1. Send a PO to a vendor for signature
To send a single PO for signature:
Go to Purchase Orders.
Open the PO you want to send.
Click Send to vendor.
In the Send for signature window, confirm or enter the vendor's Email.
Optional: add a note in Add a comment for the vendor or attach additional files.
Click Send.
Adaptive emails the PO to the vendor. The vendor can open the request from the email and sign the PO without needing an Adaptive account.
Note: You must save the PO before sending it for signature. If the PO has unsaved changes, Adaptive will prompt you to save before the request can be sent.
2. Add default attachments to PO signature requests
If your team uses standard documents with PO signature requests, you can add them in Purchase Orders > Settings.
In Purchase order settings, use the Attachments section to upload files. Files uploaded here are automatically attached to every purchase order and included when requesting vendor signatures.
3. How vendors sign a PO
When the vendor opens the signature request, they can review the PO and complete the Signature field by typing their full name.
The vendor then clicks Sign purchase order.
After the vendor signs:
Adaptive records the signature.
The PO signature status updates to Signed.
The signed PO can be downloaded.
Adaptive sends the appropriate signature notifications.
4. Send reminders or cancel a request
After a PO has been sent for signature, the PO drawer shows a signature request banner.
From this banner, you can:
Click Send reminder to send another request email.
Click Cancel request to cancel a pending request.
Note: A reminder cannot be sent if a request was sent within the last 24 hours.
If you cancel a request, Adaptive will ask you to confirm. Canceling cannot be undone. To collect a signature later, send a new request.
5. What happens when a request expires
PO signature requests expire after 30 days if they are not signed by the vendor or marked as signed by a user.
When a request expires:
The PO signature status changes to Request expired.
The user who sent the request is notified.
The vendor can no longer sign from the expired link.
You can send a new request or use Mark as signed if the vendor accepted the PO outside of Adaptive.
Learn more about default notifications here: Understanding Default Notifications.
6. Mark a PO as signed
Use Mark as signed when you received vendor acceptance outside of Adaptive, such as by email, in person, or through another document workflow.
To mark a PO as signed:
Open the PO.
Click the dropdown next to Send to vendor.
Select Mark as signed.
Optional: upload the signed file.
Click Mark as signed.
Adaptive marks the PO as signed and updates the PO signature status.
Important: Use Mark as signed only when you have already received acceptance from the vendor outside of Adaptive.
7. Send or mark multiple POs in bulk
You can manage PO signatures in bulk from the Purchase Orders page.
To send multiple POs for signature:
Select the POs using the checkboxes.
Click Actions.
Select Send for signature.
Confirm the vendor email addresses.
Optional: select Include a custom message to add a message to each request.
Click Send.
To mark multiple POs as signed:
Select the POs using the checkboxes.
Click Actions.
Select Mark as signed.
After bulk marking POs as signed, Adaptive shows an Undo option in the success message.
8. Track PO signature status
On the Purchase Orders page, use the Signature column to review PO signature status.
Statuses include:
Request sent
Request expired
Signed
You can also filter the table by signature status, such as Sent for signature, Signed, or Unsigned, when the signature filter is available.
If you have any questions or want to share feedback, reach out to [email protected].