How to Set Up Email Notification for Purchase Requisition Approval

HOW TO SET UP EMAIL NOTIFICATION FOR PURCHASE REQUISITION APPROVAL

Purchase Requisition Approval enables the management to approve or reject created purchase requisitions. It can also send an email to notify the Approver(s) of the purchase requisitions that require his/her approval. Likewise, it can send an email to notify the Requestor once approved or rejected.

The Purchase Requisition Approver must be set up first. If you have not done this yet, please visit our Knowledge Base via the link below (copy and paste the link to your browser) and search for the Article ‘How to Set Up Purchase Requisition Approval.’

 https://support.qne.com.ph/support/solutions

Once the Purchase Requisition Approver(s) has been maintained, you will have to set up the Email Settings of the Approver(s) and of the Requestor(s) in System User Maintenance. Go to the Maintenance Ribbon tab > Users.

For example, the User Name ‘Supervisor’ is the Approver and the others are Requestors. 

Double-click the User Name ‘Supervisor’ (Approver) and click on Email Setting.

Fill in all the fields then click OK and click Save. 

Below are the settings if using Hotmail.

Email: Email Address

SMTP Server: smtp-mail.outlook.com

SMTP Port: 587

Username: Email Address

Password: Email Password

This server requires an encrypted connection (SSL): Ticked

Double-click the User Name ‘Purchaser’ and do the same steps in setting up the Email Settings of the Requestor(s).

Below are the settings if using Gmail.

Email: Email Address

SMTP Server: smtp.gmail.com

SMTP Port: 587

Username: Email Address

Password: Email Password

This server requires an encrypted connection (SSL): Ticked

Should you encounter a problem where email notification fails on sending using Gmail, please visit our Knowledge Base and search for the Article ‘Sending Email Notification Fails Using Gmail.’

Below are the settings if using Yahoo.

Email: Email Address

SMTP Server: smtp.mail.yahoo.com

SMTP Port: 587

Username: Email Address

Password: Your App Password (This is not your normal password. You may search on Google on how to generate App password in your Yahoo Account)

This server requires an encrypted connection (SSL): Ticked

Note: If you have your own Email Domain, please check with your company’s IT for the Email Settings.

Now, in creating Purchase Requisition, upon saving there will be a prompt for sending email notification to the Approver.

Click Yes to send the email. Wait until it is sent and click OK.

Below is a sample email sent to the Approver.

In approving the Purchase Requisition, upon saving there’s also a prompt for sending email notification to the Requester. Click Yes to send the email. Wait until it is sent and click OK.

Below is a sample email sent to the Requestor.

NOTE:

For further concerns regarding this matter, please contact support to assist you or create ticket thru this link https://support.qne.com.ph