Inventory.

If you need a refresher, see: Purchase Orders

Once the PO is created, open it in Inventory > Purchase Orders to continue.

Step 2: Verify the PO Is Ready to Send

Before the system will allow transmission, the PO must meet a few requirements.

Review the checklist in “PO Requirements for B2B Sending” below.

Step 3: Enter Optional Supplier Details (If Needed)

If your supplier supports additional fields, you may add optional information before sending, such as:

• Requested ship date
• Requested dye lot
• Builder/project information
• Multi-cut instructions
• Reservation number
• Special instructions (if enabled)

These fields are optional and supplier-dependent. Enter them only if required for the order.

Step 4: Send the PO Through the B2B Connection

When the PO is ready:

1. Open the PO.
2. Highlight any line.
3. Select the Send (red phone) button.
4. If prompted, verify the supplier account, carrier, and shipping preferences.
5. Submit the PO.

The PO is transmitted immediately. Its status changes to Sent EC, and supplier acknowledgement will route back automatically.

PO Requirements for B2B Sending

A PO must meet all of the following before E-Commerce will allow it to send:

• Each product line contains a valid supplier SKU.
• All lines belong to the same supplier.
• The supplier participates in B2B ordering.
  (See RFMS’s list of suppliers that accept digital POs.)
• The PO is currently in To Be Ordered status.

If any of these items are missing, the Send button will be disabled.

Where to Track the PO After Sending

After transmission, tracking and status review happen in the ERP—not in the sending workflow.

To find or filter POs by status, use: Inventory > Purchase Orders > Filter