Introduction

If your vendor/Source does not yet have a prebuilt integration with Flxpoint, our email-based Send Fulfillment Requests (Send FRs) feature allows you to automate order delivery using outbound email.

With Send FRs, you can deliver purchase orders in multiple formats:

• HTML email body (order details sent directly inside the email)
• PDF attachment (formatted PO PDF generated from your HTML template)
• CSV/XLSX file (structured order data file for vendors who import order feeds)
• Email delivery 

This ensures that every vendor, regardless of their technical capabilities, can be included within your automated fulfillment operations without requiring a custom integration or engineering support.

When to Use Email-Based Send FRs

Use email-based Send FRs when:

• Your vendor accepts orders via email, not via a prebuilt integration
• The vendor accepts the PO details in the email body directly, as an attached PDF, or as a CSV/XLSX file
• No prebuilt integration exists
• Building a custom integration is out of scope or not feasible
  
   

Using this simple but powerful feature allows you to bring all vendors, even offline or non-integrated ones, into your automated fulfillment network, ensuring:

• Centralized order management in one app, not many
• Automated PO delivery
• Accurate order data sent to your vendors every time––no more copy and paste or typos

The Send FR Outbound Email Flow

When an order is ready to send to your source:

1. Flxpoint compiles PO information (items, address, metadata)
2. Generates the output (HTML body, PDF, or CSV/XLSX)
3. Sends the file/email via the configured connection
4. Updates the FR status in Order Manager
   → Processed to vendor, awaiting fulfillment

This ensures full visibility into outbound vendor communication.

What This Guide Covers
This guide will walk you through how to:

✉️ Send POs inside the HTML Email Body  - Configure email delivery and build dynamic templates with merge fields.

📄 Send POs as PDF Attachments - Create and customize PDF templates and automate email delivery.

📁 Send CSV/XLSX Files - Generate structured order files, apply mapping templates, and configure advanced file formatting.

🔌 Use Email Connections - Create outbound email connections during the Send FR setup flow.

🏷️ Set Up Custom “From” Email Addresses - Replace notify@flxpoint.com with your verified company email.

Sending Fulfillment Requests as an HTML Email Body

Sending FRs using the HTML Email Body method allows the purchase order details to appear directly inside the email your vendor receives, no attachments required. This is ideal for vendors who prefer a simple email-based order format.

This process has three steps:

Step 1: Connect an HTML Template Integration

To begin, you first need to create a connection that tells Flxpoint where and how to send the email.

1. Select Connector

Go to:   Source → Integrations → Send Fulfillment Requests → Connect an Integration

Choose:   ➡ HTML Template → Create New Connection

2. Fill in Required Fields

3. Advanced Settings

Under Advanced Settings, you may configure optional fields:

• Email From
  Defaults to notify@flxpoint.com.
  If you have a Custom From Email configured, it will appear here.
  
   
• CC / BCC
  Optional additional recipients for visibility or internal tracking.

4. Test & Save

Click Test Connection to verify the email configuration.

If successful → click Save Connection.

Step 2: Configure HTML Template Settings

Once the connection is created, you will configure how the email should look and what content it includes.

Email Subject

• If this field is left blank, Flxpoint automatically uses the Purchase Order (PO) Number as the subject.
• You may also enter a static subject (e.g., Flxpoint Purchase Order).

Append PO Number to Subject

Toggle Yes/No:

• Yes → Adds the PO number to the end of your subject line
  Example: Purchase Order – 12345
• No → Uses only the subject text supplied above

HTML Template (Required)

Click:

➡ Setup

You will be prompted to enter the below information, which will appear on the PO:

• Company Name
• Company Information / Address
• Miscellaneous Details
  
   

After clicking Create, Flxpoint will automatically generate a sample HTML template, which you can:

• Preview
• Edit
• Customize
  
   

The editor allows you to insert variables from the Template Formatting panel (right side of screen), such as:

• purchaseOrder.purchaseOrderNumber
• shippingAddress.city
• item.sku
• item.quantity

This enables dynamic insertion of PO data into your email body.

You may modify:

• Text
• Layout
• Formatting
• Company branding

💡 Tip: Use AI to Customize Your Template

Copy your current HTML template code, share with your favorite AI, and:

• Describe the structure you want
• Ask AI to redesign or restyle sections
• Generate branded table layouts
• Insert a logo URL

Once customized, copy the new HTML template code and paste in your Flxpoint editor. This reduces the time needed to build a fully custom email template.

Step 3: Define a Mapping Template

Good news:

👉 HTML Send FR integrations do not require a field mapping template.

