Configure Purchasing Documents

These settings are used for Quote Request and Purchase Order documents and emails. They help your organization present consistent information to suppliers without rewriting the same text each time a document is generated.

The document content is built from two parts:

• Structured purchasing data, such as supplier, lines, quantities, prices, and purchase details
• Your configured document defaults, such as logo, organization details, standard terms, instructions, email body, and signature

This makes the purchasing documents consistent while still allowing each Quote Request or Purchase Order to contain the correct operational data.

What Purchasing Documents are used for

Purchasing Documents are used to configure default content for supplier-facing documents.

They can affect:

• Quote Request PDFs
• Quote Request emails
• Purchase Order PDFs
• Purchase Order emails

The settings do not replace the actual purchasing record. A purchase order still contains its own supplier, lines, quantities, prices, and status. The Purchasing Documents settings control the standard wording and presentation used when documents or emails are generated from that data.

Why this setup matters

Purchasing communication should be clear and consistent.

Without standard document settings, users may need to manually add the same instructions, terms, contact information, or email wording each time they send purchasing documents.

By configuring Purchasing Documents, your organization can standardize:

• Supplier instructions
• Required documentation wording
• Payment terms
• Delivery instructions
• Email subjects
• Email body text
• Email signatures
• Sender display names
• Organization details
• Logo and branding

This helps reduce manual work and makes supplier communication more consistent.

Where to configure Purchasing Documents

To configure Purchasing Documents:

1. Go to Administration.
2. Open Purchasing Documents.
3. Select Edit.
4. Update the relevant settings.
5. Save your changes.

The exact navigation may depend on your permissions and account setup.

If you cannot see Purchasing Documents, you may not have permission to view or update purchasing document templates.

Logo

You can upload a logo for purchasing documents.

The logo is used on Quote Request and Purchase Order PDFs.

Supported file types are:

• PNG
• JPG
• JPEG
• SVG

The logo file must be less than 2 MB.

You can also remove an existing logo if it should no longer be used.

Organisation details

The Organisation section controls the organization information shown on purchasing documents.

It includes:

• Organisation display name
• Organisation address or details

Use this section to make sure suppliers see the correct organization name and contact details on purchasing documents.

Quote Request PDF settings

The Quote Request PDF section controls standard content used when generating quote request documents.

Settings include:

• Default contact person
• Response deadline wording
• Standard supplier instructions
• Required documentation text
• Standard terms or footer text

Use these fields to explain what you expect from suppliers when they respond to a quote request.

For example, you may use this section to tell suppliers what documentation must be included, how they should respond, or which deadline wording should appear on the document.

Quote Request email settings

The Quote Request email section controls the default email content used when sending quote requests.

Settings include:

• Email subject
• Reply-to or sender display name
• Email body
• Email signature

These defaults help users send quote request emails with consistent wording and contact information.

Users should still review generated emails before sending them, especially when supplier-specific information is required.

Purchase Order PDF settings

The Purchase Order PDF section controls standard content used when generating purchase order documents.

Settings include:

• Standard PO terms
• Payment terms
• Delivery instructions
• Required documentation text
• Footer text

Use these fields to communicate the standard terms and expectations that should appear on purchase order documents.

For example, you may use this section to describe delivery requirements, payment terms, or documentation suppliers must provide with the delivery.

Purchase Order email settings

The Purchase Order email section controls the default email content used when sending purchase orders.

Settings include:

• Email subject
• Reply-to or sender display name
• Email body
• Email signature

These settings help purchasing users send purchase orders with consistent email wording.

What is generated from purchasing data

Purchasing Documents settings provide default wording and branding. They do not manually define every line on a Quote Request or Purchase Order.

The document builders also use structured purchasing data from the relevant record.

For example, a Purchase Order document may include operational data from the purchase order itself, while the template settings provide standard organization details, terms, delivery instructions, and email defaults.

This means you should keep both areas accurate:

• The purchasing record should contain the correct supplier, items, quantities, prices, and delivery information.
• The Purchasing Documents settings should contain the correct standard wording and branding.

When to configure Purchasing Documents

Configure Purchasing Documents before your organization starts sending supplier-facing purchasing documents from FlightLogger Maintenance.

You should review these settings:

• During initial setup
• Before going live with purchasing
• Before using Quote Requests
• Before sending Purchase Orders
• When organization details change
• When payment terms change
• When delivery instructions change
• When supplier documentation requirements change
• When email wording or sender information changes

Before you configure the settings

Before updating Purchasing Documents, prepare:

• Organization display name
• Organization address or details
• Logo file, if used
• Standard quote request wording
• Standard purchase order terms
• Payment terms
• Delivery instructions
• Required supplier documentation text
• Email subject wording
• Email body text
• Email signature
• Sender display name

It is useful to align this wording with your internal purchasing process before adding it to FlightLogger Maintenance.

Best practices

• Use clear supplier-facing language.

• Keep wording short enough to be readable on documents and emails.

• Make sure payment terms are approved internally before adding them.

• Make sure delivery instructions match your receiving process.

• Review required documentation wording with stores, purchasing, and compliance users.

• Keep email signatures professional and consistent.

• Update organization details when they change.

• Review generated documents before using them operationally.

• Avoid using Purchasing Documents for supplier-specific instructions that should be handled on the individual purchasing record.

Summary

Purchasing Documents configure the standard branding, wording, and email defaults used for supplier-facing Quote Request and Purchase Order documents.

They help your organization keep purchasing communication consistent while still allowing each purchasing record to provide its own structured data.

Set up Purchasing Documents before using Quote Requests or sending Purchase Orders from FlightLogger Maintenance.