You can set the default email your suppliers receive with each purchase order, and choose how your PO PDFs are sized. It is all in Settings, and you can still tweak any individual email before you send it.
Set your default supplier email
In Settings, the Supplier email section lets you set a default Subject and Message for the email that goes out with each PO. Use variables in double curly braces to personalize each send:
{{po_number}}, {{shop_name}}, {{supplier_name}}, {{contact_name}}, {{total}}, {{currency}}, {{expected_date}}, {{item_count}}, {{unit_count}}, {{account_number}}.
A live preview shows exactly how it will look. You can also:
Include the order summary table (PO number, items, total, expected date) - on by default.
Set a Reply-to address so supplier replies reach the right inbox. Leave it empty to use your store email.
The PDF is always attached to the email. You can also attach a CSV of the order lines - tick Attach a CSV of the order lines in the send dialog for one send, or turn on Attach the order CSV to purchase order emails on the supplier's page (in the CSV export format section) to include it on every send to that supplier, automatic ones included. The file follows the supplier's CSV export format when one is saved.
Purchase orders send from our address with your store name on them. If you would rather suppliers see your own address in the From line, you can connect your own domain - see Send purchase orders from your own email address.
Tweak an individual email
When you click Email to supplier on a PO, the subject and message are pre-filled from your default, ready to edit. Any change you make there applies to that send only - your saved default stays as it is.
Keep a copy of every purchase order you send
Under Reply-to address there is a checkbox: Send me a copy of every purchase order email. Tick it and every purchase order Stockroom emails is blind-copied to you, so sent orders sit in your own mailbox right next to the supplier’s reply.
By default the copy goes to your store’s contact address. If you would rather it went somewhere else - a shared purchasing inbox, or your accountant - fill in Send copies to.
It is a blind copy, so your suppliers never see the address.
If that address is already on the To or Cc line, you get one email rather than two.
The setting is read when each order is sent, so turning it on also covers orders already on their way out.
Choose your PDF paper size
In the PDF documents section of Settings, choose Letter (8.5 x 11 in) or A4 (210 x 297 mm). This applies to downloaded, printed, and emailed purchase order PDFs.
The same section holds Email shown on documents - the contact email printed in the PDF header. Left empty, Stockroom falls back to your reply-to address, then your Shopify account email (often the owner's personal address - worth setting!). The ship-to block prints the destination location's full street address and phone straight from Shopify, so renames and moves are always current - and a per-PO Edit ship-to override (for drop-ships) prints exactly what you typed instead.
Show your account number on your POs
If a supplier files you under a customer account number, add it once on the supplier - Suppliers, open the supplier, Account number - and Stockroom puts it in front of them on every order: an Account # row in the PDF, alongside your terms and reference, and a row in the PO email's summary table. Nothing prints if you have not set one.
If a particular order goes against a different account, open the PO and use the Account number field in its Details card. It overrides the supplier's for that one order; leave it empty and the supplier's number is what prints. The field stays editable after you mark the PO as ordered, so a late request from their accounts team still reaches the PDF you re-send.
Good to know
If you use a variable name Stockroom does not recognize when saving a default, it points it out, so nothing sends with a broken placeholder.
Emails send in the background, so "Email sent!" means it is on its way. Replies go to your reply-to (or store) address, not to Stockroom.