All data is pulled dynamically from the Fulfillment Request object based on the variables in your HTML template.

Simply click:   Save & Complete

Your Send FR via HTML Email Body setup is now ready to use.

Sending FRs as a PDF Attachment

This method sends the Purchase Order to your vendor as a PDF file attached to an outbound email. The PDF is generated from your custom HTML template.

Step 1: Connect a PDF File Integration

Go to:

Source → Integrations → Send Fulfillment Requests → Connect an Integration

Select:   ➡ PDF File (Email Outbound)→ Create New Connection

Required Fields:

• Connection Name
• Email Address (To) (multiple emails can be configured as example1@abc.com, example2@abc.com)

Advanced Settings

Under Advanced Settings, you may configure optional fields:

• Email Address (From)
• Email Address (CC)
• Email Address (BCC)

Click Test Connection → Save Connection

⚠️ Important Information

TIP: PDF Fulfillment Requests can also be sent to an FTP server.

If your vendor prefers receiving PDF files via FTP instead of email delivery, you can configure a PDF → FTP integration.

➡ See the “PDF via FTP Configuration” page for setup instructions.

This allows you to support vendors who retrieve order files automatically from an FTP location.

Step 2: Configure PDF File Settings

The configuration page includes several email-related fields and your required PDF template setup.

Below is a detailed explanation of every field on this page.

1. Email Subject

• This is the subject line your vendor will see.
• If you leave this field blank, Flxpoint will use the PO Number or fallback naming conventions depending on your setup.

Example:
 Flxpoint Purchase Order  or leave blank to allow automatic subject formatting.

2. Email Body (Optional)

This text appears in the body of the email separate from the PDF attachment.

• You can add a simple message like:
  "Please find attached the Purchase Order for fulfillment."
• Supports plain text only, not HTML.
   

3. Attachment File Name

This is the name of the PDF file your vendor will receive.

Examples:

• PO_${purchaseOrder.purchaseOrderNumber}
• VendorOrder
• PurchaseOrder_File

Use a clear naming convention so vendors can easily identify your file.
 

4. Attachment File Name Date Format

Allows you to append a date to the file name.

Common formats include:

• yyyy-MM-dd
• MM-dd-yyyy
• yyyyMMdd
  
   

Example Output:
 PO_12345_2024-01-30.pdf

5. Append PO Number to Email Subject Line

Toggle: Yes / No

• Yes → PO number will automatically be added at the end of your subject.
  Example:   Flxpoint Purchase Order – PO12345
• No → Sends the subject exactly as entered.

6. HTML Template (Required)

This HTML template is used to generate the PDF file.

Click: ➡ Setup

You will see prompts to enter:

• Company Name
• Company Info / Address
• Miscellaneous data (optional)
  
   

Then click:  Generate Test PDF

Flxpoint will produce a sample PDF template built in HTML format.You will see a preview similar to the example you shared.

Editing & Customizing the Template

Once the sample template has been created, you can:

• Click Edit to open the HTML template editor
• Modify the layout, tables, fonts, spacing, and overall design
• Insert your company branding, such as your logo, header styles, or footer information
• Add or rearrange any merge fields using the Template Formatting Panel on the right
• Adjust the structure to match any vendor-specific PO formats

This allows the PDF output to be tailored precisely to your vendor’s requirements.

Template Formatting Panel

This panel provides dynamic objects you can insert into your PDF:

Sections include:

• Billing Address
• Business Info
• Channel
• Fulfillment Request
• Fulfillment Request Item (Repeating items block)
• Reseller
• Shipping Address
• Source Shipping Method
  
   

Example merge fields:

• ${purchaseOrder.purchaseOrderNumber}
• ${shippingAddress.city}
• ${item.sku}
• ${item.quantity}
  
   

These auto-populate based on the FR being generated.

AI-Powered Template Assistance

Flxpoint’s built-in AI template helper can dramatically speed up your PDF template creation.

You can use it to:

• Generate a complete purchase order layout from a simple description
• Redesign your table structure (e.g., SKU, Qty, Price columns)
• Apply branded styling such as colors or header formatting
• Add professional spacing and alignment
• Fix broken or mismatched HTML
• Insert merge fields in the correct places
• Rebuild large sections of the template with a single prompt
  
   

Examples of instructions you can give to AI:

• “Create a cleaner PO layout with improved item table formatting.”
• “Add a bold header with my company name and address.”
• “Rewrite this section using a modern invoice-style design.”
• “Insert FR items in a table with SKU, Title, Qty, Price columns.”
  
