> ## Documentation Index
> Fetch the complete documentation index at: https://purchasing.docs.growcrm.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Grow CRM Purchasing Settings: Prefixes, Alerts and Templates

> Set up document number prefixes, low-stock notifications, and customise Purchase Order and RFQ email templates in Grow CRM Purchasing.

Purchasing settings are managed under **Settings → Purchasing**. The section is split across two pages: **General**, where you configure document number formatting and low-stock notifications, and **Email Template**, where you customise the emails sent to suppliers for Purchase Orders and RFQs.

## General Settings

The General settings page lets you control how Grow CRM formats document numbers across all purchasing-related records. Each document type has its own prefix field, and a shared padding setting determines how many digits appear in every number.

| Field                         | Purpose                                                                                                                |
| ----------------------------- | ---------------------------------------------------------------------------------------------------------------------- |
| **Prefix - Purchase Order**   | Prefix used when formatting a Purchase Order number, e.g. `ORD-000024`.                                                |
| **Prefix - RFQ**              | Prefix used when formatting an RFQ number, e.g. `RFQ-000001`.                                                          |
| **Prefix - Stock In**         | Prefix for Stock In record numbers, e.g. `SI-000006`.                                                                  |
| **Prefix - Stock Out**        | Prefix for Stock Out record numbers, e.g. `SO-000006`.                                                                 |
| **Prefix - Stock Movement**   | Prefix for Stock Transfer numbers, e.g. `SM-000006`.                                                                   |
| **Prefix - Stock Adjustment** | Prefix for Stock Adjustment numbers, e.g. `SA-000006`.                                                                 |
| **ID Number Padding**         | The number of digits document numbers are padded to. For example, a padding of `6` produces numbers like `#SI-000001`. |

### Low Stock Email Notifications

The **Low Stock Email Notifications** field accepts one or more email addresses that should receive an alert when an item's stock level drops to **Low** or **Out of Stock**. Enter multiple addresses separated by commas or on separate lines. To disable low-stock notifications entirely, simply leave the field empty.

<Note>
  Low-stock notification emails are sent at most once every 24 hours. In addition, an item is only included in a notification if it has not already been flagged since its stock status last returned to **Normal**. This prevents your inbox from being flooded with repeated alerts about the same shortage.
</Note>

## Email Templates

Grow CRM Purchasing sends automated emails to suppliers in two scenarios. You can fully customise the subject line and body of each template to match your company's communication style.

To edit a template, select it from the dropdown at the top of the **Email Template** page, then update the **Subject** and **Body** fields as needed.

<AccordionGroup>
  <Accordion title="Purchase Order Template">
    The Purchase Order email is sent automatically whenever you **publish** a new Purchase Order or use the **Resend** action on an existing one.

    You can personalise the message using the following variables, which Grow CRM replaces with real data at send time:

    | Variable              | Inserts                                                  |
    | --------------------- | -------------------------------------------------------- |
    | `{contact_name}`      | The name of the contact associated with the order.       |
    | `{supplier_name}`     | The name of the supplier the PO is addressed to.         |
    | `{purchase_order_id}` | The formatted Purchase Order number (e.g. `ORD-000024`). |

    In addition to these Purchase Order-specific variables, all general system variables are available — including your email signature and footer — so the message stays consistent with the rest of your outgoing communications.
  </Accordion>

  <Accordion title="RFQ Template">
    The RFQ (Request for Quotation) email is sent whenever you use the **Send** or **Resend** action on an RFQ record.

    You can personalise the message using the following variables:

    | Variable          | Inserts                                           |
    | ----------------- | ------------------------------------------------- |
    | `{contact_name}`  | The name of the contact associated with the RFQ.  |
    | `{supplier_name}` | The name of the supplier the RFQ is addressed to. |
    | `{rfq_id}`        | The formatted RFQ number (e.g. `RFQ-000001`).     |

    As with the Purchase Order template, all general system variables — including your email signature and footer — are also available for use in the RFQ subject and body.
  </Accordion>
</AccordionGroup>

<Tip>
  Before rolling out your customised templates to real suppliers, test them by sending yourself a Purchase Order or RFQ. This lets you verify that all variables resolve correctly and that the formatting looks right in your email client.
</Tip>