Emailing Approval Requests in Purchasing

In Project Management, you now have the option to generate an email message for Purchase Orders that are ready for approval. Enabling this feature requires two steps, the first involving the setup of the Email Server record. You will need to know your Server Address and your Server Port. Your IT person should be able to provide you with this information.

1. Setting Up the Email Server Record

On the main DPHS screen, select File Maintenance > Email Server.

The following screen will appear:

You will need to enter information into the first 3 fields, which are described below.

Do you have an Email Server to use with Data Plus? Enter Yes.

Server Address – Enter in the IP Address or DNS address of your server.

Server Port – Enter in the Server Port. In most cases, you should be able to leave it as the default of 25.

2. Enter Email Addresses in Staff Records

You will need to make sure that you and your Senior Approvers have an Email Address listed in the Staff record, located under File Maintenance > Staff (shown below).

Once you have finished entering in the above information, you will be able to generate email messages for Purchase Orders ready for approval.

Now, when you are exiting out of Purchase Orders and the Print P.O. options screen, you will now have the option to email message, shown below.

Please Note: If you are the Senior Approver for the Purchase Order, then the Approve P.O. field is available, and Send Email is greyed out. If you are not the Senior Approver for the P.O. then the Approve P.O. field is greyed out and Send Email field is available.

Upon selecting Yes to Send Email and pressing F2 to continue, the following screen will appear:

The To and From email address are displayed, for verification purposes. In the subject line of the email, the P.O. number will be entered. A generic message, similar to the one above will be generated, but you also have the option to modify this message. When you are ready to send the email press F2. The system will then return you to the Purchase Order screen.

If you have any questions, please contact Data Plus Support at 978-897-3700 x3.