   

Using AI helps reduce manual HTML work and ensures the PDF is clean, consistent, and accurately structured.

Step 3: Define a Mapping Template

Good news:
 
👉 PDF Send FR integrations do NOT require a mapping template.

All data is automatically pulled into the PDF from:

• The Fulfillment Request
• Fulfillment Request Items
• Business & Address objects
  
   

Simply click:  Save & Complete

Your PDF Send FR configuration is now ready.

Sending Fulfillment Requests as a CSV/XLSX File

Some vendors prefer to receive purchase orders as structured data files such as CSV or XLSX. Flxpoint supports automatically generating these files and sending them as email attachments through the Send FR integration.

The steps below explain how to configure this method

Step 1: Connect a CSV/XLSX File Integration

Navigate to:

Source → Integrations → Send Fulfillment Requests → Connect an Integration

Choose:  ➡ CSV/XLSX File → Create New Connection

You will configure the email connection first (Email To / From / CC / BCC), and once saved, Flxpoint will direct you to the Configure Settings step.

Step 2: Configure CSV/XLSX Send FR Settings

The fields below control how your CSV or Excel file is generated and delivered.

1. Email Subject

This is the subject line of the email sent to your vendor.

Example:
[Your Company Name] New Order
If left blank, the system will use your fulfillment request number..

2. Email Body

Text that will appear inside the email message.

Example:
 Attached is the latest fulfillment request file.

Supports plain text only.

3. Attachment File Name Date Format

Select how the date should appear if used in the filename.

Common formats include:

• yyyy-MM-dd
• MM-dd-yyyy
• yyyyMMdd
   

4. Attachment File Name

Specify the filename for the CSV or Excel file.

Examples:

• Puchase_Orders
• PO_Export
• PO_${purchaseOrder.purchaseOrderNumber} (dynamic filenames optional)
  
   

5. File Formatting Options

These settings determine how your CSV or Excel file is structured.

File Has Headers

Yes → File will include column headings.
 No → File will not include a header row.

File Format (Required)

Select your desired format:

• CSV (Comma Separated Values)
• TSV (Tab Separated Values)
• TXT
• XLSX (Microsoft Excel)
   

Choose the format required by your vendor.

Advanced Settings

(Found under Advanced Settings dropdown)

These options allow you to control CSV/XLSX formatting in more detail. Most users do not need to adjust these default advanced settings.

Step 3: Mapping Template

A mapping template is required for CSV/XLSX Send FRs.

This ensures each column in the file corresponds to the correct fulfillment request field. Add fields that your source requires or that your want to include in the order file. You can drag and drop to arrange the order and give the field a custom header name that will be used in the CSV file.

Most vendors expect these fields::

• SKU
• Quantity
• Recipient info
• Address fields
• Order metadata
• Shipping method
• And more
  
   

After mapping, click:  Save and Proceed

Setting Up a Custom “From” Email Address

Some vendors may require purchase orders to come from a recognized sender, or you may wish to send FRs from an address that reflects your company’s branding. 

Flxpoint supports using a custom “From” email instead of the default notify@flxpoint.com

Why Use a Custom “From” Email?

• Improves brand consistency
• Increases email deliverability
• Reduces spam filtering
• Builds vendor trust
• Aligns with your corporate communication policies

How to Set Up a Custom “From” Email

Setting up a custom sender address requires a quick verification process handled by the Flxpoint Support team. Once complete, the new email will appear as an option in your Send FR integrations.

Follow the steps below:

1. Provide Your Desired Email Address

Send the email address you'd like to use as your FR “From” address to:

📩 support@flxpoint.com

This will be the sender address that appears on all FR outbound emails.

2. Verify Ownership of the Email

Once you submit your email address, Flxpoint Support will trigger a verification request which will be valid for 24 hours.

You will receive an email at the address you provided containing a verification link.

To complete verification:

1. Open the email
2. Click the verification link
3. Confirm ownership of the address

Verification must be completed before the address can be used.

3. Activation for FR Integrations

After you verify the email, the Flxpoint Support team will:

• Enable the custom email address in your account
• Make it available as a selectable “Email From” value within your Send FR integration configuration

Once activated, your FR emails will be sent seamlessly using your verified address

Common Questions

Q: Do I need to configure anything in Flxpoint settings?

A: No. You do not need to create or edit Email Connections in Settings for this process.
Flxpoint Support completes the setup for you.

Q: What if I already use Email Connections for Custom Alerts?

A: That’s fine. Email Connections used for Custom Alerts are separate and do not affect your FR integrations. Your custom “From” email setup does not interfere with any existing alert configurations.