Overview
Purchase Order Notifications let you automatically notify the right employee roles when a purchase order reaches a specific status — like when it's been sent to a vendor, confirmed, partially fulfilled, or completed. Set up a notification once and Redlist handles the alerts, so your team stays informed without anyone having to manually check PO status.
Accessing Purchase Order Notifications
From the navigation, click Settings, then click Purchasing. Select the Notifications tab.
The Notifications page displays all configured notification rules in a searchable, filterable table.
How to Add a Notification
Click the + Add Notification button
Enter a name in the Display field (required, maximum 100 characters)
Optionally select one or more Regions — leave blank to apply the notification to all regions
Select at least one Employee Role to receive the notification
Select at least one Trigger — the PO status(es) that will send the notification
Select a Notify Type — choose how often notifications are sent
If Weekly Aggregate is selected, choose the day(s) of the week to send the digest
If Monthly Aggregate is selected, choose the day of the month to send the digest
Click Create
How to Edit a Notification
Click the Display name of the notification you want to update
The edit modal will open with the existing values pre-filled
Make your changes
Click Save
How to Delete a Notification
Click the Display name of the notification you want to remove
In the modal, click Delete
When prompted, click Delete to confirm
Note: Deleting a notification rule is permanent. Users who were receiving those notifications will stop receiving them immediately.
Available Triggers
Each notification rule can include one or more of the following triggers:
Trigger | When It Fires |
Purchase Request Created | A new purchase request is submitted |
P.O. Drafted | A purchase order is saved in draft status |
P.O. Sent | A purchase order is sent to the vendor |
P.O. Confirmed | A purchase order is confirmed by the vendor |
P.O. Partially Fulfilled | A purchase order is marked as partially fulfilled |
P.O. Completed | A purchase order is marked as completed |
Notify Types
Notify Type | Behavior |
Immediate | Sends a notification each time a trigger condition is met |
Daily Aggregate | Sends one digest per day containing all activity since the last digest |
Weekly Aggregate | Sends one digest on the selected day(s) of the week |
Monthly Aggregate | Sends one digest on the selected day of the month |
Note: Aggregate schedules are sent based on your company's configured time zone.
Best Practices
Use Roles, Not Individuals: Notifications are sent to employee roles, not specific users — assign the right role to a notification so coverage adjusts automatically when team members change.
Use Immediate for Time-Sensitive Statuses: For statuses like P.O. Confirmed or P.O. Sent where quick action may be needed, choose Immediate so recipients aren't waiting for a daily or weekly digest.
Use Aggregates for High-Volume Workflows: If your team processes many POs, daily or weekly aggregates reduce noise while still keeping recipients informed.
Narrow by Region When Relevant: If your organization manages purchasing by region, scope notifications to specific regions so recipients only see POs relevant to them.
Name Rules Clearly: Use a Display name that describes the purpose, such as "Warehouse — PO Completed" or "Procurement Team — All Triggers," so the table stays readable as rules accumulate.
Troubleshooting
Issue: Users are not receiving notifications when a PO status changes
Solution: Confirm a notification rule exists for the trigger, the user's role is included, and the delivery type is not an aggregate still waiting to send.
Go to Settings > Purchasing > Notifications and confirm a notification rule exists for the relevant trigger
Verify the user's employee role is included in the Employee Roles field of that notification rule
If the notify type is an aggregate (Daily, Weekly, or Monthly), the user will not receive an alert immediately — check again after the next scheduled send
If using Regional filtering, confirm the PO is associated with a region included in the notification rule (or that no region filter is set)
Issue: A notification rule was deleted and needs to be recreated
Solution: Deleted notification rules cannot be restored.
Click + Add Notification to create a new rule with the same configuration
Issue: The notification modal is not saving
Solution: All required fields must be filled in before saving.
Confirm all required fields are filled in: Display, at least one Employee Role, at least one Trigger, and Notify Type
If Weekly Aggregate is selected, confirm at least one day of the week is chosen
If Monthly Aggregate is selected, confirm a day of the month is selected
Click Save and watch for an inline error message indicating which field needs attention
Summary
Purchase Order Notifications give administrators control over who gets alerted and when for each stage of the purchasing workflow. Configure rules by employee role, trigger status, and delivery frequency from Settings > Purchasing > Notifications — so the right people are informed at the right time without manual follow-up.