Mail Template

In the Mail Template tab you adjust how the order email to your suppliers looks. Every order is sent on submit (or after approval) as a formatted email to the stored supplier address.

Subject template

The subject is freely editable and supports placeholders that are replaced with the real order data when sending.

A typical subject:

Order {{order_number}} – {{branch_name}}

becomes at runtime e.g.: Order PO-2026-0042 – Downtown Branch.

---

Available placeholders

Placeholder	Replaced with
{{order_number}}	Unique order number
{{supplier_name}}	Supplier name
{{branch_name}}	Name of the ordering branch
{{ordered_by}}	Name of the orderer (logged-in user)
{{order_date}}	Order date
{{order_lines_html}}	Automatically generated order list (HTML table)
{{order_note}}	Optional note to the supplier
{{customer_number}}	Your customer number stored at the supplier

Use placeholders sparingly in the subject

In the subject, short placeholders like {{order_number}} and {{branch_name}} work well. The detailed fields ({{order_lines_html}}, {{order_note}}) belong in the mail body, not the subject.

---

The order list

The actual order list ({{order_lines_html}}) is generated automatically from the cart items - you do not have to format it by hand. Per line it contains:

Column	Content
Article number	Supplier article number of the product
Name	Product name
Quantity	Ordered quantity
Unit	Order unit (e.g. pcs, carton)

Without prices

The order list intentionally contains no prices. Procurement is a pure quantity-ordering tool - the supplier bills based on their own conditions.

---

Sending prerequisite

Mail module required

Email sending runs via the mail module (internally email) or its mail queue - not via a cloud function. If the mail module is not active, you can still create orders, but they are not sent and stay in their status until the mail module is available. Activate the mail module so that order emails go out.

One separate email is created per supplier: if the cart contains products from several suppliers, each supplier receives only their own lines at their own order address.

---

Related topics

Suppliers Maintain order email, CC addresses and customer number

Orders Mail sending status and resending