The following article outlines how to view a Purchase Order (PO) email status. There are two methods to check the receive status of a PO email.
If the email failed to send, the sender will receive an email notification. A notification will also appear on the PO list page identifying the email as Failed to send, Sent on or Open on. The image below includes examples. Note that this new feature will only track status update triggers on the PO list page going forward and not retroactively.
To access your email logs, simply select the arrow beside the Email Purchase Order button within the upper right-hand corner of the Purchase Order.
From here, you will be able to see an overview of the emails that have been sent containing this Purchase Order. This will only track emails that have been sent through Procurify. In addition to sender, date, recipient, and subject, you will also have access to a label that will state the current status of the email that was sent. Hovering over the label will provide additional information regarding the status.
The "Sending" label means that the email is still on its way to the recipient and we can not yet confirm that it has been received.
Sent means that we can confirm the email had been received by the recipient's email server. Keep in mind that this does not mean the email is accessible within the recipient's inbox. If the recipient is not able to locate the email within their inbox or spam folder, there is a possibility that their email server has an additional filter that has blocked the email from being delivered successfully. If this is the case, the recipient would need to contact their IT Coordinator to ensure emails they receive from Procurify will not be flagged in the future.
Opened means that we have been notified that the recipient has opened the email that had been sent. This of course also assures you that the email was received properly on their end.
Failed indicates that we were unable to deliver the email to the address that had been provided. This occurs most often when the email address is outdated or has been incorrectly entered.
The Unknown status means that for a number of possible reasons, the system did not receive a confirmation that it had been successfully received by the recipient. However, that does not necessarily mean it was not received. In these cases, we suggest reaching out to the Vendor directly to confirm receipt of delivery.